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PROJECT MANAGEMENT SERVICES FOR BUILDING PROJECTS

The provision of project management services, which is additional to project consultancy


services, is applicable for all projects, i.e., both in-house and farm-out.

1. Scope of Services

1.1 Preliminary Services

 Development of the Master Program in consultation with the Client and the Design and
Project Control Team. The program showing the overall time-basis for all phases of
development will be used to monitor the progress of the project.
 Assist the Client in the appointment of contractors and suppliers.

1.2 Design Phase

 Assist the Client in the design development process to achieve the projects time, cost and
value objectives.
 Reviewing in collaboration with the Client and Design Team, the adequacy of the
development plan.
 Liaise with the Client and Operator for all necessary information and approvals.
 Follow-up and monitoring all necessary applications for planning and building approvals
with government bodies.
 Review time schedule for design delivery with the Design Team and monitor status
 Follow-up and monitoring the design co-ordination and management by the Design
Manager.
 Follow-up and monitoring design work progress and liaison between Design Team.
 Attend design meetings where required.
 Convene and chair regular meetings.
 Follow-up and monitoring of project’s overall master program and cost.
 Convening of special meetings amongst Design and Project Control Team for program
and budget tracking purposes.

2.3 Bidding Phase

 Advising in collaboration with the Client and Project Control Team on the
recommended contractual arrangements and packaging.
 Review the recommendations for appointment of the Contractors and Suppliers.
 Follow-up and monitoring the preparation of contract documentation.
 Review conditions of contract for contractors and suppliers.
 Develop the bid document and undertake the whole bid process until the bid is awarded.
The work includes bidder list development, prequalification, inquiry document
development, public bid announcement, technical and commercial bid review, final bid
recommendation and approval of the final bid award.
 Develop a bid list, based on its experience, the Client's experience and industry
information, and undertake the pre-qualification of the bidders, collect necessary
prequalification information from the bidders, evaluate and finalize the bidders list.
 Prepare ITB, including necessary technical and commercial documents, develop
evaluation criteria and issue the bid. PMC shall review the bid and prepare both technical
and commercial bid analysis for all bids submitted by the bidders, make the necessary
clarifications, conduct the pre-award negotiations and, hence draw up the
recommendations for the award of the contracts.
 Bid Review: review bids for critical and major equipment to verify that the Vendors'
proposals are in accordance with the designs, specification and other requirements of the
contracts, such as delivery schedule, delivery terms, vendor representative
presence/assistance during commissioning and performance testing, backup service,
submission of vendor dossiers and as built drawings.
 Facilitate the timely execution of the Pre-Construction activities which shall include the
following:
1. Assisting in the handover of the site and resources for utility supply to the
Contractors/Subcontractors.
2. Assisting in the arrangements for the handover of long lead-time items from
Suppliers to relevant Contractors/Subcontractors at designated lay-down areas.
3. Coordinating on behalf of Client the selection of areas for
Contractors/Subcontractors ' establishment of temporary camp and facilities.
4. Using reasonable efforts to assist Contractors/Subcontractors and Material
Suppliers to obtain Government entry permits, customs exemption certificates and
all necessary work permits and licenses.
5. Using reasonable efforts to ensure the timely mobilization of
Contractors/Subcontractors' manpower and equipment Using reasonable efforts to
ensure the timely arrival of the materials for work at site in accordance with the
agreed schedule of implementation.
6. Using reasonable efforts to ensure the timely arrival of the materials for work at
site in accordance with the agreed schedule of implementation.
 Provide for the complete supervision, inspection, monitoring and reporting to the Client
of the progress of the total Project construction activities, including:
1. Comment upon and review contractor construction plans, schedules and
procedures.
2. Comment upon contractors' Materials Management Plans.
3. Cost control (where applicable), contractor monitoring and change order
administration.
4. Monitor construction safety requirements.
5. Review construction progress and status of construction activities.
6. Accept materials for incorporation into construction of facilities.
7. Review and verify Mechanical Completion requirements.
8. As-built drawings verification and submission of final documentation.
9. Schedule and coordinate with Production Department regarding any requirements
of plant shutdown for tie-ins
10. To review, evaluate, and provide recommendations for Owner approval of any
field changes proposed by Contractor.
11. Tie-in interface coordination between Owner and various parties.
12. Environmental Controls.

2.4 Construction Phase

 Close monitoring and co-ordination of all appointed Contractors and Suppliers.


