SITE VISIT REPORT INFORMATION

The preparation of a schedule of items is to be considered in order to prepare a site visit report
and their effect on the contractors bid is to be outlined.
Purpose of report
The site visit report at tender stage is usually prepared by a representative of production
management and the job estimator. It creates an understanding of conditions and restraints
likely to have an influence on the works. It also assists in the preparation of a list of questions to
be put to designers, consultants and public undertakings in clarification of their requirements.
Contractors often develop their own site visit proforma to collect essential site information. The
site visit report should aim to collect the following data:

Item

Information required

Purpose/effect on bid

1.

Ground conditions including type of

ground, water table levels, extent of
temporary support to be provided.

Affects methods of excavation, selection of

plant, output of excavation plant and rates
utilities for earth support. Provision of plant
for pumping.

2.

Location of tipping facilities, distance

to tip, tipping fee.

Affects rates for disposal of excavated

material.

3.

Demolition of existing buildings.

These must be seen by the estimator in order

that he may assess the cost of demolition
and assess the extent of re-usable material
or credits to be allowed for recovered
material.

4.

Access to site

Affects the extent of temporary roads to be

provided in the contract preliminaries. Access
difficulties for plant and vehicles must be
noted. Phased deliveries of material may be
necessary on site with limited access and
storage facilities. Height and loading limits on
bridges in the vicinity of the site are
important.

5.

Restrictions due to site location.

This will directly affect the location of storage

facilities on site, extent of temporary
hoardings or fencing to be provided. On
restricted sites the location of offices may
involve the provision of scaffold gantries.

6.

Labour: items for consideration

include;

Affects the build-up of the all-in rate which

will be affected by the plus rates payable in

a. Availability of local tradesmen

& labour.
b. Assessment of other major
works in the neighbourhood
and the likely effect on the
contract.
c. Local rates of pay.
d. Availability of lodging facilities.
e. Transport to be provided for
labour catchment area for
the contract.
Services: location of temporary water,
electricity and telephone facilities.
Location of foul and surface water
services.

the area, extent of travelling time to be

allowed in the rates or preliminaries. Degree
of labour importation, provision of lodging
facilities and allowances.
Transportation of labour to site to be allowed
in contract preliminaries.

8.

Availability of local suppliers,

subcontractors, plant and haulage
facilities.

Affects the overall prices of subcontract work.

The information is of use to the buying
department at the enquiry stage. Hire rates
for plant and haulage may be established
locally at tender stage as these may differ
from normal rates.

9.

Site security

Provision of site fencing, either to complete

site boundary or to compound area only. The
contract documents may specify protection of
the public by using footpaths adjacent to the
site, or the protection of personnel during
alterations. The provision and extent of
temporary dust screens will require
assessment.

10.

Other factors

Topography of site in relation to ease and

movement of plant.
Extent of underground or overhead
obstructions.
Public transport services serving site.

7.

Monies to be allocated in contract

preliminaries for temporary lighting, power
supply for tower crane, etc. Temporary water
service required for offices, labour, toilets
and site mixing plant for concrete or
bricklayers. Provisions of temporary stand
pipe/metered connection. Site toilets to be
chemical type or connected to the foul sewer
with a temporary connection.

It should be noted that much information about a site is only available from older sections of the
local population whose memory reaches back to previous usage of the site. The possibility of
mine shafts, old foundations, old water courses, filled ground, flooding and so on may not be
obvious to a casual visitor. The nearest local authority yard and depot, as well as nearby
residents, can be a fruitful source of cautionary information.

A site visit proforma, suitable for use in a contractors organisation, is shown in Example two.
Standard forms used in the estimating process enable comprehensive records to be built up for
reference during the pre-contract period. The data collected during a site visit may vary from
one firm to another, depending upon the nature of the work to be undertaken by the contractor,
e.g. a piling subcontractor would be more concerned about the topography of the site and
surface conditions likely to affect the movement of plant.
EXAMPLE OF A COMPLETED SITE VISIT REPORT
A completed site visit report is given for a contract tender involving the construction of a new
building located on an existing railway station platform.

Site Visit Report

Tender No. 80/32

Date: 22 January 20

Contract:

Prepared by: A. Prichard

Preston Brook

1. Location of site
The site is located within 800 m from the town centre and is approached by Rushton Street.
Good major roads are within 1 km of the site with direct access from junction 26 of the M56.
Restricted parking facilities are in force at the front of the existing station and a large carpark for cars using the station is adjacent to the main entrance.
2. Transport services to site
Adequate local bus services stop at the station. Key labour is to be imported from
Manchester and it is anticipated that general labour can be recruited locally.
3. Address of job centre
Job centre is located at 184 Hillgate, Preston Brook. Telephone No. 061-794-2242. Manager
Mr S Brooks. An adequate supply of general labour is currently on the books.
4. Other contracts in the area
Three local authority housing contracts are currently in progress within 5 km of the contract.
Work on these projects is being undertaken by local contractors. No other national
contractors working in the town.

5. Access to site
Access to the new station building is via the existing subway. Excavated material from the
foundations will have to be hand excavated and transported by dumper into the subway via
the existing station lift. Skip containers to be located in disused end of subway.
Concrete to the new platform foundations and slab can be pumped from the rear subway
access road direct into place. The number of visits to be assessed for the concrete pumping
equipment.
Bricks to be double handled and transported by dumper or railway trolley via station parcels
lift to platform level. The bricks to be handstacked on platform.
A large mobile crane will be required for the placing of the precast beams. This can be
located on the existing station forecourt and the units raised over the existing forecourt wall.
6. Ground conditions
Excavate to platform bases in filled ground. Shallow foundations only. No problems
anticipated.
7. Trial pit details and water table levels
No information available. No problems evident on site
8. Extent of temporary works
Metal decking required for subway drainage work to cover open trenches. Allow for 10 m of
metal plates for protection and cover.
Materials stacking area required for precast units on station forecourt. The area is to be
compounded at rear entrance to subway for material storage area.
Platform bases when concreted to be temporarily filled in to form level surface, the station
platform is in continuous passenger use during base construction.
9. Availability of local labour
(See also No.3). Up to six general labourers to be recruited initially.
10. Extent of site fencing, hoardings and protection
The full extent is indicated in the Bill reference 12/E; F & G.

