21 procedures manual promoter 225 mw gas power combined cycle

Buildings Practice Facilities Plants/PetrochemicalsChapter 21

Procedures Manual/CoordinationEPC 225 MW/Combined Cycle Power project

Owner: …………….Procedures Manual/(Responsibility Matrix + Interactive Descriptions)

1 Document for Owner/EPC Contractor Approvals Interaction Guidance on Contract Communications 2 Among Owner, Engineer, EPC Contractor, Subcontractors, Design Engineers & Project Engineers

3 In Compliance to Article ……………. EPC ContractForward

1 This document presents in certain simplified format, procedures relating to interaction or coordination to be effected between employer, client or owner & contracting party on project.

2 Contents & descriptions within this document have been composed in simplified English, so that every personnel employed on project can conveniently, understand.

3 Procedures are always considered important from view point of being clearly understood by various profile personnel, requiring deal with employer’s engineers, resident engineer & other supervising personnel.

4 From stage to stage, during lifecycle of a project, employer & engineer deal with appointed contractor & other lower profile specialists.

5 For most project duration, contract engineer appointed by employer, deals all related issues on contract. 6 It is made clear that contract enforcement legally exists between employer/owner or client as 1st party & contractor as 2nd party,

nevertheless, employer not being a specialist on project engineering discipline cannot professionally, design & supervise project activities.

7 To accomplish all such professional management activities on project, every prospective employer effective from very inception of project, appoints one project engineer/engineer of project, who cares about all aspects of project from zero to final close out.

8 Appointed engineer in terms of contract is never entitled as a party on EPC or construction contract. 9 Engineer on contract must be enrolled either an employee of owner or client otherwise, engineer on contract shall be bound on

project management contract existing between employer as 1st party & engineer as 2nd party. 10 Even then, engineer is a part on management contract to be paid in terms of fee by employer yet, engineer shall not be aligned

in any way to employer for effecting contract administration purposes/procedures, so as not to be swayed by such conflicting interests’ state should be even felt by others, during actions taken by engineer.

11 Employer shall certainly confirm responsibilities, powers & obligations to be performed by engineer on project. 12 Once, notified to contracting party, such powers, responsibilities & obligations would not normally, be altered. 13 Contractor should normally, according to set procedures deal & coordinate with engineer or resident engineer, when so

delegated by engineer, when resident engineer works on behalf of engineer, pertinent about all contractual & supervision issues.

of 35 2012 Int. P Eng Suraj Singh


Procedures Manual/Coordination14 Whatever, decisions are undertaken by engineer or resident engineer on behalf of engineer, during application of such acts or

deeds, all such acts or deeds shall be legally & contractually, understood to have been decided/undertaken in good faith, for which each & all such acts/decisions, employer/client/owner would be implied bound with legal liability & responsibility.

15 It is therefore, incumbent upon contractor to deal with pertinent all such issues with engineer on contract, after executing contract, once formal notification respecting engineer’s appointment & related contractual powers have been defined.

16 Contents provide simplified procedures in matrix format as well as, descriptive narrations, regarding flow of responsibilities regarding interactive coordination procedures among relevant contract parties.

EPC contractorContents included within this project procedure manual

1 Definitions2 Contract project executive management3 Contract project prosecution management4 Third party testing-material testing laboratory5 Documents covered in scope of this manual-procedure manual for project6 From EPC contractor to engineer contract project/owner7 From EC project to EPC contractor8 Engineer on contract- definition9 Resident Engineer on contract-definition10 Expert engineers on contract-definition11 Field front assistants or clerk of works12 Owner (1st party on contract)13 Engineer on contract- job description in general14 Resident engineer on contract- job description in general15 Line management16 Documents for submissions & approvals17 Reporting18 Site walkthrough19 Engineer’s documents 20 Contract subordinate prosecution management21 Market

Management Personnel



Procedures Manual/CoordinationDefinitions:S # Description for Definitions Definitions on Contract Functions Remarks1 Project title 225 MW combined cycle power project Objective Gas based

combined cycle power station

2 Project location Define location wherever it is situated Site India/Bharat3 Product user Name first prime user or buyer & public end user Customer general public4 State government Government of …………………. India/Bharat Controls Statutory nature5 National government Government of India/Bharat sarkar Controls Statutory nature6 Statutory bodies IBR/state government building authority/customs Controls Statutory nature7 Local bodies Water supply, electrical supply Controls Statutory nature8 Municipality Area municipal zone Controls Statutory nature9 Owner/promoter/developer Name client 1st party Investor/buyer

Contract Project Executive ManagementS # Description for Definitions Definitions on Contract Functions Remarks1 Engineer contract To be appointed by owner EC/Project Independent

party for EPC/Owner

2 Engineer project administration Same as engineer- to be appointed by owner EC/Project Independent party for EPC/Owner

3 Engineers assisting To be appointed by owner/ to be appointed by engineer or owner for engineer

EA/RE Project

Independent party for EPC/Owner

4 Field Supervisors FS/Project

Independent party for EPC/Owner

Contract Project Prosecution ManagementS # Description for Definitions Definitions on Contract Functions Remarks1 Contractor EPC EPC contractor EPC 2nd party2 Engineer FEED- EPC contractor EPC contractor EPC 2nd party3 Engineer designs EPC contractor ED/EPC 2nd party4 Engineer discipline experts EPC contractor EDE(M), EDE(E), EDE(S), EDE(C), 2nd party



Procedures Manual/CoordinationEDE(A) etc./EPC

5 Project director/manager EPC contractor PD/PM/EP- C 2nd party6 Project engineer EPC contractor PE/EPC 2nd party7 Safety, environment & health

managerEPC contractor SHE/M/EPC 2nd party

8 Quality requirement manager EPC contractor QA/M/EPC 2nd party9 Planning manager EPC contractor Planning/M/EPC 2nd party10 Construction manager EPC contractor Construction/M/EPC 2nd party11 Supervising engineers EPC contractor Sup E 2nd party12 Discipline engineers EPC contractor DE 2nd party13 site engineers EPC contractor SE 2nd party14 Foreman/supervisors EPC contractor FM/S 2nd party15 Administration General including

stores & warehouse, timekeeping & accounting, watch & ward, transportation, liaison

EPC contractor Admin Gen 2nd party

Third Party Testing-Material Testing LaboratoryS # Description for Definitions Definitions on Contract Functions Remarks1 Site laboratory/offsite laboratory To be appointed by EPC contractor after EC

Project ApprovalMaterial testing laboratory MTL project

TPC/Independent

2 Laboratory coordinator To be appointed by EPC contractor after EC Project Approval

LC TPC/Independent

3 Technicians To be appointed by EPC contractor after EC Project Approval

T TPC/Independent

4 Site tests To be appointed by EPC contractor after EC Project Approval

ST TPC/Independent

5 Laboratory tests To be appointed by EPC contractor after EC Project Approval

LT TPC/Independent

6 Reports To be appointed by EPC contractor after EC Project Approval

TR TPC/Independent

Documents Covered In Scope of this Manual-Procedure Manual for ProjectFrom EPC Contractor To Engineer Contract Project/OwnerS # Documents required

under provisions of Prepared by/Originator

Approved for submission/trans

Reviewed by

Approved by Contract

Circulated by through

Information Remarks



Procedures Manual/Coordinationcontract mission to

RE/E/ContractAuthority DCC/EPC

1 Front end engineering designs

EPC design team/chief engineer

PD/PM/EPC EA/RE/EC project

EC/Owner PD/PM/EPC SH (stake holders)

Brief to SH (stake holders)

2 Project execution statement

EPC PD/PM PD/PM/EPC EA/RE/EC project

EC/Owner PD/PM/EPC Owner/SH (stake holders)

Brief to SH (stake holders)

3 Mobilisation plan EPC PM/CM PD/PM/EPC EA/RE/EC project

EC/Owner PD/PM/EPC Owner/SH (stake holders)

4 Project schedule EPC planning M/CM


EC/Owner PD/PM/EPC Owner/SH Brief to SH

5 Cost control budgeting

EPC planning M/EM/PM

PD/PM/EPC Brief to SH/EPC

5 Cash flow EPC Planning M/EM/PM


None None SH Brief to SH/EPC

6 EPC organisation manual

EPC PD/managers EPC Board/chairman

EA/RE/EC project

EC/Owner PD/PM/EPC Owner/SH Copies to SH/EPC

7 EPC project plan EPC PD/PM/managers

EPC Board/chairman

EA/RE/EC project

EC/Owner PD/PM/EPC Owner/SH Brief to SH/EPC

8 EPC safety plan EPC PD/PM/safety managers

EPC Board/chairman

EA/RE/EC project


9 EPC quality plan EPC PD/PM/quality managers

EPC Board/chairman

EA/RE/EC project


10 Material / equipment submittals

EPC discipline managers/procurement/cost control


EC/Owner PD/PM/EPC Owner Status to SH

S # Documents required under provisions of contract

Prepared by/Originator Approved for submission/transmission to RE/E/Contract

Reviewed by Approved by Contract Authority

Circulated by through DCC/EPC

Information Remarks

11 Architectural designs submittals

EPC discipline managers/architect


EC/Owner PD/PM/EPC Owner Status to Owner

12 Structural designs submittals

EPC discipline managers/structural/professional/chartered engineer



13 Allied services schematic plans

EPC discipline managers/structural/professional/charter

PD/PM/EPC EA/RE/EC Project/Statutory agency




Procedures Manual/Coordinationed engineer (if required)

14 Shop & working drawings submittals

EPC discipline managers/structural/professional/chartered engineer

PD/PM/EPC EA/RE/EC project/statutory agency (if required)


15 Specifications Discipline managers/discipline/professional/chartered engineer

PD/PM/EPC EA/RE/EC project/statutory agency (if required)


16 Subcontractors submittals/pre-qualifications/proposals

Discipline managers PD/PM/EPC EA/RE/EC project

EC/Owner PD/PM/EPC Owner/SH Status to SH EPC

17 Quality assurance documents submittals

Discipline managers/discipline/professional/chartered engineer



18 Construction method statements activities based

Construction manager/discipline managers/discipline/professional/chartered engineer



19 Technical/engineering queries & proposals

Discipline managers/discipline/professional/chartered engineer/site engineers

PM/EPC EA/RE/EC project

EC PD/PM/EPC Owner/SH Status to SH EPC

20 Redline documents Discipline managers/discipline/professional/chartered engineer/site engineers




Prepared by/Originator Approved for submission/transmission to RE/E/Contract

Reviewed by Approved by Contract Authority


Information Remarks

21 As built documents Discipline managers/discipline/professional/chartered engineer/site engineers





Procedures Manual/Coordination22 Operation manuals Discipline

managers/discipline/professional/chartered engineer/site engineers



23 Lessons learnt from mistakes

Discipline managers/discipline/professional/chartered engineer/site



24 Close out Discipline managers/discipline/professional/chartered engineer/site




Prepared by/Originator

Approved for submission/transmission to RE/E/Contract

Reviewed by

Approved by Contract Authority


Information Remarks

Reporting By EPC1 Daily report EPC project

engineer/construction manager


EC

2 Weekly report EPC project engineer/construction manager


EC

3 Minutes of meetings EPC project engineer



4 Monthly report EPC project engineer/construction manager


EC

5 Minutes of meetings EPC project engineer



6 Monthly payment certification valuation

EPC project engineer/planning manager/construction manager


EC PD/PM/cost control/epc

Owner/SH Status to SH EPC

7 Special report EPC project engineer


EC PD/PM Owner/SH Status to SH EPC

From EC Project To EPC Contractor



Procedures Manual/CoordinationS # Documents required

under provisions of contract


Approved for issue/transmission to EPC

Received by EPC Site DCC

Action by EPC Contract Authority

Response by EPC To EC Project

Information

Remarks

1 Site memos EC discipline engineer

RE/project Yes+ put up to PM/EPC

PM to review & respond based on site feed back

PM/DCC EPC/PD Site memos are general letters issued by RE Project for EC project. low profile letters

2 Site instructions EC discipline engineer


PM to review & respond to RE/project

PM/DCC EPC/PD Site instruction is often issued where no cost impact is involved. Medium profile letters

3 Engineer’s instructions

RE/project EC/Project to PD/EPC

Yes+ put up to PM/EPC

PD/PM to review & respond to EC/project

PD/PM RE Project/Owner/SH

PD/PM to notify to EC Project whether or not, cost variation is constituted. Works cannot be carried out until cost is agreed. High profile letters.

4 Non compliance reports regarding quality

EC discipline engineer


PM/quality manager to review & respond to ec/project

PM PD NCR not recorded by EPC QM can be notified by EC QM

5 Designs change instructions

RE/project EC/project Yes+ put up to PM/EPC

PD/PM to review & respond to RE/EC/Project

PM PD/designs

Thorough design change impact examination required & reported by designs

6 Scope change instructions

RE/project EC/project Yes+ put up to PM/EPC

PD/PM/Planning manager to review & respond to RE/EC/Project

PM PD/designs/planning

Thorough scope change impact examination required & reported by planning & cost control as well as, time & claims impact.



Approved for issue/transmission to EPC

Received by EPC Site DCC

Action by EPC Contract Authority

Response by EPC To EC/RE Project

Information Remarks



Procedures Manual/Coordination7 Prosecution

prioritiesRE/project EC/project Yes+ put up to

PM/EPCPD/PM/Planning manager to review & respond to RE/EC/Project

PM EPC Designs/SH/EPC SC/ vendors

Priorities to be incorporated to requirement & relevant parties involved duly informed. Priorities, when feasible are required to be considered affirmatively.

8 Suspension of contract works

RE//EC/project RE/EC/project Yes+ put up to PM/EPC

PD/PM/Planning manager to review & respond to RE/EC/Project

PD/PM Designs/SH/EPC SC/ vendors

Suspension has to be operated properly, so as not to impact EPC adversely. All required consequent records to be made actively duly notified to relevant stakeholders.

9 General contract issues

RE/project RE/EC/project Yes+ put up to PM/EPC

PM PM Relevant i/c owner

Issues not impacting cost, time or quality

10 EPC personnel issues

RE/project RE/EC/project Yes+ put up to PM/EPC

PM PM PD/Owner

Provided CVs rejection/ or removal from project & authorization of responsibilities

11 EC project personnel Issues

RE/EC/project EC/project Yes+ put up to PM/EPC

PM PM PD/Owner

Mobilise/demobilize/authority on site & responsibilities

12 Designs change instructions


PD/PM PM PD/designs/Owner

Whatever changes on designs during project lifecycle

13 Scope change instructions


PD/PM PM PD/designs/planning/cost/vendor

Additions or deletions or omissions change orders etc. can apply to any full change also.

Engineer on Contract- definition (Engineer in contractual/legal terms for project) (Project Engineer on Contract) (Management Engineer) (Contract administrator)

1 ‘Engineer’ defined on contract with some legal implications & responsibilities binding on 1st & 2nd parties on contract2 A person referred to on contract designated as ‘Engineer’ or’ Engineer In Charge’



Procedures Manual/Coordination3 In this case abbreviated as EC project4 Factual project engineer in contract terms to take responsibility of project in its broad term.5 Engineer must have entered in to a management contract with owner or client.6 Engineer may either be employed by owner, depending on mutual agreement between two.7 Engineer got no other financial interest in capacity as ‘engineer on contract’ excepting either fee payment or salaries from

owner or employer for self & for its staff.8 Engineer must have been entrusted with certain defined powers, duly notified to EPC contractor/contractor.9 All such defined & notified powers shall not be altered post entering 1st party & 2nd party on to contract agreement.10 Engineer shall not be entrusted/ authorized to use/apply additional powers, without having obtained prior approvals from

employer or owner.11 For contractor, contractual right route shall be moving through engineer & not directly, accessing to employer or owner.12 In case, contractor agrees on some issues with employer or owner, ‘engineer on contract’ shall not be held responsible for that

decision to such an agreed extent involved.13 All actions resorted to & agreed by engineer or its resident engineer & assisting specialists, shall be deemed to have been

undertaken by employer or owner in person or self.14 Engineer shall own full responsibility pertinent project FEED, designs, approvals, cost controls, contract administration,

prosecution, execution, quality requirements, safety requirements, supervision, pre commissioning, testing, performance, timely delivery etc.

