Coordination Procedure
Coordination Procedure
Coordination Procedure
ENGINEERING
CO-ORDINATION PROCEDURE
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TABLE OF CONTENTS
Page
1. ADMINISTRATION 3
1.1 INTRODUCTION 3
1.2 PROJECT REFERENCES 3
1.3 ORGANIZATION OF PARTIES 3
1.4 COMMUNICATIONS 4
1.5 MEETINGS 5
1.6 REPORTING 7
1.7 DISPATCHING OF PROJECT MANAGEMENT DOCUMENTS 8
2. DOCUMENTATION CONTROL 9
2.1 INTRODUCTION 9
2.2 ENGINEERING DOCUMENTATION 9
2.3 DOCUMENT NUMBERING SYSTEM 13
2.4 EQUIPMENT NUMBERING SYSTEM 13
4. VARIATION ORDERS 20
4.1 GENERAL 20
4.2 VOR AND VOI REGISTERS 21
4.3 VARIATION ORDER MEETINGS 22
4.4 INVOICING AND PAYMENT OF VARIATION ORDERS 22
LIST OF ANNEXES
1 . ADMINISTRATION
1.1 INTRODUCTION
This document outlines the co-ordination procedures to be followed throughout the Project between
COMPANY and ENGINEER.
It is based upon the terms of the CONTRACT and does not alter the CONTRACT in any respect.
Contract title :
Contract ref. :
ENGINEER name :
1.4 COMMUNICATIONS
1.4.1 General
All communications from ENGINEER shall be directed to COMPANY REPRESENTATIVE, and all
communications from COMPANY shall be directed to ENGINEER REPRESENTATIVE, unless a
delegation is implemented by or accepted by COMPANY.
1.4.2 Correspondence
Correspondence from COMPANY to ENGINEER and from ENGINEER to COMPANY shall observe
the following rules:
a) All correspondence shall be by letter or fax written in the English language.
b) All correspondence shall be issued under a specific subject heading which shall also
incorporate the CONTRACT number and title as follows:
CONTRACT:
SUBJECT: ............................
1.4.3 Transmittals
All drawings, reports, data and other documentation shall be forwarded to COMPANY
REPRESENTATIVE and ENGINEER REPRESENTATIVE, as the case may be, and shall at all times
be accompanied by a transmittal form addressed with the Standard Project Title Block.
Covering letters to such transmittals are not required. COMPANY and ENGINEER shall acknowledge
receipt of transmittals by returning one signed copy of the transmittal.
All telephone calls that could be a matter of record shall be confirmed in writing by the originator of
the call under cover of the COMPANY REPRESENTATIVE and / or the ENGINEER
REPRESENTATIVE.
ENGINEER shall not deviate from the requirements of the CONTRACT DOCUMENTS unless
authorised to do so in writing by COMPANY.
Any clarification of the CONTRACT DOCUMENTS or deviations from the requirements of the
CONTRACT DOCUMENTS requested by ENGINEER shall be made to COMPANY utilizing an
Engineering Query Procedure which shall be prepared by ENGINEER and submitted for APPROVAL.
PAGE : 5 OF 38
Similarly, deviation from the APPROVED Drawings and Specifications shall also be processed using
the Engineering Query Procedure.
COMPANY REPRESENTATIVE:
Postal address:
Telephone:
Telefax:
b) Correspondence to ENGINEER REPRESENTATIVE shall be addressed to:
ENGINEER REPRESENTATIVE:
Postal address:
Telephone:
Telefax:
1.5 MEETINGS
1.5.1 General
COMPANY shall hold regular meetings with ENGINEER to review the performance of the WORK, its
progress and to identify and discuss any related problems.
All meetings shall be held at the time and location determined by COMPANY and shall be chaired by
COMPANY REPRESENTATIVE or his nominated Delegate.
ENGINEER shall prepare the minutes of all meetings, unless otherwise requested by COMPANY.
Minutes of all meetings shall be issued within three (3) working days after the relevant meeting.
The minutes shall include:
Ÿ Date and venue of meeting,
Ÿ Date of issuance,
Ÿ List of persons present, indicating companies represented,
Ÿ Object of the meeting,
Ÿ Record of position of each PARTY,
Ÿ Record of actions agreed, with responsibility and date for execution of each action indicated
in a separate action column,
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Ÿ Section for the signature by the COMPANY REPRESENTATIVE and / or the ENGINEER
REPRESENTATIVE to the agreement with the contents of the minutes .
For ease of reference, minutes shall be divided into paragraphs with sub-headings indicating the
various topics discussed.
Unless notice of amendment is received within three (3) working days after the date of issuance, the
minutes shall be deemed to be accepted as a true record of the meeting.
Minutes of meetings between the PARTIES shall be numbered consecutively for each WORK
LOCATION and issued under the cover of a letter.
Location:
Weekly meetings shall be held at the HOME OFFICE, except as otherwise requested by COMPANY.
Day:
Agenda:
1) Management.
Ÿ Review of schedules and progress per WORK PACKAGES
Ÿ Review of resources.
Ÿ Highlight problem areas and resolutions.
Ÿ Engineering Queries.
Ÿ Areas of Concern.
Ÿ Major activities for the next week.
Ÿ Any other business.
2) Engineering.
Ÿ Major activities per discipline.
Ÿ Engineering queries.
Ÿ Areas of Concern.
ENGINEER attendance:
ENGINEER's personnel in attendance shall include:
Ÿ ENGINEER REPRESENTATIVE or the Deputy ENGINEER REPRESENTATIVE.
Ÿ Personnel in charge of main activities, as relevant.
Ÿ Specialists as necessary
Location:
Monthly meetings shall be held at the HOME OFFICE.
Date:
Agenda:
• Safety record.
Ÿ Review of the main activities for each WORK PACKAGE being carried out.
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Location:
VARIATION ORDER meetings shall be held monthly or at the request of either PARTY at a location
to be defined by COMPANY.
Date:
Agenda:
It shall require the attendants to:
Ÿ check the status of VARIATION ORDERS issued,
Ÿ check that the evaluations of VARIATION ORDERS are being issued in due time,
Ÿ discuss, negotiate and finalise outstanding VARIATION ORDER REQUESTS,
Ÿ review the VARIATION ORDER REQUEST and VARIATION ORDER INSTRUCTION
registers.
ENGINEER attendance:
ENGINEER's personnel in attendance shall include:
Ÿ ENGINEER REPRESENTATIVE or his Deputy ENGINEER REPRESENTATIVE.
Ÿ Specialists as necessary
Ÿ any other persons which may be required for attendance as proposed, case by case, by
COMPANY and ENGINEER.
Management level meetings may take place between COMPANY Management and ENGINEER
Management as agreed between the PARTIES. Other meetings may be held at ENGINEER's or
COMPANY's request on any specific matter.
1.6 REPORTING
ENGINEER shall submit weekly reports covering all activities with a cut-off date the day before the
last day of the week, to be transmitted by facsimile and reviewed at the weekly meeting (the last day
of the week), and delivered consolidated the first day of the next week.
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The weekly progress report shall contain the information as described in ANNEX N°4.
The monthly reporting cut off date shall be the last Friday of each month.
The monthly meeting shall take place within one calendar week after the monthly cut off date.
ENGINEER shall make a presentation, at the monthly meeting, of the progress achieved per WORK
PACKAGE and WORK UNIT as of the monthly cut off date.
th
ENGINEER shall prepare and issue the corresponding Monthly Report on or before the 5 of the
following month.
The monthly report shall be formatted and shall have the contents as described in ANNEX N°5.
1.7.1 Reports
1.7.3 Procedures
• Procedures: 3 copies
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2 . DOCUMENTATION CONTROL
2.1 INTRODUCTION
ENGINEER shall adapt and/or develop his document control procedure in accordance with the
following requirements and shall submit them for APPROVAL.
2.2.1 Introduction
ENGINEER shall prepare detailed engineering documentation procedures matching the following
requirements.
These procedures shall deal with the review and approval of ENGINEERING DOCUMENTS during all
phases of basic engineering, issue of drawings, specifications, requisitions, drawing numbering,
equipment, piping and cable identification systems and document control systems.
ENGINEER shall provide for APPROVAL and/or comment a complete set of ENGINEERING
DOCUMENTS for the WORK in accordance with ANNEX No.7: Minimum ENGINEER Documents
Requirements Schedule.
ENGINEER shall provide a complete set of calculations performed for the WORK, including relevant
computer printouts and diskettes as applicable.
The requirements herein shall apply to ENGINEER's own work as well as to work of its
SUBCONTRACTORS. ENGINEER shall impose COMPANY requirements on SUBCONTRACTORS
and take appropriate remedial measures in case of failure of any such SUBCONTRACTOR to comply
with the requirements.
A Standard title block format as per ANNEX No.6 shall be used showing the following:
•
• Contract references:
- SOUTH PARS FIELD DEVELOPMENT PHASES 9 & 10
-
- Contract Number:
• Title of Document:
• Document Number
• Issue Date and Revision Number
The only text accepted on drawings shall be in block letters which shall not be less than 3 mm high.
Metric system (SI) shall be used, except for piping which shall be sized in inches and flanges which
shall be rated in pounds per square inch gauge.
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Each issue of any engineering document shall be identified by a revision index and a date of revision
according to the following procedure:
• Drawings: Nature and/or purpose of the modification shall be noted in the column "Designation"
of the title block on the line corresponding to the relevant revision index. The status shall be
indicated.
• Other documents (A4): Revision index shall be indicated on the front page of the document.
Revised pages shall be indicated on the second page of the document (revised pages
tabulation). Status shall be indicated as for the drawings.
Such indications must be self explanatory. Vague notations (e.g.: up-dating) shall be avoided.
The Revision index shall also be indicated in the lower right part of the drawing title block.
The modified areas shall be identified as follows:
• Drawings: by a triangle holding the revision index plus a "cloud" surrounding the modified
zone.
• Other documents: a triangle holding the revision index shall be drawn in the left margin of the
document in front of the modified line or paragraph.
• Precedent revision indications shall be removed.
The date (day, month, year) shall be pending until document distribution is actually performed by
ENGINEER.
A modified document shall be reissued in its full content (i.e., not only the modified parts but the
complete document).
All Engineering documents shall be issued with the status clearly indicated in the description column
of title blocks as follows:
• Issued for comments
• Issued for APPROVAL
• Approved for Tender
• Approved for Contract
Change of status implies automatically a change of revision index.
• The designation
• The revision index with corresponding date
• The Document Class
• The status (submitted by ENGINEER, commented and/or APPROVED by COMPANY) with
corresponding dates.
The form of the MDR shall require APPROVAL.
A Document Control Sheet shall accompany each document submitted to COMPANY. The Control
Sheet shall show the name of originator, issue date, document number and revision.
All documents shall be checked and passed through ENGINEER's Quality Control System and
Procedure prior to submission to COMPANY.
The internal review process shall be documented by internal notes and minutes of meeting, which
may be hand written, and shall be kept in order by ENGINEER.
Prior to distribution to COMPANY for comments or APPROVAL, each drawing shall be signed off by
initials of:
• Author or originator
• The person who checked the drawing in detail (senior engineer or draughtperson)
• The specialist engineer (or the engineering manager for major drawings involving several
groups).
Prior to distribution to COMPANY for comments or APPROVAL, each specification, calculation note,
and/or report shall be signed off by:
• The document writer (specialist engineer)
• The engineering manager.
