Home / EPCM Project Approach
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.
This procedure applies to the Project Directorate engineering organization related to the EPCM for the clients project.
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.
He reports to the Project Manager. He will have the following responsibilities as a key member of the organization chart:
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:
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.
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.
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.
Design verification and checking consistency are responsibility of IntES engineering team as a part of routing engineering work (except IntES SoW).
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.
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:
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.
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.
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:
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
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.
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:
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.
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.
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:
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.
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.
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.
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.
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: