Circular No. 02/2007/TT-BTNMT guiding inspection, examination, and acceptance of surveying and mapping works and products.

CIRCULAR

Guidelines for inspection, examination, and acceptance of works,

surveying and mapping products

________________________

Pursuant to Decree No. 91/2002/NĐ-CP dated November 11, 2002 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Natural Resources and Environment;

Pursuant to Decree No. 12/2002/NĐ-CP dated January 22, 2002 of the Government on surveying activities and dated maps.

To strengthen the work of inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps, the Ministry of Natural Resources and Environment provides guidance as follows:

I. GENERAL PROVISIONS

1. Scope and objects regulated

1.1 This Circular stipulates the contents and responsibilities for managing the inspection, examination, and acceptance of quality, quantity, and progress of construction of each component or the entire work, survey products, and maps (hereinafter referred to collectively as inspection, examination, and acceptance of works, survey products, and maps).

1.2 This Circular applies to state management agencies for surveying and mapping; organizations and individuals involved in works, survey products, and maps, except for works, survey products, and maps serving defense and security purposes which are invested in by organizations under the Ministry of National Defense.

2. Purpose of inspection, examination, and acceptance of works, survey products, and maps

2.1 Inspect compliance with standards, regulations, technical provisions, economic-technical norms, and other related documents concerning works, survey products, and maps.

2.2 Identify errors during production to promptly eliminate non-compliant products and find measures to address and correct errors to ensure the quality of works, survey products, and maps.

2.3 Confirm the quality and quantity of completed works, survey products, and maps.

3. Principles of inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps

3.1 Inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps must be conducted regularly during production; plans for inspection, examination, and acceptance must be established based on the construction progress of each stage of the works, survey products.

3.2 The construction unit must self-inspect and accept the quality of all components of the works, survey products it constructs.

3.3 The investor shall inspect, examine, and accept the quality, quantity, and progress of construction of works, survey products during construction, and upon completion, based on the scope of work of the works, survey products.

4. Legal basis for inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps

4.1 Standards, regulations, technical provisions, economic-technical norms, and other related normative legal documents issued by competent state authorities.

4.2 Approved project, technical design - budget.

5. System of state management agencies for inspection, examination, and acceptance of works, survey products, and maps

5.1 State management of inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps is as follows:

a) The Ministry of Natural Resources and Environment uniformly manages state administration over inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps; issues regulations on inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps; directs and guides ministries, ministerial-level agencies, agencies directly under the Government, provincial People's Committees under the central government to implement inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps; decides to suspend construction, revoke partially or entirely works, survey products constructed not in accordance with approved technical design - budget or seriously violating technical and economic standards and regulations;

The Survey and Mapping Department is responsible for directing and guiding investors of works, survey products, and maps to carry out inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps; directly implements inspection, examination, and acceptance of quality, quantity, and progress of construction of basic and specialized survey products and maps within the jurisdiction of the Ministry of Natural Resources and Environment.

b) Ministries, ministerial-level agencies, agencies directly under the Government conduct inspection, examination, and acceptance of quality, quantity, and progress of construction of specialized survey products and maps within their respective fields of management;

c) Provincial People's Committees (hereinafter referred to collectively as provincial-level People's Committees) manage state administration over inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps in their localities.

5.2 Investors may use quality inspection agencies, professional agencies, establish advisory boards, hire organizations with consulting functions on surveying and mapping, and hire experts to inspect, examine, and accept quality of works, survey products, and maps.

5.3 Construction units use their own professional and technical forces to carry out inspection and acceptance of quality, quantity, and progress during construction.

