A. Engineering

       1. Purpose

The purpose of this procedure is to describe the overall engineering plan to be implemented for the client and in particular at the project Directorate Level. The present plan outlines the overall principles that will be integrated by IntES during the development of their own planning in accordance to what the client asks for.

      2. Scope

This procedure applies to the Project Directorate engineering organization related to the EPCM for the clients project.

      3. Overall Strategy for Engineering execution

Main Objectives:

• To deliver a reliable, safe and high performance PLANT in accordance with the Contractual Project Specification and client’s requirement.
• To ensure the INITIAL ACCEPTANCE & COMMISSIONING after the contract effective date.
• To provide quality engineering deliverables at time to the construction team at site to minimize rework and to facilitate the construction schedule achievement.

      4. Engineering Organization

The engineer coordination and management at the Project is described hereafter.

Main responsibilities and the job tickets of key members of the Engineering Team are also described in this section.

              (4.1) Responsibilities

Engineering manager

He reports to the Project Manager. He will have the following responsibilities as a key member of the organization chart:

• Manage preparation and issue of engineering procedures, engineering job specifications ( Project     specification ) to ensure coherence in terms of engineering performance,
• Providing strong leadership to all discipline and ensuring timely release of all deliverables including in the scope of work of each disciplines.
• To corporate with client engineering team, all leader of engineering discipline in keeping consistency and uniform in engineering.
• To maintain the Engineering Organization and communication and optimize them, as necessary, to achieve the project adjectives.
• To monitor the mobilization of resources in the various of discipline and check continuously their adequacy regarding respect of the schedule.
• To closely coordinate the discipline interfaces,
• To ensure technical compliance to contract requirement,
• To perform design verification and checking as part of routing engineering work
• To review and sign the engineering deliverables prepared by the various disciplines before their release by project manager,
• To review and sign the Technical Bid Tabulations of Materials,
• To review each bi-weekly with the Planning Engineer the engineering progress of the project,
• Review engineering progress of each discipline with the Project Manager and propose remedial measures to the project,
• Define and manage discipline interfaces,
• Engineering support to construction site,

The Engineering manager in the project will be supported as shown on the organization chart by Senior Civil & Architecture engineers, Senior FF engineer, Senior Electrical engineer, Senior HVAC engineer and all lead Discipline Engineers (LDE).

Lead Discipline Engineers ( LDE)

The main responsibilities the lead Discipline Engineers assigned to the Engineering Team are summarized hereafter:

• Project execution and quality
• Check and review that all engineering design product follow the project specification, client ‘s specification, client requirement,
• To corporate with Engineering Manager & Project Manager and transfer all design information to engineers.
• Organize and manage design reviews in the name of project team (if required).
• Schedule
• Ensure that the progress of engineering design in discipline is in line with Overall Project Master schedule.
• Coordination between internal discipline
• The lead discipline engineers will provide strong leadership to his discipline and ensure that the design information/requirement from client are transferred accordingly to engineer, check the consistency between design information internal discipline and engineering team.

     5. Engineering execution plan

            (5.1) General

The following engineering execution plan provide discipline-wise the ways and methods to be used for the implementation of engineering work.

In each discipline the lead discipline engineer will issue the common form, requirement, job specification and project procedure in the early stage of the project to standardize and coordinate work in all engineering team.

Which respected to uniform and standardize the entire engineering design product, IntES’s Engineering Tool will be distribute to each engineer through lead discipline engineer and engineering Manager.

In order to prepare the engineering design product with highest quality, consistency design between all concerned disciplines, minimize the correction during the site construction, the “engineering activity relation schedule” needs to be strictly used for each discipline.

           (5.2) Engineering coordination with Procurement

The procurement progress, quality of equipment and the accuracy of vendor quotation are depended a lot to the technical specification which shown in inquiry.

Vendor drawings will be received by the issuer of the requisition (procurement engineer) then, it will be sent to engineering team for reviewing and checking.