15 Engineer shall involve & cooperate with DAB (disputes adjudication board), if so constituted during currency of project prosecution, while no such board exists, engineer shall involve for, during project currency, making all decisions required to be adjudicated in consequence of projected disputed between contractor & client, which decisions, owner would honour, until such adjudications are not upheld by contractual arbitration or court of competent jurisdiction

Resident Engineer on Contract-definition (Supervising engineer in legal terms for project) (Supervising project engineer on contract) (Associate Contract administrator)

1 ‘Resident Engineer’ defined on contract with some legal implications & responsibilities binding on 1st & 2nd parties on contract2 A person referred to on contract designated as ‘Resident engineer’ or’ 2nd to Engineer In Charge’3 In this case, abbreviated as RE project4 Factual project supervising engineer in contract terms to share responsibility of project for engineer in its broad term.5 Resident engineer must have been appointed either by engineer or by owner or employer.6 Resident engineer shall act on behalf of engineer on contract & shall not be held absolutely responsible for all acts.7 Resident engineer got no financial interest in capacity as resident engineer on contract, excepting either fee payment or salaries

from either engineer on contract or owner or employer for self & for its staff.



Procedures Manual/Coordination8 Resident engineer must have been entrusted with certain defined powers, duly notified by engineer on contract to contractor

EPC.9 Resident engineer virtually has been entrusted with no financial powers, but all delegated authorities & powers.10 All such powers shall not be altered, post entering 1st party & 2nd party in to contract agreement, however by official

notifications, additions or deletions from responsibilities may be affected.11 For contractor, right route shall be moving through resident engineer & not directly, accessing to engineer or employer or

owner.12 All actions resorted to & agreed by resident engineer or its assisting specialists, shall be deemed to have been undertaken by

engineer on contract.

Expert Engineers on Contract-definition (Discipline supervising engineer in legal terms for project) (Discipline supervising project engineer on contract)

1 Experts-Architect/Structural Engineer/Services Engineer/Quantity Surveyor or Contract Engineer/Planner or scheduler/Quality/Safety engineers

2 Expert engineers act on behalf of resident engineer on specialized disciplines & carry out all works that resident engineer should do.

3 All such engineers constitute a supervising team of experts on site for designs review & works supervisions.

Field front assistants or clerk of works1 Assistants are required to check/examine all minute details pertinent works & report to discipline engineers or expert engineers

regarding acceptability of works or required additional actions.

Owner (1st party on contract)1 Certain article should define owner’s responsibilities2 Articles should define about Payment/representative/facility site/project commencement notices/permits & real estate

rights/permit support/import licenses/start up personnel/fuel/utilities/interconnection facilities/taxes/owner security/owner labour relations/waste disposal/safety precautions/owner’s other project costs/use of existing facility

Engineer on Contract- Job description in generalReports to employer or ownerReports by resident engineer & subordinates to resident engineers

1 Conceives project scheme2 Determines budgetary estimates



Procedures Manual/Coordination3 Develops general scheme of project4 Charts out FEED philosophy5 Charts out schematic designs6 Charts out general & project specifications7 Develops bid documents for EPC8 Invites short listed bidders9 Issues bid documents to those intending to participate10 Receives bids technical & commercial11 Opens bids technical & commercial for evaluation12 Prepares comparative statements technical & commercial13 Negotiates with suitable bidder for technicalities & commercials14 Recommends suitable bidder to owner or employer for contract award15 Awards contract for job commencement16 Issues contractor appointment letter through employer17 Notifies appointment of engineer to contractor18 Schedules project responsibilities & powers of engineer to contractor19 Notifies description of resident engineer & powers on project20 Kicks off meeting & initiates project start by handing over site locations & contract documents21 Re examines contract documents, fills up gaps, executes contract documents compilation from its initial start to day of contract

execution22 Notifies engineer’s directory & mandatory procedures to be effected during contract life cycle23 Define in details engineers methods of project administration & project supervisions24 Reviews & approves CVs pertinent EPC key personnel including that of subcontractors25 Performs contract administration from contract commencement date to contract close out date & continues during maintenance26 Administration includes all controls over safety activities, quality activities, technical activities, commercial activities,

inspection, approvals, disputes resolution, testing, commissioning etc whatsoever within scope of contract27 Administration includes stages pertaining to all interactions between contractor & engineer, between engineer & employer,

between contractor & employer mediated by engineer, all activities to be affected through resident engineer channel or office.28 Administration includes creating an atmosphere on project so as to extending a level of harmonious professional working built

by trust among all & each other personnel involved from all parties. 29 Contract contains arbitration adjudication clauses for adjudication of disputes, which proceeding may take longer, but project

cannot await for adjudication. 30 Engineer should act as an independent adjudicator temporarily, by delivering decision for time being/on ad hoc basis, which



Procedures Manual/Coordinationshould be contractually treated binding on both parties, yet, aggrieved party enjoys contractual rights to refer dispute to arbitration, either directly or through disputes adjudication board.

31 Engineer should keep in mind that only successful delivery of project is deemed as engineer’s success, therefore, engineer shall attempt throughout project currency, to resolve to a maximum extent possible, duly confined to engineer’s defined powers, keep project progress moving, delivering just binding decisions, which should be considered neither in favour of employer nor in favour of contractor.

32 Engineer should adopt a balanced attitude, while dealing with various issues on project, without being biased either with employer or with contractor.

33 Engineer always has many caps such as engineer, project judge, supervisor, commercial controller, employer’s advisor, a professional working relations based relative to contractor, while contractor should trust engineer on all decisions or steps undertaken by engineer.

Resident Engineer on Contract- Job description in generalReports to engineer on contract/employer or ownerReports by expert engineers & subordinates to resident engineers

1 Supports engineer conceive project scheme2 Supports determine budgetary estimates3 Supports develop general scheme of project4 Supports chart out FEED philosophy5 Supports chart out schematic designs6 Supports chart out general & project specifications7 Supports develop bid documents for EPC8 Supports invite short listed bidders9 Conducts for engineer, issue bid documents to those parties intending to participate10 Receives bids technical & commercial for engineer11 Opens bids technical & commercial for evaluation for engineer12 Prepares comparative statements technical & commercial for engineer13 Negotiates with suitable bidder for technicalities & commercials for engineer14 Recommends suitable bidder to engineer for contract award 15 Supports award contract procedures for job commencement16 Supports issue contractor appointment letter through employer17 Conducts Kick off meeting for engineer & initiate project start by handing over site locations & contract documents18 Supports execute contract documents from its initial start to day of contract execution



Procedures Manual/Coordination19 Supports notify engineer’s directory & mandatory procedures to be effected during contract life cycle20 Supports define in details engineers methods of project administration & project supervisions21 Supports approve CVs of EPC key personnel including that of subcontractors22 Supports & conduct contract administration from contract commencement to contract close out23 Supports & conduct administration, which includes all controls over safety activities, quality activities, technical activities,

commercial activities, inspection, approvals, disputes resolution, testing, commissioning24 Supports & conducts administration, which includes all interactions between contractor & engineer, between engineer &

employer, between contractor & employer mediated by engineer, all activities to be affected through resident engineer’s channel or its office.

25 Supports & conducts administration, which includes creating an atmosphere on project, extending a level of harmonious professional working, built by trust among all & each other.

26 Resident engineer should keep in mind that successful delivery of project is deemed as engineer’s & resident engineer’s success.

27 Resident engineer has to/should adopt a balanced attitude, while dealing with various issues on project without being biased, either with employer or with contractor.

28 Resident engineer has many caps such as engineer, engineering judge, supervisor, supporting commercial controls, engineer’s advisor, acts as a working professional relative to contractor, who should trust resident engineer on all decisions or whatever steps undertaken by resident engineer.

29 Whatever supervised & approved by resident engineer or experts subordinates is considered approved by engineer & in turn by employer.

30 Without support by resident engineer project cannot move even for few hours.31 Though resident engineer is not contractually, empowered to reach final decision on any/all issues, but, it is also, true virtually

that no activity can move, without involvement of resident engineer, which indicates that resident engineer is very significant personnel to an extent, project prosecution as a whole is concerned.

32 Resident engineer can act only, within powers delegated & notified authority& no other powers can be drawn from contract without obtaining any further delegation by engineer on contract to resident engineer

33 A work approved by resident engineer can be rejected by engineer on contract in case, resident engineer or expert subordinates have conducted incorrect inspections & approvals.

Management Personnel1 Director/s- directs, superintendents & controls from management line2 Project manager/s- directs, superintendents & controls from site management line3 Project engineer/s-superintendents, supervises & directly controls on site



Procedures Manual/Coordination4 Construction manager/s- superintendents construction, supervises & directly controls on site5 Supervising engineer/s-supervises construction & directly controls on site

Job descriptions respecting foregoing contractor’s personnel have been included descriptively, within project plan or manual.

Line Management1 Site engineer/s - supervises day to day construction works & directly controls on site dedicatedly2 Foremen/Supervisors - directly controls on site dedicatedly all labour, equipment & activities production or output.

a Field Workers/Front line workers - To work on site physically. b Job descriptions respecting foregoing contractor’s personnel have been included descriptively, within project plan or

manual.Documents for Submissions & Approvals

1 Front end engineering designs2 FEED document contains project requirement background, process engineering applicable technology, discipline wise design

philosophies, design engineering basis, estimated requirements, applicable codes, applicable formulas, intended approach on designs, expected style of a good constructability etc.

3 All discipline engineers involved on project specifically, incorporate with intended engineering design feedback, backed by significant project specifications & manageable project philosophies.

4 Since FEED document shall guide detailed designers & project managers to carry out their roles’ descriptions functionally in a smooth way, to an extent practically feasible, all details are to be included, which can be easily understood by key personnel conveniently, for all cases during implementation.

Project execution statement1 This document is customized to contain a grasp of understanding about project in principle & an overview, to prosecute

complete works scope in a becoming reasonable order of execution by contractor from design to close out state.2 Format & constituent on this document should be included in such a way that it can easily be understood for implementation

even, by site foremen & supervisors.3 Supporting documents being project schedule level 1, human resources deployment matrix & histograms, equipment

deployment matrix & histogram, proposed progress S curve, projected resources in hour/s units.

1. Mobilization Plan/Demobilization Plana This document provides proposed mobilization to open site, deployment of equipment, deployment of human resources on

all stages during life cycle of project prosecution, maintaining required resources on a leveled fashion, while to close out,



Procedures Manual/Coordinationpropose demobilization program giving similar details, as indicated on mobilization plan.

b Document should indicate classes of all personnel & workers to be mobilized & demobilized at various schedule stages, so that their reposting or demobilization for good could be appropriately considered.

2. Project Schedulea This document is generally, produced in a format as bar chart, but can also, be produced on critical path method or project

evaluation & review technique.b Bar chart covers entire duration of project from commencement to close out day.c Bars indicate distribution of months or weeks, as case may be, while Longer durations are indicated by months, shorter

durations may be indicated by weeks.d Supporting resources are indicated as notes on included barse Critical paths are indicated particularly, for certain activities, which do not enjoy any floats.f Floats overlapping activities are indicated respecting various activities.g Star day to end day over each bar is indicated.h Further schedules are developed based on this master or level 1 schedule & level number may lead down even, to 5.

3. Cost Control Budgeting/Cash Flowa If so required by engineer, budgetary costs are to be submitted in simple format. b All major disciplines & significant involved items should be covered in such a fashion that, all scope of works on contract

can be completed within defined time & indicated budget cost reflected.c Also, cash flow is presented to indicate that contractor is quiet comfortable to manage flow of funds, from commencement

to close out, without causing any major impacts that could interfere with progress on project.d Cash flow is also, produced as cash incoming & cash outgoing on a monthly basis, while, caused gap requires be filled,

when external borrowings are indicated.4. EPC Organization Manual

a This document is unique for certain organization & can be designated as ‘permanent operation guide’ for management.b Should include complete systems that organization has often, been involving/operating for its management & directions.c All organization policies should be incorporated for staff, stake holders & public declaration.d Constitution of its board & its members should be incorporated clearly.e Financial health of organization should be indicated in greater depths, not only current status, but for past years as well.f Capacity potential of organization should also, be clearly indicated for reference required by everybody.g Organizational functioning to achieve business for delivering products in its scope of markets must be well detailed.h On contracts, various sections or divisions are involved from bidding stage to close out stage on projects, all divisions

details involved on all functioning of each one should be clearly defined.i Achievement of organization during recent past should be defined significantly.



Procedures Manual/Coordinationj Documents respecting organizational commercial registration & technical competency definitions must be included.k Existing strength respecting its resources & capability statistics must be included given by clear definitions.

5. EPC Project Plana Project plan document gives comprehensively, a description of prosecution strategy pertinent a particular project.b Project involves certain scope of works within contract, which requires to be implemented in its entirety absolutely, for

which implementation, certain resources shall be required, should be defined within this document.c Relation of project requirements to be supported in all respects by corporate office/top management shall be defined. d Provisions shall include functioning of design team from corporate office or by employing a third party design agency.e Other teams shall function as supporting teams, such as procurement, engineering, quality, safety, administration etc.f Teams to be located at site shall be defined for direct prosecution, supervision & controls.g All such human resources groups shall be explicitly defined on an indicative basis.h Team heads designation & job titles shall be described included with job responsibilities & their reporting to & direct

reports from.i This document shall allow all personnel to mind with an understanding, specific management respecting a particular

project at a glance, so that no mixing remains about job roles & responsibilities.j All personnel shall follow their respective responsibilities & powers, without causing any delays or pass blames & counter

blames, since responsibility is clearly defined, while no transfer of responsibility without management approval can be affected.

k Similar definitions in details shall be included for equipment, which being a highly significant element cost wise on certain project prosecution, must be with detailed description included.

6. EPC Safety Plana Safety, health & environment plan weighs very significantly, on prosecution of certain important project.b Safety component is considered/given first significance in relation to its requirement as ‘safety first’, which indicates that

for conducting an operation or implementing each activity on site, first consideration should be extended to arrangement of safety methods for concerned activity, prior to commencement of activity for no unsafe activity or operation can be permitted to be prosecuted.

c Safety plan should contain all required directions about possible methods to be employed on project safety based activitiesd All possible feasible safety methods, with indicative sketches may probably, included within plan.e Responsibilities & obligations pertinent key personnel shall be described on job title basis.f Continuation of on job training for refreshing & also, an update of safety methods to be employed on project shall also,

require to be included withing All hazards’ possibilities shall be analyzed within this statement in form of JHA job hazards analysis.h All risks expected to be involved on project shall be studied for related risk assessment & application pertinent control



Procedures Manual/Coordinationmeasures promptly using either STARRT card or JHA.

i Complete details respecting cold & hot works shall be enumerated provided with descriptive procedures.j Permit to work requirements &their respective training & certificate routes shall be described fully.k Methods to encourage personnel & workers to abide by safety methods & rewards system shall be clearly, envisaged to be

effected throughout currency or life cycle of project prosecution.7. EPC Quality Plan

a Quality means description of controls on whole system on project, which includes in addition to technical controls, also, other controls required to be managed within purview of total quality management system requirements.

b Description of basis, which shall dominate to control all departments or divisions on project site with relevant duties & responsibilities.

c Methods of controlling all testing arrangements on site conducted activities, which shall be required within purview of project specifications as well as, engineering national as well as, international codes.

d This plan shall also, give an insight into spectrum of project controls, wherein control flow shall be described inter related to each other discipline with provided clear interfaces controls.

e This plan shall define powers & authorities entrusted to quality personnel duly authorized.f This plan shall define roles respecting all personnel posted in to quality division, job functions how they should manage, in

addition to being on roll as employee of contractor also, dispose respective role as independent of contractor.g Roles respecting internal audit pertinent site records within all sections shall be clearly defined, so that they are respected

adequately, to allow random inspection/examination, whatever documents available on record shelf, from to note observations & report to project manager & corporate quality head.

h Quality personnel shall be clearly, entrusted to interfere on quality control testing at all places relevant to project ongoing activities without any kind of restrictions.

8. Material/Equipment Submittals a Every project requires certain materials & certain equipment to be included on a permanent use basis. b All such permanent items according to contract provisions, require pre submission to engineer on contract for approval &

also, further approval by owner or employer. c No material or equipment is allowed to be procured without all such approvals. d Such approvals are termed as material submittal approvals/equipment approvals. e Temporary use items shall not require any such formal submission, but yet, should be procured meeting satisfaction of

engineer or resident engineer.f Payment for delivered material shall not be released or made to contractor, until approved item is not procured. g Considering that extent significance of material submittals, it becomes therefore, very imperative that immediately, after

project has been awarded & contracted, contractor should start making all such submittals/proposals to avoid any delays on



Procedures Manual/Coordinationprocurement in future implementation.

h In case, delays are caused due to non timely approval of materials, engineer on contract shall not accountable to be responsible for whatever consequential adverse results, such as delays on project performance & imposing delay penalties or liquidated damages.

i Materials are generally, submitted given with complete details of each material on its submission proposal sheet indicating, material name, agent name, manufacturer name, source, relevant specification references, compliance to specification & allowed reference number for traceability.

j One portion on submittal sheet is meant for contractor’s action, while another portion is made for resident engineer’s comments & last portion is left for engineer & owner.

k Process of material approval is faster in case, proposed material complies with demanded specifications.l Compliance statement is required in details, when an alternative material may be proposed by justifying its engineering &

technical equivalence to that of contractually, specified.m Submittal sheet shall be signed by contractor’s representative or agent on contractor’s official seal.n Submittal shall be supported by datasheet, samples & whatever, other relevant detail.o Attachments shall be numbered on datasheet as well as, on samples.p Some specific method to fix or erect or install it shall also, be supported given with complete details.

9. Architectural Designs Submittalsa First category of drawing required to commence construction is architectural discipline drawings. b All architectural drawings have to be well coordinated with structural & services drawings prior to release for approval.c All project schematic drawings in conjunction with structural drawings are produced for submission purpose & of course,

these drawings must have been earlier approved by building officials or building permit authorities or local body or municipality as applicable on location area of project.

d All such drawings are produced using defined scales with a title block drawn at bottom, declaring its content about project, area on project, drawing subject (plan, section or elevation or details etc.).

e Also, included within references about names & titles respecting contractor’s personnel producing, checking & approving drawing for transmission to engineer.

f A submittal top sheet is used covering drawing giving complete details about its inclusion/location & what type of details have been placed in.

g It is given a drawing number from schedule of drawings planned to be produced. h It is then recorded on drawing register & transmitted to engineer through document controller.

10. Structural Designs Submittals a Second category of drawings required to commence construction is structural discipline. b All structural drawings have to be well coordinated with architectural & services drawings prior to release for approval.



Procedures Manual/Coordinationc All project working drawings in conjunction with architectural drawings are produced for submission purpose & of course,

these drawings must have been earlier approved, if regulated so, by building officials or building permit authorities or local body or municipality as applicable on location of project.

d Not necessary always in India that on structural drawings, regulatory approval is required from authorities. e Registered engineers or professional engineers or chartered engineers are all authorized for signing such approval stamping

on drawings on personal level professional responsibility & liability.f All such drawings are produced using defined scales & a title block is drawn at bottom declaring its content about project,

area on project, drawing subject (plan, section or elevation or details etc.).g Also, included within references about names & titles respecting contractor’s personnel producing, checking & approving

for transmission to engineer.h A submittal sheet is used covering drawing giving complete details about its inclusion/location & what type of details have

been placed in.i It is given a drawing number from schedule of drawings planned to be produced. j It is then recorded on drawing register & transmitted to Engineer through Document Controller.

11. Allied Services Schematic plans a Third category of drawing required to be included on construction is services discipline. b All services drawings have to be well coordinated with structural & architectural drawings prior to release for approval.c All project schematic drawings in conjunction with structural drawings are produced for submission purpose & of course,

services drawings must have been earlier approved by building officials or permit authorities or local body or municipality as applicable on location of project.

d All such drawings are produced using defined scales & a title block is drawn at bottom declaring its content about project, area on project, drawing subject (plan, section or elevation, isometric or other details etc.).

e Also, included in references about names & titles respecting contractor’s personnel producing, checking & approving for transmission to engineer.

f A submittal top sheet is used covering drawing giving complete details about its inclusion/location & what type of details have been placed in.

g It is given a drawing number from schedule of drawings planned to be produced. h It is then recorded on drawing register & transmitted to engineer through document controller

12. Shop & Working Drawings submittalsa Shop & working drawings are not considered schematic as defined above for production of services drawings.b Schematic drawings are meant to tell engineer about what is in scheme of project production, but no actual location

pertinent any services or its spatial coordinates are indicated. c No other details are included, excepting project specifications for material procurement & specifications to be complied



Procedures Manual/Coordinationwith, while carrying out or producing such services on site physically.

d Certain other category of drawings, are required to carry out works physically, on site or on shop floor.e Drawings, which can be used for shop fabrication, may be called shop drawings.f Drawings, which can be used for physical construction on site, may be called, working drawings.g Both foregoing drawing types require complete input to be incorporated on drawings, so that no further details are

necessary to be issued for completion of activities. h All such drawings are produced using defined scales & a title block is drawn at bottom declaring its content about project,

area on project, drawing subject (plan, section or elevation, isometric or other details etc.).i Also, included in references about names & titles respecting contractor’s personnel producing, checking & approving for

transmission to engineer.j A submittal top sheet is used covering drawing giving complete details about its inclusion/location & what type of details,

have been placed in.k It is given a drawing number from schedule of drawings planned to be produced. l It is then recorded on drawing register & transmitted to engineer through document controller

13. Specificationsa Most significant parts of project documents, but seldom are studied by project engineers/project managers in entirety.b In fact, specifications documents are purely technical & engineering based, composed of all requirements about each &

every activity, without which clear understanding, mistake can effect on works.c What do contract provisions expect of, on all related involved activities are indicated explicitly covered within various

classes within specifications.d It may be described as general specification, project specification, manufacturer’s instructions or conventional industry

working standards or good industrial practice. e In many cases, prior to finalization of propriety product methods, direct demonstration on site locations may be required

for obtaining engineer’s approval.f All specifications are written by very experienced & competent engineers from all disciplines. g Specification writing is very cumbersome process, which should not leave any issue unattended, during designing/drawing

specification composing phase.h On EPC, bid/contract, documents may include some specifications for guidance purpose only or it could be referred to as

FEED part, which specifications shall be further expanded to cover, whatever is proposed to be allowed on activities.i All such specification package documents are finalized for making submission to engineer for approval.j Customized format is used for submission, as explained for material submission or for drawing submission cases.k Specifications are produced discipline wise separately as a voluminous document, duly referenced in every case.l On every major project, a minimum of 5 to 10 such considerably, thick voluminous documents can be seen.



Procedures Manual/Coordination14. Subcontractors Submittals

a On every project, it is virtual that contractor may not be capable or potent to carry out by self all project disciplines.b All such parties entered in to, with main contractor to prosecute respective parts on contract discipline, are called

subcontractors.c Subcontractor is deemed to be an expert of related discipline carrying out about all aspects involved from concept to

closure, handover & maintenance.d Main contractor selects subcontractor for a fixed sum to carry out certain part on contract. e Number of subcontractors can be appointed for many disciplines of engineering.f All such subcontractors shall be required to be approved by engineer, without which approval, subcontractor is not

officially recognized on contract.g Generally, as practiced by engineers & owners, a list/schedule is included within bid documents itself to select out certain

categories of such sub bidders. h All subcontractors shall be obliged to carry out jobs on behalf of main contractor, but at contractual responsibility,

obligation & liability of main contractor.i For approval, respecting such contract subcontractor, main contractor proposes on a submittal sheet, complete pre

qualification of such vendor. j All documents are sealed by subcontractor designate, while submittals sheet is sealed by main contractor. k Scope of subcontract is defined on proposal. l Previous successful references from other delivered jobs are indicated in details on pre qualifications. m Completed submission is made to engineer for formal approval.

15. Quality Assurance/Controls Documents Submittalsa For actual works on site, on all disciplines, examinations are required by competent key personnel from all parties

involved. b Such inspections processes are covered under this system for controls on works directly.c Main formats are designed for such purpose, which may be entitled as check list, inspection & test plans, non conformance

reports, various formats for onsite testing activities, various formats for test results issued by third party. d Out of such main formats, activity based formats are further designed to cover major activities, such as request for concrete

pouring, request for structural erection, requests for inter discipline clearance, custom designed formats for special activities, such as water tightness testing for water retaining structures, actual load testing on a structure, structure retrofitting etc.

e All such formats are designed by quality assurance managers & proposed for engineer’s approval prior to commencement of an activity.

f Percentages of test checks are indicated for relevant inspections by various level quality engineers that include contractor’s



Procedures Manual/Coordinationengineer, engineer’s quality engineer or third party engineer or statutory appointed engineer.

g All ITP documents shall include hold points, release points & other reference, depending upon nature of activities. h Work shall stay at hold point & clearance understood to be given to proceed further or go ahead at release point. i Defective work notice, if issued, shall lead to rejection of work concerned by opening NCR & until remedied, rejected

work shall not be approved. j Approval shall be granted only, based on further inspection conducted over NCR closing request, after having remedial

action been effected.16. Construction Method Statements Activities Based

a All major & significant activities that require prior approval by engineer for implementation shall be presented in method statement format, sequences as Scope, documents references, safety, responsibilities, method or procedure, quality controls, equipment etc.

b Method should be clear, but precise & it should be clearly, understandable by site personnel for an easy implementation.c Statement should be issued & approved prior to commencement of an activity.d Revision shall be issued in case, when commented back by engineer or resident engineer.e Number of statements among all disciplines constituted on contract can be produced.f Copies of approved statements must be available with site personnel for direction &implementation.

