POLICIES AND PROCEDURES ENGINEERING SERVICES DEPARTMENT

Transcription

1 POLICIES AND PROCEDURES ENGINEERING SERVICES DEPARTMENT

2 VOLTA RIVER AUTHORITY Contract Administration Engineering Services Department

3 ENGINEERING SERVICES DEPARTMENT POLICIES INTRODUCTION A. IDENTIFICATION DATA Policy No. ESD/008 Document ID: PROJECT MANAGEMENT SECTION i. Subject: Contract Administration ii. iii. Subject Area: All VRA Capital Projects Functional Responsibility: Director, Engineering/Manager, Projects iv. Approval Date: [Date of Policy is Approved] B. BROAD DIRECTIVE PRINCIPLES i. POLICY STATEMENT: Provide effective contract administration services for all VRA capital projects within scope, cost and time. ii. POLICY RATIONALE/OBJECTIVES: To ensure capital projects are administered effectively by timely certification of payments and reporting according to the project requirements/contracts. iii. SCOPE OF APPLICATION: All VRA capital projects C. IMPLEMENTATION PROCEDURES: [ESD/008/001] PROCEDURES FOR ESTABLISHMENT OF WORKS ORDER Provide title, accurate description and cost estimate of the project Obtain executive approval and budgetary provision for the project Assign a Works Order number to the Project Submit filled-in works order application form to Finance/Accounts Department for confirmation

4 PROCEDURES FOR PREPARATION OF CONFORMED CONTRACT Collate all relevant documentation including Form of Agreement, selected bid and supporting documentation, post bid correspondence and clarification, minutes of negotiation, performance security and insurances Review draft document by Legal Department Review draft document by Contractor Finalise document incorporating all agreed comments Submit for Chief Executive and Contractor s signature. PROCEDURES FOR PROCESSING PAYMENTS Processing payments to the Contractor normally involve a 3-step procedure: (a) (b) (c) The Contractor requests payment through the Project Manager/Director The Project Director/Manager certifies to the Accounts Department that payments are due to the Contractor. The Finance/Accounts Departments process and pay the Contractor upon receiving Engineer s Certificate. PROGRESS PAYMENTS The procedure for monthly payments is as follows: (a) (b) The Contractor submits monthly Progress Statement Issue (invoice) to the Project Manager The Project Manager in consultation with the Project Engineer certifies the certificates and issues a Monthly Payment Certificate The monthly progress statement shall include the following: (a) (b) (c) (d) (e) (f) (g) Determining the estimated value of the permanent works up to the end of the month. All amounts due under the price adjustment provisions. All amounts due in respect of material prepayments. All amounts due in respect of any provisional sum in the Bill of Quantities. All amounts due in respect of any approved daywork. All other monies due to the Employer in respect of recovery of mobilization advance and liquidated damage if any. All other sums to which the Contractor considers himself entitled to under the contract, including cost claims. PROCEDURES FOR REPORT PREPARATION SCOPE To provide the Executives and other stakeholders such as funding agencies with project status reports and significant highlights of project activities. PROCEDURE (i) Under the direction of the Project Manager, the Office Engineer will be responsible for coordinating the timely preparation and submission of the relevant status report.

5 (ii) The actual preparation of the reports will be carried out based on information follows: - Project engineering status Project Engineer - Contracts and supply purchases status Project Engineer - Field construction status Construction Manager - Financial status Project Finance Officer /Quantity Surveyor - Others as Relevant The format of the engineering and construction reports is provided by VRA D. IMPLEMENTATION, ENFORCEMENT, AND MONITORING RESPONSIBILITY: Director, ESD/Manager, Projects E. SPECIFIC CIRCUMSTANCES: Force majeure, cashflow difficulty, Change of Government F. Definitions: N/A Related policies/references: [Information about related policy guidelines. Attach forms samples if applicable to the policy. If needed additional background discussion should be provided] [ENGINEERING DEPARTMENT] POLICIES Owner Engineering Services Department Approved By: Signature : Effective Date: Origination Date: Revision Date: Version No:

6 ENGINEERING SERVICES PROCEDURES INTRODUCTION G. IDENTIFICATION DATA Procedure No. ESD 008/001 Document ID: Project Management Section i. Subject: Contract Administration ii. iii. Subject Area: All VRA Capital Projects Functional Responsibility: Director, ESD/Manager, Projects iv. Approval Date: [Date of Procedure is Approved] H. OVERVIEW/PROCEDURE DESCRIPTION i. PROCEDURE OBJECTIVES: To ensure effective contract administration services for all VRA capital projects within scope, cost and time. I. PROCEDURE DETAILS: PROCEDURES FOR ESTABLISHMENT OF WORKS ORDER Provide title, accurate description and cost estimate of the project Obtain executive approval and budgetary provision for the project Assign a Works Order number to the Project Submit filled-in works order application form to Finance/Accounts Department for confirmation PROCEDURES FOR PREPARATION OF CONFORMED CONTRACT Collate all relevant documentation including Form of Agreement, selected bid and supporting documentation, post bid correspondence and clarification, minutes of negotiation, performance security and insurances Review draft document by Legal Department

7 Review draft document by Contractor Finalise document incorporating all agreed comments Submit for Chief Executive and Contractor s signature. PROCEDURES FOR PROCESSING PAYMENTS Processing payments to the Contractor normally involve a 3-step procedure: (d) (e) (f) The Contractor requests payment through the Project Manager/Director The Project Director/Manager certifies to the Accounts Department that payments are due to the Contractor. The Finance/Accounts Departments process and pay the Contractor upon receiving Engineer s Certificate. PROGRESS PAYMENTS The procedure for monthly payments is as follows: (c) (d) The Contractor submits monthly Progress Statement Issue (invoice) to the Project Manager The Project Manager in consultation with the Project Engineer certifies the certificates and issues a Monthly Payment Certificate The monthly progress statement shall include the following: (h) Determining the estimated value of the permanent works up to the end of the month. (i) All amounts due under the price adjustment provisions. (j) All amounts due in respect of material prepayments. (k) All amounts due in respect of any provisional sum in the Bill of Quantities. (l) All amounts due in respect of any approved daywork. (m) All other monies due to the Employer in respect of recovery of mobilization advance and liquidated damage if any. (n) All other sums to which the Contractor considers himself entitled to under the contract, including cost claims. PROCEDURES FOR REPORT PREPARATION SCOPE To provide the Executives and other stakeholders such as funding agencies with project status reports and significant highlights of project activities. PROCEDURE (i) Under the direction of the Project Manager, the Office Engineer will be responsible for coordinating the timely preparation and submission of the relevant status report. (ii) The actual preparation of the reports will be carried out based on information follows: - Project engineering status Project Engineer - Contracts and supply purchases status Project Engineer

8 - Field construction status Construction Manager - Financial status Project Finance Officer /Quantity Surveyor - Others as Relevant The format of the engineering and construction reports will is provided by VRA J. IMPLEMENTATION, ENFORCEMENT AND MONITORING RESPONSIBILITY: Director, Engineering/Manager, Projects K. SPECIFIC CIRCUMSTANCES: Force majeure, cashflow difficulty, Change of Government L. Definitions: N/A M. Related policies/references: [Information about related policies or procedures, guidelines. Attach forms samples if applicable to the procedure. If needed additional background discussion should be provided] [ENGINEERING DEPARTMENT] PROCEDURES Owner Approved By: Signature : Effective Date: Origination Date: Revision Date: Version No: