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PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 1 of 5
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS PROJECT :
STRATEGIC STORAGE OF CRUDE OIL
OWNER
:
INDIAN STRATEGIC PETROLEUM RESERVES LTD.
PMC
:
ENGINEERS INDIA LTD.
JOB NO.
:
6838
1
09.05.2007
ISSUED FOR BID
0
10.04.2007
ISSUED FOR BIDS
NA
AA
SM
Purpose
Prepared by
Checked by
Approved by
Rev. No
Date
Format No. EIL-1641-1924 Rev.1
NA
AA
SM
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
1.0
MEETINGS
1.1
KICK-OFF MEETING
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 2 of 5
Within fifteen (15) days of the EFFECTIVE DATE, a kick-off meeting will be held between OWNER, PMC and CONTRACTOR at a venue decided by OWNER. The meeting will cover following aspects: • • • • • • • • • • • • • • • • • • • • • • 1.2
Contract execution methodology / philosophy, in line with the Project requirement as mentioned in Bid document. CONTRACTOR’s understanding of his Scope, Project Design basis and responsibility. Site/Meteorological Data Review of Statutory and Interface requirements. Engineering Design Basis Review of Work Breakdown Structure (WBS) Review of Level – 1 Contract Master Schedule Review of Progress Measurement Methodology and Weightages at various levels of WBS and Progress Reporting Philosophy. Finalization of 3 months Front End Schedule Project Coordination Procedures, Documentation procedure, Engineering Coordination Procedure Organization Chart (both Home Office and Site) Document Listing and Schedule Invoicing Procedure Import Clearance Vendor list and sub-contracts Review of Drawings/Documents by ONWER/PMC QA/QC Documents for CENVAT Vendor shop inspection and expediting Transportation and handling including oversized Dimensional Consignment (ODC) Construction Site related issues Construction Methodology and Schemes including heavy lifts erection etc.
WEEKLY MEETINGS OWNER/PMC may hold weekly progress review meetings at the work site and during the initial phase of the work at CONTRACTOR’s engineering or other work center, with CONTRACTOR in order to evaluate progress, identify problems and discuss other matters relevant to the work and to review CONTRACTOR’s weekly report. Special meetings, “Site Geotechnical Meetings”, shall be held weekly on site with the Client’s representative with the objective to present and jointly analyze all geotechnical monitoring, geological mapping etc and to conclude on relevant action related to the design and execution of underground excavation and support as well as ground water management.
Format No. EIL-1641-1924 Rev.1
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
1.3
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 3 of 5
MONTHLY MEETING OWNER/PMC shall hold monthly meetings with CONTRACTOR to review and evaluate the overall status and progress of the work and other matters relating to the work and to review CONTRACTOR’s monthly report. Regular attendees shall be as agreed between OWNER / PMC and CONTRACTOR. In addition, the CONTRACTOR shall upon request provide appropriate representation covering the relevant items of the meeting. The agenda for the monthly meeting shall as far as possible be settled by mutual agreement five (5) working days before the meeting. Indicative agenda items for the meeting are as below: • • • • • • •
1.4
Presentation by Contractor on Project status and major problems Monthly programme v/s progress status / statistics (Physical and Financial) Major hold ups / slippage Completion outlook Area of concern and critical issues Recovery action plan Status of Long lead / critical items
SPECIAL MEETING OWNER / PMC or CONTRACTOR may from time to time request a meeting to be held in order to discuss a matter of an urgent nature and which cannot be left until the weekly or monthly meeting, covering a specific matter, requiring a dedicated meeting. In such circumstances, the party requesting the meeting shall contact the other party and agree upon the agenda, attendees and timing of such meeting. Such arrangements are subject to approval of OWNER.
1.5
OTHER MEETINGS 1.5.1
PRE-AWARD MEETINGS CONTRACTOR shall hold a Pre-Award Meeting with the selected vendor or sub-contractor (for major / critical works / equipment / package items) prior to CONTRACTOR’s award of a purchase order or sub-contract to ensure conformance to all OWNER technical and commercial requirements.
1.5.2
PRE-INSPECTION MEETING Not used
1.5.3
Format No. EIL-1641-1924 Rev.1
CONTRACTOR-VENDOR MEETINGS
OR
SUB-CONTRACTOR
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 4 of 5
CONTRACTOR shall hold regular meetings with each vendor or sub-contractor in accordance with the agreed procedures. 1.5.4
MECHANICAL COMPLETION / PRE-COMMISSIONING/ COMMISSIONING MEETINGS Brief daily meeting shall be held during the mechanical completion and pre-commissioning / commissioning period with an agenda covering: • Work in progress for the past 24 hours; • Scheduled progress for the next 24 hours; • Review of resources; • Safety, work permits; and • Technical queries or problems
1.5.5
OWNER/PMC ATTENDANCE CONTRACTOR shall give a minimum of three (3) days prior notice of all meetings identified above to OWNER/PMC. OWNER/PMC shall attend any such meeting as it deems necessary. OWNER/PMC shall have the right, at it’s own discretion, to attend any such meeting.
