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TENDER
PROCEDURE
Manager
Services
The
Manager shall be responsible, inter alia:
"
Agree with the Client, which parts of the Project implementation
to tender separately
" Agree with the Client and relevant Consultants providing
Design Works the method of appointment of preferred specialist trade
contractors and extent of design, specifications and maintenance
services to be included in tender documents.
" Undertake a thorough review of the Project Documents
" Recommend structure and main heads of terms for the Construction
Contract and assist in briefing the Client's lawyer to enable the
preparation of the Construction Contract.
" Arrange for the Client to place orders for long delivery
components if required
" With the Consultants providing Design Works, prepare lists
of potential contractors to participate in the tender, conduct a
pre-qualification procedure including questionnaires and interviews,
if required, and submit for the Client's approval a proposed tender
list.
" Prepare the tender documents comprising Summary of the Contract
Conditions, Tender Form, requirements for pricing document to be
submitted by the contractors' and Tender Invitation Letter and incorporating
the designs and specifications prepared by the Design Works Consultants.
" Issue tender documents to tendering contractors, administer
the tender process and organize mid-tender meetings with them.
" Receive tenders on behalf of the Client and arrange the tender
opening.
" Check and evaluate tenders received, prepare report on tenders
and make recommendations to the Client as to which contractor to
invite to a post-tender interview.
" Conduct post-tender interviews to clarify any outstanding
issues from the tenders and assist in deciding the preferred contractor
" Update the tender report to include information resulting
from the post-tender meetings and make a recommendation for the
award of the Construction Contract.
" Assist in preparation of the Construction Contract documentation.
" Participate in the technical negotiations with the Contractors.
" Assisting the Client in others tasks relating to Project
Manager Services as determined by the Client concerning to the Project
Manager
Deliverables
The
Manager shall, within the performance of the Manager's Services,
provide the following documents, at least on a monthly basis or
according to requirements:
"
Procurement strategy plan, showing contractual and management relationships
between the contractors and the Project team.
" Recommended structure and main heads of terms for the Construction
Contract.
" Completed questionnaires with recommendation for tender shortlist.
" Tender documents comprising Summary of the Contract Conditions,
Tender Form, requirements for pricing document to be submitted by
the Contractors, Tender Invitation Letter and approved Project Documents.
" Tender Analysis Report with recommendation for contractor
selection for interview.
" Updated Tender Analysis Report with recommendation for contractor
selection for the Construction Contract.
PLANNING
PHASE
Project
Manager Services
The
Project Manager shall be responsible, inter alia:
"
Participate in the negotiation and the conclusion with the consultants.
" Participate in the consultant meeting on a weekly basis.
" Assisting in finalising all the planning procedure, inter
alia: Permits, Tender, Working drawings etc.
" Review the Zoning plans whether they comply with the Client's
requests and demands before issuing to the authorities.
" Reviewing the Building Permit Plans whether they comly with
the Client's requests and demands before issuing to the authorities.
" Reviewing and comparing whether the approved Permits comply
with the Client's requests.
" Reviewing the Tender Documents whether they comply with the
Client's requests and demands before issuing to the Contractors.
" Reviewing the Working drawings whether they comply with the
Client's requests and the Permits that were obtained before issuing
to the Contractors.
" Offering technical solutions and suggestions in order to
improve the Project and to save costs.
" Preparing monthly reports covering the areas detailed in
the Manager Deliveries.
" Assisting the Client in others tasks relating to Project
Manager Services as determined by the Client concerning to the Project
" Negotiation with the Romanian municipality and/or with all
Utility companies regarding roads and infrastructure connections
inside and outside the plot including preparation of all required
agreements and also negotiation with those bodies regarding the
payments and refunds for execution of those the roads and all infrastructure
connections.
Manager
Deliverables
The
Manager shall, within the performance of the Manager's Services,
provide the following documents, at least on a monthly basis or
according to requirements:
"
Progress & Time Schedule of the Project implementation, including
co-ordination of consultant's supervision
" Planning targets for the following months
" Achieving the targets of the previous month.
