- 1. Scope of the Procedure
This Procedure describes the functions necessary to support the execution of the Company projects.
2. Field of application of the Procedure and responsibilities
This Procedure is applied to all of the Companys projects.
Those responsible for its application are:
- The Project Managers;
- The Commercial Manager;
- The QA/QC Management Representative;
- The Contract Manager;
- The Site Contract Administrator;
- The Cost Control Manager;
- The Cost Engineer;
- The Quantity Surveyor;
- The Subcontract Administrator;
- The Financial Controller;
- The Chief Procurement Officer;
- The Insurance Department Manager;
- The Procurement Department Supervisors.
3. Description of the Procedure
3.1. Subcontract Administrator
The Subcontract Administrator assists the sites for Subcontracts as follows:
- Assists the Contract Manager with Subcontractor contractual matters; checks letters for contractual suitability in accordance with the site contact requirements in compliance with daily Subcontract administration;
- Supervises Subcontract in dealing with the contractual correspondence of the Subcontractor on behalf of Contract Manager;
- Carefully and methodically checks the inclusion of Subcontract Works and conditions and ensures that the Subcontractor strictly adheres to the conditions including materials on site and in transit and to ensure full compliance with all other requirements to ensure that the Subcontract Works comply with the main contracted works in every sense.
- Works in conjunction with HR in ensuring that time keeping is accurately recorded and coded and back charged correctly against all cost items relating to any Subcontractor;
- Supervises the QSs assigned to him in proactively and accurately measuring the work Achieved by the Subcontractor and ensuring that the measure accurately reflects the measure achieved by the Subcontractor.
- Ensures that the measure is entered on a weekly and monthly basis into the Company IT system (ORACLE)
- Gathers information and prepares and agrees valuations for varied work including measurements and pricing relating to Subcontracts;
- Prepares weekly (as required by Contract Manager) and monthly progress payments in accordance with pre-established format and submits to Contract Manager for endorsement;
- Receives Subcontract application for payment, works with Quantity Surveyor (as above) to check all measurements and material inclusions. Prepares all records for Companys signature (payments, valuations, invoices) and prepares for certification to Contract Manager,
- Identifies claims and provision of notifications of intent as required by the Contract and informs the Contract Manager accordingly;
- Provides financial and contractual advice to Contract Manager;
- Settles the Subcontract Final Account;
- Receives contractual claims with respect to both time and financial issues; makes appraisal and categorises claim into 3 divisions; valid, not valid and possibly genuine in accordance with the Subcontract and ensures that the information is conveyed to the Contract manager for proper notification to the Clients representative for notification purposes under the main contract provisions. Prepares all accounts and records to enable the accurate and timely valuation of the proposed variation for the purposes of the Contract Manager to incorporate in reporting and payment procedures as set down in the Company Procedures;
- Verifies subcontractors invoices and issue payment certificate in the correct format.
- Verifies Subcontractors Final Account and advises the Project/Contract Manager accordingly
3.2 Claims Procedure
Acknowledges receipt of claims, makes initial assessment and inserts in record form (schedule) for each subcontractor a request for variation form shall be prepared in accordance with the specific project procedures.
Before any work commences on assessment of claim a report to be prepared by Subcontract Administrator warranting that the Subcontractor is fully compliant with Subcontract terms and that there are no breaches of the Subcontract.
Categorises assessment into one of three following initial assessment
1 Admissible
2 For consideration
3 Not admissible (rebuttal)
Contract Manager to be consulted on all issues to advise on contract merit and report to be recorded in and out. Site engineer to be made aware of claim and asked for input on specific issues relating to Site engineers input only.
Ensures that proper notification is made so that inclusion of any changes can be correctly reported and recorded and claimed as appropriate.
In all cases the receipt form shall be completed and all the information transferred including account total, summary, addendums and variations received and approved (If applicable)
1 Admissible. The form shall be completed referring to the contract clause in which the claim is applicable if more than one all the applicable clauses shall be included here. Input may be required from Engineer and Contract Manager, if so a request for input shall be made and recorded with the response recorded and included on the form with the dates inserted to enable the process to be monitored.
The Subcontractors account shall be updated with the revised final account and time adjustment (if any)
2 For consideration As above, but before any work on assessment is commenced a report from
the Contract Manager to be obtained
3 Not admissible A response to be sent to subcontractor with reasoning.
4. Forms
Subcontractors Payment Certificate
Subcontractors Final Account
Job Order Invoice
Schedule of Subcontracts
Request for Variation
Recruiter Name:Mr. BUNTY
Email Address:jasminsoundlines@gmail.com
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