IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL

WATER DIVISION
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/CON Rev. 01 Date: 07.06.2012 Page 2 of 14

CONTENTS

Status
Sl No Name of Document Identification Page No
Rev No Date

1.0 Contents 01 07.06.2012 IVRCL/OM/WATER/CON 2

2.0 Amendment Record 01 07.06.2012 IVRCL/OM/WATER/AMD 3

3.0 Process Procedure 01 07.06.2012 IVRCL/OM/WATER/PRO 4

4.0 Business Development Process Chart 01 07.06.2012 IVRCL/OM/WATER/BDP 6

5.0 Tender Process Flow Chart 01 07.06.2012 IVRCL/OM/WATER/FLT 7

6.0 Procedure for Execution of Projects 01 07.06.2012 IVRCL/OM/WATER/PPE 11

7.0 Objective & Measurement 01 07.06.2012 IVRCL/OM/WATER/OBJ 14

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/AMD Rev. 01 Date: 07.06.2012 Page 3 of 14

AMENDMENT RECORD

Document No. Rev No. Date Amendment Details

IVRCL/OM/WATER/OBJ 01 07.06.2012 Objective & Measurement

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/PRO Rev. 01 Date: 07.06.2012 Page 4 of 14

PROCESS PROCEDURE

1.0.0 OBJECTIVE

1.1.0 Objective is to establish a process & define responsibility/authorities for achieving set targets of Division, in
close co-ordination with Region Heads.

2.0.0 SCOPE
2.1.0 BUSINESS DEVELOPMENT

2.1.1 Based on various business development activities and study of market, find out optimum possible business
opportunities for any financial year and inform Management about the target & profitability of the Division.
2.1.2 Business Development is carried out in collaboration with BD&CS department and Regional Offices through
market survey, scrutiny of bid notices in newspapers/internet, follow up with customers for getting repeated
orders, exploring business opportunities with new customers, etc.
2.1.3 All possible details about various contracts are maintained in Data Bank for use as guideline in future
business.

2.2.0 TENDERING

2.2.1 Receive information regarding tender notices and business opportunities from BD&CS department and Head
Regions.
2.2.2 Study and decide about participation in the Bid.
2.2.3 Purchase Bid Document; send to BD&CS for arranging required PQ documents.
2.2.4 Study the Bid carefully on various important points pertaining to specifications/Technical & commercial
aspects, etc. for preparation of best possible Offer.
2.2.5 Obtain all possible information for Bid preparation through Site Investigation/Pre-bid meeting from Regional
Offices.
2.2.6 Work out rates & other details, obtain approval from COC and arrange for submission through Regional
Offices.
2.2.7 Depute representative while opening of the tender to note the offer of competitors, record and store the same
in Data Bank for future guidance.

3.0.0 RESPONSIBIILITY
3.1.0 Division Head with Division Office team is responsible for obtaining various information pertaining to Project
execution from Sites/Regions, compile the same and submit reports to PM&C Department/ COC, as required.
3.2.0 Division Heads may also visit Sites/Regions in connection with execution of Projects, for
coordination/monitoring/meeting with Clients, extending required guidance, etc., as required.

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/PRO Rev. 01 Date: 07.06.2012 Page 5 of 14

4.0.0 PLANNED RESULTS

4.1.0 Entire scope is handled in such a way that set target of the Division is achieved
5.0.0 PROCESS DESCRIPTION

5.1.0 PROCESS INPUTS

5.1.1 Targets of Division.
5.1.2 Business opportunities by scanning newspapers, Internet, exploring new avenues, follow up with earlier
Customers, etc.
5.1.3 Various Management Policies/Systems, Data Bank & details received from Project Sites.
5.1.4 Resources from other Divisions/Departments/Regions.

5.2.0 PROCESS FLOW

5.2.1 Business Development as per IVRCL/OM/WATER/BDP

5.2.2 Divisional Tendering Process as per IVRCL/OM/WATER/FLT
5.2.3 Execution of Projects as per IVRCL/OM/WATER/PPE

5.3.0 PROCESS OUTPUT

5.3.1 Achievement of the targets as per set planning
5.3.2 Customer satisfaction and repeat Orders
5.3.3 Orders from new Customers through Business Development, Quality and timely completion of existing
Projects

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/BDP Rev. 01 Date: 07.06.2012 Page 6 of 144

