Facilitating claim establishment at the defect liability period of MEP projects: a guideline for record – keeping

Abstract

If any party raised a claim, the main objective is to achieve success. Researchers have found that Contractors’ claims mostly fail due to the inadequate proof documents to substantiate the claims. This study investigates the record-keeping related to claim management, with the aim of developing a guideline for record-keeping for successful claims in the MEP trade. Existing record-keeping practices were identified through a literature survey. Said existing record types were tested with industry trade experts via a questionnaire survey for the importance and applicability related to claims establishing in MEP projects during the defect liability period. Partly organised interviews and online question feedback assessments were selected as appropriate research methodologies as suitable methods are required to collect a high degree of information from the construction professionals. A total of 36 satisfactory responses were received in the questionnaire survey, representing seven (07) from employers, eleven (11) from consultants, 18 from contractors, and one (01) representing other parties. Two (02) experts from the contractor’s side and one (01) expert consultant and one (01) expert representing Engineer's side, participated in semi-structured interviews. The questionnaire survey outcome for the ranking for applicability of the records types for managing MEP claims at the defect liability period was used as the key in developing the guideline. The expert ratings on record types were treated as a high priority and incorporated to the top of the applicability ratings. The outcome was further developed by cross-checking the similar record types verified by literature review findings and confirmed by industry experts during the interview. Additional record types that were identified by the industry experts through interviews and open-ended questionnaire survey responses were compiled to the similarities and added further to the guideline covering the total record-keeping requirement for the claim success. As per the views of interview responders, the common record types of original contract document and progress photograph records on milestone completion (indicating milestone name, date, and time of completion), were rated as high priority requirement for establishing MEP related claims in DLP. The O&M manuals record was ranked third priority type. However, the record types; testing and commissioning reports, proper completion records, proper handing over records, material approvals, maintain a log for attendance for maintenance, and complaint register were newly identified as high priorities. As the scarcity of the studies available to MEP trade produced guidelines from the present study would enhance the contracted parties to schedule their record-keeping mechanism from the pretender stage for achieving the claim success.