The number of copies of documents to be issued to COMPANY during the performance of the
WORK, shall be as follows:
• PFDs and PIDs five (5)
• All drawings (prints) and specifications five (5)
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As part of its scope of work ENGINEER will do the distribution of its documents to the COMPANY
supervision team at the following locations (as required):
- ENGINEER offices,
- LG/OIEC Project Management Office,
- LG/OIEC main Office.
Distribution will be done, as per COMPANY instructions, by express courier.
COMPANY's APPROVAL, review or comment on any matter connected with the WORK shall be
sought by ENGINEER in accordance with Article 14.3 of the AGREEMENT and not less than fifteen
(15) calendar days prior to commencement of action on that matter (from the time of related
document(s) being received).
ENGINEER shall prepare a Document APPROVAL Register, based on the list from the MDR, which
shall be a list of all ENGINEERING DOCUMENTS to be issued for review or APPROVAL in
accordance with the CONTRACT together with the dates for their issue. The Document APPROVAL
Register shall indicate:
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The dates on the list shall be in accordance with the scheduling documents. Deviations from
schedule dates shall be clearly marked so that these can be recognized easily. The system shall be
able to provide exception reporting like drawings overdue, drawings to be issued in the next period.
Such ENGINEERING DOCUMENTS shall, as far as possible, be presented by WORK PACKAGE,
WORK UNIT, and discipline and shall include those documents prepared by ENGINEER as well as
those to be obtained by ENGINEER from SUBCONTRACTORS.
This list shall be updated and issued as part of the Monthly Report.
All other ENGINEERING DOCUMENTS, i.e. not to be submitted for APPROVAL, shall either be
issued for COMPANY review (as directed by COMPANY), or made available for reference, in all
successive revisions, with an appropriate filing and retrieval system.
The guidelines for the listing and classification of documents for APPROVAL, review or reference are
shown in ANNEX No.7.
The ENGINEER shall be required to control Design Change by the application of a suitable
procedure. A Detailed Design Change Control procedure shall be submitted as part of the Bid
submission. COMPANY will review this procedure and reserves the right to modify the procedure or
to impose a COMPANY procedure if necessary to ensure effective control.
ENGINEER shall be responsible for maintaining and updating a register or all Design Changes in a
format approved by the COMPANY.
Refer to Annex N° 6.
To be defined
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3.1 INTRODUCTION
ENGINEER shall develop a set of detailed procedures covering planning, scheduling, progress
measurement, progress reporting, cost reporting and contract administration for APPROVAL.
The ENGINEER's system shall allow the:
• Analysis and identification of all ENGINEER's and SUBCONTRACTOR's basic activities.
• Progress monitoring of these activities through bar charts, progress curves, histograms, and
follow-up tables.
• Prompt implementation of corrective actions to recover any delay whenever required.
• CONTRACT invoicing accounting and administration.
The overall Control System shall be based on the use of a common cost and scheduling WORK
Breakdown Structure (WBS).
ENGINEER shall prepare for APPROVAL, within fifteen (15) days from EFFECTIVE DATE, and then
follow the CONTRACT WORK Breakdown Structure to be established on the basis of the List of
WORK PACKAGES and WORK UNITS.
The planning and progress measurement activities of ENGINEER shall be performed in such a way
that COMPANY can access and monitor these aspects and integrate them within its overall
PROJECT Control System through use of computerised planning software to achieve prompt and
accurate updating.
ENGINEER's organisation of planning and progress measurement shall satisfy the COMPANY's
requirements as detailed hereafter.
3.2.1 General
In order to monitor the performance of the WORK, ENGINEER shall implement a Planning and
Monitoring System to control the WORK and complying with the WORK TIME SCHEDULE, and
develop a detailed WORK TIME SCHEDULE enabling:
- The Analysis and Identification of all Activities as summarised in WORK TIME SCHEDULE.
- The Progress Monitoring of these Activities through miscellaneous graphical Bar charts, Progress
Curves, Histograms and Follow up tables.
- The prompt implementation of corrective actions, to recover any delay, when required.
