Contracts Advisory Note: No.

1 - As-Built Drawings:
General:
As-Built drawings are revised final set of drawing submitted by a Contractor upon
completion of a project. They reflect all changes made in the specifications and
original construction drawings during the construction process, incudes notes
and modifications, and show the exact dimensions, geometry, and location of all
elements of the work completed under the contract and any other information
that the Contractor decides should be included. The as-built drawings is also a
valuable tool for the O&M staff e.g. exact locations of all the system components.
The as-built drawings are also an important component of the Operation and
Maintenance Manual prepared by the Contractor as a requirement for receiving
the Take-Over Certificate and sometimes as a pre-requisite for the testing and
commissioning depending on the specific contract.
As-built drawings serve several important functions. They can inform the owner
of locations for wiring, plumbing, and other hidden components to make repairs
and maintenance easier. They are also helpful for future renovations, and can be
used as a base when creating remodelling plans at a later date. The local
government or permitting agency may also require a copy of the as-built to show
locations of sprinkler pipes, fire alarms, and other safety devices.
However, as-built drawings are overlooked during the construction stages
because the Contractor has too many other activities occurring during the
building process and simply put, documenting changes is not a glamorous part of
the Project. They are treated as an administrative obstacle, amongst many
others, needed to close out a project Stephen Pettee, CCM
Record drawings are prepared by the architect or engineer to reflect onsite changes as noted by the Contractor in the as-built drawings
submitted to them. They are then compiled as a record of the on-site
changes made for the owner as per the owner-architect/engineer contract.
SMECs scope under the Basic Professional Services (for both
civil/structural works and electrical/mechanical/plant/equipment): Under
(d) Construction Stage: (xii) delivering to the Client on completion of
the works, copies of record drawings, contractors operating instructions,
manufacturers manuals and where appropriate, the certificate of works
tests and arranging for the delivery of spares and tools, if necessary.
Risk management advisors recommend that architecture and engineering
professionals use the term record drawings, saying there is no such
thing as an as-built drawing or document (Schinnerer, 2002). Because
portions of record drawings are based on information provided by outside
sources, eg the Contractor and Architects cannot be expected to verify the
information (Schinnerer, 2002). Victor O. Schinnerer & Co. recommends
including a provision in the professional services contract that
acknowledges this understanding.
The Background:

Page 1 of 7

Under the Fidic Red Book, the responsibility for design of the Permanent Works
are allocated to each of the Parties depending on the scope and nature of the
Works involved in accordance to the Contract.
For the Kerian HEP, the Employer (through the Engineer) provides the design and
construction drawings and specifications for all the civil, structural and penstocks
Works.
Whilst the Contractor provides the detailed design for all the mechanical,
building services, hydro-mechanical and electrical Works and prepares the civil
guidance drawings, schematic drawings, shop and fabrication drawings
(including penstock), installation drawings, etc (as part of his Contractors
Document) based on the Employers Specifications and general layout and
submits to the Engineer for review and approval in accordance with the
procedures specified in the Contract.
The Issue:
For the Employer designed Work (Civil, structural and penstocks etc), there may
be any number of variations or change instructions issued by the Engineer to the
Contractor during the course of the constructions to address several issues such
as the conflicts due to site constraints, need for design improvements, changes
due to cost optimisation/correction, response to clarifications raised by
Contractors via Request for Information (RI) or other matters raised by the site
supervision team etc.
Not all the change instructions need an issuance via Issued for Construction (IFC)
drawings nor it is necessary particularly for minor changes. Instruction may be
issued variously to Contractor through RI replies, site instructions, letters or
emails that may include additional sketches, explanatory notes, clarifications,
corrections, amended specifications etc with references to the changes needed
to the last/latest Issued for Construction (IFC) drawings to the Contractors and
that would suffice.
The questions is whether it is the onus and responsibility of the Engineer to issue
revised set of construction drawings (on an on-going basis) to consolidate and
incorporate all the various minor/major change instructions made to previous IFC
drawings to the Contractor in order to maintain an up to date status on the
construction drawings,
Or,
Does the responsibility rests with the Contractor to update and mark-up all the
change instructions issued by the Engineer to the Contractor on the last IFC
drawings and fully incorporate all these additional change instruction into his
final As-Built Drawings as specified in the Contract?
However, this issue doesnt concern the mechanical, electrical, hydro mechanical
building services aspects of the Works as the preparation of all shop and
fabrication drawings and subsequent as-built drawings is entirely the
responsibility of the Contractor. The Engineer reviews and approves relevant
submissions of these drawings.
The Findings:
Page 2 of 7

