Understanding the Project Life-cycle

Understanding the entire project life-cycle is essential to provide engineering consulting services effectively. This includes understanding the planning, design, construction, and ongoing maintenance and management phases. By understanding the entire project life-cycle, engineering consultants can better serve their clients and ensure the long-term success of their projects.

The project life cycle is made up of five project stages:

1. Initiation

2. Planning

3. Execution

4. Monitoring & Control

5. Closure

Each of these phases is necessary for the effective delivery of the project.

1. Project Initiation Phase

This usually begins with a business case, feasibility study, cost-benefit analysis and other types of research to determine whether the project is feasible and should or shouldn’t be undertaken. Stakeholders provide input. If the project is approved, then a project charter is created, which provides an overview of the project and sets up the stage for your project plan.

2. Project Planning Phase

This phase begins by setting SMART (specific, measurable, attainable, realistic, timely) goals. The scope of the project is defined and a project management plan is created, identifying cost, quality, resources and a timetable. Some of the features of this phase include a scope statement, setting of milestones, communication, risk management plans and a work breakdown structure.

3. Project Execution Phase

This part of the project cycle consists of executing the tasks, deliverables and milestones defined in the project scope. Some tasks that make up this phase include developing the team and assigning resources using key performance indicators, executing the project plan, procurement management and tracking and monitoring progress. If needed, status meetings can be set and schedule and plan revised at this stage.

4. Monitoring & Control

The monitoring and controlling phase consists of setting up project controls and key performance metrics to measure the effectiveness of the project execution. The monitoring and controlling project phase is very important to make sure the execution goes as planned in terms of schedule, scope and budget baselines.

5. Project Closure

Project closure is the last phase of a construction project. It’s when the project manager verifies that the client, stakeholder or customer has accepted the project deliverables. If maintenance is a deliverable then the project is ongoing.

The project manager will also review the entire project before closing it, rating performance and comparing that to the baseline. The project team will be part of this process, offering their observations and feedback, which is collected in a lesson’s learned document. This provides guidance for future projects.

Phases of Engineering Consulting in project cycle:

Right from project inception till design, planning, execution, commissioning and maintenance an Engineering Consultant (EC), has a throughout involvement. We'll discuss the primary role and responsibilities of an EC in each phase for building and road projects here. In later articles we'll break down each phase into tasks, sub-tasks and discuss the deliverables in details.

DESIGN PHASE

The design phase is a critical stage in any construction project. During this phase, the project’s scope is defined, and the engineering design is developed, including drawings, specifications, bid documents, technical schedules, land acquisition plans, utilities relocation plans and other requirements.

The primary objective of the design phase is to develop a comprehensive plan that meets the client’s needs and achieves the project’s goals. This is begun foremost by the study of ToR and preparing a schematic chart of project deliverables.

Immediately upon award of work ECs are required to provide Inception Report (IR) containing detailed methodology to carry out the project, Manning schedule, work programme, data collection proforma, design standards etc. along with Quality Assurance Plan (QAP) document covering all aspects of field studies, investigations design including economic and financial analyses of required. After approval of QAP, the field and design activities are started. Detailed design follows preliminary design.

ECs play a vital role in the design phase. They provide technical expertise and knowledge to help clients develop efficient, safe, and cost-effective designs. The role of civil engineering consultants in the design phase includes:

1. Site analysis and selection: Civil engineering consultants evaluate potential sites to ensure they are suitable for the project, taking into consideration factors such as topography, soil conditions, water availability, and environmental impact. Geotechnical investigations and sub-soil explorations are carried out at required locations and depths. Inventories of existing structures are prepared and condition surveys carried out according to parameters given in specific codes.

The basic objective of the topographic survey is to capture the essential ground features along the alignment in order to consider / work out improvements, rehabilitation and upgrading costs. The detailed topographic surveys should normally be taken up after the completion of reconnaissance surveys.

Hydrological and hydraulic studies are carried out for existing drainage structures to check their capacity to carry the run-off waters of the new facility to be constructed. The requirement of roadside drainage system and the integration of the same with proposed cross-drainage system shall be worked out for the entire length of the project road section. In addition to the roadside drainage system, the Consultants shall design the special drainage provisions for sections with super-elevated carriageways, high embankments and for road segments passing through cuts. The drainage provisions shall also be worked out for road segments passing through urban areas.The designed drainage system should show locations of turnouts/outfall points with details of outfall structures fitting into natural contours.

