Circular No. 24/2018/TT-BTNMT on inspection, review, and acceptance of quality of surveying and mapping products

CIRCULAR

Regulations on inspection, evaluation, and acceptance of quality of surveying and mapping products

surveying and mapping products

Pursuant to the Law on Surveying and Mapping dated June 14, 2018;

On the basis of Decision No. 36/2017/NĐ-CP dated April 4, 2017, of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Natural Resources and Environment;

AT THE REQUEST OF THE DIRECTOR OF THE VIETNAM GEODETIC, CARTOGRAPHIC AND GEO-INFORMATION AGENCY AND THE HEAD OF THE LEGAL AFFAIRS DEPARTMENT;

The Minister of Natural Resources and Environment issues this Circular to regulate inspection, evaluation, and acceptance of quality of basic and specialized surveying and mapping products, except for defense surveying and mapping products regulated under Article 24 of the Law on Surveying and Mapping.

 

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular applies to state management agencies for surveying and mapping; project sponsors, organizations, and individuals implementing projects, programs, technical designs - cost estimates for surveying and mapping; organizations and individuals participating in inspection, evaluation, and acceptance activities of surveying and mapping products.

Article 2. Applicability

Inspection of quality of surveying and mapping products

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. Quality inspection of products is a process of monitoring, determining the volume of work performed, and assessing product quality according to technical standards, technical regulations, technical provisions; approved projects, programs, technical designs - cost estimates for surveying and mapping and other relevant laws.

2. Monitoring and Supervision is an activity within the scope of inspection of quality of surveying and mapping products to monitor progress, check compliance with technical standards, technical regulations, technical provisions, and approved projects, programs, technical designs - cost estimates for surveying and mapping.

3. Appraisal is the assessment and determination of the volume and quality of surveying and mapping products based on inspection quality files at various levels; completed works, surveying and mapping products, and related documents.

4. Acceptance is the confirmation of completed work items, the quantity of surveying and mapping products meeting quality standards based on the results of inspection and review.

5. is the confirmation of completed works, the volume of surveying and mapping products meeting quality requirements based on inspection and evaluation results. State inspection of quality of surveying and mapping products

6. Investment decision-making agency is the act of state agencies reviewing and re-evaluating the quality of surveying and mapping products during production and service provision, which have been assessed by conformity assessment organizations or subject to other quality management measures by producing and trading entities.

7. Investment decision-making agency is the entity owning capital or entrusted by the investment decision-making agency to manage and utilize capital for investment and implementation of surveying and mapping tasks.

8. is the agency authorized to decide on the use of investment capital for surveying and mapping tasks. Project sponsor

Article 4. Principles of inspection, review, and acceptance of surveying and mapping product quality

is the entity owning the capital or entrusted by the investment decision-making agency to manage and use the capital for investment and implementation of surveying and mapping tasks.

Construction unit

3. Acceptance work can only be carried out based on the results of inspection and review.

is a domestic organization or foreign contractor authorized by competent state agencies to conduct surveying and mapping activities and assigned tasks, commissioned, or contracted by the project sponsor after winning the bid to implement surveying and mapping tasks.

Article 5. Responsibilities for inspecting, evaluating, and accepting the quality of surveying and mapping products

1. Responsibilities of the project sponsor

a) Ensuring the quality and quantity of completed products; progress in implementing assigned surveying and mapping tasks;

b) Organizing inspections, evaluations, and acceptance of surveying and mapping products for assigned tasks as the project sponsor;

d) Reporting promptly to the investment decision-making body on issues exceeding their authority to resolve;

đ) Deciding to halt construction, cancel part or all of the ongoing products that do not conform to approved plans, projects, technical designs - budgets, technical standards, regulations, and reporting in writing to the investment decision-making body;

e) Preparing reports to send to the investment decision-making body on the progress of assigned tasks, volume, and quality of completed products annually and at the conclusion of plans, projects, technical designs - budgets;

2. Responsibilities of the construction unit

a) Implementing construction according to approved plans, projects, technical designs - budgets, adhering to technical standards, regulations, and any adjustments made by competent authorities (if applicable);

b) Conducting comprehensive inspections and being responsible for construction progress, volume, and product quality. When product quality does not meet requirements, the construction unit must make repairs and supplements and bear the costs themselves;

c) Being subject to inspections by the project sponsor regarding construction progress, volume, and quality of surveying and mapping products;

d) Monthly preparing reports on volume and progress to submit to the project sponsor;