There is indeed a grey area in the Contract on the relative responsibility of the
Parties as to what extent that cumulative minors changes would be substantial
enough to warrant an issuance of a revised construction drawing to record all the
changes for sake of clarity, whilst balancing this on the other hand, with the
ability of the site supervision team and contractors to manage and implement
these changes without confusion and errors creeping in using marked-up
construction drawings cluttered with attachments of site instructions etc.
This is very subjective and depends on the design office weighing in the factors
of cost, time and the resource availability on drafting to effect the changes
versus the Contractors potential reluctance in taking on an additional works
beyond normal responsibility for preparing and updating the IFC to as-built
drawings (in particular when the changes are numerous or substantial.)
There is probably a middle ground between this two extremes that both the
Engineer and the Contractor can agree upon. That is, the Engineer should
endeavour to provide the IFC (and revisions) as substantially complete as
practically possible and the Contractor to pick up rest of the change instructions
(which should be minimal and limited to actual on-site changes) and update the
IFC to the As-built drawings.
Nevertheless we shall refer to the Contract to see the respective scope, roles and
responsibility of the Parties and the Engineer with respect to the process from IFC
leading up to as-built drawings to address this issue contractually:
The Contract:
Specifically to our C1 Civil Works Contract, the following information and
contractual clauses are the relevant to the subject.
Conditions of Contract Fidic Red Book 1999:
The Conditions of Contract has covered the the responsibility and procedures on
as-built drawings matters adequately by way of additional clauses in the
Particular Clauses.
General Conditions (GC):
The General Clause has not touched on the as-built drawings adequately
and it was deemed to covered under the Employers Specifications.
However, for Plants and Material component of the Works that are
designed by the Contractor, there are direct reference to as-built
documents/drawings as being part of the Contractors Documents and
their process for submission and approval by the Engineer.
a. Sub-Clause: 1 Definitions. Clause 1.1.6.1 the Contractors
Document means the calculations, computer programs and other
software, drawings, manuals, models and technical documents
supplied by the Contractor under the Contract (this would also
include as-built drawings)
b. Sub-Clause: 1.8: Care and Supply of Document:
a. Two copies of the Contract and of each subsequent Drawings
shall be supplied to the Contractor.

Page 3 of 7

b. Each of Contractors Documents shall be in the custody and

care of the Contractor, unless and until taken over by the
Employer.
c. The Contractor shall keep on site, a copy of the
Contract,...Contractors Documents, the Drawings,
Variations and other communications given under the
Contract. The Employers Personnel shall have the
right to access to all these documents at reasonable
time.
c. Sub-Clause: 3.3 The Engineer may issue to the Contractor (at any
time) instructions and additional or modified Drawingsnecessary
for execution of the Works and the remedying any defects..
d. Sub-Clause: 4.1 4.1(d). This covers Contractors Documents (asbuilt drawings and O&M manual etc) that need to be submitted
prior to Tests on Submission, specifically to items of Plants which
have been designed by the Contractor to meet Employers
performance specifications.
e. Sub-Clause: 9.1 Tests on Completion. To comply with documents
as per 4.1 (d)
Particular Conditions (PC):
In the Particular Conditions there are several additional clauses to expand
on the General Conditions with respect to as-built drawings and
definition of Contractors Documents.
a. Sub-Clause 1.1.6.1: Contractors Document under the GC has been
expanded with new Sub-Clause 4.26.
b. Sub-Clause 4.1 (after 4th para, add): Contractor to submit working
drawings, shop drawings, schedulesall deemed to be part of
Contractors Documents.. for approval.
c. Sub-Clause 1.8: Contractors Documents Delete 6 copies and
add 1 original and 3 copies
d. Sub-Clause:
4.26: Contractors
Documents
(and
Review):
Documents supplied by Contactor..includes the As-Built
Documents (as referred to under additional Sub-Clause 4.30.) Note
Engineers review period for all Contractors Document is 28days.
e. Sub-Clause 4.30: As-Built Documents:
i. The Contractor shall prepare, and keep up-to-date, a
complete set of as-built records of the execution of the
Works showing exact as-built records, sizes and details and
kept at Site3 copies supplied to Engineer prior to
commencement of Test on Completion.
ii. The Documents shall be submitted for Engineers review and
approval.
iii. Prior to issuance of taking over certificate (TOC), the
Contractor to supply specified numbers and types of copies of
relevant as-built drawings in accordance to Specifications
iv. The Works not considered to be complete for taking over until
these as-built documents are received.
f. Sub-Clause 9.1 Test on Completion (first para) Contractor to
provide documents in accordance to Sub-Clause 4.1 and Sub-clause
4.30 (As-Built Documents)
Bills of Quantities:
Page 4 of 7