" Current issues - actions taken to solve problems and actions
required
Budget control - original budget, acctual expenses until the report
date, predicted deviation in the budget, suggestions to save costs
in order to keep the budget etc.
" Contract Issues
" Quality issues
CONSTRUCTION
PHASE - Project Management
Manager
Services
The
Manager shall be responsible, inter alia:
"
Provide quality control services.
" Agree with the Client the procedures for administering the
implementation of the Project including issuing of design revisions,
pricing and approval of change orders, requests for information
etc. Any substantial changes must get a prior written approval from
the Client and must be in accordance with valid building permit
" Organize and controlling the weekly site meetings. Lay down
procedure for convening, chairing, attendance, function, frequency
and responsibility for recording of meetings and circulation of
information, in accordance with the relevant provisions of the Construction
Contract.
" Monitor the Design Works and check the compliance with deadlines
for hand-over of relevant Contractual Documents against the Design
Works Timetable.
" Check compliance of the Construction Works with Project Documents
and monitor standards of workmanship and materials.
" Monitor the performance of Consultants and the contractors,
including Contractor, in the performance of their duties and the
discharge of their responsibilities.
" Serve as a point of contact for the Contractor and other
contractors contracted with the Client, where applicable, for their
communication with the architect of the Project, unless the Client
decides that they can communicate with the architect directly or
the Manager so instructs the contractor.
" Monitor progress of Project implementation against the Time
Schedule, advise the Client of any actual or potential delays, recommend
appropriate action and obtain authorization.
" Preparing monthly reports covering the areas detailed in
the Manager Deliveries.
" Preparing weekly reports, prior to the weekly site meetings,
covering the areas detailed in the Manager Deliveries.
" Assisting the Client in others tasks relating to Project
Manager Services as determined by the Client concerning to the Project
Manager
Deliverables
The
Manager shall, within the performance of the Manager's Services,
provide the following documents, at least on a monthly basis or
according to requirements:
"
Site pictures showing the execution progress.
" Progress & Time Schedule of the Project implementation,
including co-ordination of architect's supervision.
" Targets for the following months
" Achieving the targets of the previous month
" Current issues - actions taken to solve problems and actions
required.
" Budget control - original budget, actual expenses until the
report date, predicted
deviation in the budget, suggestions to save costs in order to keep
the budget etc.
" Contract Issues
" Quality issues
" Health & Safety issues as received from the Contractor
and from the statutory health & safety supervisors.
" Scope of works for duties of the quality control engineer.
" Construction Works administration procedures manual, incorporating
standard forms.
" Preparing weekly reports, prior to the weekly site meetings,
covering the same areas as described in the preceding paragraph,
however more detailed.
CONSTRUCTION
PHASE - Cost Control
Manager
Services
The
Manager shall be responsible, inter alia:
"
Prepare and update where necessary cash flow forecasts for the Construction
Works.
" As part of the weekly and monthly reports, provide the Client
with a cost report identifying the anticipated final cost of the
Design and Construction Works and listing the costs of all valid
variations.
" Prepare the monthly valuation of the Construction Works completed,
together with associated breakdown.
" Assess the completed Construction Works against the cash-flow
forecast for the purpose of verifying payments due to the Contractor
or, where applicable, other contractors.
" Advise the Client on the cost implications of any proposed
variations.
" Determine the value of proposed variations and investigate
with the Contractor or, where applicable, other contractors, suitable
rates or prices for such variations.
" Give preliminary advice to the Client on the validity of
any claims made by the Contractor or other contractors. Verify any
claims for additional payments and advise the Client thereon.
" Promptly notify the Client of any matter that is likely to
affect the cost of the Construction Works.
" Provide off-site valuations of construction materials or
equipment if requested by the Client.
" Assisting the Client in others tasks relating to Project
Manager Services as determined by the Client concerning to the Project
Manager
Deliverables
The
Manager shall, within the performance of the Manager's Services,
provide the following documents, at least on a monthly basis or
according to requirements:
"
Cash-flow forecasts for the Construction Works.
