Responsibility of the SO and SOR in the JKRS PWD Form 75 (Version 2021).
The Superintending Officer (S.O.) formally named in the contract to administer it on behalf of the
Employer. Due to the complexity and daily demands of a construction project, the S.O. delegates most
of the day-to-day on-site duties to a subordinate, who is named the Superintending Officer's
Representative (S.O.R.).
The S.O.R. is the "eyes and ears" of the S.O. on the construction site. Their authority is not inherent;
it is entirely delegated by the S.O., and their primary function is site supervision and administration.
Here is a detailed breakdown of the S.O.R.'s roles and responsibilities:
1. Site Supervision and Inspection (Clause 11.1(d))
This is the core function of the S.O.R.
• Monitoring Workmanship and Materials: The S.O.R. is responsible for the day-to-day
inspection of all works and materials on-site. They must ensure that the work is being
executed in accordance with the contract drawings, specifications, and Bills of Quantities.
• Quality Control: They have the authority to reject materials that are not up to standard and
to order the demolition and reconstruction of any work that does not conform to the contract
requirements.
• Witnessing Tests: The S.O.R. must witness all on-site and off-site tests required by the
contract (e.g., concrete cube tests, soil compaction tests) and ensure that the results comply
with the specified standards.
2. Issuing Site Instructions
The S.O.R. has the authority to issue instructions to the Contractor, but this power is limited.
• Clarification of Documents: They can issue instructions to clarify ambiguities in the drawings
or specifications.
• Instructions on Work Execution: They can instruct the Contractor on the proper methods of
executing the works to achieve the required quality.
• Limitations on Authority: Crucially, the S.O.R. cannot issue instructions that involve a change
to the scope of work or that have financial implications (i.e., they cannot issue a Variation
Order). Any instruction that leads to additional cost or a change in design must be issued by
the S.O. If the S.O.R. gives such an instruction, the Contractor should insist on having it
confirmed in writing by the S.O.
3. Record Keeping and Reporting
Meticulous record-keeping is a vital responsibility.
• Site Diary/Record Book: The S.O.R. must maintain a detailed site diary, recording daily
activities, weather conditions, number of workers, plant and machinery on site, instructions
given, delays encountered, and any significant events. This diary is a critical legal document.
• Progress Reports: They are responsible for preparing regular progress reports for the S.O.,
detailing the status of the project against the approved work programme.
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• Measurement of Work: The S.O.R. assists the S.O. or the Quantity Surveyor in taking
measurements of work done for the purpose of preparing interim valuations for payment.
4. Contract Administration Support
The S.O.R. acts as the administrative link between the site and the S.O.'s office.
• Reviewing Contractor's Submissions: They are the first point of review for the Contractor's
submissions, such as the work programme, method statements, shop drawings, and material
samples, before recommending them for the S.O.'s approval.
• Liaison: They act as the primary point of communication on-site, coordinating between the
Contractor, utility providers, and other government agencies.
• Assessing Claims: While the S.O. makes the final decision, the S.O.R. is responsible for
providing the factual basis for assessing any claims from the Contractor for Extension of Time
(EOT) or loss and expense. Their site records are essential for this.
Key Limitations and Boundaries of the S.O.R.'s Authority
It is critical to understand what the S.O.R. cannot do:
• Cannot Issue Variation Orders (VOs): Only the S.O. has the authority to order variations
(additions, omissions, or changes) to the contract.
• Cannot Grant Extension of Time (EOT): The S.O.R. can record delays but cannot formally grant
an extension to the contract period. This is the sole responsibility of the S.O.
• Cannot Relieve the Contractor of Obligations: The S.O.R. cannot waive any of the Contractor's
duties or responsibilities under the contract. For example, their approval of a defective work
component does not relieve the Contractor of the liability to rectify it.
• Cannot Settle Contractual Disputes: The S.O.R. is not an adjudicator or mediator. Contractual
disputes are handled at the level of the S.O. or through the formal dispute resolution
mechanisms outlined in the contract.
In essence, the S.O.R. is the on-site administrator and quality controller acting under the delegated
authority of the Superintending Officer. Their role is to ensure the project is built according to the
contract's technical requirements, while the major contractual and financial decisions remain firmly
with the Superintending Officer.
