Contracts & Procurement
Management Plan
The Contracts & Procurement Management Plan is developed in the Project Planning phase.
This plan defines all phases from Pre-Qualification and Bidder List Development through to contract close-out though only works through to Contract Award are covered in the Project Planning phase.
Refer to Contracts & Procurement Management for associated works post-award covered during the Project Execution phase.
Services
We are specialist in the provision of Project Data Integration (PDI) and Project Execution Planning (PEP).
Click below to learn more about the services we provide and how we can help to make your project a success.
Contracts & Procurement Management Planning
CPMP Plan covers the development of generic contract, package dictionary and plans/procedures to be used during all Contract phases.
CPMP Planning covers all works up until Contract Award.
Generic Contract Development
Generic Contracts are required for: minor works, major works and procurement.
- Consultancy Agreement
- Hire of Equipment
- Major Works
- Minor Works
- Supply of goods with installation
- Supply of goods without installation
- Special conditions
- Sole Source
Package Dictionary
The CPMP Package Dictionary sets out the intended contractual breakdown of works and includes preliminary bidding list and the route for pre-qualification.
The Package Dictionary identifies all long-lead items and provides input to the Project Programme to ensure packages are tendered with sufficient time for delivery.
In order to ensure the best outcome, the Package Dictionary should take into consideration works that might fall into a number of different packages and include the associated scope in all such packages as provisional works.
Tender Preparation Procedure
The biggest risk to successful Tender / Contract Award / Contract Execution is a Tendering process that results in costing that is impractical for conducting the associated scope. A structured approach to Tender Preparation is the best way to minimise this risk.
Tender Preparation Procedure includes:
- Tender Schedule
- IFT Documents Preparation
- Tender Preparedness Checklist
- Tender Briefing Presentation
- Beneficial Area Occupation Application and Acceptance definition
- Inclement weather notifications plan
Tender Period Procedure
Tender Period Procedure details the following requirements:
- Invitation To Tender
- Request For Quotation
- Letter Of Addendum
- Letter Of Clarification
- Acknowledgement of Intention to Tender
- Requests for Clarification/Information
- Tender Submission
- Payment Schedule Preperation
Tender Receipt To Contract Issue Procedure
Tender Receipt should be conducted under controlled situations. Structured procedures and plans for this phase should include:
- Bid Opening Meeting / Record
- Tender Evaluation
- Tenderers Shortlist Commercial And Technical Non-Conformance Reviews
- Contractor/Vendor Kick-Off Meeting Agenda
- Formal Instrument Of Agreement
- Tenderer Provided Items And Checklist Summary Of Departures
- Updates To Engineering/Commercial Documents With Departures
- Recommendation To Award
- Letter Of Award / Regret
Post Contract Award Procedure
Post Contract Award procedures help both the client and the Contractor to formalise interactions and ensure grey areas in the contract documents are flushed out as soon as possible.
This phase includes:
- Variation Form
- Contract Close Out Procedure
- Payment Certificate Template
- Lost Time Notification And Acceptance Form
- Template – Letter Re Supplied Securities
- Template – Insurance Letter
- Template – Subcontractor Approval Letter
- Template – Contract Correspondence And Document Register
- Template – Contract Kick Off Meeting Agenda
Contracts & Procurement Management Plan Execution
This phase covers works from Tender issue to contract close-out.
Issue for Tender (IFT)
Tender Preparation is largely reliant on the Engineering deliverables associated with the works being ready at ‘Issue For Tender’ (IFT).
Due to time constraints, it is important to differentiate between design documents that are necessary for the Tender process, and those that do not have an effect on pricing.
IFT includes:
- Contract
- Scope Of Work (SOW)
- Pricing Schedule
- Programme
- Specifications
- Design Documents
Award Packages
The major workload between IFT and Award is two fold:
- Shortlisted Tender Review, and
- Management Of Change (MOC).
Shortlisted Tender Review can take a significant amount of time and should be pre-planned with relevant teams.
MOC also requires significant effort. As far as practicable any Engineering Holds / Provisional Cost should be removed and documents ready at IFC for Award. Prior to final selection the shortlisted Tenderer’s should be given the chance to review any changes from IFT documentation and submit revised pricing if necessary.
Why PDI Forecasting
PDI Forecasting is an Excel JavaScript Add-In for progress measurement, forecasting, reporting and look-ahead programming and programme interface.
The UI has been designed to ensure the highest level of accuracy in forecasting, while minimising the overhead to setup and maintain.
PDI Forecasting seamlessly converts any excel list, register, or schedule into an industry-leading project controls application and manages change in the underlying documents.
RNM Professionals can set up your instance of PDI Forecasting, which is then used by your Project Team for recording progress and expenditure.
Once setup PDI Forecasting automatically and accurately forecast resources required to complete the project, produce look-ahead programmes, and provides detailed reports.
The accuracy of PDI Forecasting increases as the project progresses. This facilitates highly accurate forecasting in the critical stages of contract interfacing and project completion.
Check it out now
See links below to see how easy it is to setup and maintain PDI Forecasting on your project.
Contact
Interested in what we are doing or need more information?
Always happy to talk – just click on the link below and we will get back to you as soon as possible.
contact@rnmprofessionals.com
London, UK
+44 7428089960