 Monitoring the co-ordination of the works by the Contractor and suppliers.
 Facilitate information flow between the various Parties.
 Monitor the processing of submittals in a timely fashion.
 Attend technical meetings as required to review all aspects of the works.
 Monitor the progress reports and updates from the suppliers and Contractors.
 Review monthly payment applications and issue payments certificates for contractors and
suppliers.
 Monitoring and evaluation the performance of all parties with regard to time through
regular review of the baseline program covering all aspects including design, client
approval, nomination, certification, approvals for materials and drawings, inspections and
construction and report on any areas of concern.
 Close monitoring of all potential cost and time variations to the contracts.
 Monitor budget performance and change management, review and recommend
variations.
 Seek costs and value benefits for the client at each stage of the project.
 Monitor co-ordination at each stage of the project.
 Quality Control & Assurance: involve in checking the quality of works such as
workmanship, finishing, materials purchased, prepared and fabricated as per standards,
testing them in Laboratories, rejecting the non-standard material, maintaining the
registers, recommendations for fixing the responsibility if low standards are noticed,
reconciliation of materials, maintaining the dimensional record i.e. Measurements /
dimensions before and after execution.
 Establish a comprehensive quality management Plan and quality control procedure for
the project
All procedures shall be applied into each contractor's/Supplier's work.
Daily monitoring activities shall be required during the project Construction phase, such
as:
1. Monitoring the Contractors/Subcontractors to develop a quality program
based on the Contract requirement.
2. Monitoring detailed site quality work
3. Reviewing site quality report.
4. Being physically present at the site to monitor key site activities.
5. Making sure the Contractors/Subcontractors has designated QA/QC team
member for project execution.
6. Assess the Contractors/Subcontractors' professional quality culture for the
project execution and make recommendations for improvement.
7. Reviewing quality reports and inspection reports and undertaking
inspection for key element work and key equipment and materials.
8. Along with Contractors/Subcontractor's inspector, performing shop
inspection for key equipment and materials.
 Monitoring of overall site construction with the view of forecasting problems for their
prevention.
 Plan, monitor, schedule, and manage the different activities which are involved in the
construction process.
 Continue monitoring of all works by the Supervision Team and Contractors.
 Checking of Quantities, Billing & Payment schedule: Actual Measurements of
the Quantities of materials and works shall be checked by joint measurement and
checking the specifications as per the B.O.Q., deriving the rates of Extra items with
regards to the specifications of items already used in BOQs, preparing running account
bills and final bills as per accepted procedures in vogue recommending for recoveries and
payments as per Contract Conditions & eligibility.
 Reporting System: Preparing & furnishing Daily, weekly, monthly, and Annual
progress reports in respect of program & progress of works, man power engaged & work
turned over by them, machinery deployed & their running hours, material receipts &
consumption and also in respect of other resources whether they are in commensuration
with the Progress Possible. Necessary Deviation Statement shall be prepared whenever
they are observed.
 Preparing the Micro level Schedule duly considering the constraints of all sorts, identifying the
reasons for delay & lapses and suggesting solutions & remedial methods to curtail / contain the
time and cost over runs.
 Follow-up and monitoring actions taken by Contractors and Supervision Team to achieve
targeted completion dates.

 Project Management Consultancy deals with various factors such as Scheduling, Cost
Budgeting, Risk Identifying, and Monitoring & Controlling.

 Managing projects and related various activities within given time, quality and budget.

 Coordinating various functional activities from within and outside project management
teams.

 Safety Measures: Safety Code shall be effectively implemented in respect of manpower,


material, assets, and machinery. Necessary steps shall be taken to safeguard the men,
material and assets at work by arranging necessary helmets, shoes, gloves, goggles,
aprons, torch lights, first aid boxes, barricading, Diversions, fixing danger signals, fire
protection arrangement etc.
 HSE:

 Establish a comprehensive Health, Safety and Environmental Plan for project


 All procedures of the HSE should be applied into each contractor's work, especially in
commissioning and test-running stage.
 Daily monitor works are required for the project execution, such as:
1. Monitor the Contractors/Subcontractors to develop HSE Plan based on the
Contract requirement for its own work.
2. Review and monitor daily HSE work and report.
3. Make sure Contractors/Subcontractors has designated HSE team member
for project execution.
4. Make sure professional HSE training will be undertaken by each person
who is involved in the project.
5. Monitor and ensure that the s Contractors/Subcontractors’ HSE work is
environmentally friendly, and does not cause harm to the local society.
6. Manage and monitor the safety activities for the site construction work
daily.
7. Apply an incentive and penalty system for the subcontractors' works.

 Time Vs Quality Vs Cost:


The Planning and Scheduling shall be in such a way that the quality will not be
compromised. Time takes precedence over Cost and Quality takes precedence over
loyalty of Vendor. Variation / deviation in cost and time will be informed to the
Employer; however steps shall be taken to cover the delays to the extent possible. Time,
Quality & Cost shall be in a proportionate manner that one should not overcome the
other.
Supplemental / Extra Items: Supplemental / Extra Items of work or deletion & addition of
items of work as a result of Employer’s decisions and which shall be taken up to
continue the further works, shall be incorporated in the Master Schedule without
disturbing work schedule as far as possible. Necessary Deviation Statement shall be
prepared whenever they are observed.

2.5 Project Close out

 Follow-up and monitoring of receipt of all necessary as-built drawings, operation and
maintenance manuals, and all guarantees and warranties by the Supervision Team to Client.
 Follow-up and monitoring of defect rectification during the Defects Notification Period.
 Monitoring and negotiating on Client’s behalf, if necessary, the contracts final account.
 Punch List and De-snagging.
 Testing & Commissioning.
 Close-out Training Program: Monitor Contractors and Suppliers training pursuant to the
Contracts of the Contractors/Subcontractors.
Training Plans:
The objective of the Plans is to prepare the staff of the Client for a smooth take-over of
the Project for their Operation and Maintenance. Hence, PMC will perform the
following:
I. Recommend an organization Chart and Job Description for the
Management, Operation and Maintenance of the Project.
II. Draw up a Training Plan to achieve the stated objectives (the cost of
preparing the training plan is included in the Estimated Costs; however, cost
of actual training, if conducted by PMC shall be on a reimbursable basis).

Upon issuance of Provisional Acceptance Certificate(s), PMC shall:


• Verify that all Punch List items are closed;
• Monitor the warranties provided and advise Owner;
• Recommend issuance of Final Acceptance Certificate (FSCs);
• Clear any Liquidated Damages cases;
• Handover of all technical documentation
• Verify handover of all unused startup spare parts to Owner by the Contractors and Suppliers;
 Issue Final Close-out Report at the end of the Defects Notification Period.

 Project Management Project Execution and Management:


1. Contract Administration.
2. Tender document preparation.
3. Claims management.
4. Contract management advisory.
5. Subcontracting practices.
6. Safety compliances.
7. Project Personnel Assessment.
8. Quality Audit.
9. Project Risk management.
10. Project Management.
11. Evaluating claims prospects.
12. Project Planning.
13. Procurement.
14. Quality Assurance & Control.
15. Contract Formulation.
16. Health, Safety & Environment

 Design Phase:
1. Review project processes proposed by the Design Manager.
2. Identify and advise the client on any deficiencies in the Design Manager brief.
3. Review the proposed sub-consultants.
4. Monitor the design co-ordination and management by the lead designer.
5. Review time schedule for design delivery with the design team and monitor status
6. Review key milestones for statutory authority submissions and monitor status.
7. Discuss and agree the procurement strategy with the client and design team.
8. Monitor and report on the performance of all parties.
9. Attend design meetings where required.
10. Seek cost and value benefits for the client at each stage of the project as required.
11. Convene and chair regular meetings.
12. Provide input into build-ability at design phase.
13. Review conditions of contract for suppliers and contractors.
14. Review the recommendations for appointment of the main contractor.
15. Liaise with the Client and operator for all necessary information and approvals.
16. Review consultant payment requests and make recommendations for payments.

 Construction Phase.

1. Evaluate and monitor the performance of the Contractors and Suppliers appointed
for the works.
2. Monitor the co-ordination of the works by the Contractor and suppliers.
3. Facilitate information flow between the various Parties.
4. Monitor the processing of submittals in a timely fashion.
5. Attend meetings as required to review all aspects of the works.
6. Monitor the progress reports and updates from the suppliers and Contractors.
7. Review monthly payment applications.
8. Review of contractual correspondence and highlighted areas of concern.
9. Monitor the performance of all parties with regard to time through regular review
of the baseline program covering all aspects including design, client approval,
nomination, certification, approvals for materials and drawings, inspections and
construction. Report on any areas of concern.
10. Monitor budget performance and change management, review and recommend
variations.
11. Seek costs and value benefits for the client at each stage of the project.
12.
13. Monitor co-ordination at each stage of the project.

 Project Close out:


1. Punch List and De-snagging.
2. Testing & Commissioning.
3. Close-out Training Program.
4. O&M Manuals and As-Built Documentation.
5. Financial Close-out.

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