6 project management-facilities petrochemicals

Buildings Practice Facilities Plants/PetrochemicalsChapter 6

Project Management FacilityVarious facilities at Construction Site

1 Contractor shall be responsible to arrange to acquire all service logistics required at plant industrial city for performance of works.

2 Costs of such services shall be included in lump sum portion of contract price.

Examples of required services are:1 Land rental for accommodation/ office camp & lay down area.2 Gate pass of personnel & vehicles, equipment, plant 3 H2S, BA Certificate courses.4 Fresh water etc

1 All these facilities shall be managed by contractor sufficient in advance, so as to meet schedule requirement.

2 It should be noted that procedure for lease of planned land for camping requires considerable time by municipality or industrial city authorities as well as, other authorities.

3 Also, application procedures for security gate passes based on authority regulations take certain hours for issues.

4 All these points should be kept in notice to initiate application quiet in advance to meet passes delivery schedule requirement.

Construction Accommodation Camp and Other Construction Facilities1 Contractor shall choose from option 1 or 2 (below) for its accommodation camp.

Option 1 1 Accommodation facilities inside fence of plant area.2 Contractor may utilize accommodation facilities provided by plant inside fence of

plant area. 3 Charges and fees to be paid by contractor to plant for such accommodation, if so

preferred subject to availability. 4 Contractor notes that plant accommodation facilities shall be subject to availability at

time of making request & be provided to contractor or other parties, on basis of first come first served.

5 In event that plant accommodation facilities are not available, contractor shall utilize an approved plant designated area & construct, operate & maintain its own accommodation facilities.

Option 2 1 Accommodation facilities outside fence of plant area.2 Notwithstanding above, contractor may elect to have accommodation facilities

outside Plant area fence. 3 In such case, contractor shall obtain necessary approval from local authorities as

mentioned in foregoing.

Other Construction Temporary Facilities1 Contractor shall provide, maintain & operate a suitable lay down area, fabrication

area & office camps, for which should obtain permit from company/ client, plant &/ or government agencies to build these temporary facilities at plant industrial city including permits for all utilities, such as power, water, telecommunication etc.

Page 1 of 20 2012 Int. P Eng Suraj Singh


Project Management Facility2 In accordance with latest health, environment & safety standards, for which company/

client shall assist contractor by issuing an introductory letter addressed to authorities. 3 Contractor shall submit office accommodation & lay down area requirements for

company/ client approval after contract award. 4 Contractor shall utilise these temporary facilities for purpose of project only.5 Approved temporary office camp & lay down areas shall be at no cost to contractor,

provided these space requirements are considered, as reasonable & justified by company/client/plant.

General1 Contractor shall take over construction preparation for temporary facilities, after

obtaining approval from local authorities, plant and/or company/client. 2 Contractor shall build, operate & maintain up to completion accommodation camp for

contractor personnel & other related facilities. 3 Camp design & construction is to conform to design requirements to be developed by

contractor & approved by company/client during engineering phase. 4 Contractor shall provide accommodation, catering and servicing (including safety,

medical aid, housing, cleaning, recreational facilities, laundry) in camp and generally, cater to all personnel (no accommodation to be provided to company/client personnel) assigned to construction site.

5 Contractor shall be responsible for operation, maintenance & housekeeping of accommodation camps & other facilities.

6 Contractor personnel are to be accommodated in camp facilities in accordance with latest health, environment & safety standards.

7 After Completion, contractor shall close down and reinstate accommodation camp to its original state (as a minimum) & other facilities, including all such as provided to company/client.

Office Buildings & Other Facilities

Contractor shall build, operate & maintain throughout duration of work, all other requiredConstruction’s site facilities including, but not limited to following:

1 Office buildings for contractor and company/client personnel.2 Reprography & communications (including phone, fax, radio etc.)3 Pipe fabrication shop. 4 Warehouses & lay down area 5 Warehousing facilities shall include covered storage, air conditioned storage &

outdoor storage as appropriate. 6 Piping must be protected with pipe caps.7 Radiography examination room. 8 Toilets, washing facilities, showers & change rooms. 9 Testing laboratories, both civil, mechanical and E &I10 Concrete batching facility. 11 Roads, paths & car parking for construction requirements. 12 Guard houses, entrance control and fencing. 13 Craft work areas, fuelling stations for equipment, trucks, buses, adequate storage &

handling facilities, rigging loft, first aid medical stations (minimum three (3) stations), equipment maintenance facilities, labour canteen facilities, explosives storage if required, lining storage area & work area.



Project Management Facility14 Steel fabrication area, civil prefabrication work areas, grit blasting, painting shop,

utilities, such as power, water, air etc. 15 For phases of work up to completion, all other facilities required for work 16 Contractor shall prepare details & obtain relevant approvals of facilities proposed.17 Temporary construction facilities provided by contractor for camp, offices, lay down

areas fabrication shops etc. shall be subjected to inspection of state environmental supreme council respecting services, such as sewage disposal, earth renewal and disposal, dirt transportation disposal, spills etc.

18 In case, contractor is not compliant with minimum requirements, contractor shall take all necessary remedial actions for proper compliance.

Utilities for Accommodation Camp, Office Buildings & Other facilities at Construction Site

Power for accommodation camp1 Contractor shall arrange for power to be provided from electrical department through

plant or alternatively, to arrange for its own power generation system,

Office buildings & other facilities 1 Office buildings & other facilities are to be located close to facility to be constructed. 2 Company/ Client shall not allow Contractor to utilise existing company/ client

facilities/ utilities & contractor arrange for its own power generation system. 3 Contractor shall arrange for temporary power & lighting arrangement in all work

areas at construction site.