17. Technical Queries & Proposalsa Architectural drawings, structural drawings, services drawings, specifications & various other documents should

reciprocate each other as a package, but yet there could be potential chances when discrepancies do exist among, which is discovered only, when these are interrelated on site for site activities prosecution.

b No work can be carried out, when there exists coordination discrepancies.c Discrepancies must be cleared first, prior to carrying out work incorrectly. d Discrepancy should be noted onsite technical query & clarification sought for resolution between clashes or non clarity of

intended requirement. e Engineering section shall give clarification promptly onsite technical query itself. f Work shall be carried out in compliance to that clarification only.g All such clarifications in question form or certain proposal form shall be implemented & recorded as red lines for

incorporation on to as built documents.h On a large project, where generally, all disciplines are involved with volumes of documents & hundreds of design

drawings, hundreds to thousands of site technical queries can be expected for resolutions or proposed acceptances.18. Redline documents

a Changes do occur on projects during prosecuting works.b Changes occur on technical details, on specifications, on setting outs & owned due to many other reasons.



Procedures Manual/Coordinationc Changes do occur, when client visits site, does not like carried out work design to some extent followed by intention to

amend designs on site.d Changes do occur due to change in procurement schemes due to whatever reason.e Changes may occur due to change in land use for previous design.f Whatever, could be reason for all such changes, all such changes are required to be indicated on red lines markups on

contract documents & approved, which is a part of regular exercise on site affected by managers.g Later on, these redlines markups are transferred to contract drawings for permanent issued as built records.

19. As Built documents/Operation Manualsa For purpose to use all documents constituting part on contract, on future operations & maintenance of a plant or buildings,

permanent built records are prepared to be issued as dossiers to owner or client or end user, which dossiers are termed as ‘as built’ records of project.

b As Built includes drawings from all disciplines, specifications, operation manuals, project construction FEED & other used philosophies, valuation statements, supervision comprehensive records, failure records, corrective records.

c Operation manual should clearly provide records that tell operatives details procedures about start up, operations, & closing down all type of equipment.

d Manuals regarding equipment use during emergency functioning & including how to prevent expected losses/evacuate site locations involving minimum number of accidents.

e All foregoing dossiers are issued formally on hard prints as well as, on soft devices, by quality section or division, prior to close out project.

20. Lessons Learnt -It has been experienced that sites make mistakes frequently & records are intentionally hidden/concealed or manipulated.

21. Information about such mistakes, while not brought to forefront/management, which information absence bars others to know what mistakes resulted & what corrections were applied.

22. Though organization spends extra cost on such instances, yet, it does not learn anything from such losses due to negligence. 23. It is therefore, essential that within quality assurance policy, it should be included as a contractual requirement to record

lessons learnt on project, so that such records could assist organization to improve working, while referring to such historical official records.

24. To meet such requirements to avoid or contain mistakes, it is better to understand that mistakes do have chances to occur on site execution, non compliance of quality requirements & no compliance to safety engineering.

25. It is essential to understand certain facts as follows:a It is always better to adapt to best management policy, which states to do right work first time every time.b It has been noticed during execution of works & various related activities that ‘engineering coordination’ raiser/makes a

question mark both in design & planning as well as, at site actual execution.



Procedures Manual/Coordinationc It should be remembered that without proper consistency of coordination, buildings/construction & erection activities

cannot be promptly performed. d Many interfaces exist on buildings/construction & erection various activities that should be satisfied with mutually, to lead

works without requirement of reworks. e Reworks add to cost over budget giving both financial loss & time loss to contractor.f It is therefore, suggested to all managers & engineers responsible for all such office work activities that all specific

requirements must be studied, prior to jumping on to submission stage. g It is in everybody’s interest to pack up all submittals supported with required details & documents, since we have no right

to allow consultants’ or reviewer’s time wastage as well as, adding to our time wastage by iteration of submissions. h It is better to delay submission for one or two days rather than iterating submission, after being rejected requiring further

incorporation of comments, which also, indicates incapability of personnel making submission.i Very Specific-Safety First- Lessons Learnt

a It has been noticed that there is no provision within general organizations to evaluate performance of overall projects. b It requires, according to provisions of QA system that all records should be made/provided as far as, committing mistakes,

respective remedial actions & lessons to be learnt or have been learnt are concerned.c In case of human beings, it is acceptable fact that those, who work do make mistakes, while those, who do not work, do not

make mistakes but, those who make mistakes should not repeat such mistakes, provided a lesson is learnt.d On projects, where hundreds individual semi skilled heads work, mistakes are imminent to occur, but within certain acceptable

limits, since mistake implies multiple losses such as time, cost, quality, reputation etc.e Errors due to human involvement are reasonable, but errors caused by either malafide or by bad intentions are not acceptable. f I call intentional making of mistakes a sabotage to work, which is equal to a criminal action in fact. g It is a crime to find ways to stop progress of works, resorting to whatever means available on site.h Another route of making mistakes is to keep on delaying a required action that can also, lead to cumulative mistakes to be

done/caused by others, who may not coordinate rightly, which inaction cannot be permitted.26. Those companies or organizations, which care about respective personnel working errors & chart out required remedial

actions, by not allowing repetition of made errors, do proliferate in their professional business.27. Very Specific-Quality- Lessons Learnt

a Majority of construction personnel & workers do not care much about significance of quality requirement procedures on all activities involved on projects.

b Even, budding engineers in many cases have been seen ignoring quality assurance & quality controls, keeping in interest, just to push job progress for a profit, which generally, happens where inexperienced engineers are employed.

c Even, site line management does not care about quality, keeping abreast an argument that approval by consultant is a final word on project.



Procedures Manual/Coordinationd It should be understood clearly that ignoring quality shall lead to mistakes & then required application of corrections by

doing rework, which can cost both human resources, materials loss costs & above that, loss of contract time. e Only three factors rule projects primarily & these are time, cost & quality. f One mistake ignoring quality can adversely impact on other two factors time & cost. g All bad incidences regarding quality must be recorded for future references as a part of lessons learnt. h Objective is not to punish erring personnel, but to prevent future errors & thus avoid mistakes. i Such incidences do train organization working teams & act as operations lessons learnt from site/office records.

28. Close out a After all projects activities have physically or mechanically been completed, all project components are required to be

handed over to client or employer. b Stage from mechanically, completing to formal handover through pre commissioning, testing & commissioning, is termed

as project close out. c Pre commissioning involves complete testing of each & individual inclusive parts or equipment that should match

compliance to manufacturer’s datasheets. d Each of such tests & respective validations are recorded for justification, submissions & approvals.e Commissioning indicates complete checks of all trains & equipment as systems that base upon, on pre commissioning

validations.f Once commissioning is in its stage, testing has to be applied to complete systems of equipment & process trains, prior to

measuring performance meeting contract/specification requirement.g All included systems must function satisfactorily, during testing & commissioning within or with added value, full defined

performance capacity as included on contract conditions, failing which, contract shall be subject to equipment rebated performance impact damages imposition.

h Once, testing & commissioning with performance has been successful, operation of project can begin for production. i Once plant facilities operation commences, project status is closed & it becomes an operational entity.j All documents on records from commencement of projects to testing & commissioning stage, through all construction

stages, are piled up in sequence, including all operational manuals, as described in foregoing respecting all equipment & other components.

k All such documents are well placed in a sequence, such that traceability respective their use, should be seen in a professional style/or required status.

l All such documents are produced in certain number of soft & hard copies for purpose of constitution of project dossiers.m All such handing over or closing out dossiers shall be required to be submitted for approval by engineer.n All dossiers could be required to be approved by certain discipline professional or chartered engineer, in which case,

engineer, who is responsible for all such certifications shall seal documents for close out.



Procedures Manual/Coordinationo Once documents or dossiers are approved by contract engineer, project is deemed mechanically closed.p Engineer on contract shall issue a mechanical completion certificate, so that maintenance period commences with to lead to

final completion, after a prescribed duration, successful operational completion of which shall render contract finally closed.

Reporting1. Daily Report

a Contractor’s agent or project manager is required to submit a daily progress report relating to all site activities.b Report should contain weather conditions, worker’s strength available, equipment used, equipment brought to site,

equipment left site, materials delivered, activities inspected, approval status, activities carried out references, problems requiring attention, visitor’s to site, quality issues, tests conducted, safety issues & some/all other issues.

c In essence, this report is treated as a general proceeding of site in its entirety. d Report submission to engineer is made next day during start of shift.

2. Weekly Reporta In general, on major projects, progress review meetings, under chairmanship of engineer or resident engineer are conducted

every week, to monitor progress status on contract.b Prior to meeting is started, a site visit is conducted by all members involved to attend weekly meeting.c Scope of such weekly meeting is an overall review of contract progress status & review of provisions that can affect

regular ongoing progress.d Previous recorded minutes are also, discussed, both for an agreement or for certain comments.e Issues to be included on agenda are contractual issues, such as material submission & approvals status, drawings

submission & approval status, resources mobilization such as human resources & equipment resources, progress achievement, technical coordination status on various engineering issues involved, site technical queries status, safety on site status, quality controls status, general issues, & whatever other business involved.

f After meeting has been conducted, minutes are issued either by engineer or by contractor depending on procedures agreed.g Update practice entrusts contractor to issue minutes, while in past, engineer or resident engineer used to record & issue

minutes.h It is suggested/advised that contractor record & issue these minutes, since contractor’s agent or project manager is

dedicated on project therefore, consequently, dedicated on details, while would be in a better position to cover all aspects.i Copies of approved minutes are circulated to all those present, those related, all stake holders for information.

3. Monthly Reporta During 80s, monthly meetings were conducted regularly, to monitor contract performance progress, but later, such

meetings were replaced by weekly meetings, so that fast tracking projects could be controlled expeditiouslyb In general, on major projects, prime progress review meetings under chairmanship of engineer or resident engineer may be



Procedures Manual/Coordinationconducted every month to monitor progress status on contract. This meeting shall replace weekly meeting with added scope on agenda.

c Prior to meeting is started, a site visit is conducted by all members involved to attend monthly meeting.d Scope of such monthly meeting is to make an overall review of contract progress status & review of provisions that can

affect regular ongoing progress.e Previous recorded weekly/monthly meeting minutes are also, discussed both, for an agreement or for some comments.f Issues to be included on agenda are, contractual issues, such as material submission, approvals & deliveries status,

drawings submission & approvals status, resources mobilization such as human resources & equipment resources status, progress achievement status, whether progress lags behind or ahead or on line, technical coordination status on various engineering issues involved, site technical queries update status, safety on site update status, quality controls status & follow up previous observations, monthly valuation or payment certifications issue, general issues, & all/any other business involved.

g After meeting has been conducted, minutes are issued either by engineer or by contractor. h Update practice entrusts contractor to issue minutes, while in past, engineer or resident engineer used to record & issue

minutes.i It is suggested/advised that contractor record & issue these minutes, since contractor’s agent or project manager is

dedicated on project & therefore, dedicated on details & is in a better position to cover all aspects.j Copies of approved minutes are circulated to all those present, those related, all stake holders for information.

4. Minutes of Meetingsa Major meetings conducted at weekly frequency or at monthly frequency are contractual in status, which require a

permanent record for reference. b Since all such records are signed by all participants/stake holders presents, minutes are valuable documents for drawing

supportive references from recorded details about, what transpired between parties officially.c As explained in foregoing paragraphs, contractual meetings do have a set agenda, which should be followed throughout

contract life cycle, whereto, additional points can also, be added by permission from all parties & primarily, by engineer. d Main points discussed, main points agreed for actions or for no actions, actions required to be resorted to & by whom &

within a set duration, all points are recorded on to so called minutes. e Minutes should be brief, but clear & communicative, so that no problems are faced during follow up actions.f Minutes’ writer should not add any personal opinion or some issue that was not taken up during meeting. g Also, no point should be left uncovered for a trust consideration, as points not discussed, but entered may be checked in

during review, leading to withdraw from proposed record.h Minutes are also, recorded for subcontracts meetings with chairmanship by main contractor. i Such meetings are entitled ‘technical & coordination’ to keep subcontractor/s on track.



Procedures Manual/Coordinationj Minutes are recorded by project coordinator or project manager or construction manager, which minutes are then,

circulated to all parties for information & engineer or resident engineer is also, updated of subcontractors performance.5. Monthly Payment Certification Valuation

a Valuation is a process applied on construction contract project to formally raise payment claims for works done, from owner or employer through agreed certification by engineer.

b Contractor through site management, makes submittal of valuation/payment certificate statement, supported with complete details, which are required for justifying performed quantity based calculated amount to resident engineer office on site.

c Resident engineer staff on site for engineer scrutinizes all submitted details & supporting documents to ensure, whatever amount for performance has been claimed is authentic.

d For certain corrections if so required, it is informed to project manager for incorporation & at end of scrutiny examination, a payment certificate is forwarded to engineer/employer & copied to contractor.

e Works done valuation certificate document is composed primarily by qualified quantity surveyors with supporting details, provided by site engineers & planning engineers, which is a cumbersome process on some projects involving item rates basis payment system.

6. Special Reportsa Special reports are required in case of evolving some significant issues not expected of contract performance. b High level of quality ignorance, leading to repetition of bad product delivery/performance, despite repeated warnings &

non compliance reports, contract action can be resorted to, such as removal of site engineer or quality engineer.c High level of safety ignorance leading to repetition of non compliance to required safety measures, which can result to

resorting contract action for removal of site engineer or safety engineer.d High level of non performance on project performance, despite repeated warning to keep in line to schedule, which can

result to resorting contract action for removal of project manager or agent or construction manager.e Occurrence of major accidents due to negligence on part of contractor not heeding safety advices, contract action can be

resorted to for removal of project/construction manager or safety manager/engineer.f Testing failures on very significant items, such as permanent concrete elements, which do fail, contract action can be

resorted to for removal of site engineer or quality engineer.Site walkthrough

a Weekly onsite walkthrough can lead to super control front activities such as safety, progress & quality requirements.b Safety walk is conducted by engineer’s safety representative with project & construction manager. c All site safety installed measures are visited & observations pointed out to contractors’ managers, which all points are

noted as minutes & circulated to all related for actions.d Progress walkthrough is conducted by project manager & planning manager associated with all site engineers/foremen to

note pending activities due for completion, which all points are noted & circulated for action to concerned staff &



Procedures Manual/Coordinationstakeholders.

e Quality walkthrough is conducted by engineer or resident engineer with contractor project manager & quality engineer, who visit all ongoing or completed locations to note down defects or snags, which all such observations are noted & minutes made for actions by all concerned & accordingly, circulated.

Engineer’s Documents 1. Site Memos/General day to day letters

a General correspondences made by engineer or resident engineer in connection with all site matters to contractor. b Recipient on contractor’s behalf is either contractor’s project manager or contractor’s agent.c Such memos relate to contractual/non contractual issues & mostly, cover site prosecution issues on low profile.d Low profile designation indicates a letter or site memo not leading to contractual disputes e In pursuit of these memos, contractor’s representative resorts to required actions & then responses back to resident

engineer for information respecting required implementation.2. Site Instructions

a Site instruction is issued by resident engineer to carry out some specific work instruction that has not been covered within specified documents.

b After having received such instruction, contractor is obliged to comply with, provided such instruction does not constitute a cost variation.

c When, it constitutes a cost variation, prior to implementing instruction, contractor is authorized on contract to write back to resident engineer or engineer advising for cost factor & await response.

d In case, confirmation is not received back within a period of 7 days, contractor may defer implementation of relevant instruction.

e When, engineer confirms for cost consideration, instruction shall be implemented. f In case of cost confirmation, another instruction shall be issued later on, entitled Engineer’s Instruction defining involved

cost variation. g Cost shall be decided based on either consultations with contractor to reach a final figure or contractor should self attach

details of cost, while deciding to defer implementation of site instruction.3. Engineer’s Instructions

a As discussed above respecting site instructions, Engineer’s instruction shall be required, when instructed item constitutes cost variation,

b Also, when engineer is sure that item to be instructed to site shall constitute cost variation, instead of issuing site instruction, directly Engineer’s instruction can be issued involving cost, based on agreed BOQ unit item prices.

c It is of significance that site instruction cannot be considered by payment value certifier/resident engineer for including variation cost with valuation.