1.5.6
MANAGEMENT MEETINGS Senior management meetings may take place between OWNER / PMC senior management and CONTRACTOR senior management as agreed between the parties. As a minimum CONTRACTOR should arrange for a quarterly meeting (once in three months) to be held with participation of CONTRACTOR and OWNER / PMC senior management attendance. The purpose of such review meetings will be to monitor project status, highlight problem areas and obtain CONTRACTOR and OWNER / PMC commitment to implement any necessary actions in order to maintain the agreed schedule. The venue of such meetings will be at CONTRACTOR home office location during engineering phase and at the work site during Construction phase.
1.6
ARRANGEMENT, CONDUCT AND CHAIRING OF MEETINGS Unless otherwise instructed by OWNER, meetings shall be held in CONTRACTOR’S offices and shall be organized by CONTRACTOR and chaired by OWNER.
1.7
MINUTES OF MEETING (MOM) CONTRACTOR shall prepare the minutes of all meetings between OWNER/PMC and CONTRACTOR.
Format No. EIL-1641-1924 Rev.1
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 5 of 5
The minutes of meeting shall include: • • • • •
Date and venue of meeting List of persons present, indicating Companies represented Objective of meeting Record Note of discussions Record of actions agreed, with name of party responsible for execution of each action and the date for completion of the action, indicated in a separate action column (only parties / attending the meeting shall be specifically mentioned).. • Date of issue • Distribution For ease of reference, minutes of meetings shall be divided into paragraphs with sub-headings indicating the various topics discussed. CONTRACTOR shall submit the MOM for all meetings to OWNER / PMC for review and APPROVAL prior to formal issue. The MOM shall be prepared and distributed to the participants and other designated, within one (1) working days for all meetings except for the daily meetings, for which MOM will be issued at the end of the meeting. Minutes of meetings between OWNER/PMC and CONTRACTOR shall be numbered consecutively. 1.8
ALTERNATE LOCATION OF MEETINGS Any meeting may be convened at any other place, e.g. OWNER / PMC offices, sub-contractor’s offices, government offices etc. according to the wishes of the OWNER/PMC should it believe this to be useful to the progress of the contract.
NOTE:
This section should be read in conjunction with Project Planning, Scheduling, Monitoring & Control System” forming part of this bidding document.
Format No. EIL-1641-1924 Rev.1
Copyright EIL – All rights reserved
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 1 of 5
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS PROJECT :
STRATEGIC STORAGE OF CRUDE OIL
OWNER
:
INDIAN STRATEGIC PETROLEUM RESERVES LTD.
PMC
:
ENGINEERS INDIA LTD.
JOB NO.
:
6838
1
09.05.2007
ISSUED FOR BID
0
10.04.2007
ISSUED FOR BIDS
NA
AA
SM
Purpose
Prepared by
Checked by
Approved by
Rev. No
Date
Format No. EIL-1641-1924 Rev.1
NA
AA
SM
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
1.0
MEETINGS
1.1
KICK-OFF MEETING
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 2 of 5
Within fifteen (15) days of the EFFECTIVE DATE, a kick-off meeting will be held between OWNER, PMC and CONTRACTOR at a venue decided by OWNER. The meeting will cover following aspects: • • • • • • • • • • • • • • • • • • • • • • 1.2
Contract execution methodology / philosophy, in line with the Project requirement as mentioned in Bid document. CONTRACTOR’s understanding of his Scope, Project Design basis and responsibility. Site/Meteorological Data Review of Statutory and Interface requirements. Engineering Design Basis Review of Work Breakdown Structure (WBS) Review of Level – 1 Contract Master Schedule Review of Progress Measurement Methodology and Weightages at various levels of WBS and Progress Reporting Philosophy. Finalization of 3 months Front End Schedule Project Coordination Procedures, Documentation procedure, Engineering Coordination Procedure Organization Chart (both Home Office and Site) Document Listing and Schedule Invoicing Procedure Import Clearance Vendor list and sub-contracts Review of Drawings/Documents by ONWER/PMC QA/QC Documents for CENVAT Vendor shop inspection and expediting Transportation and handling including oversized Dimensional Consignment (ODC) Construction Site related issues Construction Methodology and Schemes including heavy lifts erection etc.
WEEKLY MEETINGS OWNER/PMC may hold weekly progress review meetings at the work site and during the initial phase of the work at CONTRACTOR’s engineering or other work center, with CONTRACTOR in order to evaluate progress, identify problems and discuss other matters relevant to the work and to review CONTRACTOR’s weekly report. Special meetings, “Site Geotechnical Meetings”, shall be held weekly on site with the Client’s representative with the objective to present and jointly analyze all geotechnical monitoring, geological mapping etc and to conclude on relevant action related to the design and execution of underground excavation and support as well as ground water management.