Fresh Water for Accommodation Camp1 Fresh water at camps at plant industrial city shall be provided by contractor, including

what is required for work.

Office buildings & other facilities1 Contractor shall provide for collection, storage, transfer & distribution of all water

required for office buildings as well as, other facilities at construction site. 2 Requirements shall also, include items, such as concrete production, aggregate

materials washing, testing of piping, vessels, tanks, drinking water, personnel waste flushing & for compaction of construction site fill.

3 Contractor shall provide for adequate water storage facilities for this purpose. 4 Wastes from accommodation camps, offices & other facilities at construction site

shall be disposed off in line to environmental requirements Effluents

1 Contractor shall provide for collection of all sewage & wastewater from both, accommodation camp & other facilities at construction site to storage tanks & provide for contents to be treated at existing plant sewage treatment plant.

Construction debrisConstruction debris may be disposed as follows:

1 Clean construction rubble & excavated materials hauled elsewhere within nation to a site approved by company/client &/or relevant body.

2 Garbage & construction unclassified rubbish to be hauled to a site within nation approved by company/client &/or relevant body.

3 Scrap steel to be disposed of through local organisations.



Project Management Facility4 Untreated sanitary waste & solid waste to be hauled to a treatment plant located to a

site within nation approved by company/client and/or relevant body. 5 Contractor shall adhere to environmental guidelines & company/client environmental

protection standards, apply to relevant national public authorities for disposal of such construction debris, in support of which application, company /client would provide a letter of introduction.

6 Contractor shall adhere to Regulation for Disposal of dredging material given in Contract documents.

Waste disposal 1 All wastes generated from contractor’s temporary facilities shall be disposed off, by

contractor at disposal sites within plant area as approved by company/client.2 Contractor shall utilize plant sewage treatment plant for its domestic waste/sewage

treatment, for which contractor would be charged at rate of ……. per cubic meter.3 Contractor to arrange for transportation of sewage from its camp to sewage treatment

plant.

Communication systems during construction,1 Telecommunications (TEL), a governmental agency has total jurisdiction on

communications for this Project. 2 During construction work on facilities, communications services shall be required for

accommodation camps, office buildings & other facilities at construction site. 3 Construction communications should be considered, as a separate standalone part of

project including power supply arrangements. 4 Contractor shall determine exact requirements. 5 A temporary exchange with sufficient capacity to meet anticipated heavy demand for

telephone & facsimile circuits, during this phase shall be provided. 6 Telephone extensions & facsimile machines shall be required throughout duration of

project for offices of company/client, contractor & subcontractors. 7 Contractor shall seek TEL advice on their requirements to supply telecommunication

equipment upon request for use of individual groups working at construction site with no requirement for access to external circuits, separate hand portable radio systems with base station repeaters shall be provided.

8 More channels & hand portable/mobile units are anticipated during construction phase than during normal operation.

9 Base station repeaters should be installed in construction office and coverage of work areas obtained by use of directional antenna systems.

10 Alternatively, base equipment can be installed in suitable containers & located to provide optimum coverage.

11 Contractor shall co ordinate construction site communication system requirements through Tel.

12 Company/client may provide a letter of introduction for such applications.13 All communications/correspondence with local telecommunications company (Tel)

shall be in coordination with company/client. 14 Communication requirement for company/client personnel is specified.

Import of equipment & materials1 All materials for work shall be subject to customs regulations & inspection.2 Contractor shall review & understand these regulations.



Project Management Facility3 Contractor to note that certificate of origin must be endorsed by a chamber of

commerce & ratified (legalised) by a national embassy/consulate. 4 National customs shall reject all such documents not ratified by a national embassy/

consulate. 5 Contractor to arrange authentication/ legalisation of such documents.6 Contractor shall carry out co ordination of movement of ships, offloading/handling of

equipment & materials delivered to construction site, in accordance with local regulations with further following requirements, included within in relevant section of FEED design package.

7 Contractor shall give preference to plant port, while importing materials. 8 Plant port is a modern one having necessary facilities like exclusive heavy load berth,

cargo berths etc. to facilitate project import material. 9 Alternatively, other ports can also, be considered if necessary. 10 Airfreight shall be through international airport at all stages.11 Contractor shall clear all materials through national customs for use at construction

site. 12 Contractor shall be responsible for payment of legalisation fees, custom duty,

customs clearance etc.

Disposal of temporary facilities and construction surplus1 Temporary facilities installed equipment/tools used & vehicles are either to be re

exported or disposed of, as case may be or as directed by national authorities. 2 Contractor shall be responsible to co ordinate these activities with national

authorities, respecting which company client would provide a letter of introduction for moving such applications.

3 Contractor shall be responsible for disposal of all construction surplus (overbuy) immediately, after completion of work subject to company/client approval.

Guarantee Period1 Guarantee period for work shall be 24 months from completion date.

System Reliability & Water Availability1 Contractor shall ensure that facility is designed, specified, constructed &

commissioned to achieve an overall system reliability of not less than 99.7%. 2 Contractor shall ensure that water availability is maintained at 100% at all time to all

consumers. 3 Contractor shall perform reliability study based on OREDA reliability data and

statistical data from plant, which shall be requested by contractor.4 Contractor shall ensure that system reliability of 99.7% shall be maintained and

proven to company/client with manifold design arrangement. 5 Contractor shall implement in detailed design recommendations (e.g. mean time

between failure [MTBF] requirements etc.) made in reliability report given in documents

6 It is a part of contractor’s scope of work to monitor and establish design reliability and availability by data collection and analysis, for a period of one year from performance test within contract closure date.

