SG-PR-21-03 Phase 2 - Contract Award

Symmetrical Group

Policies and Procedures

CORE BUSINESS OPERATIONS\PROJECT MANAGEMENT

1. Contract Award

Once a contract has been received the Project manager must review any special conditions and assess any commercial risks such as liquidated damages or consequential losses. Any contract or purchase order with these or similar conditions are not be signed or commenced with out the directors approval.

2. Programming the Works

Once the contract has been agreed the work must be programmed to ensure the resources are sufficient to execute the works if there is a concern the directors are to be advised to ensure that the issues are addressed.

It may be necessary to sub contract work scopes or release procurement packages. In these situations Service Order’s must be raised with back to back conditions from the head contract at the earliest possible opportunity even if the work is not to go forward for some time it is best to place the order to ensure that the work scope or materials are suitably booked in advance. The Project Manager should ensure that the sub contracted work scope is back to back with the head contract (or approved variations to the contract) for the execution of that work. The Work Scope Package should include:

Scope of Work
Specific Safety Requirements
Site Entry requirements
Relevant Standards
Relevant Specifications (internal and external)
Design Criteria
Design/Detail Drawings
Reference Drawings (including the clients Standard Drawings)
Equipment numbers (supplied by Client)
Documentation deliverables (specify number of copies and the electronic format for the submissions)
General & Special Contract Conditions –Back to Back with the head contract
Special conditions of the Project Manager
Applicable Client Engineering Specifications
Drawing Numbers (supplied by Client)
Hazard Study
Reference to any Acts and Regulations as appropriate

3. Accounting and Reporting Responsibilities

All Project Managers are to ensure that all budgets are maintained by ensuring the costs associated with each cost element are not exceeded. In the event these are breached the Directors are to be advised at the earliest possible opportunity.

4. Client Supplied Equipment

At the first opportunity the Project Manager will request installation and commissioning manuals and a schedule outlining the expected delivery dates for all client supplied equipment.

Delivery dates and installation requirements will be considered when completing the pre mobilization document. If any Client supplied equipment delivery dates are on the critical path the Client representative will be formally advised of the situation prior to submitting the project schedule.

5. Progress Payments

All Projects that will extend across more than a month the client must agree to progress payments being posted at the end of each month.

6. Phase 2A - Detailed Design / Engineering Verification

If detailed design is included in the contract scope of work. A Consultant will be appointed to prepare a detailed design to incorporate the Design Criteria package detailed in the scope of work and options that have been accepted by the Client.

All scopes that involve engineering design or verification must be correctly managed to ensure that a fit for purpose design is achieved with good construction characteristics.

All design and detailing contract scopes of work supplied to the Engineering consultant shall be back to back with the lead contracts requirements.

All designs are to be returned to the Client representative for approval once the design has been completed.

6.1. Risk of Inaccuracies

The Consultant is required to make it’s own investigation and determinations about information detailed in the contract, including drawings, specifications and other documentation. However, the Client must ensure the accuracy of information provided and conduct a risk assessment to determine the likelihood and consequence of any inaccuracies.

6.2. Approved Design

Once completed the final design must be reviewed, validated and signed off by the Engineering Consultant, the Client representative and any key stakeholders as required. The Engineering Consultant shall review the Drawing Titles to ensure they follow the clients Drawing Procedures and ensure that the Project Manager signs off all drawings before they are issued to the client for approval. The Client Representative must provide approval of the drawings before being ‘Issued for Construction’ status can be produced.

Where a design is to be a be changed the Change Management Procedure will be used to identify any issues associated with the change in addition to a risk assessment being conducted to ensure that no hazards are introduced.

6.3. Consider Construction

The final design must include a design specification and drawings as appropriate. Importantly, it must include any Project Procedures as are necessary, which will describe the safe and effective installation or

7. Phase 2B – Procurement

This section details the process that must occur in order to ensure the best result for our Clients and also the company when releasing sub contract work scopes or procurement packages.

7.1. Tendering

Select Tenderers and advise Client representative of the list to enable them to have input. Call for quotations or arrange formal tender/enquiry, Compile Tender Package and issue to the tender list. If a site visit is required ensure an agenda is approved by the client representative and minute any formal meetings.

Tender Evauations will include:

1- RFQ Form (must include technical requirements)

2- Kick off Meeting – if required

3- Quotation Evaluation Form - If required

7.2. Award Contract

The Project Manager must be satisfied that the successful tenderer has priced materials, equipment and services whiche meet the required standards and understands what is required of them prior to awarding any scopes of work. All documentation supplied to the supplier/subcontractor must be properly documented using the Document Transmittal Form.

7.3. Receipt of Equipment

All materials receipted will be inspected for compliance with the contract requirements. Non conforming products will be returned for reworks and a non conformance report issued which will be forwarded to the Client Representative. All materials receipted that form part of a project will be claimed in that months progress claim.

8. Forms Relevant to this Procedure

F-Q-01 Supplier Progress Inspection Report

F-Q-02 Inspection Release

F-Q-03 Corrective Action Request

F-Q-04 Non Conformance Report

F-Q-05 Punchlist

F-Q-07 Technical Query Form

F-Q-08 Corrective Action Request Log

F-Q-14 Archived Documents Register

F-Q-11 Customer satisfaction survey

F-Q-12 Customer service action form

F-Q-13 Internal Audit Report Form