           (5.3) Document/Approval/Review

All document submitted to the client for formal approval and/or review (in according with the requirements of the project specification) will be transmitted by the Engineering Manager.

The client comments on these documents will be managed by the Engineering Manager who will ensure their incorporation, as required, in the engineering deliverables product either by project engineering team or by different disciplines.

The submittal modalities (number of copies, transmittal note form etc..) of the document for Client review will follow the IntES quality system or agreement between Client project team and IntES project team during kick-off meeting.

           (5.4) Design verification & Consistency

Design verification and checking consistency are responsibility of IntES engineering team as a part of routing engineering work (except IntES SoW).

     6. Document management

All the design document will be managed based on IntES quality system (TQS) with comply with ISO 9001-2008 standard Project Delivery Tools

As part of the IntES project delivery methodology, our Project Manager will have proven execution tools, strategies, and processes at his disposal to tailor fit the needs of the client.

B. Procurement

       1. Procurement procedures

Together with the client, the procedures of procurement will be developed such as acceptance levels, number and type of bids to be received from the market etc.

The client will sign the contracts with the contractors and suppliers directly based on our recommendation or the clients evaluation.

Depending on settlements made with the client and the agreed tender strategy, IntES offers:

• Tenders Organization
• Long and Short-Listing of Main Contractor(s) with Recommendations
• Main Contractor(s) visit to assess capabilities
• Preparation of requests for technical quotations
• Issue request for technical quotation to Contractors
• Technical Clarification
• Gathering of technical bids
• Issue request for commercial quotation to Contractors, who qualified during technical evaluation
• Financial, commercial quotations
• Evaluations of technical and financial quotations.
• Preparation Recommendations to Customer
• Organize and facilitate the final negotiations
• Cooperation with the client on preparation and execution of the contract based on FIDIC and/or economic contract.

      2. Pre-qualification stage

Before starting proper tender stage, pre-qualification procedure will be taken. This procedure has in its aim to execute an initial note of each Vendor/ Contractor, which is done by verification of particular elements that are decisive for the level of offered service. That is, in particular: organizational structure, financial situation, actual and planned orders port-folio, experience in realization of this similar investments, applied quality and safetycstandards as well as other factors, which are suitable to specific conditions of realization and the clients expectations which also can be influential for further realization of investment.

IntES will assist the client with tender procedure for selection of shortlist from a long-list of maximum 05 Contractors, who will be potentially invited to participate in the pre-qualification stage. Formal acceptance of the client will allow the beginning of pre-qualification procedure.

Pre-qualification forms will be sent to all participants in the pre-qualification procedure. The accepted requirements will be adjusted to specific conditions of project realization for the client, which is helpful due to precise analysed and evaluation of submitted tenders, taking into account the clients’ expectations and investment requirements.

A mandatory condition of the invitation to participate in the pre-qualification procedure is confirmation by the invited Vendors/ Contractors of their acceptance of the Confidentiality conditions. More specifically each Vendor will be required to sign a “Confidentiality Agreement”, which will oblige the Vendor not to reveal information concerning the investment to any Third Parties. The “Confidentiality Agreement” wording and format will be agreed with the client in advance.

      3. Contractor selection stage

In the result of carrying the pre-qualification procedure, IntES will perform to the clients recommendation, which describes the process of procedure in detail, as well as results obtained by its participants. The conclusions of pre-qualification procedure will be discussed together with clients’ representatives. Their result will be the selection of companies that will be invited to the main tender stage and drawn up the so called ‘short list of Vendors’ between 3 to 5 contractors, which will be presented to the client for his final acceptance.

Obtaining written acceptance from the client is a precondition of entering into the formal tender stage.

      4. Tender stage

The basis of the tender procedure is the multi-branch tender documentation prepared in a way to help the potential vendors to understand the scope of works, deadlines and other specific conditions of the project realization. IntES will work out the entire tender project documentation together with tables with works specification (within a separate offer for the design works)

Every document package managed by IntES contains at least the following:

• Submission Letter
• Instruction to Bidders
• Conditions of Contract
• Specifications
• Particular Requirement
• Drawings
• Bill of Quantities (IntES will prepare a Bill of Quantity and Cost Estimate +/- 10%)

During the tender procedure, before deadline for offers submission, the Vendors will have the opportunity to ask questions in order to clarify their doubts concerning tender inquiry. These questions will be sent to IntES/Client office in written, while the answers will be delivered to all participants of the tender procedure.

All the correspondence with the vendors will be carried out in written by IntES and the client. According to IntES internal procedures, no other form of correspondence will be permitted during the tender stage.

Tenders will be submitted either to IntES office or to the clients office according to the clients decision. They will be submitted on the precisely defined date with the procedure of the “sealed envelopes”. The procedure for opening tenders requires preparation of the Tenders’ Opening Protocol covering all the data related to the submitted tenders together with the signatures of IntES and the clients’ representatives, present at the opening session.

Before opening the tenders, IntES together with the client will precise the conditions to be taken into consideration during the tender evaluation

      5. Tender’s evaluation stage

After receiving the tenders, IntES will check if there are complete, coherent, and compatible with the tender inquiry as well as with the requirements of the technical documentation.

The provision of the equal chances for all the tenders is the certainty that the vendors were provided with exactly the same information concerning tender requirements and that the submitted tenders can be compared in all the aspects, such as: scope and quality of the offered services, terms of realization, technical conditions, formal and legal conditions.

During the clarification meeting some aspects will need to be clarified, and vendors will be requested to correct potential discrepancies and submit revised technical offers.

After checking and confirming all the documents according to the tender’s requirements, IntES will do the technical bid evaluation (TBE) with recommendation to the client which contractors shall join into next commercial bid.

IntES will evaluate the commercial proposal of successful Contractors, who passed the technical stage and prepare a Evaluation Report with recommendation of the best Contractor for negotiation.

      6. Negotiations stage

Negotiation stage will commence after all tenders are comparable.

According to our negotiation strategy, the meetings will be held with the Vendors in order to fix the total sum for the works to be performed.

Number of the vendors invited to the stage of final negotiations will be based on results of scoring in evaluation report by IntES and representative of the client.

The following documents will be prepared during the negotiation stage:

• Meeting report;
• Table containing cumulative data of all the tenders.

      7. Recommendation stage

After the tender process and final negotiations with the Vendors, IntES will prepare according to its knowledge and experience, the detailed report describing and summarizing the tender procedure process, will select, rank and recommend the preferred Vendor for the project in term of technical and commercial scores.

      8. Contract signature

After the letter of intent, IntES will distribute the list of the documents needed in order to secure the interest of the client. The list normally consists (but it is not limited to) of the clients templates.

C. Construction Management

IntES will appoint a construction supervision team under supervision of the project manager and it will be lead by a supervision leader. The supervision team will supervised all construction activities on site to ensure that all requirements from the client will be incorporated during construction.

The supervision team of IntES will be responsible for the following actions:

• Review with the client, the objectives and requirements of the client by reference to the draft the clients project brief and provide comments.
• The supervision leader will effectively act as the co-ordination link between the client and the project team (the client, designers, quantity surveyer and contractors) and will participate in the design process, effectively manage that and arrange such meetings as the supervision leader may deem necessary to be attended by the client and project team. The client shall ensure that the project team is advised of the consultant’s involvement in this respect.
• Comment as may be necessary on the outline specification. Review for compliance with safety requirements, good construction practice and with clients’ Project Brief the outline specification, the outline and sketch drawings, project drawings and their further progress to execution drawings and all performance and detailed specifications. Advise, recommend and introduce solutions to the client upon the selection, availability and price of materials, methods of working, building systems and equipment. Advice, recommend and introduce solutions to the client the requirements for contractors to carry out off-site design and off-site manufacture of components.
• Advise, recommend and introduce solutions to the client on all aspects of “build-ability” in relation to the proposed design for each element of the Project and on the feasibility of construction tolerances.
• If required by the client, IntES will consult the detailed Procurement Strategy for the Project on the basis of the above-mentioned reports and analyses.
• Advise and effectively manage any pre-construction i.e. exploration works including recommendations.
• Advise the client and the project team of any inconsistencies between any preliminary information issued for comment or the information issued for construction purposes and the clients’ project brief and effectively manage the corrections incorporation process to eliminate them.
• Advise and effectively manage with the Design Team the process to obtain approval and technical conditions for connections with existing utilities (municipal). Advise and effectively manage General Designer to obtain in the municipal authorities confirmation of the validity of all issued technical conditions for electric power supply, water supply, sewage, heating, radio, telephone lines, etc.
  • If required by the client, the supervision leader with his team shall assist the client in preparation by the insurer terms and conditions for insuring construction risks.

      1. Planning

• As soon as is practicable but in any event before any tenders are invited for any Construction Works Package, prepare in conjunction with the Project Team the Construction Programme. The programme shall indicate the critical path item sequence, the preparation of tender documentation, any offsite manufacture required and the lead times required for each construction works package.
• As soon as is practicable but in any event before tenders are invited for any construction works package, prepare in conjunction with the Project Team the Tender Programme in the form required by the clients’ project brief giving earliest start and anticipated finish dates for each construction work package given in the Project Cost Plan. This should be presented to the client in the reasonable time to get their acceptance (min. 5 working days).
• Expand, update and adapt the Construction Programme in conjunction with the Project Team as may be necessary to reflect further information, Contractors’ detailed programmes or changed circumstances and, when appropriate, make proposals for the acceleration of all or part of any construction work package or elements to achieve the commercial Opening Date of the Project.
• Effectively manage preparation in conjunction with the Project Team, Drawings and Information Schedules giving dates for the release of information. Discuss and agree the Drawings and Information Schedules with the client and the project Team. Expand, update or adapt the Drawing and Information Schedules as may be necessary to reflect further information, Contractors’ detailed programmes or changed circumstances. Advise the client and Project Team at meetings and in writing of the implications of such expanding, updating or adaptation of the Drawing and Information Schedules to achieve the commercial Opening Date of the Project.

      2. Site Services

• Effectively manage operatives, plant, equipment, services and office facilities, as may be approved and reimbursed or paid directly by the client, on the advice of the supervision to be provided on the site, including temporary site accommodation, furniture and office equipment and attendance for the supervision and the project team.
• Arrange the package contractor for the establishment of all base line data which may be required with for the execution of any works, and generally co-ordinate any further setting out carried out by the contractors.
• Establish and effectively manage project commissioning procedures in conjunction with the client.
• Establish and effectively manage the project handing over and final acceptance procedures for the contractors, and monitor their implementation.
• Instruct the contractors regarding the required documentation to be handed over in order to ensure timely working and state commissioning of the project.
• Effectively manage the assembly by the clients’ designer of the documentation for the working & state commission.
• Provide full-time on site supervision leader.
• Effectively manage of the process of obtaining local authorities’ approvals and Project Occupancy Permit process to issue and validate it.