All Documents relating to the implementation of a Planning and Monitoring System shall be finalised
within fifteen (15) days from EFFECTIVE DATE as per the provisions of sub-Article 15.2 of the
AGREEMENT and submitted for APPROVAL.
All planning documents shall cover the entire CONTRACT duration.
ENGINEER shall transmit to COMPANY all computerised network data files on 3.5" PC diskettes, in a
format compatible with PRIMAVERA scheduling software.
ENGINEER shall give COMPANY access to all planning and scheduling documentation including that
required for conducting risk analysis studies.
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3.2.2 Objectives
The objectives are to plan the WORK in line with both the Work Breakdown Structure of the
CONTRACT and the Organisational Breakdown Structure of the ENGINEER.
As minimum ENGINEER shall prepare and maintain the following:
- A critical path network using the Precedence Diagramming Method (PDM) from which all other
networks or bar charts shall be aggregated.
- A CTR (Cost, Time, Resources) catalogue which shall be a detailed estimate of the programme
of work.
- A resource histogram by discipline.
- An "S" curve which presents planned progress and actual progress such that a direct
measurement in time can be taken to show how far work is ahead or behind programme.
The principle reporting programme once agreed with COMPANY shall be frozen and planning
updates shall demonstrate the effects of progress by showing actual/forecast progress as a
comparison against planned programme.
Period updates shall be by means of Time Analysis following measurement of physical progress.
Schedule Documents to be produced by ENGINEER shall be at two Levels. The content, extent and
output required for each of these Levels is detailed here below.
All Schedule Documents shall be timed, for the entire CONTRACT Duration, in Accordance with
Project Calendar.
The Level 0 Bar chart shall be a Summary Bar chart of ENGINEER's WORK.
It shall be a single A4 page Document showing a Bar for each WORK Package described in EXHIBIT
A Scope of WORK.
On this Document shall appear all contractual Milestones, Key Dates and dates of issue of the Calls
for Tender for Long Lead Equipment Items and EARLY CONTRACTS (if any), and EPSC
CONTRACT(S).
Weight Factors as well as Actual Progress to Date will be mentioned for each of the WORK
Packages.
For updating purpose, each Bar will be sliced into 2 lays. The upper lay will represent the Original
Planned Duration. The lower part will represent the updated planned duration. For each bar the
following figures shall be indicated: planned progress, actual progress and weight factor.
Major Holidays, days off and Shutdown Periods shall be indicated.
Covering all WORK Packages, to the exception of WORK Package 1, an overall Progress Curve
Chart (A4 format) shall be issued at level 0. It shall represent Planned and Actual Progress and
provide each month value.
Separate Design Progress Curve(s) for specific WORK Package(s) as COMPANY may require shall
also be issued showing planned and actual progress with values.
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Planned Progress will be calculated from Estimated Man-hours. Actual Progress will be based on
Physical Progress of each Activity on which is applied a Weight Factor issued from Estimated Man-
hours (See Paragraph 3.3 Progress Control).
An overall Histogram Chart (A4 Format) shall be produced showing the Planned and Actual hours
consumed on the Project.
Separate histogram(s) for specific WORK Package(s) as COMPANY may require shall be produced.
The Level 1 activity is at Sub-WORK Unit level or smaller subdivisions when appropriate.
The Level 1 Bar chart shall be issued from a logic network (PDM) showing critical and sub critical
paths.
Listed under all WORK Packages, all Activities (included in ENGINEER's Scope of Work) will be
meaningfully grouped into Discipline/Category of Documents/Purchase Orders/Etc., representing
WORK Units or Sub WORK Units or smaller subdivisions when required for a logic sequencing of the
tasks.
For reporting purposes, each WORK Unit shall be measurable in matter of Planned and Actual
Progress.
Updating will be shown either by the mean of a string line or using the method indicated above for
Level 0 Bar chart.