Quarry sites and borrow areas has to be selected, tests carried out and finalized at this point for materials to be used in the construction. Topographic surveys are carried out using LiDAR technology (for road / irrigation projects).

2. Preliminary design: Civil engineering consultants develop a preliminary design based on the client’s requirements and project objectives. This is project feasibility stage and studies are carried out in accordance with accepted IR. Socio-economic profile of project area, traffic surveys, preliminary social and environmental assessment, land acquisition, resettlement plans, utility relocation plan, tree felling account, clearances report etc. has to be worked out in addition to methodology. Technical specifications of items of work are to be decided and rate analysis, cost estimates and Bill of Quantities (BOQ) for the project to be established in support of the design. In other words they prepare a project plan that outlines the scope, schedule, and budget. Preliminary Design Report submitted first in draft followed by final, also referred to as Feasibility design report.

3. Detailed design: Once the preliminary design is approved, civil engineering consultants prepare detailed engineering drawings, specifications, schedules that provide precise instructions for construction. The report shall include Executive Summary giving brief accounts of the findings of the study and recommendations. The entire draft report is presented in the following volumes.

a) Design Report: This volume shall contain detailed design calculations, supported by data as per codes or deduced through surveys. The Report shall clearly bring out the various features of design standards adopted for the study. The design report will be in two parts in case of roads. Part-I shall primarily deal with the design of road features and pavement composition while Part-II shall deal with the design of bridges, tunnels and cross-drainage structures. The sub-soil exploration report including the complete details of boring done, analyses and interpretation of data and the selection of design parametres shall be included as an Appendix to the Design Report. The detailed design for all features should be carried out as per the requirements of the Design Standards for the project/ IRC publications. However, if it is not possible due to existing site conditions, restrictions and other considerations; the report should clearly bring out the details of these aspect and the standards adopted.

The detailed design of road should involve strengthening of the existing road pavement and design of new pavement - if the findings of the traffic studies and life-cycle costing analysis confirm the requirement for widening of the road beyond 2lane undivided carriageway standard. Along with that pavement design for bypasses and shoulders shall be also taken up. The design alternatives shall include both rigid and flexible design options. The most appropriate design, option shall be established on life-cycle costing and techno-economic consideration.

b) Material Report: The Materials Report shall contain details concerning the proposed borrow areas and quarries for construction materials and possible sources of water for construction purposes. The report shall include details on locations of borrow areas and quarries shown on maps and charts and also the estimated quantities with mass haul diagram including possible end use with leads involved, the details of sampling and testing carried out and results in the form of important index values with possible end use thereof (for road/ irrigation projects).

c) EMP & RAP Report: Environmental Management Plan & Resettlement Action Plan reports shall be prepared conforming to the Guidelines of the Government of India, State Government and World Bank / ADB as appropriate for the project.

d) Technical specifications: CPWD, MORT&H’s Specifications for Road and Bridge works or any other specifications including special specifications prepared for the project shall be presented in this volume.

e) Rate Analysis: This volume will present the analysis of rates for all items of works. The details of unit rate of materials at source, carriage charges, any other applicable charges, labour rates, machine charges as considered in arriving at unit rates will be included in this volume.

f) Cost Estimates: This volume will present the contract package wise cost of each item of work (if applicable) as well as a summary of total cost.

g) BOQ: This volume shall contain the package-wise detailed Bill of Quantities (if applicable) for all items of works.

h) Drawings: All drawings forming part of this volume shall be ‘good for construction’ drawings. All plan, elevation, section, profile drawings, fabrication drawings etc. will be prepared in such scale as required by Client

In final design report along with the above following are added:

1) Bid Documents: The consultant to prepare bid documents for EPC, PPP or other modes of contracting.

2) Technical Schedules: The consultant shall submit a Draft Contract/ Concession Agreement derived from the Master Contract/ Concession Agreement maintained by the authority with all required modifications and inclusions made with reference to project. All required technical schedules are to be updated with the pertinent project details and data required.

3) LA Report: The consultant shall prepare and submit a second report on Land Acquisition providing details of further land acquisition activity, relevant documentation and notifications.

4) Clearances Report: The consultant shall obtain all the necessary project related clearances such as environment, forest and wildlife clearance from MOEF, Railways in respect of ROB/ RUBs, Irrigation Deptt, CRZ clearances from concerned authorities, and any other concerned agencies by the end of this stage.

5) Utilities Report: Consultant shall obtain final utility clearances from the relevant user agencies to enable shifting of the utilities from project road. A report shall be submitted on the final completion status and costs of utilities shifting.

Challenges faced during the design phase include ensuring that the design is safe, meets all regulatory requirements, and is cost-effective.

To overcome these challenges a collaborative design process is engaged that involves all stakeholders. Economic and Financial Analyses establishes the viability of the project. This can help ensure the design meets everyone’s needs and lead to better decision-making. Throughout the detailed design of the project, several opportunities for value engineering and introduction of new technology has to be explored that will help in reducing the cost or increase quality and longevity of project. Approval of these elements as part of the construction design and suitable instructions to all stakeholders of the project can help significantly lower the projected cost of construction.

After Final Detailed Design is accepted by client land award determination/ possession reports may have to be submitted for road projects.

Further, the audit team should review the proposed check aspects design as required by client from a road safety perspective and satisfy themselves that all issues raised during the draft design stage have been resolved in the final stage.

CONSTRUCTION PHASE

The construction phase is the phase where the design becomes a reality. During this phase, the construction team builds the project, adhering to the specifications and requirements outlined in the design phase.

The primary objective of the construction phase is to build a project that meets the design and client’s requirements within the specified budget and time frame.

Civil engineering consultants are critical in the construction phase, ensuring the project is built per design and specifications. Their role includes:

1. Construction management: Civil engineering consultants manage the construction process, ensuring that it adheres to the specifications and requirements outlined in the design phase. They provide technical support to the construction team, ensuring the project is built to the highest quality standards.

2. Quality assurance: Civil engineering consultants perform quality assurance checks during construction to ensure that the project meets the specified quality standards. Quality Assurance Manual and Quality Plan forms the basis of quality of the work. It is therefore essential that the Quality Assurance Manual and Plan prepared by the Contractor be checked and approved. Quality Assurance Plan and Manual of Contractor shall be as per requirements of Quality Management System (as per ISO 9001), IRC: SP: 47-1998 and IRC: SP: 57-2000 for road bridges and roads respectively. The consultant shall also offer their comments to the contractor for modifying/ improving the document. After receiving the corrected document, the consultant shall review and formally approve the QAM and Quality Plan.

3. Construction monitoring: Civil engineering consultants monitor the construction process, ensuring it adheres to the project schedule and budget. They also identify and resolve any construction-related issues that arise during the process.

Inspections to be carried out on

Daily basis:

1. Review of construction progress

2. Quality and safety of construction

3. Inspection of defects and deficiencies in construction works

4. Witnessing quality inspection tests at labs established by Contractor on a sample basis

Reporting to Client

1. Scanned copy of RFI with satisfactory/ unsatisfactory comments on work done

2. Daily Inspection Report

3. Quality Inspection Tests readings

4. Site Photographs supporting remarks in RFI

Monthly Progress Report (MPR) for Construction:

On a monthly basis, the consultant shall prepare and submit a Monthly Inspection /Progress Report in accordance with the format prescribed by Client by first week. It shall consist of:

1. Executive Summary

• Construction Progress in current month

• Strip Plan Summary

• Detailed Strip Plan

• Current issues/ recommendations

2. Project Overview

• Salient features of Project

• Project Milestones

• Location Map

• Key Plan

3. Critical Issues/ Action log

• Pending issues/ Action log

• Contractual obligations

4. Physical Progress

Detailed physical progress by component

5. Land Acquisition & Clearances

• LA summary

• LA details by CALA

• LA details by village

• Manpower with each CALA

• Clearances Summary

• Status of Utility shifting

6. Change of Scope

Status of changing COS proposals

7. Mobilization of Resources

Resource mobilization by contractor / concessionaire

8. Financial Progress Details

• Pen picture- Escrow

• Escrow details

9. Summary of Q.C. tests

• Tests witnessed by IE/AE

• Tests conducted by IE/AE

10. Monitoring of maintenance obligations during construction phase

• Critical issues and action log

• Cumulative defects and deficiencies

Status of damages

11. Safety Features

• Pen picture on safety features at construction site

• Accident report

Challenges faced during construction include managing costs, ensuring that the project adheres to the schedule, and managing resources. These challenges are overcome through effective project management, close collaboration between the construction team and civil engineering consultants, and continuous monitoring and control.

MAINTENANCE PHASE

The maintenance phase of a construction project is the final stage of the project lifecycle. During this phase, the constructed facility is operated and maintained to ensure that it continues to function as intended.

The primary objective of the maintenance phase is to ensure that the facility remains safe, functional, and in compliance with regulatory requirements.

Civil engineering consultants play a critical role in the maintenance phase by providing ongoing technical support and ensuring the facility is maintained to the highest standards. Their role includes ensuring the facility is maintained to the highest standards. These include:

1. Facility inspection: Civil engineering consultants regularly inspect the facility to identify any maintenance issues that require attention. They also ensure that the facility is in compliance with regulatory requirements.

Regular inspection / treatment of facility for a typical road construction project involves:

Daily:

1) Blockades

2) Potholes

3) Removal of debris

4) Desilting of drains in urban/semi-urban areas

5) Damage to shape or position of road furniture

6) Poor visibility or loss of retro-reflectivity

7) Any major failure of Street lighting and telecom/ ATMS system

8) Obstruction in a minimum head-room of 5 m above carriageway or obstruction in visibility of road signs

9) Cleaning of Wayside amenities

10) Defects in electrical, water and sanitary installations

11) Failure of toll collection equipment including ETC or lighting (Toll Plaza)

12) Damage or deterioration in Approach Roads, - pedestrian facilities, truck lay-bys, bus-bays, bus- shelters, cattle crossings, Traffic Aid Posts, Medical Aid Posts, Rain Water Harvesting/Artificial Recharge Unit and other works.

13) Instances of Incident Management as reported including time of call, response time, services rendered and time of clearing of the Highway

Weekly:

1) Cracking

2) Rutting

3) Bleeding/ skidding

4) Ravelling /Stripping of bitumen surface

5) Damage to pavement edges

6) Variation by more than 2% in the prescribed slope of camber/cross fall

7) Edge drop at shoulders

8) Variation by more than 15% in the prescribed side (embankment) slopes

9) Rain cuts/gullies in slope

10) Damage to or silting of culverts and side drains during and immediately preceding the rainy season

11) Streetlight with Lux Meter

12) List of the Incident Management Services rendered

13) Cracks/ Spalling/ Scaling in Bridge superstructures

14) Scouring and/or cavitation in foundations of bridges

15) Cracks and damages including settlement and tilting in Piers, abutments, return walls and wing walls of bridges

16) Deformation of metallic bearings of bridges

17) Loosening and malfunctioning of joints

18) Deforming of pads in elastomeric bearings

19) Gathering of dirt in bearings and joints; or clogging of spouts, weep holes and vent-holes

20) Damage or deterioration in parapets and handrails

21) Rain-cuts or erosion of banks of the side slopes of approaches

22) Damage to wearing coat

23) Damage or deterioration in approach slabs, pitching, apron, toes, floor or guide bunds

24) Growth of vegetation affecting the structure or obstructing the waterway.

Monthly Progress Report (MPR) for O & M:

On a monthly basis, the consultant shall prepare and submit a Monthly Inspection/Progress Report in O & M phase accordance with the format prescribed by Client by first week. It shall consist of:

1. Executive Summary

• Overall road condition

• Key reporting metrics

• Key maintenance activities undertaken

• Pending issues

• Recommended actions by EC

• Strip plan for maintenance

2. Project Overview

• Key Project details

• Location Map

• Key Plan

• Summary of project features

• RoW Availability

• Issue and action log

Critical Issues /Action log

• Issue and Action log

• Summary of deficiencies

• Obligations as per contract

• Inspection schedule

Monthly Inspection Report

• Summary of NCR issued

• Equipment based inspection report

Monitoring of ETC lanes

• Monthly ETC Report

• On-ground infrastructure report

• On ground ETC operations & SLA adherence

Status of Damages

• Damages for non completion of project facilities

• Damages for breach of maintenance activities

• Damages for non completion of major maintenance

Change of Scope proposals

Status of pending dispute

Status of pending disputes

Reports

• Toll collection statement

• Accident Report

• Details of user complaints

• Encroachment list

• Lane closure report

1. Maintenance planning: Civil engineering consultants develop and implement maintenance plans to ensure the facility remains in good condition. This includes developing a schedule for maintenance activities, identifying required resources, and budgeting maintenance costs.

