Quantity/quality: Review supply documentation

Identify which materials are relevant to the complaint:

• inadequate width and depth of the road potentially affects the quantities of all materials used in the road construction (e.g. aggregate, asphalt)
• incorrect quality of sub-base affects only the sub-base materials.

Obtain and review the following documented evidence in relation to relevant materials from the RA and/or BuildWell and/or relevant suppliers.  These should state the quantity and quality.

• purchase contract by which BuildWell purchases materials from supplier
• supplier delivery record of materials to site
• BuildWell’s delivery receipt of materials on site
• day records from site supervisor which record material delivery and use
• engineer’s approval certificate
• test certificates which establish the quality
• invoice from supplier to BuildWell
• payment by BuildWell to supplier.

If part of the works was sub-contracted by BuildWell, obtain the above documents from the sub-contractor.

Compare these supply documents with the contract.  Is the quantity and quality shown on these documents the same as that required by the contract?

Compare these supply documents with each other and with the test results.  Are there any inconsistencies?

The contract may specify required quantities, or quantities may be calculated from the drawings.  E.g., if road is 10km long, 5m wide and layer is 150mm thick, the quantities in cubic metres can be calculated. 

Note that actual constructed quantities are likely to legitimately differ by a minor amount from the specified quantities.  A minor tolerance in dimensions is normally allowed in the contract due to the difficulty of constructing a road to exact dimensions.  

Note that BuildWell charging the RA for quantities which were not actually supplied or for a lower quality of product than required, will normally require BuildWell and possibly its suppliers to falsify quality and quantity documentation.  You are therefore looking for inconsistencies which may reveal a fake document.

Follow up any inconsistencies or suspicious indicators.