7 Maintenance, engineering data acquisition, management and maintenance strategies for SAP system shall be required

8 Contractor shall compile input and entry data into SAP system in conformance with



Project Management Facilityscope of work and structure as indicated in SAP document.

Project management, control and administrationProject Management

1 Contractor shall ensure that all parties involved on work properly co ordinate on all interfaces dealing promptly.

2 Accordingly, contractor shall ‘initiate and implement’ appropriate project management, control and administration procedures.

3 Provision and implementation of project control procedures for work shall be following guidelines provided within contract.

4 In particular, contractor shall give proper attention to following requirements:

Project ControlContractor responsibility includes following as a minimum:

1 Undertaking project management pertinent design, engineering, procurement, construction, installation, testing, pre commissioning, commissioning startup, initial operation and maintenance of facility, including ‘management and supervision’ of all subcontractors, vendors and ancillary or temporary services that are necessary for expeditious completion of work in accordance with contract.

2 Preparation and submission of organisation charts for engineering, procurement, construction, installation, testing, pre commissioning and commissioning (separately for each phase and location of work).

3 Provision of a project management team/s to manage implementation of Work.4 Provision of contractor personnel to fulfill contractual requirement for timely

completion of work.5 Coordination and control of work of each work group e.g. design, engineering,

procurement services, project control, contracting, construction, installation, testing pre commissioning and commissioning to ensure that work is completed within scheduled completion date in line/according to ‘specifications and drawings’

6 Implementation of a safety program throughout execution of work.7 Implementation of a quality assurance program throughout execution of work and

submission of periodic reports to company/client. 8 Carrying out periodic quality, safety, technical and schedule audits with

company/client attendance and advising company/client of results of such audits together with appropriate action taken on all recommendation/s.

9 Such audits shall be carried out at 30%, 60% and 90% of engineering, procurement and construction progress.

10 Preparation of a complete set of project administration instructions/manual for work to obtain approval in line with requirements of contract.

11 Contractor shall prepare, finalise and obtain company/client’s approval of project document distribution and approval matrices, which be produced for each work phase i.e. engineering, procurement, construction, pre commissioning, commissioning and initial operation and maintenance.

12 Matrices shall include contractor’s internal distribution as well as, company/client’s involved parties, management and discipline engineers.

13 Contractor shall prepare, finalise and obtain company/client’s approval of project deliverable register(s), which be produced separately for each work phase i.e. engineering, procurement, construction, pre commissioning, commissioning and ‘initial operation and maintenance’.



Project Management Facility14 Management and coordination of all external interfaces associated with work. 15 These interfaces cover engineering, procurement services (including supply),

construction, pre commissioning, commissioning,’ initial operations & maintenance’ activities.

16 Attending all management meetings with company/client at contractor’s design office, construction site and company/client offices in nation in accordance with contract.

17 Reporting to company/client in accordance with guideline provided within contract.

Construction Pre Commissioning/ Commissioning/ Startup and Initial Operation and Maintenance Management

a Contractor shall provide all construction management, supervision and support services including, but not limited to following:

1 Construction management and interface management 2 Construction supervision3 Safety management4 Quality control/quality assurance construction engineering and technical control

services5 Material control and warehousing6 Management of subcontractor and vendors7 TPC and TPI Services8 Disposal of construction surplus materials9 Dismantling and disposal of construction aids and temporary facility except otherwise

directed by company/ client.10 Commissioning, startup, initial operation & maintenance management.

Coordination with vendors and subcontractorsContractor shall ensure following requirements:

1 Timely supply of AFC drawings and information to be issued to subcontractors. 2 Timely supply of engineering documents and information to be issued to vendors.3 Adequately expediting vendors’ drawings/data for incorporation within detailed

engineering, timely return of engineering comments and approvals of vendor’s drawings/data.

4 Adequate expediting and inspection of vendors’ equipment and materials. 5 Timely supply of pre commissioning, commissioning, testing, startup and initial

operations and maintenance spare parts to construction site. 6 Expediting vendors for providing completed SPIR forms within stipulated period i.e.

within three (3) months of placement of purchase orders. 7 Adequate provision of vendors’ assistance for equipment during construction, pre

commissioning, commissioning, startup, initial operation and maintenance and performance test.

8 Timely supply of equipment and materials to be issued to subcontractors for installation and construction.

9 Timely supply of one year operational spare parts, capital spares and laboratory equipment when required to do so by company/client.

Centralised Document Control1 Contractor shall provide and maintain ‘master document control centre’ for contract

for documents issued by or to contractor at contractor’s design office, construction



Project Management Facilitysite offices and other operational centres throughout life of contract.

Contractor’s primary responsibility shall include, but not be limited to following provisions:1 Centralised document control facilities, document control staff, relevant hardware and

systems at above mentioned offices/centres updated PC based register of all documents issued by and to contractor.

2 Read/sort/print access of contractor’s master document control database to company/client.

3 Issuing/obtaining company/client acceptance to proceed on all document transmittals in advance of distribution, in accordance with approved document distribution matrix.

4 Distribution of all contractor generated documents, duly sorted by function and classification to company/client advising due dates for company/client comments.

5 Coordination, expediting and collection of company/client comments in accordance with due date schedule.

6 Provide dedicated staff to carry out necessary document control function pertaining to company/client specific requirements.

7 Provide additional staff viz. document clerks as required by company/client project manager to supplement /support deputed document control staff.

Project Administration1 Contractor shall develop detailed project administration instruction manual applicable

for engineering, procurement, construction, pre commissioning, commissioning, testing, startup, initial operation and maintenance covering all aspects of planning, scheduling, progress reporting, cost control and project administration.

2 An effective system shall be implemented for planning, scheduling and reporting of progress.

3 Project administration instruction manual shall be submitted for approval within 30 (thirty) calendar days from effective date.

4 Contractor shall develop all project administration instruction manuals following guidelines and all other requirements stipulated under contract/also, as applicable in accordance with good professional practices.

Final Project Documentation1 Contractor shall prepare and Handover to Company/Client Final Project

Documentations as per Guidelines provided in relevant documents. 2 Final Project Documentations including following as a minimum shall be approved

by Company/Client. 3 Mechanical Completion Manuals, Quality Assurance Record Manual(s), Close-out

Report, Project Dossiers

Closeout Report1 Contractor shall prepare closeout report in accordance with requirements and

guidelines provided. 2 Contractor’s closeout report development and update shall be done on monthly basis

from contract effective date to ensure authenticity of report.

Services and facilities to be provided by company/client/contractora Facilities provided by Company/Client to Contractor1 Contractor personnel shall be required to work at or visit company/client facilities at



Project Management Facilityplant and elsewhere, whilst performing work.

2 For this purpose, each contractor personnel must possess a valid gate pass.3 Application for gate passes can be submitted to company/client for approval, once

person has a valid entry visa stamp of nation. 4 Contractor shall submit application for gate passes for company/client approval, when

all requisite formalities are completed in all respects satisfying requirements prescribed by security authorities and deposit with concerned department/security office to obtain passes.

5 Contractor personnel shall carry pass at all times, when on worksite. 6 Contractor shall be responsible for all costs relating to contractor personnel in

obtaining passes, certificates and attending certain kind of training.

Services and Facilities by Contractor to Company/Client1 Contractor shall accept presence of company/client’s representatives as well as, third

party nominated by company/client at worksite, within in facilities and at subcontractors/vendors’ premises for such purpose such as project coordination, monitoring, review of drawings, specifications and schedule, inspections, testing etc. including all other aspects of work.

Services and facilities at Contractor Design OfficeContractor shall provide and maintain following services and facilities for company/client personnel at design office, where engineering or procurement services are performed for their entire service duration:

1 Contractor shall ensure that company/client offices within contractor’s design office shall be available for company/client access at all times i.e. company/client staff have uninterrupted and unhindered access 24 hours a day, seven (7) days a week for full duration of their stay at contractors’ design office

2 Contractor to record that company/client staff shall not call security staff to open doors to company/client offices outside normal working hours.

3 Contractor shall ensure that air conditioning and heating to company/client offices, during hot and cold seasons shall be working efficiently at all times.

Offices and Related Services and Facilities (Indicative)Sample only starts

1 One managerial office of not less than twenty (20) square meters.2 Three managerial offices of not less than sixteen (16) square meters.3 Fifteen single occupancy offices of not less than twelve (12) square meters. 4 Common working area would not be acceptable.5 Secretarial/clerical, administration pool area, adequate for at least four persons and

locked document control area.6 One fully furnished and equipped conference room for exclusive use of

company/client of not less than forty (40) square meters provided with conference table for a minimum of twenty (20) persons with all presentation equipment, such as overhead projector, writing boards etc.

7 Contractor shall make available to company/client use of other conference rooms and use of items of equipment, such as television, computer projector, video (VCR)/video conferencing facility and like for meetings and/or presentation purposes, as required.

8 One fully equipped archive office not less than twenty five (25) square meters provided with filing cabinets, filing drawers etc.



Project Management Facility9 One prayer room of not less than thirty (30) square meters.10 Shaded car parking for twenty (20) cars within basement of office building, which

company/client staff shall be accommodated in.11 One high speed multi copy photocopying machine (A4 and A3 plain paper sizes) for

exclusive use of company/client. 12 Photocopying machines specification shall include, but not be limited to user friendly

console, sorting and stapling facilities with at least twenty (20) trays, dual side copying, enlarging and reducing capabilities, minimum fifty (50) pages feeder, A4 and A3 volume paper trays and speed not less than sixty (60) pages per minute.

13 One colour photocopier machine for exclusive use of company/client.14 Two (2) paper shredding machines15 Office scanner suitable for electronic transfer of documentation.16 Office accommodation shall be supplied with all utilities and services (24 hours a

day), such as, but not limited to electricity, lighting, ventilation, heating and/or air conditioning, fully stocked and maintained dedicated kitchen with hot and cold refreshments, toilet/washing facilities to satisfaction of company/client.

17 Maintenance and daily cleaning of offices and common areas shall also, be included.18 Pantry with a person to serve tea/coffee etc. shall be provided for exclusive use of

company/client19 Toilets with ablution for exclusive use of company/client Muslim staff shall be

maintained at EPIC contractor’s home office.20 Keys shall be provided so that company/client office can be accessed at all times.21 Offices furnishing supplied shall be of good quality, should be sufficient and include,

but not be limited to carpeting, lockable desks, chairs, reference tables, meeting tables, lockable filing cabinets, stick files, wall mounted notice boards, white marker boards, drafting boards and telecommunications as described hereinafter.

22 Provision of coat hangers, wastepaper bins and normal office stationery, such as, but not be limited to stapling machines, hole punchers, A4 size writing pads, note books.

23 Diaries, lever arch files, scientific hand calculators, pencils, markers, erasers, scissors, staple extractors, pens, drawing pins, paper clips, stackable paper trays, etc. are to be provided as required to all company/client staff.

24 Stationery and consumables to be used for equipment specified shall be supplied regularly from time to time as required.

25 This supply shall include, but not be limited to stationery and consumables for photocopier, facsimile, computer workstations, printers, paper guillotine etc.