BUSINESS DEVELOPMENT PROCESS CHART

TARGET SET BY
MANAGEMENT

MARKET STUDY

EXPLORE NEW BID PROPOSALS INFORM CLIENTS

EXISTING
AVENUES & IN NEWS PAPERS, PERIODICALLY ABOUT
CUSTOMERS
CUSTOMERS INTERNET OUR CREDENTIALS

APPRAISE CUSTOMERS
OF NEW AVENUES/
SEND
PROPOSAL ERIODIC
L NEWS LETTER

SEND DETAILS ABOUT ACHIEVEMENTS & NEWS PAPER

ADVERTISEMENTS, JOURNALS NOTIFICATIONS,
INTERNET, CLIENTS INFORMATION, CONSULTANTS
INFORMATION, BUSS. DEV.CELL, EXTERNAL AGENCIS,
REGIONAL/SITE OFFICES, EDUCATION OF CLIENT FOR
CREATING NEW WORKS UPDATED CREDENTIALS

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/FLT Rev. 01 Date: 07.06.2012 Page 7 of 14

TENDER PROCESS FLOW CHART

START

INVITATION TO TENDER

DIRECTLY BY OWNER CONSULTANT APPOINTED

BY OWNER

 NEWS PAPER ADVERTISEMENTS

 JOURNALS
 NOTIFICATIONS
 INTERNET
 CLIENTS INFORMATION
 CONSULTANTS INFORMATION
 BUSS.DEV.CELL
 EXTERNAL AGENCIES
 REGIONAL/SITE OFFICES
 EDUCATION OF CLIENT FOR
CREATING NEW WORKS

TYPES OF TENDERS
ITEM RATE, PERCENTAGE, LUMP SUM, TURNKEY, BOT, BOOT,
ANNUITY, BOS, EPC, FEED, ETC

SELECTION OF TENDER
- TYPE OF WORK
- AREA OF WORK
- VOLUME OF WORK
- CORPORATE STRATEGY

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/FLT Rev. 01 Date: 07.06.2012 Page 8 of 14

PRE QUALIFICATION

PREPARING THE “T-1” PROFORMA

MENTIONING SALIENT FEATURES PREPARATION OF PQ
FOR POST QUALIFICATION DOCUMENT AS PER NIT

QUALIFIED
CHECK FOR OUR
QUALIFICATION

ANALYSE
ANALYSIS

SUBMISSION FOR STORING IN DATA

H.O.Ds APPROVAL BANK
END FOR BUYING

END
OBTAIN
DOCUMENT
ANALYSE

– PREPARE SYNOPSIS.
END – SUBMIT TO HOD FOR APPROVAL FORFLOATING OF ENQUIRIES FOR GETTING THE
SITE INFORMATION AND ENTERING IN T-2 FOR SITE INVESTIGATION REPORT.
– SENDING REP. OF DIV. OFFICE.
– SENDING REP.OF NEARBY SITE.
ANALYSE – ANY EXTERNAL CONSULTANTS FOR SPECIALISED WORK.
– DESIGNS DEPARTMENT REP IF REQUIRED FORMAT-1)

END
B

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/FLT Rev. 01 Date: 07.06.2012 Page 9 of 14

– SITE INVESTIGATION REPORT

– SENDING REP. OF DIV. OFICE
– SENDING REP.OF NEARBY SITE
– ANY EXTERNAL CONSULTANTS FOR SPECIALISED WORK
– DESIGNS DEPARTMENT REP IF REQUIRED

PREPARING THE QUERRIES FOR PRE-BID MEETING AND

COLLECTING THE INFORMATION BY SENDING
REPRESENTATIVE TO ATTEND THE MEETING

GETTING THE SITE INFORMATION AND ENTERING IN

T-2 FORMAT

ATTENDING THE PRE-BID MEETING AND

IMPLEMENTING THE CHANGES IF ANY

PURCHASE DEPT. DATA

 FLOATING OF ENQUIRIES FOR SPECILISED SERVICE PROVIDERS
BANK/ OTHER DIVISIONS/
 OBTAINING RATES FOR MANUFACTURED AND BROUGHT OUT ITEMS
EXPERTS
 PREPARING ALTERNATE DESIGNS FOR E.P.C CONTRACTS ONLY
 PREPARATION OF BOQ AS REQUIRED DESIGN DEPT.

PREPARATION OF PRE-TENDER CASH FLOW,

P&L ACCOUNT BALANCE SHEET AND NO
CLEARANCE FROM D (F)

YES
ANALYSE

END

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/FLT Rev. 01 Date: 07.06.2012 Page 10 of 14

DOCUMENTATION
– PREPARATION OF OFFER LETTER, TERMS & CONDITIONS
AND INCORPORATION OF TECH. SPECIFICATIONS
– ENCLOSURE OF OTHER PAPERS / CREDENTIALS/
FORMATS AS PER TENDER DOCUMENTS

 ARRANGING THE EMD APPROVAL OF RATE ANALYSIS BY

 ARRANGING THE MOU IF IT IS A B2B COO/COC
CONTRACT UP DATE T3 FORMAT
 PREPARATION OF RATE ANALYSIS
AND CASHFLOW

SUBMISSION OF TENDER & ENTERING INTO THE T3 FORMAT

ATTEND TO CLIENTS QUERIES / CLARIFICATIONS / AMENDMENTS AND

SUBMIT THE REVISED OFFER

ATTEND OPENING OF FINANCIAL BID & NOTE COMPETITORS OFFER

AND STORE IN THE DATA BANK

NEGOTIATION

No Yes HANDOVER TO SITE

ANALYSE LOI
EXECUTION TEAM

YES

ARRANGING KICK OFF

END MEETING

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/PPE Rev. 01 Date: 07.06.2012 Page 11 of 14

PROCEDURE FOR THE EXECUTION OF PROJECTS

1.0.0 ACTIVITY DURING THE PERIOD WE BECAME L1 & RECEIPT OF WORK ORDER FROM CLIENTS:
1.1.0 Immediately on our becoming L1, concerned Regional Head has to identify the Site In-charge for that Project
in consultation with concerned Division Head and send him to Site, with a complete set of Bid documents.
1.2.0 Site In-charge/Regional Head shall get acquainted with the Site conditions/prevailing cost parameters, etc.
Site In-charge, based on his study of Site conditions, Bid documents, etc., has to prepare the following and
submit to concerned Regional Head & Division:
 “PCA for execution”
 Detailed execution plan
 Detailed Resource plan
 Detailed Expenditure plan
 Cash flow for execution of Contract within stipulated contractual period
 All other relevant statements as indicated in the “Project Planning & Control System Manual (PPCS)”
1.3.0 Concerned Regional/Division to scrutinize the above details thoroughly and finalize with their
recommendations. Regional Head to send such finalized details to COC, for their scrutiny & vetting.
1.4.0 In case of Contracts decided for execution on total B2BSC basis after bidding, concerned Regional/Division
Head to take following actions on our becoming L1:
 Proposal of B2BSC proposing our royalty fees
 Proposed Site In-charge from our side
 Scrutinize detailed execution plan, resource plan, expenditure plan, cash flow, etc., prepared by B2BSC
 Indemnity bond to be executed by B2BSC
 Send such details to Director Technical/COC for their scrutiny/study and approval

2.0.0 ACTIVITY IMMEDIATELY ON RECEIPT OF WORK ORDER FROM CLIENTS:

2.1.0 Immediately on receipt of the Work Order, Regional & Division Head has to arrange for “kick-off meeting” at
Corporate office.
2.2.0 Concerned Regional/Division Head, Site In-charges, all Directors, concerned Department Heads and PM&C
Department shall attend this meeting without fail.
2.3.0 It is the primary responsibility of Regional/Division Head to finalize about opening of Site, mobilization of
resources and discuss on “PCA for execution”, etc., in this meeting.
2.4.0 Based on the proceedings of “Kick-off meeting” and recommendations of Division/Regional Heads, COC to
give required decisions for starting the Contract Execution.
2.5.0 Also, COC to approve the “PCA for execution” within 10 days. This approved “PCA for execution” will
thereafter be “Accepted Cost Estimate (ACE)”. Regional Heads to ensure that all expenditures are with in
ACE provisions.

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/PPE Rev. 01 Date: 07.06.2012 Page 12 of 14

2.6.0 In case of Contracts to be executed on total B2BSC basis, details about our terms with B2BSC, our royalty
fees, proposed Site In-charge from our side, concluding B2BSC agreement, Indemnity bond to be executed by
the B2BSC, execution plan, resource plan, expenditure plan, cash flow, etc., as prepared by the B2BSC and
vetted by Division/Regional Heads, etc. are to be discussed in the “Kick-off” meeting and required decisions to
be given by COC, for starting the Contract Execution.
ST
3.0.0 ACTIVITY DURING 1ST MONTH OF RECEIPT OF WORK ORDER FROM CLIENTS:
3.1.0 Regional Head & Site In-charges shall start the activities at Site, within the time frame stipulated in the
contract, including for B2BSC projects.
3.2.0 Immediately on opening of Site, Regional Head to write our first letter to Clients informing
 About our Company’s credentials in similar works, highlighting our special achievements
 Brief introduction about Site In-charge, highlighting his achievements
 Details of Contact persons at Regional Office, Division Office, PM&C Department and Director Resource,
with their telephone numbers for Clients to contact in case of important issues
3.3.0 Regional Head to arrange for a “kick-off” meeting with Clients for taking up major issues related to Clients
assistance such as release of work fronts, drawings to be issued by Clients, etc. Also based on our earlier
analysis/study of various BOQ items with reference to available margins in each item, we may appropriately
initiate in this “Kick-off” meeting about reduction or increase in scope wrt such loosing or profitable items,
respectively. All such points of discussions of this meeting are to be minuted by Clients. In case of Clients not
minuting this, Regional Head/Site In-charge has to write immediately about these points of discussion to
Clients, with the concurrence of PM&C Department. In case of larger projects of more than Rs. 15 to 20
crores, depending upon the importance of the projects in terms of Clients/Contract period/Nature of the
Contract, etc., on a case-to-case basis. Concerned Division Head may also attend such “kick-off” meeting with
Clients along with COO, PM&C Department.
3.4.0 Regional Head & Site In-charge, in close consultation with concerned Division Head/Head PM & C
Department, to ensure that full-fledged execution of works is reached within one month from the date of
receipt of Work Order. First Bill has to be submitted within one to two months from date of LOA, irrespective of
the bill amount. In case of Contracts where minimum billing amount is stipulated, this has to be achieved
within that period.
3.5.0 For each project, Site QMS Documents and Site HSE Documents shall be prepared:
Site QMS Documents, on a minimum basis, shall include:
1) Site organization chart
2) Roles and responsibilities, Resource programme for the project
3) Site Investigation Report
4) Project Implementation Schedule
5) Activity flow chart
6) QA checklists

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/PPE Rev. 01 Date: 07.06.2012 Page 13 of 14

Site HSE Documents, on a minimum basis, shall include:

1) Site organizational chart
2) Roles and responsibilities
3) Client HSE requirements, if any
4) Environmental Aspect Register
5) OHS Risk Register
6) HSE Legal Register
7) Site HSE Manual
8) Emergency Response Plan (ERP)
4.0.0 ACTIVITY DURING THE EXECUTION OF CONTRACTS:
4.1.0 During the execution of the Contracts, any deviation from “ACE” shall be permitted only after obtaining prior
written approval from COC, based on the justifications of Regional/Division Heads. COC to approve such
deviations, immediately. However, in case of deviations with huge cost implications, prior approval shall have
to be obtained.
4.2.0 Regional Head/Site In-charges/Project Managers shall execute the Contracts well within the “ACE”.
4.3.0 Division Office to ensure that Regional Heads/Site In-charges furnish all statements as indicated in the
“Project Planning & Control System Manual (PPCS)” to Division Heads/COO, PM&C Department positively
before 10th of succeeding month, including
 Detailed Liability at Site,
 Stocks,
 Actual Work-in-progress
 Abstract sheet of monthly billing to clients, BOQ item wise,
 Complete reconciliation of all materials & bills with reference to Clients billing and
 Profitability
5.0.0 CONTRACTS MANAGEMENT
5.1.0 Sites/Regional Offices to ensure that a draft of important correspondence to Clients are to be first sent to
PM&C Department for their vetting, on major issues like
 Extension of Time
 Registering Client’s delays through suitable strong correspondences, in time
 Preparation & submission of claims on Clients for their delays/shortfalls
 Countering claims raised on us by Clients, etc.
5.2.0 Sites can write to Clients only after obtaining concurrences from PM&C Department on such important issues.

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – WATER DIVISION

Doc No: IVRCL/OM/WATER/OBJ Rev. 01 Date: 07.06.2012 Page 14 of 14

OBJECTIVE & MEASUREMENT

Key Result Area Measurement Records/

Sl No Objectives Defined Target
(KRA) Frequency Reference

Business Increase in Order book As fixed during

1 Once in quarter Data Sheet
Development position beginning of the year

Project Increase in Revenues from As fixed during

2 Once in quarter Data Sheet
Implementation operations beginning of the year

Effective implementation Once in Six ISO/IMS

of reviewing the months for Audit
As fixed during
Quality System performance of IMS in Internal Audits observation
3 beginning of the
Improvement MRM to reduce the rate of and nine months and Non
every year
Non conformities in for Surveillance Conformity
ISO/IMS audits. audits sheets.

Effective implementation
Health Safety & of reviewing the IMS in Data Sheet
As fixed during
4 Environment (HSE) MRM in order to reduce Monthly basis MSS/MIS
beginning of the year
Improvements the number of major and Sheet
fatal accidents

Prepared By Reviewed By Approved By

K.H.K Prasad, M.Govindh Rajulu, K. Ashok Reddy,
COO Water Division Corporate Management Representative Chairman Chief Operating Committee