Table of Contents
1. Purpose
This procedure covers the requirements to ensure that all outstanding questions concerning a prospective purchase order for equipment and materials and services at site are clarified prior to the award of contract.
This procedure is applicable to bid clarification and/or negotiation meetings.
2. General
None.
3. Responsibilities
The Project Procurement Manager shall decide, in conjunction with the Project Engineering Manager, for which equipment items/materials bid clarification meetings are to be organized. He shall ensure that these meetings are executed in accordance with this procedure. For Subcontracts these meetings are defined in the Subcontract Plan.
4. Procedure
4.1 Preparation
Prior to any meeting the Project Procurement Manager shall thoroughly acquaint himself with the requirements in general, the bid tabs and other bid documents.
He will reach agreement with the Project Engineering Manager which questions need clarification in the meeting. He should indicate who participates, such as the Specialist Engineer, Inspection Manager, QA Department, Construction and/or others.
The Subcontracts Manager will do this also in conjunction with the Subcontract Coordinator and the Construction Manager. They shall indicate who is to participate in the meeting, such as the Project Engineer handling the account, the Project Inspection Supervisor, QA Department, the Construction Manager and/or others.
Supplier's participants shall have adequate authority to deal with technical and commercial subjects as required.
It shall be verified with the Project Engineering Group whether participation from Client is required/recommended.
A preliminary agenda shall be advised to the Supplier/Subcontractor, at the time of confirming the visit, through the Project Procurement Manager or the Project Subcontracts Manager.
4.2 Meeting Protocol
The meeting shall be held in Purchaser's office and shall be chaired by a representative of the Procurement Department. For supply and erect orders (involving site activities) the meeting shall be attended by a Purchasing representative and by the Project Subcontracts Manager.
The chairman shall ensure that the minutes of meeting is written and distributed to participating parties as necessary.
The attendees at the meeting may include, as necessary, the following, who shall be noted by name in the protocol.
- Company Procurement representative
- Company Project Subcontracts Manager
- Company Project Construction representative
- Company Project Engineer
- Company Project Planning Engineer
- Company Project Inspection Supervisor
- Company Project QA representative
- Client Representative(s)
- Suppliers' Subcontractors Authorized Representative(s)
4.3 Agenda Details
The declared agenda shall be followed as far as practical.
A checklist (refer examples per Attachment 1) for meetings for supply of materials shall be used as a guideline and reviewed for completeness in relation to the subject under discussion and updated as necessary.
The Project Procurement Manager shall decide whether the minutes of meeting is to be referenced in the purchase order or if the different items will be incorporated in the applicable documents.
For Subcontracts Bid Clarification meetings the subcontract package shall be used as a guideline and reviewed for completeness.
In case of an ordering and/or award meeting the attached "Document of Agreement" (Attachment 2) to be used which confirms in writing the Agreements made.
Note: Depending on the type of meeting it should be carefully considered by the Project Procurement Manager whether the checklist or the Document of Agreement will be used.
4.4 Meeting Follow-up
The minutes of meeting shall be typed, signed and distributed to the attendees as required.
All problems discovered, as a consequence of the meeting, shall be discussed, without delay, with the appropriate people within the Company organization and/or the Client for final decision taking.
In case of an ordering and/or award meeting the "Document of Agreement" shall be signed by the Supplier and Purchaser and/or Client.
5. Flowchart
None.
6. References
| Document Number | Title | Level | |
| 6.1. | CM-PE-700 | Capability Assessment of Vendors and Suppliers |
2
|
| 6.2 | CM-PE-710 | Assessment of Construction Capabilities of Subcontractor |
2
|
| 6.3 | CM-PE-708 | Purchasing |
2
|
7. Attachments
1. Bid Clarification Check List (5 sheets) Click here or the image for pdf file
2. Document of Agreement (16 sheets) Click here for pdf file
1. Bid Clarification Check List
Click here or the image for pdf file
2. Document of Agreement
Click here or the image for pdf file