26 Offices provided by contractor for company/client shall be located in same building, which contractor intends to use for execution of work and should be segregated from subcontractors and other contractor’s clients.

27 All managerial and company/client staff offices including document control and archive office shall be lockable.

28 Secretarial and document controller offices should be of an open space style.29 Contractor shall be responsible for security and safety of offices accommodation.

Secretarial/Clerical Assistance1 Two (2) secretaries/clerks fluent in English, accommodated complete with office

space and furniture, per specification of those for company/client, equipped and familiar with telecommunications and computer equipment shall be provided.

2 All clerks shall be provided with their own computer workstations, printers etc. (in addition to those provided to company/client elsewhere in contract per specification



Project Management Facilityof company/client.

3 All secretaries/clerks shall be subject to company/client approval. 4 Contractor shall provide all resumes and arrange for interviews by company/client of

all secretaries/clerks.

Telecommunication Facilities1 All offices, administration pool, archive office and conference rooms listed above

shall be supplied with telecommunication facilities comprising telephones with speakers and microphones for conference calls, with access to domestic and international networks through contractor’s central switchboard.

2 Two laser facsimile machines with A4 size paper, with at least 100 pages memory connected with two direct lines external to contractor’s switchboard and with access to domestic and international network.

3 Charges for telephone and facsimile calls including connection and rental charges shall be to account of contractor.

4 Company/Client shall make use of international calls only, for business purpose.

Computing Facilitiesa Contractor shall provide and install following equipment ensuring proper post

installation service maintenance support (hardware and software) through contractor’s own computer support group:

1 Fifteen computer workstations with minimum 3.0 GHZ processor, 256 MB RAM memory, eighty (80) GB Hard Disk, 512 KB cache memory, 3.5” floppy drive, DVD/ CD ROM drive, 15” SVGA monitor (17” for engineers involved in design review), Windows key board (US Standard), Windows mouse and mouse pad.

2 All computer workstations shall be supplied network and internet ready.3 Two notepad computers with minimum 2.0 GHZ Centrino Processor 3.0 GHZ

processor, five hundred twelve (512) MB RAM memory, eighty (80) GB Hard Disk, 512 KB cache memory, DVD / CD ROM drive, 3.5” floppy drive, 15” TFT screen, built in Windows XP key board (US standard) and built in mouse and external mouse, integrated headphone/speakers and microphone jacks, rechargeable battery with average of 3 hours life time plus a carrying case and universal power adapter.

4 All notebook computers shall be supplied network and internet ready.5 One computer workstation for direct access to company/client intranet through

internet complete with printer.

Common Facilitiesa Common facilities to be shared between as many workstations as listed connected by

a local area network and consist of:1 Two A4 laser printers, 12 pages per minute. 2 One A4 and A3 laser printer, 12 pages per minute3 One A4/A3 scanner.4 Use of A4/A3 color laser printer and A3 color plotter as required.5 Software Backup facilities.6 All computer systems should be supplied ready to use.

Software, latest English versions for above computers (each) as specified here below:1 Windows and Winzip, Antivirus, Microsoft Professional Office. 2 Adobe acrobat writer, network software and card, e-mail software – lotus notes



Project Management Facility3 Planning software contractor intends to use for work. 4 Scanning software, relevant softwares related to all engineering disciplines that

contractor intends to use for work through contractor’s network. 5 Flash memory sticks of at least 8 GB, while contractor shall install all cables,

connections, junction boxes and software for installation of a local area network to service all above computers (including secretary/clerks and company/client assistant engineers’ workstations) and common facilities.

6 Contractor shall connect all computers to e-mail and internet networks to enable communication between company/client personnel, contractor personnel and communication with company/client management in nation through internet network or telephone modems.

7 Contractor shall endeavour to use same software applications, as shall be used by company/client (defined above) for ease of data/reports transmission between contractor and company/client.

8 Contractor shall ensure unlimited e-mail access for company/client staff at home and site offices.

9 Company/client shall not accept limitation on size of “Inbox”. 10 There shall be unlimited megabyte size of “Inbox”. 11 Contractor shall ensure that remote access by contractor of workstations used by

company/client shall be blocked. 12 However, access may be permitted for short periods following approval by

company/client.

Messing Facilities1 Contractor shall provide access to its home office canteen of senior personnel for

company/client personnel and nominated third parties at costs equivalent to those for contractor’s employees.

Administrative Assistance1 Contractor shall provide assistance for obtaining (in country of contractor design

office where work is performed) necessary permits, governmental or administrative authorization visas, residence visas, car rental, domestic and international travel booking services and all other similar administrative matters for company/client personnel, their families and third parties nominated by company/client.

2 Contractor shall provide administrative assistance to company/client personnel, their family and third party nominated by company/client in relation to, but not limited to following requirements:

a Arranging with pertinent removal firms for transport of personnel’s belongings.b Assisting personnel and their families to find leisure facilities, schools, hospitals,

accommodation for leasing and other similar matters. c Contractor shall provide requisite related guarantee if so required.d Cost of above referred administrative assistance to company/client is included in

lump sum contract price.e In case of following items, company/client representative would issue specific

instruction to contractor authorizing permission and contractor shall have to bear cost upfront.

f Company/client would reimburse approved documented actual cost for all such expenditure through variation to contract.

g However, all costs related to contractor’s overhead expenses for arranging and



Project Management Facilityassisting with above, would be at contractor’s account and deemed to be included under lump sum contract price.

h Payments of hospitalization costs (or guaranteeing payment if acceptable to hospital authority) for company/client personnel (in country of contractor design office, where work is performed) in case of an emergency hospital admittance and until such time, payment is made directly by company/client to hospital.

i Company/client would furnish contractor with a copy of such payment remittance for its record.

j All fees, charges and costs for visas, permits, residence formalities etc.