6. Responsibilities for managing inspection, examination, and acceptance of quality, quantity, and progress of construction of works, survey products, and maps

6.1 Responsibilities of the investment decision-making agency

a) Examine the acceptance dossier; confirm the quality and quantity completed; examine the settlement dossier and approve the settlement of works, survey products, and maps of the investor;

b) Decide to resolve technical issues that have not been specified in technical regulations; resolve economic quota issues when changing technological solutions that increase the estimated value beyond the approved estimated value; resolve quantity issues when the completed quantity exceeds five percent (5%) of the approved quantity; decide on extending the construction schedule for projects and products beyond the approved construction schedule;

c) Decide to suspend construction, cancel part or all of the ongoing construction project or product that does not comply with the approved technical design - budget estimate or seriously violates technical and economic standards and regulations;

6.2 Responsibilities of the Project Owner

a) Ensure quality, quantity, and progress for surveying and mapping projects and products assigned;

b) Decide to resolve technical issues that have specific technical regulations; resolve economic quota issues when changing technological solutions without increasing the estimated value compared to the approved estimated value; resolve quantity issues when the completed quantity does not exceed five percent (5%) of the approved quantity;

c) Supervise quality, quantity, and progress during the construction process of projects and products; inspect, audit, and accept projects and products for surveying and mapping projects and products assigned;

d) Decide to suspend construction, cancel part or all of the ongoing construction project or product that does not comply with the approved technical design - budget estimate or seriously violates technical and economic standards and regulations;

6.3 Responsibilities of the Construction Unit

a) Organize a system to inspect and accept the quality, quantity, and progress of construction projects and products according to the inspection, audit, and acceptance procedures for surveying and mapping projects and products;

b) Implement the approved technical design - budget estimate, comply with technical and economic standards and regulations;

c) Be subject to supervision, inspection, audit, and acceptance by the Project Owner and state management agencies regarding the quality, quantity, and progress of construction projects and products;

d) In case of changes in technological solutions, technical designs, economic quotas, work quantities, or construction schedules from the approved project, technical design - budget estimate, timely report to the Project Owner and only implement after receiving a written response from the Project Owner or the investment decision-making agency;

Ensure the quality, quantity, and progress of construction projects and products carried out by their own unit; if the projects and products do not meet quality requirements, they must make up for it or redo at their own expense;

7. Reporting System During the Construction Process of Surveying and Mapping Projects and Products

7.1 Before the twentieth day of each month, the construction unit must submit a report on the quality, quantity, and progress achieved to the Project Owner;

7.2 Within no more than five (05) working days after completing each stage of the project and within no more than ten (10) working days after completing the entire project, the Project Owner must submit a report on the quality, quantity, and progress achieved to the investment decision-making agency;

8. Funding for Inspection, Audit, and Acceptance of Quality, Quantity, and Progress of Surveying and Mapping Projects and Products

8.1 The funding for monitoring, inspection, audit, and acceptance of quality, quantity, and progress of surveying and mapping projects and products implemented by the Project Owner is determined in the total budget estimate of the project according to current regulations;

8.2 The funding for inspection and acceptance of quality, quantity, and progress of surveying and mapping projects and products implemented by the construction unit is included in the unit price budget estimate of the project according to current regulations;

II. CONTENT, METHODS, AND LEVELS OF INSPECTION, AUDIT, AND ACCEPTANCE OF QUALITY, QUANTITY OF SURVEYING AND MAPPING PROJECTS AND PRODUCTS

1. Planning Inspection, Audit, and Acceptance of Quality, Quantity, and Progress of Projects and Products

1.1 The construction unit establishes a plan for inspecting and accepting the quality, quantity, and progress of projects and products; submits a report on this plan to the Project Owner before construction; implements the plan correctly during the construction process;

1.2 The Project Owner establishes a plan for inspecting, auditing, and accepting the quality, quantity, and progress of projects and products consistent with the approved construction schedule and time with the construction unit's inspection and acceptance plan; notifies the construction unit of this plan within no more than ten (10) working days from the date of receipt of the construction unit's inspection and acceptance plan; implements the plan correctly;

2. Content of Inspection, Audit, and Acceptance of Quality of Surveying and Mapping Projects and Products

The content of inspection, audit, and acceptance of quality of surveying and mapping projects and products includes items detailed in Appendix 1 issued together with this Circular;

3. Methods and Levels of Inspection, Audit of Quality, Quantity, and Progress of Surveying and Mapping Projects and Products by the Project Owner

The inspection, audit of quality, quantity, and progress of construction are carried out according to the following methods:

3.1 Methods of inspection during the construction process of projects and products include:

a) Evaluating quality based on re-executing the content of the construction unit's work items of the project and product against technical standards, norms, regulations, and the approved technical design - budget estimate;

b) Determining the quantity of completed items against the approved construction schedule, assigned tasks, or recorded in the appendices of the contract.