đ) Promptly reporting to the project sponsor when there are changes in technological solutions, work volumes, or construction schedules compared to approved plans, projects, technical designs - budgets, and only implementing after receiving approval from the project sponsor or the investment decision-making body;

Article 6. Establishing Plans for Inspecting, Evaluating, and Accepting Surveying and Mapping Product Quality

2. Based on the construction unit's implementation plan, the project sponsor establishes plans for inspecting, evaluating, and accepting product volume and quality consistent with the schedules of approved plans, projects, technical designs - budgets, and assigned tasks or signed contracts, to be sent to the construction unit and relevant units for implementation;

Article 7. Funding for Inspecting, Evaluating, and Accepting Surveying and Mapping Product Quality

1. Costs for inspecting surveying and mapping product quality conducted by the construction unit are included in the unit price and approved budget according to relevant laws;

2. Costs for inspecting, evaluating, and accepting surveying and mapping product volume and quality conducted by the project sponsor are determined within the total approved budget by the competent authority;

Chapter II

INSPECTION OF SURVEYING AND MAPPING PRODUCT QUALITY

Article 8. Requirements for quality inspection work of surveying and mapping products

1. Quality inspection work of surveying and mapping products must be carried out from the overall to the detailed level at both the construction unit level and the project sponsor level.

2. The quality inspection of surveying and mapping products must be conducted based on the inspection plan, review, acceptance volume, and product quality specified in Clause 2, Article 6 of this Circular. The inspection process must follow the production procedures, with the product of the previous stage meeting quality requirements before being used for the next stage.

3. Supervision work during the implementation of projects, designs, technical estimates, and surveying and mapping products must be carried out from the start of implementation until the final acceptance and handover of products for operation and use to ensure quality and effectiveness.

4. The content and methods of quality inspection of surveying and mapping products must comply with the provisions of Article 10 of this Circular.

Article 9. Supervision Work

1. The content of supervision includes:

a) Monitoring the human resources and equipment of the construction units used during the implementation process;

b) Checking the measuring instruments used in construction. Measuring instruments must be calibrated and verified fully and timely according to regulations, meeting the required accuracy;

c) Monitoring compliance with technical standards, specifications, and technical regulations during the construction process in accordance with the approved project plans, designs, and technical estimates;

d) Monitoring the progress of construction in accordance with the planned schedule;

đ) Monitoring the increase or decrease in quantities arising during the construction process (if any);

e) Monitoring the quality inspection process of products at the construction unit level.

3. During the construction period, if there are changes in policies such as wages, economic-technical norms, product prices, the supervising unit must determine specifically the quantities of works completed before and after the effective date of these policies.

Article 10. Content and Methods of Product Quality Inspection

1. The content and level of inspection for basic surveying and mapping products are stipulated in Appendix 1a issued together with this Circular. For specialized surveying and mapping products without specific provisions regarding content and level of inspection, they shall be implemented according to the provisions in Appendix 1b issued together with this Circular. In cases where the content and level of inspection need to be increased or decreased to meet quality criteria, it must be specified in the project plans, designs, and technical estimates approved by the competent authority.

2. Methods of product quality inspection

a) Quality inspection work can be carried out internally, externally, or both depending on the specific product category. In some cases, the content of the production process must be repeated for comparison, verification, and evaluation of product quality against technical standards, specifications, technical regulations, and the content of approved project plans, designs, and technical estimates;

b) During the product quality inspection process, other devices, technologies, and data sources such as remote sensing images and the latest thematic maps may be used to evaluate product quality. In case of contradictions, on-site inspections must be conducted;

c) Depending on the technological process, type of product, and software used in construction, the inspection can be performed using automatic, semi-automatic, or manual methods to ensure that the product quality assessment is objective, comprehensive, and accurate;

d) For inspection items with probabilistic nature, the sampling range must be evenly distributed throughout the entire construction area;

đ) For types of products that can have their final quality inspected through a comprehensive method, the inspection unit at the project sponsor level must develop a quality inspection plan to be approved by the project sponsor.

3. Recording Inspection Results

a) At the end of the inspection process, the inspection results must be recorded. Inspection results are recorded on the Inspection Opinion Form. The Inspection Opinion Form must be prepared separately for each item according to Model 4 of Appendix 3 issued together with this Circular and must reflect specific bases for evaluating and concluding on product quality. For quality assessment indicators measured through testing, specific measurement data and results must be provided;

Article 11. Product Quality Inspection at the Construction Unit Level

1. The construction unit shall use specialized technical organizations or assign responsibility to technical personnel to self-inspect the quality of all works and products carried out by itself.

2. Prior to conducting quality inspections, the construction unit must notify the project owner and the organization designated by the project owner to supervise the quality inspection process at the construction unit level as prescribed.

3. Upon completion of product quality inspection for each work item, the construction unit shall submit products that have been inspected and found to meet quality requirements, the Inspection Opinion Form, the Quality Inspection Record, and the Request for Product Quality Inspection Report according to Model Number 16 of Appendix 3 issued together with this Circular to the project owner's inspection unit.

4. At the end of the task or fiscal year, the construction unit must prepare the Quality Inspection File in two copies, one copy to be sent to the project owner for inspection, review, and acceptance; one copy to be retained by the construction unit. The file includes:

a) The Technical Summary Report prepared according to Model Number 6 of Appendix 3 issued together with this Circular;

b) The Construction Unit's Product Quality Inspection Report according to Model Number 7 of Appendix 3 issued together with this Circular;

c) The Quality Inspection Record for each work item and product;

d) The Inspection Opinion Form;

đ) The Report on changes in technological solutions, work volume, construction progress, and other issues (if any) compared to the approved project proposal, design, and budget estimate and the approval document from the competent authority during the construction period.

Article 12. Product Quality Inspection at the Project Owner Level

1. After receiving the request for inspection letter, the Quality Inspection File of the construction unit as stipulated in Clause 3 and Clause 4 of Article 11 of this Circular, and the accompanying products, the project owner shall use its own specialized technical organization or hire a capable organization to conduct the product quality inspection at the project owner level.

2. The inspection steps include:

a) Checking the completeness, legality, consistency, and validity of the construction unit's Quality Inspection File;

b) Analyzing and evaluating the contents of the Technical Summary Report, the Construction Unit's Product Quality Inspection Report, and the quality inspection records, inspection opinion forms, and inspection data from the construction unit;

c) Evaluating the product specifications against technical standards, regulations, technical provisions, and other provisions in the approved project proposal, design, and budget estimate. In cases where the product quality does not meet requirements, the construction unit is responsible for making repairs based on the inspection opinions and submitting a report along with the repaired products to the inspection unit. The inspection unit will reinspect the products and issue a Product Repair Confirmation Report according to Model Number 11 of Appendix 3 issued together with this Circular;

d) Determining the quantity of work items and products meeting quality requirements and those not meeting quality requirements (if any);

đ) Assessing and proposing adjustments to the difficulty levels of completed work items and products to align with current regulations and actual production conditions;

e) At the end of the task or fiscal year, the inspection unit must prepare a Product Quality Inspection Report according to Model Number 9 of Appendix 3 issued together with this Circular. If the project owner assigns two units to monitor and inspect product quality, then a Product Quality Inspection Report according to Model Number 3 and Model Number 8 of Appendix 3 issued together with this Circular must be prepared;

3. At the end of the task or fiscal year, the inspection unit must prepare the Quality Inspection File in two copies, one copy to be sent to the project owner for review as stipulated in Article 15 of this Circular, one copy to be retained by the inspection unit. The file includes:

a) Decision approving the project proposal, design, and budget estimate; documents assigning plans and tasks from authorized agencies;

b) Economic contracts or documents assigning tasks and orders;

c) The construction unit's Technical Summary Report;

d) The project owner's Product Quality Inspection Report;

đ) Reports on additional volumes, resolved issues compared to the construction unit's project proposal, design, and budget estimate and the resolution documents for these additional volumes and issues from the project owner (if any);

e) The construction unit's report on product repairs according to Model Number 10 of Appendix 3 issued together with this Circular and the confirmation document for product repairs from the project owner's inspection unit;

g) Construction supervision records and quality inspection records for each work item accompanied by the Inspection Opinion Form.

Article 13. Rights and responsibilities of organizations and individuals conducting inspection on behalf of the project sponsor

1. Rights of organizations and individuals conducting inspection

a) Refuse to conduct inspection if the construction unit has not submitted all products, quality inspection files at the construction unit level, or if the products still contain systematic errors;

b) Refuse to confirm products that do not meet quality standards or products that have been inspected but not fully and thoroughly repaired;

c) Propose to the project sponsor to adjust the construction schedule for work items delayed due to objective factors or projects, designs, technical estimates that have exceeded their implementation time but remain unfinished;

d) Propose to the project sponsor to approve changes in difficulty levels compared to approved projects, designs, technical estimates;

đ) Individual inspectors may retain their inspection opinions against the inspection team leader or the organization directly assigning tasks if their opinions are not accepted and addressed. The inspection team leader may retain their decisions against the inspection implementing organization or the project sponsor if their decisions are not accepted and addressed.

2. Responsibilities of organizations and individuals conducting inspection

a) Fully and strictly implement inspection contents as prescribed;

b) Take the lead and coordinate with related parties to resolve issues and incidents during construction within their authority. Report to the project sponsor for resolution of issues and incidents exceeding their authority;

c) Report comprehensively to the project sponsor about technical issues outside the scope of approved projects, designs, technical estimates, increased or decreased quantities during construction (if any);

d) Recommend to the project sponsor to handle violations and terminate contracts with construction units if they violate the contents specified in point đ, Clause 1, Article 5 of this Circular;

đ) Recommend to the project sponsor forms of handling for construction units violating schedules due to subjective factors of the construction units;

e) Prepare quality inspection files and acceptance files according to the requirements of the project sponsor;

g) Opinions of each individual participating in inspection must be compiled and reported to the inspection team leader. The team leader is responsible for reviewing and notifying the construction unit to make repairs. In case of disagreement between the inspection team and the construction unit, the team leader must report to the leadership of the inspection implementing unit or the project sponsor (for cases exceeding their authority to resolve);

h) Be liable for compensation for damages caused by intentionally distorting inspection results, causing losses to the project sponsor or the construction unit, in accordance with the law.

Article 14. State Inspection of Quality of Surveying and Mapping Products

1. All surveying and mapping products produced domestically or imported must undergo state quality inspection, including those already assessed by conformity assessment organizations or subject to other quality management measures under the law on product and commodity quality.

2. State inspection of surveying and mapping products shall be carried out annually or on an ad hoc basis when requested by specialized management agencies or in response to complaints, reports, or warnings regarding product quality.

3. The content and responsibilities of state inspection of surveying and mapping products shall be implemented in accordance with the law on product and commodity quality and the law on surveying and mapping.

Chapter III

QUALITY APPRAISAL AND QUANTITY ACCEPTANCE OF SURVEYING AND MAPPING PRODUCTS

Article 15. Review of Quantity and Quality of Surveying and Mapping Products

1. The project investor shall use specialized organizations under their direct management or establish a review board to conduct reviews of the quantity and quality of surveying and mapping products.

2. In case of establishing a Review Board, the project investor shall issue a decision to establish it, with its composition including: Chairperson of the Board, Secretary, and some members from relevant functional units, experts knowledgeable about surveying and mapping (if necessary).

3. Principles of Operation of the Review Board

a) The Review Board operates on the principle of democratic centralism, with decisions made by majority vote. At least two-thirds (two-thirds) of the number of Review Board members must be present at meetings as decided upon establishment;

b) The Chairperson of the Review Board is responsible for reporting the results of the review and recommending to the project investor matters related to the assigned tasks; they are accountable under the law and to the project investor for the accuracy and objectivity of the review results.

4. Basis for Review

a) Quality inspection files at the construction unit level;

b) Quality inspection files at the project investor level;

c) Completed works and products, along with other related documents.

5. Content of Review

a) Review compliance with regulations in the project proposal, design, technical estimate, and other related technical documents that have been approved;

b) Review compliance with regulations regarding construction supervision work and product quality inspection;

c) Review handling of issues and difficulties arising during construction according to requirements from the inspection unit, project investor, and investment decision-making authority;

6. Based on the review results, the organization tasked with the review by the project investor or the project investor (in cases where a Review Board has been established) shall instruct related units to make repairs, supplements, and improvements when the product's quality, quantity, and levels of difficulty do not meet requirements, and documentation is not valid.