2. Technical support: Civil engineering consultants provide technical support to maintenance personnel, ensuring they have the necessary skills and knowledge to perform maintenance tasks effectively.

Challenges faced during the maintenance phase include aging infrastructure, changes in technology, and budget constraints. These challenges can be overcome through effective planning, regular inspections, and ongoing communication between the facility management team and civil engineering consultants.

Impact of Technology

Technology has had a significant impact on civil engineering consulting, transforming the way that projects are designed, constructed, and maintained. Advanced technology has enabled civil engineering consultants to work more efficiently, accurately, and safely.

1. CAD/ CAD platform based Softwares: With their help we can create detailed, accurate, and complex designs quickly and efficiently. They also allows for the creation of 3D models and simulations, which can help identify potential design issues and improve the overall design quality. Civil 3D is a Highway Design Software based on CAD interface. Similar softwares: Revit, Microstation, Inroads. Road Estimator/ Autoplotter generates cross sections along with detailed earthwork quantities automatically from survey data with utmost precision. Inbuilt CAD editor with familiar CAD commands to generate CAD drawing from scratch using designer and user interface or import DWG/DXF files.

2. Drone: With their help conduct aerial surveys and inspections, which can provide valuable information about the construction site.

3. Topographic Survey using LiDAR technology: The basic objective of the topographic survey would be to capture the essential ground features along the alignment in order to consider/ working out improvements, for rehabilitation and upgrading costs. Develop a digital elevation/surface model (bare earth model from survey data) digital terrain model combining topographic data from LiDAR, road inventory and other available sources of data for use while modeling the road alignment and road and structure design. The detailed topographic surveys should normally be taken up after the completion of reconnaissance surveys.

4. Consultant shall make use of traffic survey using ATCC systems

5. BIM Software: It has a wide application in AEC. It can help streamline the construction process by enabling all stakeholders to collaborate more effectively and reducing errors and delays.

6. Sensors and Internet of Things (IoT): Provide real-time information about the condition of the facility, enabling maintenance personnel to identify and address issues more quickly.

In this article we have discussed the primary role and responsibilities of an Engineering Consultant in all the phases of a project.

Meaning of terms/ annotations/ abbreviations used in the article:

MoRT&H - Ministry of Road Transport & Highways

CPWD - Central Public Works Department

CALA - Competent Authority for Land Aquisition

MOEF - Ministry of Environment, Forest and Climate Change

It is the nodal agency in the administrative structure of the Central Government for planning, promotion, coordination and overseeing the implementation of India's environmental and forestry policies and programmes.

CRZ - Coastal Regulation Zone

Coastal Regulation Zones (CRZ) are the areas along the 7,500 km-long coastal stretch of India. Development of buildings, tourism infrastructure and other facilities is regulated in these areas by the Government of India.

IHMCL - Indian Highways Management Company Limited

LiDAR - Light Detection and Ranging

BIM - Building Information Modelling

ATMS - Advanced Traffic Maintenance System

ATCC - Automatic Traffic Counter and Classifier

ROB - Road Overbridge

RUB - Road Underbridge

ETC - Electronic Toll Collection

RFI - Request for Inspection

'Request for Inspection' means a formal, written request made by the Construction Contractor, on a Judicial Council provided form, to the Consultant (Engineer) to complete an inspection of construction work in progress as per the contract.

NCR - Non-compliance Report

IE - Independent Engineer

An independent engineer, also known as a lender's engineer, is a term often given to the engineering representative of the lender, or financier, of a large capital project. The key is to be independent so that opinions on the technical aspects of the project are not biased either in favor of the lenders or the developer/owners. To maintain independence, the independent engineer is typically selected by the lender but paid by the developer/owner. In India the PPP format of roads projects are generally based on Model Concession Agreement where an Independent Engineer is jointly appointed by the Authority and the Concessionaire.

AE - Authority's Engineer

Authority’s Engineer serves as “Engineer of the Authority” on the project when the project is on EPC format. The “Authority's Engineer” is the firm engaged by the Client for the supervision consultancy services. Civil Engineering Consultants can be hired both as IE and AE in BOT and EPC projects respectively.

Lux meter - Also called a light meter, it is a device which is used to measure the brightness. The lux meter measures the brightness specifically with the intensity by which the brightness appears to the human eye. This measurement method is different from the measurement of actual light energy produced by or reflected from an object or light source.

COS - Change of Scope

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