Under the Bills of Quantities, the as-built drawings preparation is well covered
as follows:
a. Civil Works: Bill 1- 1.5.25 As-built drawings (Addendum 2)
b. Hydro-mechanical Works: Bill 9 9.1.3 As built drawings
c. Mechanical Building Services Works: Bill 10 10.1.9 As built
drawings
d. Electrical: Bill 11 11.1.10 As built drawings
Specifications
The Specifications adequately covers the requirements for submissions of asbuilt drawings however it lacks details on procedure of verification and the need
for certifications of these particularly for civil works.
Section 1. - General Requirements:
a. 1.3 Contract Documents and Drawings.
i. 1.3.2.b:
1. The Drawings (that are in the Contract are used for
tendering purposes only) will be supplemented or
superseded by further drawings as necessary ..for
proper and adequate execution of the Works.
2. ..Drawings are to be read in conjunctions with
Specifications and further instructions issued by
Engineer from time to time..
3. ..additional drawings may be prepared by Contractor
(to interpret or deduce from Engineers issued
Drawings) for purpose of construction. two sets of
such working drawings and shop drawings prepared by
Contractor for such purpose shall be submitted to
Engineer for approval..
b. 1.3.3 (Addendum 2) As-built Drawings.
i. 1.3.3.a - Contractor to produce as-built drawings (similar in
level of the details as the Issued for Construction Drawings
and submit to Engineer before Time for Completion (Take
Over Certificate)..
ii. 1.3.3.b as-built drawings to scale on A1 paper size... and
submit both in electronic and 2 no A3 hard copies..
Section 21. - General Mechanical and Electrical Services:
a. 21.1.4 Drawings and information to be provided by the Contractor
i. (a) i: Contractor responsible for all drawingsfor
manufacture,
supply,
delivery,
erection,
operations,
commissioning and maintenance of the works
ii. (c) ii: as-built drawings and O&M Manual one month after
TOC. (Note: this contradicts Particular Conditions that insists
on these documents to be ready before T&C.)
b. 21.2.1. (c) Definition of as-built conditions of the Works as finally
taken over by the Employer.
c. 21.2.6 Operations and Maintenance Manual;
i. (h) Part 5: As-Built Drawings
d. 21.2.7 Drawing Standards
Page 5 of 7

i. (b) ii Sizes, quantities and submissions on as-built

drawings - 1 set A1; 2 set A3 plus 2 sets of saved in DVD
ii. (e) iii Drawing quality as-built drawingsA1 sized
Section 22. Hydro mechanical Works:
a. 22.1.4 (c) iv. Refers to 21.1.7 (error) as-built under general M&E
Services (should be corrected to 21.2.7)
Section 23. Mechanical Building Services:
a. 23.1.2 n addendum 2 as-built and shop drawings water
supply and sanitary plumbing.
b. 23.2.2 j as-built drawings - air conditioning and mechanical
ventilation
c. 23.3.3 m - as-built and shop drawings fire protection system
d. 23.4.1 (i) vii as-built drawings - over-head gantry crane
e. 23.5.4 g as-built drawings dewatering and drainage system
Section 24. Electrical Works:
The specifications does not specifically refers to as-built drawings under
this section. We should refer to Section 21 on General Mechanical and
Electrical Services for requirements.
Conclusions:
The Specifications adequately covers the requirements for submissions of asbuilt drawings for both civil/structural Works and mechanical/electrical Works.
However the Specifications lacks details on:
1. An agreed procedure or process by which the Contractor updates the
issued constructions drawings for his internal communications and
executing the Works without error.
2. Procedure for regular inspection, auditing and verification of Contractors
updated Constructions Drawings taking into account the additional
instructions from the Engineer
3. Whether there is a need for certifications by a competent person
employed by the Contractor (if any) to ascertain the accuracy of the final
as-built drawings.
For Civil, Structural and Penstock Works:
The requirements and responsibility for as-built drawings for civil, structural
and penstock works are spelt out in all the following documents:
a. General and Particular Conditions of Contract
b. The Specifications and
c. The Bill of Quantities

Page 6 of 7

For Mechanical & Electrical Works:

The requirements and responsibility for preparation of as-built drawings for the
mechanical, electrical, hydro mechanical building services aspects of the Works
are well described under the conditions of contract and specifications as the
preparation of all shop and fabrication drawings and subsequent as-built
drawings is entirely the responsibility of the Contractor. The Engineer reviews
and approves relevant submissions of these drawings.
Recommendations:
To address the grey area in the Contract (for Civil/Structural Works) on the
relative responsibility of the Parties i.e.:
1. To what extent that cumulative minors changes would be substantial
enough to warrant an issuance of a revised construction drawing by the
Engineer to incorporate all the changes for sake of clarity for construction
2. To what extent the site supervision team and contractors can cope or
manage these change instructions without confusion and errors creeping
during execution of the Works when using marked-up copies construction
drawings that are cluttered with attachments, sketches and site
instructions etc.;
It is recommended as follows:
1. The Design Office should liaise with the Site Office to determine which of
the Issued for Construction drawings has reached a point where there are
already sufficient number of changes/instructions for that particular
drawing to warrant an issuance of a revised construction drawing for it.
2. Where there are only minor changes to the issued construction drawings,
the Contractor shall update the same in his As-Built Drawings.
3. The Design Office to issue soft copy all issued construction drawings to
Site Office/Contractor so the Contractor can progressively update the
drawings in their system.
4. The Site Office also to maintain a hard copy construction drawings with all
the changes marked-up so that they can audit the same against the
Contractors maintained hard copy marked up drawings. This audit should
be carried out at end of every monthly on all the changes that were issued
for the proceeding one month.

Page 7 of 7