Full and Shot down Copies of Contract Document1 Contractor shall provide thirty (30) shot down copies of contract documents in A5

size for company/client use (drawing to be on A4 size folded to A5 size). 2 Shot down contract document copies shall be bound with good quality hard covers

and be subject to company/client approval. 3 Shot down copies of contract document exclude technical information volumes.4 Additionally, contractor shall provide (10) full size copies of contract documents

including appendix documents.

Mail and Courier Services1 Contractor shall provide to company/client mail and courier services through

contractor’s mail office.

Training of Company/Client Personnel1 Training of company/client assistant engineers at contractor’s home office. 2 Contractor shall provide cost for on job training for five (5) company/client assistant

engineers at its design office as provisional sum.3 Contractor shall assign a lead engineer as contractor’s focal point concerning training

of company/client assistant engineers.

Focal point shall provide and be responsible for following requirements:1 Preparation and submission of training programs in accordance with PCP for

company/client review and approval. 2 Coordination of all training activities and matters. 3 Keeping track of training progress for all company/client assistant engineers.4 Ensuring that training progress assessment reports are submitted in a timely manner.5 Liaison with company/client representative or its delegate in all matters regarding

training of company/client assistant engineers. 6 Providing seminars and classroom courses for company/client assistant engineers.7 Arranging vendor factory/shop visits as necessary.8 Contractor shall assign a senior engineer as a mentor for each company/client

assistant engineer, in accordance to respective specific engineering discipline during entire engineering/procurement phase.

Mentors shall be responsible for following:1 Familiarization of company/client assistant engineers with contractor’s working

systems and facilities.2 Assigning project related activities to company/client assistant engineers and

providing sufficient guidance to them to be able to complete assigned work at



Project Management Facilityexpected level of competency.

3 Reviewing and evaluations of activities, performed by company/client assistant engineers.

4 Reviewing monthly reports prepared by trainees and forwarding them to company/client representative with their recommendations.

5 Submitting schedule of activities planned for assignment in advance to company/client representative or its delegates.

6 Preparing quarterly progress reports in accordance with format to be provided by company/client.

7 Training of company/client assistant engineers shall be planned in a way to enable their full appreciation of overall engineering consideration with respect to their discipline areas, during evolution of detailed engineering and procurement services works.

8 This shall include, but not limited to, following requirements:a Applicable engineering standards, codes and practicesb Engineering design calculations, operating philosophy, process simulations,

equipment selection and specifications.c Preparation of specifications, datasheets, engineering drawing and engineering

document management.d Supplier evaluation and selectione Quality, safety and environmental considerationsf Familiarization with applicable computer softwareg Conducting technical meetings, presentations and conducting coursesh Construction procedures and philosophy deliberationsi Commissioning and startup procedures and philosophy

Services and Facilities at subcontractors/vendors premisesa Contractor to provide following requirements at subcontractors & vendors premises:1 Contractor shall provide through subcontractors and vendors following services and

facilities for company/client personnel assigned permanently and/or temporarily, at subcontractors’/vendors’ premises, where certain part of work is either performed or manufactured

a Use of private offices similar in specification to as mentioned above.b Use of subcontractors’/vendors telecommunication facilities (telephone, fax and like)

for all work related matters, including international line access. c Use of subcontractors’/vendors’ computer workstations and printers.d Use of subcontractors’/vendors photocopying machines.e Access to subcontractors’/vendors messing facilities.

Contractor shall provide training to company/client personnel through vendors of following equipment:

1 DCS equipment, electrical switchgear, 2 Main cooling pumps including VSDS drives, GRP piping/pipelines3 F&G System, CCTV System (at site), Analysers (at site), Package Control (at site),

Laboratory Instruments (at site) 4 Training shall be conducted at vendors’ premises for five (5) company/client

personnel.5 Over and above contractor shall provide training for ten (10) company/client

operation staff at construction site.



Project Management Facility6 Training at vendors’ premises shall cover all areas of design, manufacturing,

operating, inspection and testing, QA/QC regulation and packing, while team at construction site would cover all operation and maintenance of equipment.

7 Duration of training shall be for a minimum period of three (3) weeks in vendors’ premises and four (4) weeks on construction site.

8 Course venues, equipment, stationery and documents shall be provided by vendors at vendors’ premises and contractor at construction site.

Services and Facilities at Construction Site1 Contractor shall provide and maintain following services and facilities for company/

client personnel and third party nominated by company/client at construction site, where construction, pre commissioning, commissioning and startup parts of work are performed up to contract completion date.

Offices and Related Services and Facilities1 Contractor shall provide temporary office building at construction site for sole use of

company/client, which should accommodate services and facilities detailed hereunder.

2 Company/client’s construction site office building shall be close to contractor’s construction site office building.

Services and facilities shall include following requirements:1 One managerial office not less than twenty (20) square meters.2 Three managerial offices not less than sixteen (16) square meters.3 Thirty five single occupancy offices not less than twelve (12) square meters.4 Secretarial/clerical, administration and document control pool area adequate for at

least four persons and their furniture and equipment.5 Two fully furnished and equipped conference rooms for exclusive use of

Company/Client not less than forty (40) square meters with conference table for a minimum of twenty (20) persons with all presentation equipment, such as overhead projector, writing boards etc.

6 Contractor shall make available to company/client use of items of equipment, such as television, computer projector, video tape player (VHS) and like for meetings and/or presentation purposes, as required.