3.2 Method for assessing quality and determining quantity for individual items or the entire project/product upon completion

a) For projects/products that can only be implemented using one technological method, the quality will be assessed based on re-executing the components of the project/product according to the percentage ratio (%) specified for each component in Appendix No. 1 issued together with this Circular;

b) For projects/products that can be implemented using different technological methods, the quality will be assessed based on executing the components of the project/product using a different technological method from the one used during construction, according to the percentage ratio (%) specified for each component in Appendix No. 1 issued together with this Circular;

c) For projects/products where the final product quality can be assessed using a combined method, the inspection and acceptance authority shall develop a quality assessment plan to submit for approval by the project sponsor; the approval process shall follow the guidance procedures of the National Mapping Agency under the Ministry of Natural Resources and Environment;

d) Evaluate the compliance of the components with technical standards and regulations based on analyzing the quality inspection records of the contractor, the technical summary report of the contractor, and the quality inspection records during construction by the project sponsor, following the method stipulated in Point 3.1 of Clause 3 herein, and the quality assessment results of the project sponsor according to the methods prescribed in sub-items a and b of this point;

đ) Assess the appearance of the components in comparison with current technical regulations;

e) Based on the quality assessment results according to the methods prescribed in sub-items a, b, and c of this point, determine the quantity of components that meet quality requirements and those that do not meet quality requirements;

4. Acceptance of surveying and mapping projects/products

4.1 The project sponsor shall conduct the acceptance of projects/products based on determining the following contents:

a) The total quantity completed and meeting technical quality standards compared to the approved quantity in the technical design - budget;

b) The level of difficulty of the components of the project/product;

c) The norms and unit prices applied to the project/product;

4.2 In cases where there are adjustments to the technological methods, technical designs, economic norms, product unit prices, and work quantities compared to the project, technical design - budget, the project sponsor shall consider acceptance and handle as follows:

a) If there is a document agreeing to the adjustment from the competent authority, accept the acceptance;

b) If there is no document agreeing to the adjustment from the competent authority, must report to the investment decision-making agency for resolution;

5. Procedure and formalities for inspecting, assessing, and accepting the quality of surveying and mapping projects/products

5.1 During the quality inspection and construction progress monitoring of projects/products, a Quality Inspection Opinion Form must be established for each inspected component according to Model No. 1 attached to this Circular. The Quality Inspection Opinion Form must be compiled into a file and retained at the inspection authority for five (05) years from the date the project/product is settled.

Upon completion of inspecting each stage and component of the work, the project sponsor must establish a Quality Inspection Record for the completed quantity and volume based on compiling the Quality Inspection Opinion Forms according to Model No. 2 issued together with this Circular. The Quality Inspection and Acceptance Record of the project sponsor for the contractor must be established in three (03) copies; one (01) copy included in the acceptance file, one (01) copy sent to the contractor, and one (01) copy retained at the inspection authority.

5.2 Upon completion of the project, the project sponsor must conduct a quality assessment according to the method stated in Article 3.2 Clause 3 and prepare an assessment report according to Model No. 3 issued together with this Circular.

5.3 Upon completion of the project/product, the contractor must establish an Acceptance File for the project/product. The contractor's acceptance file must be established in two (2) sets: one (01) set sent to the project sponsor, and one (01) set retained at the contractor's office. The file includes:

a) A letter requesting acceptance of the project/product;

b) A technical summary report prepared according to Model No. 4 issued together with this Circular;

c) A quality inspection and acceptance report on the quantity, quality, and construction progress of the project/product by the contractor according to Model No. 5 issued together with this Circular;

d) A report on technological issues, economic-technical norms, quantity, and other matters arising compared to the approved technical design - budget, along with the document approving these issues and resolving difficulties from the competent authority.