This Table will provide for each Level 1 Activity the following Information:
- WORK Unit No,
- WORK Unit Designation,
- original Man-hours Estimate,
- revised Man-hours Estimate,
- physical Percent Complete,
- consumed Man-hours to Date.
The information is not limited to the above and other information may be added on COMPANY
request.
All Contractual Milestones and Completion Dates will be reported on this Document:
- Milestone Description
- Contract Achievement Planned Date
- Forecast Achievement Planned Date (to Date)
- Comments on variations (note).
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This Table will provide for each Level 1 Activity the following Information:
- total Number of Documents Planned,
- total Number of Documents Forecast,
- physical Percentage Complete,
- number of Documents issued to COMPANY,
- number of Documents approved by COMPANY.
This is not exhaustive and other information may be added on COMPANY Request.
This Table will provide for each of LONG LEAD ITEMS (if any) the following information:
- Purchase Order No.,
- issue of Data Sheets,
- issue of Enquiry Planned/Revised Planned/Actual Dates,
- quotation Received Planned/Revised Planned/Actual Dates,
- Purchase Order placed Planned/Revised Planned/Actual Dates,
- expected Ex-Works Planned/Revised Planned/Actual Dates,
- expected Delivery Planned/Revised Planned/Actual Dates,
This is not exhaustive and other information may be added on COMPANY request.
ENGINEER shall implement, maintain and update a computerised Progress control System which
enable the Monitoring and Follow up of Planned/Actual Progress with corresponding Man-hours
Estimated/Consumed, Etc.
3.3.1 General
Immediately after EFFECTIVE DATE, ENGINEER shall prepare a complete Scope of Work Estimate
covering the Resources Requirement. Such Estimate shall consist of the Breakdown of the Scope of
Work into programmable Activities within each WORK Package and WORK Unit.
To each of these Activities shall be allocated a Work Content in Man-hours (or WORK Unit)
estimated to achieve it.
Planned Progress, at any level, shall always be calculated from Estimated Man-hours.
For each different Category of Documents to be issued, ENGINEER shall propose to COMPANY a
set of Scales to assess Actual Physical Progress.
Actual Progress shall always be based on Physical Achievement. Actual Progress shall be calculated
at lower level using several Progress Scales which differ following the type of ENGINEERING
DELIVERABLES to be issued.
Scales of Progress should be built up using controllable steps of work achievement i.e.:
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3.4.1 Introduction
In order to monitor his costs, ENGINEER shall develop a cost control system enabling:
- the cost analysis and identification of all activities in the CONTRACT
- the reporting of the evolution of these costs
The Level 1 CONTRACT Status shall be a summary of Design costs. It shall be a single page
showing for each of the WORK Packages of the Scope of WORK the following information:
1. Original CONTRACT Value
2. Transfers, if any, between WORK Packages
3. Current Contract Value (3=1+2)
4. Estimate to Complete
5. Expenditure to-date
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The Level 2 shall be as the Level 1 but calculated at the WORK Unit and Sub WORK Unit Level.
This register shall be a simple reconciliation of invoices submitted to-date, excluding any rejected
invoices, analysed as follows:
- Invoice No.
- Invoice date.
- Invoice Description.
- Invoice category.
- Invoice value, excluding tax.
ENGINEER shall prepare and develop such other documents as may be required by COMPANY,
such as cost breakdown of Long Lead Items, (if any) etc.
ENGINEER may from time to time be called upon to carry out particular cost control exercises for
COMPANY consistent with the requirements of a project of this nature.
3.5 INVOICING
The invoicing procedure shall be in accordance with Article 30 of the AGREEMENT and Exhibit B.
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4. VARIATION ORDERS
4.1 GENERAL
4.1.1 Principles
In accordance with Article 21 of the AGREEMENT the VARIATION ORDER Procedure shall be as
follows:
a) Should COMPANY consider that a change to the CONTRACT Scope of WORK has to be
made, it shall issue a VARIATION ORDER Instruction (VOI) for ENGINEER evaluation as
per Paragraph 4.1.3. hereafter.
b) Should ENGINEER consider that he is entitled to a VARIATION ORDER, in accordance
with the conditions of Article 21 of the AGREEMENT, ENGINEER shall submit for
APPROVAL a VARIATION ORDER Request (VOR) as per Paragraph 4.1.4. hereafter.
Upon receipt, COMPANY may either APPROVE such a VOR or reject such a VOR or
request further clarification. After APPROVAL, COMPANY will re-issue this document as a
VOI which shall be signed in duplicate by both PARTIES.
VOI Final Status shall be issued in two originals to ENGINEER, one of which has to be signed by
ENGINEER and returned to COMPANY as an acceptance to comply with the requested variation to
the scope of WORK at the specified price and according to the specified rules and schedule, the other
original being for ENGINEER retention.
In some exceptional and urgent cases, COMPANY may decide to issue a VOI before an agreement
on cost and schedule adjustment is reached. This shall not relieve ENGINEER from complying with
the full VARIATION ORDER procedure.
After the performance of the WORK corresponding to such VOI, COMPANY shall issue the VOI Final
Status to reflect the actual consequences of such performance on the CONTRACT PRICE and
WORK TIME SCHEDULE as affected by the actual quantities and durations involved. ENGINEER
shall return one original as above.
In case ENGINEER considers he is entitled to a VARIATION ORDER he shall issue for APPROVAL a
VOR duly registered, and showing:
Ÿ The description and justification of the VARIATION ORDER.
Ÿ Its complete evaluation, with the appropriate cost breakdown.
Ÿ Its effect on the WORK TIME SCHEDULE, if any.
The VOR shall be transmitted to COMPANY by letter, according to the provision of sub-article 21.2 of
the AGREEMENT.
A VARIATION ORDER Request will not be considered by COMPANY if it is not fully substantiated by
a complete evaluation including an appropriate and detailed back up dossier.
Furthermore, all VARIATION ORDER evaluations issued by ENGINEER shall be deemed to take into
account the full effects of the considered changes upon any and all aspects of the CONTRACT.
After review of the VOR , COMPANY shall advise ENGINEER either:
a) that it rejects the VOR as it considers that the subject matter of the VOR is within the
CONTRACT, or,
b) that it constitutes a change, in which case, after agreement upon the amount and other
effects of the change, COMPANY will issue a VOI Final Status, as per Paragraph 4.1.3.
above, and ENGINEER shall immediately put into effect the necessary measures to
implement the VARIATION ORDER, or,
c) that it requires the VOR to be clarified and/or revised and resubmitted.
The cost of preparing any VOR or VARIATION ORDER evaluations, whether or not it is later
accepted by COMPANY, shall be borne by ENGINEER and shall not be reimbursed by COMPANY.
Similarly, ENGINEER shall be responsible, where applicable, for measuring any work covered by a
VOI and shall not be entitled to reimbursement for such measurement work.
A VOR and VOI register shall be kept updated by ENGINEER and shall be included as part of the
Monthly Report and shall be provided at each VARIATION ORDER meeting.
4.3.1 Frequency
As part of the Monthly Meeting (or specifically if deemed necessary) a VARIATION ORDER meeting
will be organised for review of VOR and VOI.
COMPANY shall issue the PROVISIONAL ACCEPTANCE CERTIFICATE relating to the work, in
accordance with Article 18.2 of the AGREEMENT.
ENGINEER shall sign the Final Account and Release Certificate attached to the AGREEMENT as
ANNEX 02 upon completion of the WORK.
COMPANY shall issue the FINAL ACCEPTANCE CERTIFICATE relating to the WORK, in
accordance with Article 20 of the AGREEMENT.
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Refer to EXHIBIT K
PAGE : 26 OF 38
To be defined later
PAGE : 27 OF 38
FROM : ................................................
TO : POGC
Attention:
COPIES : -
1. MAIN EVENTS
An executive summary outlining key events of the past week and stating the actual versus planned
overall progress, man-hours and key dates if any.
3. BASIC ENGINEERING
• Progress
• Narrative
A statement of major drawings and documents issued per area and discipline (as a percentage and in
a narrative form).
Short narrative highlighting the main actions and/or document issues scheduled during the next two (2
Nr) weeks, critical activities and any problem areas..
• Progress
• Narrative
A statement of contracting status, expediting status and inspection status for the week, actual versus
planned.
A narrative on achievements, main activities planned for the coming period, critical activities and any
problem areas.
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5. AREAS OF CONCERN
• Narrative
Highlighting any delay to key events and proposed corrective actions.
6. ATTACHMENTS
The Monthly Report, with a cut off on the last Friday of the month, shall be presented at the Monthly Meeting
and shall contain the following:
• Management Summary
• WORK PACKAGE 1
• WORK PACKAGE 2
• Each other WORK PACKAGES.
• Attachments.
• Management foreword summarising the highlights of the period: main events of the month, main
meetings held, main milestones reached, main decisions taken, main problems solved, new or
potential problems arising, safety and environmental issues.
• Level 0 Schedule
• Overall Histogram
Narrative highlighting the main events for each WORK UNIT or SUB WORK UNIT, as applicable:
outstanding actions, feed back on objectives planned for the period, objectives for the forthcoming
period, areas of concern and outstanding matters and actions to be taken by COMPANY, ENGINEER or
SUPPLIERS, with expected or imperative dates.
Management:
• ENGINEER's Summary Schedule showing Planned and Actual Progress and supporting S-curve.
• Manpower Histogram.
Engineering:
A CALCULATION NOTES
E DATASHEETS
Q REQUISITIONS
S SPECIFICATIONS
TO BE DEFINED
TO BE DEFINED
To be developed
PAGE : 36 OF 38
ARCHITECTURAL B
CIVIL C
DRILLING D
ELECTRICAL E
SAFETY F
GEOTECHNICAL G
HVAC H
INSTRUMENTATION I
PIPING L
MECHANICAL M
INSULATION N
PROCESS P
STRUCTURAL S
TELECOMMUNICATION T
VESSELS V
WEIGHT CONTROL W
An equipment package (skid mounted) is usually given the discipline code 'M' for Mechanical.
PAGE : 37 OF 38
1- PREAMBLE
This schedule is intended to define the minimum requirements for ENGINEERING DOCUMENTS to be
prepared and issued for COMPANY review or APPROVAL.
This schedule is not intended to be exhaustive and any document required within the frame of this
CONTRACT, necessary for the execution of the WORK, shall be prepared by or caused to be prepared
by ENGINEER and be made available for COMPANY review or APPROVAL if requested.
ENGINEER shall prepare and submit for APPROVAL the Document APPROVAL Register upon which he
shall have marked the classification of documents (for APPROVAL or review) based upon the
classification guidelines herein.
ENGINEERING DOCUMENTS shall be issued to COMPANY simultaneously with other addressees at all
stages of progress and all status of revision. Periodic ENGINEERING DOCUMENTS shall be issued to
COMPANY in accordance with their stated periodicity.
The number, type of support and procedure for submission of documents for review and APPROVAL will
be found under Section 2.2 of this Co-ordination Procedures.
The Document APPROVAL Register shall indicate COMPANY's requirements for distribution of
documents in addition to ENGINEER's, and shall be submitted for APPROVAL.
2- LEGEND
ENGINEER requires APPROVAL before proceeding or may proceed if COMPANY has made no
comment after fifteen (15) days from the receipt by COMPANY, as per Article 14.3.4 of the
AGREEMENT.
COMPANY reserves the right to comment as per Article 14.3.5 of the AGREEMENT.
ENGINEER is required to mark each document issued with a stamp "Document Class" and to enter the
appropriate Class number. Where the assignment of a particular Class is in doubt, ENGINEER shall
refer to COMPANY for agreement.