7 One fully equipped archive office not less than forty (40) square meters provided with filing cabinets, filing drawers etc.

8 One prayer room not less than forty (40) square meters9 Shaded car parking for thirty five (35) cars.10 Two high speed multi copy photocopying machine (A4 and A3 plain paper sizes) for

exclusive use of company/client. 11 Photocopying machines specification shall include, but not be limited to user friendly

console, sorting and stapling facilities with at least twenty (20) trays, dual side copying, enlarging and reducing capabilities, minimum fifty (50) pages feeder, A4 and A3 volume paper trays and speed not less than sixty (60) pages per minute.

12 Use of contractor’s colour photocopier machines, as required.13 Two paper shredding machines14 One office scanner suitable for electronic transfer of documents.15 Office accommodation shall be supplied with all utilities and services, such as, but

not limited to electricity, lighting, ventilation, heating and/or air conditioning, fully



Project Management Facilitystocked and maintained kitchen with hot and cold refreshments with a person to serve tea and coffee (full time), toilet/washing facilities (prayer washing facilities shall be provided close to prayer room), to satisfaction of company/client.

16 Maintenance and daily cleaning of offices and common areas shall also, be provided.17 Offices furnishing supplied shall be of good quality, should be sufficient and include,

but not be limited to, carpeting or vinyl tiles, lockable desks, chairs, reference tables, meeting tables, lockable filing cabinets, stick files, wall mounted notice boards and white marker boards, drafting boards, scientific hand calculators and telecommunications as described hereinafter.

18 Provision of coat hangers, wastepaper bins and normal office stationery, such as, but not be limited to, stapling machines, hole punchers, A4 size writing pads, note books, diaries, Lever arch files, pencils, markers, rubbers, scissors, staple extractors, pens, drawing pins, paper clips etc. are to be provided as required.

19 Diaries, lever arch files, scientific hand calculators, pencils, markers, erasers, scissors, staple extractors, pens, drawing pins, paper clips, stackable paper trays, etc. are to be provided as required to all company/client staff.

20 Stationery and consumables to be used for equipment specified shall be supplied as required.

21 This shall include, but not be limited to stationery and consumables for photocopier, facsimile, computer workstations, printers, paper guillotine etc.

22 All offices and archive office shall be lockable. 23 Contractor shall be responsible for security and safety of office accommodation.24 Roads to company/client site offices shall be paved with asphalt concrete.25 Construction traffic, trailers and trucks shall not use these paved roads to

company/client offices

Secretarial/Clerical assistance1 Two secretaries/clerks fluent in English, accommodated complete with office space

and furniture per specification of those for company/client and equipped and familiar with the telecommunications and computer equipment.

2 All clerks shall be provided with their own computer workstations, printers etc. (in addition to those provided to company/client elsewhere within contract), per specification of company/client.

3 All Secretaries/clerks shall be subject to company/client approval. 4 Contractor shall provide all resumes and arrange for interviews by company/client of

all secretaries/clerks.5 Contractor shall provide one general helper person for general office routine.

Telecommunication Facilities1 All offices, administration pool, archive offices and conference rooms listed above

shall be supplied with telecommunication facilities comprising telephones with speakers and microphones for conference calls with access to domestic and international networks through contractor’s central switchboard.

2 Two laser facsimile machines with A4 size paper and with at least 100 pages memory connected with two (2) direct lines, external to contractor’s switchboard and with access to domestic and international network.

3 One office scanner suitable for electronic transfer of documents.4 Charges for telephone and facsimile calls including connection and rental charges

shall be to account of Contractor.



Project Management Facility

Computing Facilitiesa Contractor shall provide and install following equipment at temporary construction

site office buildings and should ensure post installation proper maintenance support (hardware and software) through contractor’s own computer support group:

1 Twenty five Computer Workstations with minimum 3.0 GHZ processor, two hundred fifty six (256 MB) RAM memory, eighty (80) GB Hard Disk, 512 KB cache memory, 3.5” floppy drive, DVD/CD ROM drive, 15” SVGA monitor (17” for engineers involved in design review), Windows key board (US Standard), Windows mouse and mouse pad.

2 All computer workstations shall be supplied network and internet ready.3 One notepad computer with minimum 3.0 GHZ processor, five hundred twelve (512)

MB RAM memory, eighty (80) GB Hard Disk, 512 KB cache memory, DVD/ CD ROM drive, 3.5” floppy drive, 15” Active matrix colour SVGA, built in windows key board (US standard) and built in mouse and external mouse, integrated headphone/speakers and microphone jacks, rechargeable battery with average of 3 hours life time plus a carrying case and universal power adapter.

4 All notebook computers shall be supplied network and internet ready.5 Contractor shall ensure that remote access by contractor of workstations used by

company/client hall be blocked. 6 However, access may be permitted for short periods following approval by

company/client.

Common facilitiesCommon facilities to be shared between as many workstations as listed above connected by a local area network and consist of :

1 Three A4 laser printers, 12 pages per minute.2 One A4 colour laser printer, 12 colour pages per minute.3 One A4/ A3 scanner.4 Use of Contractor’s A3 colour laser printer, A1 and A3 color plotters as required.5 Software Backup facilities6 Software latest English versions in all cases for above Computer workstations and

notebook computers, as specified here below: 7 Windows XP or latest, one (1) copy per computer8 Microsoft professional office, one (1) copy per computer.9 Network software and card, one (1) copy per computer.10 E-mail software one (1) copy per computer.11 Planning software contractor intends to use for work two (2) copies.12 Use of any software related to all engineering disciplines that contractor intends to

use for work through contractor’s network. 13 Latest English/Arabic software version of windows and Microsoft professional office

with a full set of manuals each (2 copies).14 A full set of manuals for each software application.15 Antivirus (One copy per workstation or one multiuser server based copy)16 All computer systems shall be supplied ready to use.17 Contractor shall install all cables, connections, junction boxes and software for

installation of a local area network to service all above computers (including secretary/clerks workstations) and common facilities.