      3. Contractor’s management

• Upon receipt of the clients’ approval of a list of contractors, immediately notify the contractors and make all necessary arrangements in preparation for the exchange of the formal agreement between the contractors and the client and of any other documents, deeds or bonds required by the tender documents.
• Issue instructions to the contractors as reasonably required in writing by the client or project team provided that, if the supervision leader objects to any instruction required by the project team to be issued to any contractor, the supervision leader shall immediately refer the matter in writing to the client recommending the best for the clients’ solutions for his decision and shall, upon receipt of the clients’ decision in writing, immediately comply with the same. Advise the client and the project team as to the issue of instructions where the supervision leader thinks the same would be desirable.
• Review, collate and certify applications for payment from contractors and prepare the supervision leader’s valuations as may be required in accordance with the terms of the contracts. Agree procedures with the project team for submitting applications and valuations and for resolving any mistakes and queries which may arise in connection with them. Promptly issue all valuations to the client with a copy to the contractors at such times as required by and in accordance with the provisions of the contracts.
• Receive and review all shop drawings, product data, samples and other submittals. Compare them with information contained in the related documents and transmit to the project team those recommended for approval. Establish and effectively implement procedures for expediting processing and approval.
• Provide management, control, administration and planning of the work of the contractors so as to ensure compliance by the contractors with the requirements of the contracts. Inspect contractors’ methods of working and temporary works to ensure that the same are adequate and safe. Ensure that the clients directions in regard to handling of materials and goods at the site are complied with by the contractors.
• Effectively manage the co-ordination of the work of contractors, make visits as necessary to the premises of contractors and their suppliers at the consultant’s costs where the same are located in Vietnam (or overseas, where agreed in writing with the client) and conduct regular meetings with the contractors to manage all aspects of progress both on and off site relevant to the latest agreed programmes and to review all information requirements and provide monthly written reports there on to the client and to the project team.
• Arrange and effectively manage site progress meetings at agreed intervals with the client and the project team. Prepare and circulate minutes of such meetings within next working day after each meeting.
• Monitor and effectively manage, in conjunction with the Project Team, the process of the actual expenditure in connection with the Initial Cost Plan and recommend to the client and the project team on any deviation there from.
• Monitor and effectively manage actual and anticipated expenditure on items identified as under this agreement incurred by the supervision leader against the Project Cost Plan, advice the client and project team of any deviation there from. Use all reasonable endeavours to keep costs to a minimum consistent with the client requirements and good construction practice and the construction period. Adjust in consultation with the client the Project Cost Plan to take account of all amendments necessary in respect of the foregoing but not exceeding the agreed initially Budget.
• Adapt and up-date in conjunction with the project team the supervision leader’s cash flow forecast for the construction of each element of the project and prepare in conjunction with the project team monthly cost and progress reports including progress photographs and submit the same to the client. Arrange meetings at agreed intervals (but not less than monthly) with principals from the client and the project team, to discuss inter alia the supervision leader’s monthly cost and progress reports. Prepare and circulate minutes of such meetings within next working day after each such meeting.
• Expand, up-date and adapt, in consultation with the project team, the construction programme as may be necessary until completion of the Project, to reflect the contractors’ detailed programmes and any extensions of time given under any contracts or changed circumstances. Report to the client and the project team on any expansion, up-dating or adaptation of the construction programme and provide to the client and the project team such information in relation thereto as may reasonably be required. Carry out any further programming exercises as may be agreed with the client.
• Effectively manage preparation of “short period” programmers by the contractors for use in coordinating the Contractors.
• Expand, up-date and adapt in conjunction with the project team the supervision leader’s drawing and information schedules for the release of information as necessary to reflect the contractors’ detailed programmes and any extensions of time awarded under any contracts or changed circumstances. Discuss and agree the same with the client. Expedite and co-ordinate the supply of information to be provided by the contractors and by the project team and report as necessary but not less than monthly to the client in relation thereto.
• Advise the client and the project team of any action that may be necessary for the client to take in connection with any of the contracts or the contractors. Report to the client and to the project team all matters related to progress and quality of the project. Consult with the project team on any matter which may cause delay to the completion of the project.
• Organize the site during the period of construction with regard to safety precautions, fire protection, security, transportation, delivery of goods, materials, plant and equipment (including that of the contractors), control of pollution, maintenance of good personnel and labour/industrial relations and general site services including inter alia allocation of space for the contractors’ offices and compounds, the restriction of access to the site to authorized persons only and the preparation and issue of a manual of rules and regulations appertaining to the project to be observed by all persons having business upon the site.
• Establish and maintain a liaison with occupiers of nearby buildings to facilitate the uninterrupted progress of the project.
• Assist and effectively manage the project team in reviewing and reporting to the client on proposed design changes and associated cost and time implications including, if appropriate, the time and cost implications on other contractors and on the possible effect on the Construction Period.
• Carry out such inspections as may be necessary to ensure general compliance with the contracts. Inform the client of defects in workmanship and/or materials which become apparent from such inspections and take such action as may be appropriate to correct such defects in accordance with the clients instructions. Expedite the final commissioning of equipment.
• Obtain as relevant from each contractor full operating and maintenance manuals and procure “record” and “as built” drawings as required under any contract. Check and collate the same against the requirements of the respective contracts and, when complete, submit the same to the client.