Procedures Manual/Coordinationd Cost variation can be based only, on Engineer’s instruction legally for payment purpose.e Quantity surveyor from contractor & quantity surveyor from engineer can together decide variable cost involved in

reference to relevant site instruction or engineer’s instruction.4. Non Compliance Reports NCR

a Quality assurance division or section is responsible to issue non compliance report respecting lapse on quality on whatever activity performed on site.

b In abbreviated form, it is mentioned as NCR. c Once, NCR is issued to concerned site engineer or project engineer, under copy to resident engineer, it is called NCR

opened. d It remains in force, until corrective or remedial actions are affected. e Either quality engineer should write recommendation for remedial actions required or site responsible engineer should

propose methods to remedy non compliance.f Generally, remedial proposals are discussed formally & actions resorted to by suitable methods. g Re inspection is conducted & if observed during inspection that work remedy applied, complies to requirements

satisfactorily, work is approved & NCR is declared closed. h It should be noted that payment respecting NCR involved item, cannot be released, until NCR is declared closed.

5. Designs Change Instructionsa Whenever, client or employer requires engineer on contract to alter certain/some part of project or as a whole, on its

original designs to transform on to meet newer propositions for land use, design is to be revised irrespective of its having been implemented or not implemented.

b In such situation, engineer on contract applies changes or alterations to design & instructs contractor to affect all those changes, for which adequate & justified cost variation is made.

c Generally, an extension of time is also, applicable in addition to cost impacts as well as, additional cost whatsoever, if applicable due to time extension requirement.

d Until & unless, design changes are worked out, involved portion of project scope is virtually, kept on hold or formally suspended, under contractual provisions.

e Suspension of works remains in force, until revised designs are issued to contractor for prosecution. f Whatever works have either, been completed or partly completed, based on original designs are recorded formally, for

valuation purpose. g Whatever materials have been placed on procurement orders & even, deliveries made shall be tackled accordingly. h Contractor shall adequately be paid for all works carried out in pursuance to original designs. i Time gap between suspension & resumption of works shall be considered for contractual extension of time. j Whatever, genuine equipment idling reported factually is allowed, but for maintaining, keeping abreast a policy to



Procedures Manual/Coordinationminimize expenses due to suspensions.

k Possibly, engineer should allow an alternative area for continuation of works as well as, consumptions of deployed workforce & equipment, so that idling is prevented.

6. Scope Change Instructions a Whenever, client or employer requires engineer on contract to delete or omit some or whole part of project, that part is

taken out from scope of contract.b Whenever, client or employer requires engineer on contract to add or alter some or whole part of project, that part is

added/altered in to purview of scope of contract.c In both situations, an applicable percentage of lump sum is used to evaluate admission of such changes. d Scope changes within limits of such agreed percentages are required to be carried out within agreed rates of bill of

quantities or schedule of rates.e Scope changes exceeding indicated/agreed percentages may or may not be mutually, further agreed to be carried out on

contract rates. f Contractor can demand separate price for all such scope additions that are without indicated limits of percentages.g Engineer should confer with contractor to agree on newer rates or price, respecting which Engineer’s Instruction shall be

issued.h Whatever works have either been completed or partly completed based on original designs shall be recorded formally for

works performed valuation purpose. i Whatever materials have been placed on procurement orders & even, deliveries made based on omitted scope of contract

shall be tackled accordingly. j Contractor shall adequately be paid for all works carried out in pursuance to original designs. k Time gap between suspension & resumption of works if applicable, on all such cases shall be considered for contractual

extension of time. l Whatever, genuine idling reported factually due to such scope changes, is allowed for maintaining, keeping abreast a policy

to minimize expenses due to suspensions.7. Prosecution Priorities

a Engineer can define within contract documents, preferred priorities for whatever parts of project prosecute immediately, post award of project or even, after progress has adequately moved.

b Priority should be unconditional & without any qualification, provided no obstacle from authorities or contractual difficulties do occur.

c Contractor shall honour all such employer’s/engineer’s logical contractual or as agreed priorities.d No extra claims can be raised on such demanded prosecution or deliveries preferences.e Site Instruction may be issued to demand such requests or even, formal special meeting arranged to resolve such project



Procedures Manual/Coordinationrequirements.

8. Suspension of Worksa Very significant provision on contracts, which may be responsible for causing a number of contractual disputesb Suspension of works can be affected by employer due to proposed changes on scope or design changesc Suspension may be affected by employer due to non availability of finances or fundsd Suspension may be affected by employer due to contractor’s incompetency.e Incompetency can be declaration of insolvency by contractor.f Incompetency can be demonstration of bad performance or bad quality production by contractor.g Breach of trust or breach of contract provisions for deliveries & continued non performance can lead to suspension of

contract by employer.h Suspension may result due to convenience of employer, since employer may not be happy with contract price & intend to

re-contract part or whole contract scope.i Suspension of contract works can be affected by contractor, when payments are not made as agreed on contract

provisions/conditions.j Suspension of contract can be affected by contractor, when site is not cleared or handed over to contractor for long &

contractor is unable to prosecute contract works.k Suspension of works may be caused due to unforeseen conditions such as force majeure.

9. General Issues on Contract a Every contract is provided for operations respecting certain general issues, such as observation of holidays, weekly

working hours, no work during off hours, respecting customs & rituals of involved workers, medical aid, drinking water at site, labour rest areas, day working hours, labour transport, staff transport, food on site, payment to workers & many other such issues of general significance.

b Deployment of trained skilled & professional personnel, approval of CVs respecting key personnel, maintenance of equipment, safety general compliance, site cleanliness, law & order maintenance on site etc.

c All such provisions are required to be operated within ambit of laws of land. d Engineer’s or resident engineer’s permission shall be required to work on overtime.

10. EPC Personnel Issuesa All key personnel shall be approved by engineer. b CVs respecting all contractual key personnel shall be submitted.c All such personnel shall be authorized to work on site only, after regular or contractual approval by engineer & by

employer is granted.d Key personnel shall be able to work only, should performance is demonstrated satisfactorily.e Engineer & resident engineer shall be fully authorized to conduct personal interview with key personnel to assess



Procedures Manual/Coordinationprofessional expertise attained by professional personnel.

f Engineer shall be fully authorized to accept or reject proposed professional personnel & contractually, be required to give no reason in this regard, but engineer or resident engineer should not decide arbitrarily pertinent rejection.

g Gross misconduct or lack of professional performance shall authorize engineer or resident engineer to issue removal order from site & not allow removed professional to work on site in another capacity.

h Engineer shall be authorized to take action against all personnel working on site or in contractor’s corporate office in relation to contract project.

i Engineer shall also, be authorized to recommend action against a personnel working on site on contract for whatsoever reason, engineer deems fit for removal of such personnel.

11. EC Project Personnel Issuesa Similarly, engineer shall be authorized to resort to an action, deemed necessary to act against any/every personnel

employed on site for supervision for resident engineer or resident engineer himself.b Engineer shall also, be authorized to conduct tests or interviews for any or every personnel employed for supervising

management on project.c Engineer shall be authorized to delegate whatever part of responsibility to, whatever competent personnel, whatever time

during project life cycle of prosecution.d Engineer can instruct, whatever personnel belonging to, whatever upper or lower profile party on contract for, whatever

meeting or for seeking, whatever clarifications.e Engineer in fact is entrusted with unlimited powers to exercise on administration of contract, within defined limits by

employer.Contract Subordinate Prosecution ManagementSubcontractor/s Disciplines

1 Director- To be appointed by 2nd party subcontractor –Director/SC2 Project Engineer- To be appointed by 2nd party subcontractor-Project E/SC3 Designer- To be appointed by 2nd party subcontractor-Design E/SC4 Site Engineer- To be appointed by 2nd party subcontractor-SE/SC5 Foremen- To be appointed by 2nd party subcontractor-FM/SC6 Technicians- To be appointed by 2nd party subcontractor-T/SC

Market1 Vendors/Disciplines/Materials/Systems/Equipment2 Director3 Project Representative/Sales Manager



Procedures Manual/Coordination

Job descriptions for contracting & subcontracting personnel employed on project.Respective job descriptions have been indicated within content of project plan.
