PROJECT MANAGEMENT PROCESS SOIL INVESTIGATION PROCEDURE Prepared by : Thio Yenny Approved by : SGM,P/I

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PMP 19110

Date : 22 Dec 06

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Soil Investigation Procedure The Project Manager should read Soil Investigation Design Criteria before appointing Soil Investigation Contractor. Appointment of Soil Investigation Contractor shall be via Request for Quotation (RFQ). A minimum of 3 quotes shall be secured for each RFQ (Project Manager is recommended to call at least 4 quotations in case 1 of the potential Contractor decides to withdraw). All RFQ shall be: 3.1 3.2 3.3 Sent out to the potential Contractors at the same time; Contain the same information; and Returned to the Project Manager on the same stipulated date.

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The Project Manager shall refer to the recommended List of Soil Investigation Contractors for RFQ. New Contractors shall be Pre-Qualified and approved by the Country/City Head and SGM,P/I. The RFQ provided to the potential Contractors shall contain the following information necessary to submit responsive quotations and to avoid ambiguity and subsequent disputes: 5.1 RFQ Letter (Please see standard RFQ Letter)

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5.2 Site Plan & Borehole Positions (Please see sample of Site Plan) 5.3 Terms of Reference (TOR) (Please refer to the General Conditions for Tenders / Quotations and Technical Specification). TOR shall contain the following information and requirements: a) General Conditions for Tenders / Quotations; b) Contract Period; c) Payments; d) Borehole Positions; e) Scope of works; f) Codes and Standards; g) Personnel for Geotechnical Investigation; h) Field Work method and requirements; and i) Report / Sample of Work (Please see Sample of RFQ) 5.4 Submission requirements (in both hard and softcopy) on the

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a) b) c) d) e) B. 1.

Contractors organization structure and establishment in the country of domicile and in the country/city where the Project is located; Company Brochures; Track records including awards; Current workload; and Key Personnel for the Services

Submission and Receipt of Quotation The Project Manager shall take the necessary measures to minimise and disallow access by unauthorised persons to all quotations. He shall keep the quotations received in a secure environment until the closure of this exercise (Please see Sample of Quotation). Quotation Evaluation Once the RFQ are submitted, the evaluation and negotiation will be carried out by the Project Manager. The Project Manager to fill up Tender Results Record Form and Tender Results Record Form (After Negotiation). Recommendation for Award After evaluation, the Project Manager shall make his recommendation for selecting a particular quotation for award to the Country/City Head and SGM,P/I for approval (Please refer to PMP 20400 Forward Contract) via a Recommendation for Award (Please refer to sample on Recommendation for Award for Contractors). The Project Manager shall summarise the salient points of his Recommendation for Award in his e-mail attaching the following: a) Recommendation for Award; and b) Submissions from the successful Contractor. Award of Quotation Two original sets of the Letter of Acceptance will be prepared by the Project Manager (Please see sample Letter of Acceptance). It shall state the date of offer as accepted by the Client, commencement date and contract sum. The successful Contractor will sign and return one original set of the Letter of Acceptance for the Clients retention. The Project Manager shall forward a copy to the Client for retention. A softcopy of the Letter of Acceptance and the RFQ shall be given to the Cost and Contracts Unit for record. After Award The Project Manager shall monitor the progress of work. A Checklist of Queries / Outstanding Items has been prepared as a guide. The Project Manager shall submit a copy of Final Submission from

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Contractor to HQ Project Team. (Please see Sample of Final Submission from Contractor) 3. The Project Manager shall inform all unsuccessful Contractors in writing accordingly (Please see sample Notification to Unsuccessful Contractors).

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