      4. Costs Management

• Review, collate and certify applications for payment applications for payment from Contractors for compliance with the Contract, provide the detailed valuations of the applied for payment works and issue, sign and submit the payment certificate to the client. Report and advice immediately to the client on any claim or notice of a claim for payment made by any contractor for loss and/or expense. Identify and inform the client as soon as practicable of any sums to be contra-charged against any of the contractors and assist in the conduct of such negotiations as may be appropriate with the contractors.
• Verify the rates and the agreement of the value of the above items, with the Contractors.
• Keep proper accounts of all monies expended pursuant to the contracts and in relation to the reimbursable cost. Provide copies of such information and documents sent to or received from the contractors and any of the supervision leader’s subcontractors at the same time as they are sent or received as may be necessary to enable the client to keep such accounts.
• Prepare interim and final statements of account for each of the contracts, to report to the client by means of a regular accounts’ settlement register.

      5. Other tasks

• Maintain and collect complete and accurate records and provide the client and the project team with all copies of all correspondence, minutes of meetings and any other documentation issued or sent to / from the contractors, local authorities or public utility providers which the client and the project team would not otherwise have received. After completion the consultant is obliged to hand-over all the project related documentation, files, drawings, etc. pass to the client.

      6. Checking of shop drawings

This will be the responsibility of the contractor to ensure that the shop drawings are correct. IntES supervisors will coordinate contractors and manage the programme of shop drawings’ design and materials to ensure it meets the time schedule.

      7. Handing-over of the Plant, Buildings and Equipment

• IntES Supervision leader will organize tests, inspections and commissioning of installations and building parts. In compliance with the requirements of the client, necessary documents will be supplied with the test results and the performance statements.
• IntES will handle the punch lists and the follow-up up to the final inspections resulting in the Works Completion Certificates per contractor.

      8. As Built Files

All works shall be signed off by the supervising inspectors as construction proceeds, however it will be the responsibility of the contractors to prepare and compile ‘As-Built’ dossiers (drawings and documentation) for presentation to the inspectors and for creation of the final total As-Built package, necessary for final; occupation and operational permits.

      9. Operation and Maintenance Manuals

IntES will ensure that contractors will provide the client with necessary O&M manuals and documentation at the stage of project acceptance. Requirements for these manuals and required trainings will be included in the tender documentation and fixed in construction contract as part of the deliverables of the contractors.

      10. Lifting equipment Files

IntES will ensure that the client will receive tested, commissioned and accepted lifting equipment and related utilities in compliance with the construction quality requirements including numerous test reports and functionality checks, to ensure proper functioning and attests, including Vietnamese required UDT protocols, of all lifting equipment.

      11. Completion of Works / Acceptance

The final hand-over period will involve assembly, checking and signing-off of all project documentation, and will include, but not limited to, the following:

• As-built dossier (drawings and documentation) in hard copy and electronic version
• Commissioning reports
• Materials certificates
• Certificates, attests and conformity reports
• Testing certificates
• Type approvals for use in the local country