Temporary staircase from subway allow for the removal and re-erection twice
during reconstruction of staircase.
Enclosed covered walkway to be allowed 2 m x 2.5 m x 10 m in length to provide
protection to the public. Walkways to be lighted at evenings.

Temporary chestnut fence to be erected around new platform works, approximate

length 120 m, average 1.2 m high. Timber fender required in front of fence.
Existing subway are to be separately fenced off. Gates at rear entrance to be locked
during evenings.

11. Site security

See item 10.
12. Availability of subcontractors and suppliers
Main domestic subcontractors to be engaged from Manchester.
Plant Hire
P & B Plant Hire

Preston Brook 84312

Morgans Haulage Co.

Preston Brook 72164

Feb Industries

Hollway 7213

E. Bentley

Acton 32179

Suppliers

13. Welfare facilities

Portaloo toilets to be erected in subway with temporary connection to sewer. British Rail to
provide water supply. Canteen facilities available for operatives and staff in existing station
buffet.
14. Temporary services
All temporary services available on existing platform.
15. Demolitions
The front station wall is to be reduced 4 m in height and the existing stone coping taken
down and re-fixed.
An independent scaffold will be required along the whole front elevation of the existing
station 80 m in length x 10 m in height.
Hand demolition to be allowed.
Crane required for handling existing stone copings to be lowered to ground, stacked and
re-fixed at lower level. Allow two visits for crane.

16. Other relevant information

Permission to be obtained for track possession during the fixing of the precast beams to the
new subway area. British Rail to provide watching and lookout facilities during craineage
work.
All material storage areas on the existing platform to be securely fenced off.

EXAMPLE 2: SITE INSPECTION REPORT

PROCEDURES MANUAL

No: .

SITE INSPECTION REPORT

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Tender No: Description: .

Location:.

Distance from Yard (km):.

SI Date: . Time: Our Representative: .

Client: Representative: .
Consultant: .. Representative
CONTRACTORS PRESENT TOTAL No.
Company Representative
Company

Representative

Company

Representative

SUPPLIERS:
Company
Representative Company

Representative Company

Representative

PRESENTATION OF SITE INSPECTION:

NOTES:

PROCEDURES MANUAL

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OTHER COMMENTS:

WHICH OTHER CONTRACTORS ARE KEEN (AND WHY?):

LOCATION OF SITE:
Nearest Town:
Station:
Access to site:
Dumping Site:
Stockpile Areas:
Borrow Areas:

Distance:
Distance:

km
km

Distance:
Distance:
Distance:

km
km
km

DESCRIPTION OF SITE:
Slope: Flat/Sloping/Steep
Vegetation:
Clear/Grass/Shrub/Bushy/Trees
Subsoil type:
Stability of Banks & Trenches
ROCK:
Type:
Blasting Required?
YES/NO
Permitted?
YES/NO
Adjacent Structures: YES/NO
Further Investigation Required
WATER PROBLEMS:
Water Table
Risk of
YES/NO
Standing Water YES/NO
Level:
Flooding?
Marsh/River/Stream? YES/NO
Water Level:
Drainage of Site:
OTHER WORKS IN THE AREA:

WATER SUPPLY:
Availability:
Potable?
ELECTRICAL SUPPLY:
Availability:
Power:

Location?
Connection Cost:

Pressure
Usage Cost:

Location?
Connection Cost:

Voltage:
Usage Cost:

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COMMUNICATIONS:
Telephone Available? YES/NO Connection Cost:
Usage Cost:
Cell phone
YES/NO Connection Cost:
Usage Cost:
Reception?
Radio Reception?
YES/NO Connection Cost:
Usage Cost:
COMPRESSED AIR:
Available?
YES/NO
Connection Cost:
Usage Cost:
SITE ESTABLISHMENT:
Any restriction on office & store location?
Batch Plant/ Steel & pipe yards:
LOCAL LABOUR:
Availability?
Class of worker:
Wage rate:
Do we supply transport/ Accommodation/ Food?
On cost:
Skills Availability?
Trade:
Wage Rate:
Trade:
Wage Rate:
Trade:
Wage Rate:
ACCOMODATION SUPERVISION:
House/ Flat Availability?
Distance from site:
Ave. Cost:
Caravan Availability?
Distance from site:
Ave. Cost:
On Site permitted?
YES/NO Location:
Facilities provided:
Can client provide any
accommodation?

YES/NO

Ave. Cost:

ACCOMODATION LABOUR:
Compound availability?
Distance from site:
Site availability?
Distance from site:
On site
YES/NO Location:
Facilities
permitted?
provided
Can client provide any accommodation?
YES/NO

Ave. Cost:
Ave. Cost:

Ave. Cost:

LOCAL SUPPLIERS (Remember to bring back aggregates for Mix Design)

SERVICE
Cartage contractors
Plant Hirers
Stone

COMPANY NAME

CONTACT DETAILS

RELIABILITY?

SERVICE
Sand

Cement/ready mix?

Bulk cement

Hardware

Builders

PROCEDURES MANUAL

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COMPANY NAME

CONTACT DETAILS

RELIABILITY?

PHOTOGRAPHS:
INDEX:
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2)
3)
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5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)

PROCEDURES MANUAL

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