18 Contractor shall connect all computers to e-mail and internet networks to enable



Project Management Facilitycommunication between company/client personnel and contractor personnel and communication with company/client management in nation through internet network or telephone modems.

19 Contractor shall endeavour to use same software applications, as would be used by company/client (defined above) for ease transmission of data/reports between contractor and company/client.

Messing facilities1 Contractor shall provide all messing facilities (including food) for company/client

personnel and company/client nominated third parties at construction site as provided for contractor’s management personnel.

2 Food shall be of good quality and from a variety of international cuisines, such as Mediterranean, European, Oriental, Vegetarian etc.

3 It is a specific requirement that all meals shall generally be low in oils and fats.4 Contractor shall allow for a minimum of thirty (30) company/client personnel. 5 Menu shall be agreed with company/client.

Pre assignment/pre departure tax services 1 Contractor shall provide through expert consultant service leading to providing

information on pre assignment tax planning opportunities and procedures that assignees should be aware of, while on assignment.

On assignment tax services in host countries1 Company/client shall advise contractor’s tax consultant as soon as company/client

personnel reach foreign country for project development and intend to stay for a duration long enough to attract tax liability with details like names of employee, their staff number and likely period of stay.

2 Upon receipt of above information supplied by company/client, contractor’s tax consultant is required to provide:

a Current relevant provisions of personal tax laws of country.b Liabilities of company/client towards compliance of tax laws.c Further details required, if so by contractor’s tax consultant from company/client.d Based on input/feedback from contractor’s tax consultant, company/client shall issue

an ‘instruction to proceed’ detailing work required from contractor’s tax consultant.3 Within 14 days of receipt of an ‘instruction to proceed’ contractor’s tax consultant

shall provide to company/client:a Execution programme detailing arrangements and methods, which contractor’s tax

consultant proposes to adopt for execution of work, including tax planning required, time required, manpower and man hours required, estimated cost and necessary scheduling.

b Execution programme, when approved by company/client shall become part of contract and contractor’s tax consultant should execute work strictly in accordance with execution programme.

4 Contractor’s tax consultant shall:a Keep company/client fully informed of progress made in work. b Maintain liaison with local tax authorities. c Have regular contact with company/client employees in those foreign countries.d Scrutinise requirement of advance tax payments and estimated tax determination

thereof, and advise company/client accordingly.



Project Management Facilitye Contractor’s tax consultant shall provide necessary tax returns, ensuring full

compliance of tax laws of country and file returns with appropriate tax authorities within specified time.

f Arrive at total tax payable and advise company/client.g Complete tax assessments within specified time and endeavour to get:h Clean assessment orders.i Income tax clearance certificates for all employees.j Contractor’s tax consultant shall put its best efforts to obtain for benefit of

company/client all lawful discounts, tax credits, allowances and refunds from tax authorities.

k Repatriation tax services involving execution of all tax related matters that shall be required to be complied with, by company/client employees, while making exit from host country and reenter country of origin.

Post assessment tax services1 Eliminate/minimize possibilities of post assessment proceedings like appeals,

reassessment, litigation etc.2 Keep company/client informed from time to time of potentialities and possibilities of

post assessment proceedings and recommend suitable preventive and/or corrective actions that may be required to be taken by company/client/its employees in host country.

3 Contractor’s tax consultant is required to make every effort to avoid/mitigate such proceedings.

4 One or all Works as mentioned above may be called upon for a particular country or a number of countries either simultaneously, or at different points of time through issuance of an ‘Instruction to Proceed’.

5 Payment of tax amount to tax authorities shall be based upon duly receipted acknowledgement of tax authorities in host country.

6 Payment to contractor shall be made on a flat rate per person per fiscal year basis against completion/progress made in tax consultancy work.

7 Flat rate quoted by contractor shall include for partners, lead consultants, senior managers, senior consultants, managers/consultants & support staff.

8 Flat rate quoted is fully inclusive of all associated costs for employment of personnel and all overheads and profit.

Project Soft waresContractor shall use following application software in preparation of project deliverables:

1 Word processing Microsoft Word latest, Spreadsheet Micro soft excel 2000, Presentation Mocrosoft POWERPOINT 2000, Database Microsoft access 2000 or equivalent, Project planning Primavera Latest Revision, Piping Stress Analysis Caesar II, Finite Element Analysis ANSYS, ABAQUS, COSMO or equivalent, Draughting AUTOCAD 2008, Reliability Study RAMP (Ver 3.4 or latest) or equivalent 3D Modeling, (if chosen by Contractor) PDS / PDMS Pipeline simulation (dynamic/ surge analysis) PIPENET or internationally, validated software, which shall be approved by Company/Client Electrical System Studies CYME software Structural Design STAAD PRO & STAAD-III

2 Company/Client shall not provide any software to Contractor. 3 Contractor shall provide pipenet Simulation Programme for Company/Client’s

permanent use at end of project.



Project Management Facility4 Company / Client personnel shall have access to Contractor’s PIPENET Programme

at all time.5 Contractor shall specify software used for sizing Control Valves, Relief Valves,

Orifice Plates, Processor Loading etc. 6 If software used is of proprietary nature and not standard ones, a copy shall be

provided to Company/Client for use in future Maintenance, or design modification. Sample Only Ends

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