5.4 After receiving a valid acceptance file for the project/product from the contractor, the project sponsor shall conduct the acceptance of the project/product according to the content stipulated in Clause 4 of this Section; the acceptance period shall not exceed fifteen (15) working days for each file; the acceptance result shall be recorded in a Completion Acceptance Record for the project/product according to Model No. 6 issued together with this Circular.

5.5 Upon completion of the acceptance, the project sponsor must establish an Acceptance File for the project/product. The project sponsor's acceptance file must be established in three (03) sets: one (01) set retained at the project sponsor, one (01) set submitted with the product, and one (01) set sent to the investment decision-making agency. The file includes:

a) Decision approving the project (if applicable), technical design - budget, and assignment document from the investment decision-making agency;

b) Technical summary report of the contractor prepared according to Model No. 4 issued together with this Circular;

c) Construction supervision report on quantity, classification of difficulties, and implementation progress of the project/product by the project sponsor prepared according to Model No. 7 issued together with this Circular;

d) Report on the volume generated, the issues resolved compared to the technical design - budget estimate and the document accepting such generation and resolving those issues from the competent authority;

đ) The construction unit's report on correcting errors according to the investor's requirements and the investor's confirmation document for the corrected product (if any);

e) The investor's quality review report for the project and products established according to Model No. 3 issued together with this Circular;

g) The completion acceptance record for the project and products established according to Model No. 6 issued together with this Circular.

5.6 After receiving the valid acceptance file for the project and products from the investor, the investment decision-making agency or the agency authorized by the investment decision-making agency (hereinafter referred to as the investment decision-making agency) shall be responsible for checking the completeness, rationality, and accuracy of the acceptance file; the inspection time shall not exceed five (05) working days for each file; it shall be responsible for establishing the Quality and Volume Completion Confirmation Document for the project and products according to Model No. 8 issued together with this Circular.

6. Submission of products and final settlement of projects and products

6.1 The list of products to be submitted includes all products of surveying and mapping works approved in the project (if any), technical design - budget estimates that have been accepted and confirmed in terms of quantity and quality.

6.2 The products to be submitted as specified in point 6.1 of this clause must be stored at the location designated by the investment decision-making agency.

6.3 Upon receipt of the Quality and Volume Completion Confirmation Document from the investment decision-making agency, the investor shall be responsible for preparing the final settlement file for the project and products. The final settlement file shall include:

a) The request for final settlement of the project and products established according to Model No. 9 issued together with this Circular;

b) The decision approving the project (if any), technical design - budget estimates by the competent authority;

c) Economic contract or task assignment document from the investor to the construction unit;

d) The completion acceptance record for the project and products;

đ) The Quality and Volume Completion Confirmation Document from the investment decision-making agency;

e) Product submission record or warehouse receipt for products;

g) For projects constructed over multiple years, an additional summary of the total volume and value of the final settlement for the entire project and products according to Model No. 10 issued together with this Circular must be prepared.

The final settlement file for the project and products shall be prepared in three (3) copies; one (01) copy retained by the investor, one (01) copy sent to the investment decision-making agency, and one (01) copy sent to the construction unit.

III. IMPLEMENTATION PROVISIONS

1. Effective date

This Circular takes effect fifteen (15) days from the date of publication in the Official Gazette.

Abolish Decision No. 657/QĐ-ĐC dated November 4, 1997, of the Director General of the Land Administration Department on issuing the Regulation on Quality Management of Surveying and Mapping Projects - Products and Decision No. 658/QĐ-ĐC dated November 4, 1997, of the Director General of the Land Administration Department on issuing Technical Inspection and Acceptance Guidelines for Surveying and Mapping Projects - Products.

2. Implementation Organization:

The Minister, Heads of Ministries equivalent to Ministries, Heads of Government Agencies; Chairmen of People's Committees of provinces and centrally governed cities are responsible for directing units and organizations operating in the field of surveying and mapping within their jurisdiction to implement this Circular; other related units and organizations under their management shall also implement this Circular.

The National Cartographic Agency under the Ministry of Natural Resources and Environment shall be responsible for guiding and supervising the implementation of this Circular.

Any issues encountered during implementation should be promptly reported to the National Cartographic Agency under the Ministry of Natural Resources and Environment for coordination and resolution.