7. Upon completion of the review process, the organization tasked with the review by the project investor or the project investor (in cases where a Review Board has been established) must prepare a Report on Quantity and Quality Review of Products according to Model Number 12 in Appendix 3 issued together with this Circular.

Article 16. Acceptance of Quantity and Quality of Surveying and Mapping Products

1. On the basis of inspection and review results, the project investor shall proceed to accept the quantity and quality of completed surveying and mapping products.

2. Bases for acceptance include:

a) Decision approving the project proposal, design, technical estimate;

b) Decision assigning tasks, placing orders, or Economic Contract;

c) Report on Quantity and Quality Review of Products;

d) Quality inspection files at the project investor level;

e) Completed products and other related documents.

3. Content of Acceptance

a) Acceptance of quantity and completed works and products meeting quality standards compared to the approved project proposal, design, technical estimate;

b) Acceptance of quantity of additional or reduced works and products compared to the project proposal, design, technical estimate (if applicable);

c) Confirmation of levels of difficulty for completed works and products;

d) At the conclusion of the acceptance process, a Record of Quantity and Quality Acceptance of Products according to Model Number 13 in Appendix 3 issued together with this Circular must be prepared, and an Acceptance File must be compiled in accordance with Article 18 of this Circular.

Article 17. Submission of Products

1. After the Quantity and Quality Acceptance Report has been issued, the construction unit shall be responsible for submitting the products at the storage location designated by the investment decision-making authority or the project owner.

2. The list of submitted products includes all products from the works that have been accepted and confirmed in terms of quantity and quality. The products to be submitted are specified in Appendix 2 attached hereto. In cases where there are no specific regulations on certain product categories, they shall be submitted according to the detailed product list stipulated in the project proposal, project plan, technical design - estimate.

Article 18. Preparation of the Acceptance Record

1. Upon completion of the acceptance and submission process, the project owner shall cooperate with relevant units to prepare the Acceptance Record. The Acceptance Record shall include:

a) Decision approving the project proposal, design, and budget estimate; documents assigning plans and tasks from authorized agencies;

b) Economic contracts or documents assigning tasks and orders;

c) The construction unit's Technical Summary Report;

d) The project owner's Product Quality Inspection Report;

đ) Reports on additional volumes, resolved issues compared to the construction unit's project proposal, design, and budget estimate and the resolution documents for these additional volumes and issues from the project owner (if any);

e) Report from the construction unit regarding the correction of errors and confirmation of product corrections by the inspection unit appointed by the project owner;

g) Report on the verification of quantity and quality of products;

h) Quantity and Quality Acceptance Report;

i) Product Submission Record in Form No. 15 of Appendix 3 attached hereto or warehouse entry form for completed products as prescribed in Article 17 of this Circular;

k) Summary of quantities of work items and products constructed annually in Form No. 14 of Appendix 3 attached hereto for projects, plans, technical designs - estimates implemented over multiple years.

2. The Acceptance Record shall be prepared in five (5) copies, including one (1) copy sent to the investment decision-making authority, three (3) copies retained by the project owner, and one (1) copy retained by the construction unit. The Acceptance Record shall be kept for twenty (20) years from the date of completion of all work items.

Chapter IV

IMPLEMENTATION PROVISIONS

Article 19. Effective Date

1. This Circular takes effect from January 1, 2019, replacing Circular No. 63/2015/TT-BTNMT dated December 21, 2015, issued by the Minister of Natural Resources and Environment on the inspection, verification, and acceptance of quality of surveying and mapping works and maps.

2. Abolish Clause 7 of Appendix 1 of Circular No. 46/2017/TT-BTNMT dated October 23, 2017, issued by the Minister of Natural Resources and Environment on the establishment of administrative boundary database.

Article 20. Transitional Provisions

For works and surveying and mapping products completed and quality-checked, verified, and accepted before the effective date of this Circular, the Acceptance Record shall be prepared in accordance with Circular No. 63/2015/TT-BTNMT dated December 21, 2015, issued by the Minister of Natural Resources and Environment on the inspection, verification, and acceptance of quality of surveying and mapping works and maps.

Article 21. Organization of Implementation

1. Ministries, ministerial-level agencies, agencies under the Government, People's Committees of provinces and centrally-run cities are responsible for organizing the implementation of this Circular.

2. During the implementation process, if there are any difficulties, please promptly report them to the Ministry of Natural Resources and Environment for study and amendment./.