DAAB Site Visits: preparing the file, issue list and project narrative

A poor DAAB visit starts in a familiar way: the Board arrives, the parties show concrete, pipes and charts, and within two hours everyone is arguing about a claim that nobody has properly mapped by date.

A good site visit works differently. The Board receives a clear project narrative, understands the key issues, sees the records that exist, and can help the parties avoid turning every problem into a formal referral.

Site visit vs formal referral

The article on the DAAB under FIDIC 2017 explains the dispute ladder: Engineer’s determination, DAAB, Notice of Dissatisfaction, amicable settlement and arbitration.

A site visit is earlier and broader. Its value is not only that the Board sees the site. Its value is that an independent board gradually understands sequence, constraints and recurring issues.

Do not mix:

• dispute avoidance - early discussion, risk identification and informal assistance where allowed;
• formal referral - the procedural submission of a specific dispute for decision.

If the parties confuse these modes, they either overload the visit with legal submissions or arrive with no useful material.

What to prepare before the visit

The DAAB does not need a 20 GB archive. It needs managed context.

1. Project snapshot

A short 2-4 page orientation note:

• parties and contract form;
• current contract price and Time for Completion;
• commencement date and completion dates;
• current progress status;
• major milestones;
• key packages or subcontractors;
• critical constraints;
• current high-risk issues.

This is not advocacy. It is orientation.

2. Chronology

For each major issue, prepare:

• date;
• event;
• instruction, notice or correspondence reference;
• affected work area or activity;
• current status.

Chronology should be boring and verifiable. If it sounds like a speech for one side, the Board will trust it less.

3. Issue list

The issue list is the core document.

Issue	Why it matters	Current status	What the Board should understand
delayed access	affects sequence or critical path	notices issued, mitigation ongoing	access links to specific activities
design approval delays	blocks procurement or works	submissions under review	workflow discipline is needed
variation valuation	payment and cash-flow exposure	rates disputed	measurement trail matters
ESHS incident	affects method or reporting	corrective action open	keep it separate from unrelated delay

Not every issue should become a dispute. Every material issue should be understandable.

4. Visual file

Photos help only when they have context:

• date and location;
• before/after where relevant;
• activity ID or work package;
• short caption;
• no unnecessary repetition.

Twenty-five precise photos are better than 400 images without context.

5. Programme snapshots

If time is involved, the Board needs more than percentage progress:

• baseline reference;
• last accepted or reviewed programme;
• current update;
• affected activities;
• critical or near-critical path explanation;
• mitigation or recovery measures.

For delay evidence, see EOT and delay analysis.

How to conduct the visit

A DAAB visit is not a stage for one side’s victory presentation. A practical format is:

1. Joint opening meeting.
2. Neutral project update.
3. Site walk focused on agreed areas.
4. Issue-by-issue discussion.
5. Clarification of records needed.
6. Summary of action points.
7. Minutes or agreed note, where appropriate.

The parties should agree in advance what can be discussed informally and what is too close to a formal dispute.

What not to do

Do not turn the visit into an arbitration hearing. If a dispute has been formally referred, follow the procedure. If this is an avoidance visit, do not arrive with 150 pages of legal submissions unless that mode is agreed.

Do not hide weak points. The Board usually senses selective chronology. Separate agreed facts, disputed facts and missing records.

Do not fight every sentence on site. The visit is for understanding. Constant cross-examination destroys that value.

Do not ignore confidentiality and privilege. Sensitive packs should be reviewed before circulation.

Minimum DAAB visit pack

Section	Size	Purpose
Project snapshot	2-4 pages	Orient the Board
Issue list	1 table	Show active risk areas
Chronology	per major issue	Separate dates from arguments
Correspondence index	references, not archive	Provide checkability
Programme snapshots	3-5 extracts	Show time impact
Photo pack	15-30 photos	Anchor site reality
Action tracker	1 table	Close practical next steps

FAQ

Is a legal submission needed for every DAAB visit?

Usually not for routine or avoidance visits. Sensitive issues should still be reviewed with legal support.

Who should prepare the visit pack?

Normally the Contract Manager, planner, QS, site team and legal support. A lawyer-only pack may be weak on facts; a site-only pack may be weak on contract logic.

Can claims be discussed during a site visit?

Yes, if consistent with the contract, DAAB rules and agreed purpose. The parties must know whether this is early discussion, informal assistance or formal dispute process.

Bridge Consult helps prepare DAAB visit packs, issue lists, chronologies and dispute avoidance workflows for FIDIC projects.

Sources and further reading

• FIDIC, Conditions of Contract for Construction, 2017 edition.
• FIDIC, Dispute Avoidance/Adjudication Agreement and procedural materials accompanying the 2017 suite.
• Dispute Resolution Board Foundation, Dispute Board Manual and practice materials.
• See also: DAAB explained, Claims substantiation and EOT and delay analysis.