Format No. EIL-1641-1924 Rev.1
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
1.3
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 3 of 5
MONTHLY MEETING OWNER/PMC shall hold monthly meetings with CONTRACTOR to review and evaluate the overall status and progress of the work and other matters relating to the work and to review CONTRACTOR’s monthly report. Regular attendees shall be as agreed between OWNER / PMC and CONTRACTOR. In addition, the CONTRACTOR shall upon request provide appropriate representation covering the relevant items of the meeting. The agenda for the monthly meeting shall as far as possible be settled by mutual agreement five (5) working days before the meeting. Indicative agenda items for the meeting are as below: • • • • • • •
1.4
Presentation by Contractor on Project status and major problems Monthly programme v/s progress status / statistics (Physical and Financial) Major hold ups / slippage Completion outlook Area of concern and critical issues Recovery action plan Status of Long lead / critical items
SPECIAL MEETING OWNER / PMC or CONTRACTOR may from time to time request a meeting to be held in order to discuss a matter of an urgent nature and which cannot be left until the weekly or monthly meeting, covering a specific matter, requiring a dedicated meeting. In such circumstances, the party requesting the meeting shall contact the other party and agree upon the agenda, attendees and timing of such meeting. Such arrangements are subject to approval of OWNER.
1.5
OTHER MEETINGS 1.5.1
PRE-AWARD MEETINGS CONTRACTOR shall hold a Pre-Award Meeting with the selected vendor or sub-contractor (for major / critical works / equipment / package items) prior to CONTRACTOR’s award of a purchase order or sub-contract to ensure conformance to all OWNER technical and commercial requirements.
1.5.2
PRE-INSPECTION MEETING Not used
1.5.3
Format No. EIL-1641-1924 Rev.1
CONTRACTOR-VENDOR MEETINGS
OR
SUB-CONTRACTOR
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 4 of 5
CONTRACTOR shall hold regular meetings with each vendor or sub-contractor in accordance with the agreed procedures. 1.5.4
MECHANICAL COMPLETION / PRE-COMMISSIONING/ COMMISSIONING MEETINGS Brief daily meeting shall be held during the mechanical completion and pre-commissioning / commissioning period with an agenda covering: • Work in progress for the past 24 hours; • Scheduled progress for the next 24 hours; • Review of resources; • Safety, work permits; and • Technical queries or problems
1.5.5
OWNER/PMC ATTENDANCE CONTRACTOR shall give a minimum of three (3) days prior notice of all meetings identified above to OWNER/PMC. OWNER/PMC shall attend any such meeting as it deems necessary. OWNER/PMC shall have the right, at it’s own discretion, to attend any such meeting.
1.5.6
MANAGEMENT MEETINGS Senior management meetings may take place between OWNER / PMC senior management and CONTRACTOR senior management as agreed between the parties. As a minimum CONTRACTOR should arrange for a quarterly meeting (once in three months) to be held with participation of CONTRACTOR and OWNER / PMC senior management attendance. The purpose of such review meetings will be to monitor project status, highlight problem areas and obtain CONTRACTOR and OWNER / PMC commitment to implement any necessary actions in order to maintain the agreed schedule. The venue of such meetings will be at CONTRACTOR home office location during engineering phase and at the work site during Construction phase.
1.6
ARRANGEMENT, CONDUCT AND CHAIRING OF MEETINGS Unless otherwise instructed by OWNER, meetings shall be held in CONTRACTOR’S offices and shall be organized by CONTRACTOR and chaired by OWNER.
1.7
MINUTES OF MEETING (MOM) CONTRACTOR shall prepare the minutes of all meetings between OWNER/PMC and CONTRACTOR.
Format No. EIL-1641-1924 Rev.1
Copyright EIL – All rights reserved
PROJECT EXECUTION & ASSURANCE PLAN (MEETINGS) UNDERGROUND CIVIL WORKS STRATEGIC STORAGE OF CRUDE OIL PROJECT, VISAKHAPATNAM
SECTION: A-3.5 6838-01-09-41-0005 Rev. 1 Page 5 of 5
The minutes of meeting shall include: • • • • •
Date and venue of meeting List of persons present, indicating Companies represented Objective of meeting Record Note of discussions Record of actions agreed, with name of party responsible for execution of each action and the date for completion of the action, indicated in a separate action column (only parties / attending the meeting shall be specifically mentioned).. • Date of issue • Distribution For ease of reference, minutes of meetings shall be divided into paragraphs with sub-headings indicating the various topics discussed. CONTRACTOR shall submit the MOM for all meetings to OWNER / PMC for review and APPROVAL prior to formal issue. The MOM shall be prepared and distributed to the participants and other designated, within one (1) working days for all meetings except for the daily meetings, for which MOM will be issued at the end of the meeting. Minutes of meetings between OWNER/PMC and CONTRACTOR shall be numbered consecutively. 1.8
ALTERNATE LOCATION OF MEETINGS Any meeting may be convened at any other place, e.g. OWNER / PMC offices, sub-contractor’s offices, government offices etc. according to the wishes of the OWNER/PMC should it believe this to be useful to the progress of the contract.
NOTE:
This section should be read in conjunction with Project Planning, Scheduling, Monitoring & Control System” forming part of this bidding document.
Format No. EIL-1641-1924 Rev.1
Copyright EIL – All rights reserved
