Table of Contents
1. Purpose
The objective of this procedure is to present directives for issuing proposals for small projects by the Environmental Department of Company.
2. General
This procedure describes the necessary activities for the preparation of a proposal. The procedure only applies for projects to be executed by the Environmental Department.
Generally proposals shall follow the requirements for document control as per procedure ref. 6.2.
2.1 Definition
Many Environmental projects can be typified by their relatively small amount of manhours (order of magnitude: up to 1000) and disciplines involved. It mainly concerns studies, Basic Engineering, audits etc. The general manager may decide for specific proposals (e.g. LSTK) to follow standard Company procedures for proposal preparation, ref 6.1.
3. Responsibilities
The Proposal Manager is responsible for informing the necessary staff of their task, control of proposal budget (manhours), balance and control quality of technical input, control and forward manhour estimates/pricing input.
The Environmental Program Manager is responsible for commercial part of the proposal, pricing philosophy and overall control of the proposal quality and has the final responsibility of all proposals issued by the environmental department.
The Departmental Secretary is responsible for departmental administration and filing of the proposal.
4. Procedure
This procedure is now further applicable for “small projects”.
4.1 Bid Decision
On receipt of a request for proposal for Environmental work, the following actions will be taken.
The Environmental Program Manager (EPM) will decide:
- whether Company will bid (together with General Manager )
- whether this will be a "small project" or not
- (N0049/.) series for small proposals to be opened by EPM,
- (N) series for standard proposals, to be opened by proposal department
If decided not to bid the requester will be notified so.
4.2 Registration
The EPM will issue a Proposal Assignment Request (Att. 1) in case of a small proposal, requesting approval for proceeding from Company management.
4.3 Proposal Preparation: Technical Part
If decided to bid, a proposal manager will be appointed by the EPM. This either can be:
- an environmental discipline manager or,
- the manager of environmental operations or,
- the EPM
The proposal manager will arrange a strategy meeting. He will invite:
- the manager of the environmental department
- representatives of all other departments when necessary.
The proposal manager will appoint tasks related to the preparation of all technical input for the proposal to the attendants of the strategy meeting.
The proposal manager will coordinate all technical input for the proposal in close conjunction with the Environmental Program Manager.
The proposal manager will be responsible for the technical part of the proposal, including:
- all write-ups,
- all manhour estimates,
- all materials estimates,
- indicate necessary subcontracting,
- appointment of key staff to the proposal (after consulting the respective department managers).
- all necessary information for the estimating department, summarized in the standard Pricing Input Form (Att. 2).
The proposal manager will present the (draft) technical proposal to the EPM.
4.4 Proposal Preparation: Commercial Part
The EPM will prepare the Commercial Part of the proposal. This will be based on a standard write-up for either LSS or RS (Att. 3 and 4). The Commercial Part, if applicable, will include the Standard Agreement (Contract) for Consulting Services (Att. 5).
The EPM will issue a signed copy of the Pricing Input Form to the Estimating Department. Upon receipt of a signed “Pricing Input Form”, the Estimating Department will prepare a standard Pricing Sheet.
The EPM will request final approval from Company management for issuing the proposal to the client.The EPM and the proposal manager will review both for completeness/correctness and authorize the proposal before issuing to the client.
4.5 Distribution and Administration
The organizations and persons to whom the document is to be distributed shall clearly be identified on the transmittal or accordingly to a controlled pre-defined distribution list.
The client will receive the requested number of proposals.
One copy will be issued for back up to the contracts department.
One copy will be filed in the departmental proposals file.
5. Flowchart
6. References
|
Document Number |
Title |
Level |
|
|
6.1 |
CM-MA-700 |
Preparation of Proposals and Administration of Contract Documents |
2 |
|
6.2 |
CM-MA-119 |
Document Control |
2 |
7. Attachments
- Proposal Assignment Request
- Pricing Sheet Input Form
- Commerciële voorwaarden Reimbursable Proposal
- Commerciële voorwaarden Lump Sum Proposal
- General Terms and Conditions Consultancy Services