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CMPE115ProcedureforPreparationofProjectHistoryReports

CM-PE-709 Procedure for Bid Clarication Meetings

Table of Contents
1.Purpose (http://www.red-bag.com/jcms/#purpose)
2.General (http://www.red-bag.com/jcms/#general)
3.Responsibilities (http://www.red-bag.com/jcms/#responsibilities)
4.Procedure (http://www.red-bag.com/jcms/#procedure)
5.Flowchart (http://www.red-bag.com/jcms/#owchart)
6.References (http://www.red-bag.com/jcms/#references)
7.Attachments (http://www.red-bag.com/jcms/#attachments)

1. Purpose
Thisprocedurecoverstherequirementstoensurethatalloutstandingquestionsconcerning
aprospectivepurchaseorderforequipmentandmaterialsandservicesatsiteareclarified
priortotheawardofcontract.
Thisprocedureisapplicabletobidclarificationand/ornegotiationmeetings.

2. General
None.

3. Responsibilities
TheProjectProcurementManagershalldecide,inconjunctionwiththeProjectEngineering
Manager,forwhichequipmentitems/materialsbidclarific ationmeetingsaretobeorganized.
Heshallensurethatthesemeetingsareexecutedinaccordancewiththisprocedure.For
SubcontractsthesemeetingsaredefinedintheSubcontractPlan.

4. Procedure

Library
QA Standards (/qastandards.html)
General Procedures
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Department
Procedures
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Work Instructions
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General Guides
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Design Guides
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Engineering Guides
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General Standards
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Design Standards
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4. Procedure
4.1Preparation
PriortoanymeetingtheProjectProcurementManagershallthoroughlyacquainthimself
withtherequirementsingeneral,thebidtabsandotherbiddocuments.
HewillreachagreementwiththeProjectEngineeringManagerwhichquestionsneed
clarificationinthemeeting.Heshouldindicatewhoparticipates,suchastheSpecialist
Engineer,InspectionManager,QADepartment,Constructionand/orothers.
TheSubcontractsManagerwilldothisalsoinconjunctionwiththeSubcontractCoordinator
andtheConstructionManager.Theyshallindicatewhoistoparticipateinthemeeting,such
astheProjectEngineerhandlingtheaccount,theProjectInspectionSupervisor,QA
Department,theConstructionManagerand/orothers.
Supplier'sparticipantsshallhaveadequateauthoritytodealwithtechnicalandcommercial
subjectsasrequired.
ItshallbeverifiedwiththeProjectEngineeringGroupwhetherparticipationfromClientis
required/recommended.
ApreliminaryagendashallbeadvisedtotheSupplier/Subcontractor,atthetimeof
confirmingthevisit,throughtheProjectProcurementManagerortheProjectSubcontracts
Manager.
4.2MeetingProtocol
ThemeetingshallbeheldinPurchaser'sofficeandshallbechairedbyarepresentativeof
theProcurementDepartment.Forsupplyanderectorders(involvingsiteactivities)the
meetingshallbeattendedbyaPurchasingrepresentativeandbytheProjectSubcontracts
Manager.
Thechairmanshallensurethattheminutesofmeetingiswrittenanddistributedto
participatingpartiesasnecessary.
Theattendeesatthemeetingmayinclude,asnecessary,thefollowing,whoshallbenoted
bynameintheprotocol.
CompanyProcurementrepresentative
CompanyProjectSubcontractsManager
CompanyProjectConstructionrepresentative
CompanyProjectEngineer
CompanyProjectPlanningEngineer
CompanyProjectInspectionSupervisor
CompanyProjectQArepresentative
ClientRepresentative(s)
Suppliers'SubcontractorsAuthorizedRepresentative(s)
4.3AgendaDetails
Thedeclaredagendashallbefollowedasfaraspractical.
Achecklist(referexamplesperAttachment1)formeetingsforsupplyofmaterialsshallbe
usedasaguidelineandreviewedforcompletenessinrelationtothesubjectunder
discussionandupdatedasnecessary.
TheProjectProcurementManagershalldecidewhethertheminutesofmeetingistobe
referencedinthepurchaseorderorifthedifferentitemswillbeincorporatedintheapplicable
documents.
ForSubcontractsBidClarificationmeetingsthesubcontractpackageshallbeusedasa
guidelineandreviewedforcompleteness.

Engineering
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Requisitions
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Forms (/forms.html)
Cost Codes (/costcodes.html)
Papers (/papers.html)

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PCC User Manual
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PCC fact list (/pccfact-list.html)

VES
Quick reference
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Design and
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Flange Calculation
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Incaseofanorderingand/orawardmeetingtheattached"DocumentofAgreement"
(Attachment2)tobeusedwhichconfirmsinwritingtheAgreementsmade.
Note:DependingonthetypeofmeetingitshouldbecarefullyconsideredbytheProject
ProcurementManagerwhetherthechecklistortheDocumentofAgreementwillbeused.
4.4MeetingFollowup
Theminutesofmeetingshallbetyped,signedanddistributedtotheattendeesasrequired.
Allproblemsdiscovered,asaconsequenceofthemeeting,shallbediscussed,without
delay,withtheappropriatepeoplewithintheCompanyorganizationand/ortheClientforfinal
decisiontaking.
Incaseofanorderingand/orawardmeetingthe"DocumentofAgreement"shallbesigned
bytheSupplierandPurchaserand/orClient.

5. Flowchart
None.

6. References

DocumentNumber Title

Level

6.1. CMPE700

CapabilityAssessmentofVendorsandSuppliers

6.2 CMPE710

AssessmentofConstructionCapabilitiesofSubcontractor

6.3 CMPE708

Purchasing

7. Attachments
1.BidClarificationCheckList(5sheets)Click here or the image for pdf le
(http://www.red-bag.com/imageslib/CM-PE-709_01.pdf)
2.DocumentofAgreement(16sheets)Click here for pdf le (http://www.redbag.com/imageslib/CM-PE-709_02.pdf)
1.BidClarificationCheckList
Click here or the image for pdf le (http://www.red-bag.com/imageslib/CM-PE709_01.pdf)

(http://www.red-bag.com/imageslib/CM-PE-709_01.pdf)
2.DocumentofAgreement
Click here or the image for pdf le (http://www.red-bag.com/imageslib/CM-PE709_02.pdf)

(http://www.red-bag.com/imageslib/CM-PE-709_02.pdf)

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