Policies & Procedures

Engineering Department Policies & Procedures – A 360° Approach

Ensuring Standardized, Compliant, and Efficient Engineering Management in Mega Construction Projects

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1. Introduction

The Engineering Department at BEC Arabia operates under a structured policy and procedural framework to ensure technical excellence, compliance, and seamless coordination in mega construction projects. These policies define the roles, responsibilities, and workflows for:

✅ Design Development (DD) & Schematic Design (SD) – Ensuring compliance with project scope & technical specifications. ✅ Technical Coordination & RFI Management – Managing consultant and client approvals. ✅ Shop Drawings & Material Submittals – Ensuring technical compliance for procurement & construction. ✅ Regulatory & Compliance Approvals – Aligning with Saudi Building Code (SBC), FIDIC, and ISO standards. ✅ Engineering Support for Construction Execution – Ensuring technical accuracy on-site.

These policies ensure efficient engineering workflows, compliance with contractual and regulatory obligations, and seamless project execution.

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2. Engineering Governance & Approval Policies

2.1 Engineering Organizational Structure & Approval Levels

Level	Engineering Role	Key Responsibilities
Executive Management	Engineering Director, Project Directors	Engineering governance, risk management, compliance approvals
Engineering Design Teams	Lead Engineers, BIM Team, Consultants	Design development, technical coordination, compliance validation
Technical Office & Site Support	Technical Engineers, QA/QC, Document Controllers	RFI tracking, material approvals, coordination with subcontractors
Regulatory Compliance	Municipality Liaison, Engineering Auditors	Saudi Building Code (SBC) approvals, FIDIC compliance

📌 Benchmark: All engineering approvals must follow a structured workflow, ensuring accountability & compliance.

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3. Design Development (DD) & Schematic Design (SD) Policies

3.1 Engineering Design Policy

✅ All project designs must align with contractual obligations & technical specifications. ✅ Design submissions must follow the phased approval process (SD → DD → IFC). ✅ All designs must be reviewed for constructability, clash detection, and value engineering.

📌 Required Deliverables:

• Concept Design Reports & Feasibility Studies

• IFC Drawings & BIM Models for Coordination

• Constructability & Risk Assessment Reports

📌 Benchmark: 100% design compliance with contract & regulatory requirements.

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4. Technical Coordination & RFI (Request for Information) Management

4.1 RFI Issuance & Response Policy

✅ RFIs must be formally issued for any design discrepancies or clarifications. ✅ Consultants must respond to RFIs within the agreed contractual timeframe. ✅ Unresolved RFIs impacting project schedule must be escalated to Engineering Management.

📌 Workflow:

• RFI Raised by Engineering Team → Logged in Aconex

• RFI Reviewed by Consultant → Response Issued

• Resolution Verified & Implemented in Engineering Design

📌 Benchmark: 90% of RFIs must be resolved within contractual response time.

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5. Shop Drawings & Material Submittals Policy

5.1 Shop Drawing Approval Policy

✅ All shop drawings must be reviewed & approved before procurement & execution. ✅ Subcontractors & suppliers must comply with contract drawings & specifications. ✅ Shop drawings must be logged in Aconex & reviewed against IFC drawings.

📌 Approval Process:

• Shop Drawing Submitted by Subcontractor → Reviewed by Engineering & QA/QC

• Approval Issued or Revision Requested → Final Approved Drawings Released for Execution

📌 Benchmark: ≥ 95% first-time approval rate for shop drawings.

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5.2 Material Technical Submittals Policy

✅ All materials must comply with contractual & regulatory specifications. ✅ Material submittals must include technical datasheets, certifications, & compliance documents. ✅ Material approvals must align with procurement schedules to prevent construction delays.

📌 Approval Process:

• Material Submittal Issued by Procurement Team → Engineering Review & Approval

• QA/QC Verification → Approval Released for Procurement & Site Delivery

📌 Benchmark: 100% compliance with material specifications & approval workflow.

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6. Engineering Compliance & Regulatory Approvals Policy

6.1 Saudi Building Code (SBC) Compliance

✅ All engineering deliverables must comply with SBC, fire safety codes, and seismic requirements. ✅ Permit approvals must be secured before site mobilization. ✅ Regulatory updates must be reviewed & integrated into design changes.

📌 Required Deliverables:

• Permit & Authority Approvals Logs

• Regulatory Audit & Inspection Reports

📌 Benchmark: 98% compliance with regulatory approvals & zero permit violations.

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7. Engineering Support for Construction Execution

7.1 Site Engineering Support Policy

✅ Technical engineers must provide real-time support for resolving site queries. ✅ Field Change Requests (FCRs) must be reviewed & approved before implementation. ✅ Engineering As-Built Drawings must reflect actual site conditions.

📌 Process:

• Site Query Raised by Construction Team → Engineering Resolution Provided

• Field Change Request (FCR) Issued & Approved → Updated IFC Drawings Released

📌 Benchmark: All site issues must be resolved within 48 hours of submission.

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8. Quality Assurance (QA/QC) & Engineering Risk Management

8.1 Engineering Quality Control Policy

✅ All designs must pass a structured quality review process before approval. ✅ Non-Conformance Reports (NCRs) must be addressed within 7 days. ✅ Inspection Test Plans (ITP) must be implemented for engineering deliverables.

📌 Approval Process:

• Engineering Review for Compliance → QA/QC Inspection

• NCR Issued (if required) → Rectification & Final Approval

📌 Benchmark: ≥ 98% defect-free approval rate for engineering submissions.

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9. Engineering Document Control & Aconex Policies

9.1 Document Management & Approval Policy

✅ All engineering documents must be stored & tracked in Aconex. ✅ Document revisions must be formally issued & approved before execution. ✅ All design changes must follow the Engineering Change Control Process.

📌 Deliverables:

• Approved IFC Drawings & Shop Drawings Logs

• RFI Logs & Consultant Responses

• Engineering Change Order (ECO) Records

📌 Benchmark: 100% traceability & approval tracking for all engineering documents.

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10. Digital Integration & Engineering Performance Monitoring

10.1 Engineering KPI & Performance Tracking Policy

✅ Engineering performance must be tracked using Power BI Dashboards. ✅ Monthly compliance audits must be conducted to ensure adherence to KPIs. ✅ Schedule & Cost Variance Reports must be generated for engineering activities.

📌 Key Metrics Monitored:

• Design Approval Efficiency & RFI Resolution Time

• Regulatory Compliance & Engineering Quality Control

• Project Engineering Schedule & Cost Adherence

📌 Benchmark: Real-time digital tracking for 100% of engineering deliverables.

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11. Conclusion

The Engineering Policies & Procedures at BEC Arabia ensure: ✅ Standardized technical workflows for design, approvals, and compliance. ✅ Optimized engineering coordination across all project stakeholders. ✅ Full regulatory & contractual compliance in line with SBC, FIDIC, and ISO standards. ✅ Digital tracking of engineering deliverables for real-time monitoring.

By following these policies, BEC Arabia ensures structured engineering execution, minimizes project risks, and enhances technical efficiency in all mega construction projects.