" Monthly cost reports, including anticipated final cost of
the Design and Construction Works, list of all valid variations
and costs thereof, summary of payments made to date and preliminary
advice on the validity of any claims made by the Contractor and/or
applications for additional payments.
" Change Orders for approval with supporting price breakdown
in accordance with the Construction Contract.
" Monthly valuations/Valuation Certificates (as defined in
the Construction Contract), authorizing the value of the Construction
Works completed, together with associated breakdown.
" Reports on any claims made by any of the contractors or Consultants
for additional payment.
CLOSE-OUT
- Project Management
Manager
Services
The
Manager shall be responsible, inter alia:
"
Assist the Contractor and the Consultants in and manage preparation
of the application for the Use Permit inspection by the building
authorities; assist the Contractor in collating all the necessary
information required for the inspection.
" Attend the Use Permit inspection by the building authorities
and check that the Contractor, relevant Consultants and/or other
contractors, where applicable, carry out any actions required as
a condition for issuing the Use Permit.
" Issue appropriate Defects List in accordance with the Construction
Contract and certify the removal of the listed defects and the completion
of any outstanding work.
" Together with the Contractor and, where applicable, other
contractors, arrange hand-over of the Construction Works after operational
tests, full commissioning of services and removal of defects - a
pro-forma take-over protocol shall be issued; final take-over protocol
of the Construction Works shall be issued only after final, legally
binding and enforceable Use Permit. Hand-over procedure of the completed
construction works shall be done according with the HG (government
decision) nr. 273/1994 regarding the Construction Works Reception
Regulations.
" Where applicable in accordance with the Construction Contract,
issue a Certificate of Non-Completion
" Arrange for Contractor, Consultants and, where applicable,
other contractors, to provide maintenance and cleaning information,
maintenance manuals, test certificates, warranties, guarantees,
operating instructions, guidance and instructions for the maintenance
company that will be chosen by the Client, 'as-built' drawings and
'as-installed' diagrams to be forwarded to the Client, and completing
all the requires in accordance with the Construction Contract or
other applicable contracts.
" At the end of the General Defects Liability Period, check
in accordance with the Construction Contract the removal of defects
having occurred within the General Defects Liability Period, issue
Certificate of Making Good Defects
" Assisting the Client in others tasks relating to Project
Manager Services as determined by the Client concerning to the Project
Manager
Deliverables
The
Manager shall, within the performance of the Manager's Services,
provide the following documents, at least on a monthly basis or
according to requirements:
"
Progress & Time Schedule of the Project implementation.
" Targets for the following months
" Achieving the targets of the previous month
" Current issues - actions taken to solve problems and actions
required.
" Budget control - original budget, actual expenses until the
report date, predicted
deviation in the budget, suggestions to save costs in order to keep
the budget etc.
" Contract Issues
" Quality issues
" Health & Safety issues as received from the Contractor
" Report on the Use Permit inspection and recommendations,
with estimated costs, for any actions required in order to comply
with the requirements of the authorities.
" Defects List, confirmations on the Contractor or, where applicable,
other contractors, having completed any outstanding work and removed
defects; where applicable, Certificate of Non-Completion
" Certificate of Making Good Defects
" Pro-forma and final take-over protocols on the Construction
Works in accordance with the Construction Contract;
CLOSE-OUT
- Cost Control
Manager
Services
The
Manager shall be responsible, inter alia:
"
Check the final account statement and/or draft final invoice submitted
by the Contractor under the Construction Contract and negotiate
with the Contractor as required by the Client a final settlement.
" Issue a Final Valuation Certificate.
" Prior to issuing it to the Contractor, provide to the Client
for agreement the Final Payment Certificate with supporting information.
" Certify release of Retention in accordance with the terms
of the Construction Contract.
Manager Deliverables
The
Manager shall, within the performance of the Manager's Services,
provide the following documents according to requirements:
"
Report recommending the final Contract Sum including a full breakdown
of the variations to the Contract Sum of the Contractor.
" Final Valuation Certificate.
" Final Payment Certificate.
" Retention Release Certificate.
ENGINEERING
ACTIVITIES
- Elaboration
of professional opinions relating to preparation and realization
of construction, e.g. evaluation of offers, arrangement for supplies;
- Management of real property agenda connected with the implementation
of the Project, e.g. purchase or expropriation of land and/or buildings,
resolving of damages, easement and conclusion of lease agreements
as necessary (for avoidance of doubt, such activities shall not
include drafting any agreements for such agenda);
TECHNICAL
SUPERVISION
- Getting
acquainted with the Project Documents, content of the Construction
Contract, other relevant agreements and building permits;
- Hand-over of the Site/work place to the Contractor (and, where
applicable, other contractors) and arrangement for record in the
Site Logbook and assembling logbooks;
- Responsible for the process of providing of basic direction and
height positioning of the construction to the Contractor;
- Participation in control geodetic positioning of the ground by
the Contractor before commencement of the \Construction Works;
- Compliance with the building permits conditions and with the measures
of the "state construction supervision" in the course
of implementation of the Project;
- Taking care of continuous supplementing of Project Documents under
which the construction is realized and keeping records of completed
parts of the Construction Works;
- Negotiating amendments of and changes to the Project Documents
that do not increase costs of the construction building or operating
set, do not prolong terms of construction and do not worsen construction
parameters;
- Inform the Client on occurrence of any serious circumstances;
- Checking the correctness and completeness, both as to the content
and as to the price, of valuation documentation and invoices, their
compliance with the conditions set forth in the Construction Contract
and, where applicable, other agreements and their presentation for
payment to the Client;
- Inspecting parts of the Construction Works that shall be covered
or shall become inaccessible, recording of the results of such inspections
into the Site Logbook;
- Hand-over, in accordance with the Construction Contract and, where
applicable, other agreements (the Client shall provide them to the
Manager), completed works to other contractors for their consecutive
activity;
- Cooperation with the (general) designer ensuring architect's supervision
in the course of assurance of compliance of realized supplies and
Construction Works with the Project Documents;
- Cooperation with the (general) designer, the Contractor, other
Consultants and, where applicable, other contractors, in the course
of implementation of or proposing measures to cure possible defects
of the Project;
- Monitoring whether the Contractor and, where applicable, other
contractors, perform prescribed and agreed tests of materials, constructions
and Construction Works, checking their results; demanding documents
evidencing quality of performed Construction Works and supplies
(certificates, inspection records, protocols, etc.)
- Monitoring the keeping of the Site Logbook in accordance with
conditions set forth in the Construction Contract;
- Application of ideas leading to improved efficiency of future
operation (use) of the completed Project;
- Notifications of archeological findings;
- Cooperation with the Contractor and, where applicable, other contractors
in the course of implementation of measures preventing or limiting
damage in case of jeopardy of the construction by Acts of God;
- Checking the progress of the Construction Works in accordance
with the Time Schedule and the Contractor's Timetable and provisions
of Construction Contract and, where applicable, other agreements;
notifications of the Contractor of his failure to meet the agreed
deadlines, including preparation of supporting documentation for
exercise of monetary sanctions;
- Inspecting whether materials, machines, equipment and constructions
are properly stored on site;
- Inspecting the quality of the materials, machines and equipment,
but it is the Contractor's duty to prove the correspondence to standards,
regulations, etc.
- Assisting in the preparation, in the course of implementation
of the Project, of documentation for final valuation of the construction;
- Assisting in the preparation of documents for hand-over and take-over
of the completed Project or its parts and participation in the negotiations
concerning hand-over and take-over;
- Review of documents presented by the Contractor for the purposes
of hand-over and take-over of the completed Project;
- Review of removal of defects and uncompleted works detected in
the course of take-over within agreed deadlines;
- Participation in the Use Permit proceedings
- Control of evacuation of the Site by the Contractor;
- Arranging for the activities of and cooperation with responsible
surveyors
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