Annexure - VII

PROJECT CO-ORDINATION PROCEDURE

PROJECT NAME
Erection, Testing and Commissioning of Material Handling System for West Port,
Mundra

TABLE OF CONTENTS

1.0 DEFINITION

2.0 INTRODUCTION

3.0 PROJECT TITLE/NUMBER, OFFICES, KEY PERSONNEL.

4.0 CORRESPONDENCE

5.0 PROGRESS REVIEW MEETINGS

Order No. MPSEZL/B-0011/1958 Appendix – VII

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1.0 DEFINITION
1.1 In this contract (as hereinafter defined) the following words and phrases shall
have the meanings hereby assigned to them except where the context otherwise
required.
1.2 The ”Buyer” means M/s Elecon Engineering Co. Ltd. (EECL) M/s. Mundra Port
and Special Economic Zone Ltd. (MPSEZL)

1.3 The “Vendor” means M/s. Mundra Port and Special Economic Zone Ltd.
(MPSEZL) M/s Elecon Engineering Co. Ltd. (EECL)

2.0 INTRODUCTION:
2.1 Erection, Testing and Commissioning of Material Handling System for West
Port, Mundra.
2.2 M/s Mundra Port and Special Economic Zone Ltd. have been appointed by the
Buyer for (Name of work)
2.3 This Co-ordination procedure outlines the Protocol to be established between the
Buyer and the Vendor for transfer and distribution of drawing/document,
holding review meeting, Project Monitoring and progress reporting system and
other project management requirement for the smooth execution of the project.
2.4 Effective date of Contract:
The Effective Date of Contract shall be 19 th November, 2008 as mentioned in the
Service Order

3.0 PROJECT TITLE/NO. OFFICE ADDRESSES & KEY PERSONNEL :

Project Title: Material handling system for West port, Mundra
Project No.: B-0011
HEAD OFFICE (HO) SITE OFFICE (SO)
3rd Floor, ‘Infrastructure
Post Bag No. 1,
House’,
Village : Dhrub,
BUYER Address Beside Adani House,
Taluka : Mundra,
Navarangpurat,
Gujarat - 370421
Ahmedeagad – 380009
Telephone 91-79-25555179 91-2838-371181/2/__/6
Fax 91-79-25555603 91-2838-271190
rm.bhatia@pmcprojects.co s.shanmugam@pmcproj
Email
m ects.com
Contact
Mr. R. M. Bhatia Mr. S. Shanmugam
Person

Order No. MPSEZL/B-0011/1958 Appendix – VII

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 Elecon Engineering Co.
Ltd.,
Vallabh Vidyanagar,
Post Bag No. 1,
VENDOR Address Gujarat 388 120,
Village : Dhrub,
India
Taluka : Mundra,
Gujarat - 370421
91-2692-227066
Telephone
91-99099-17151
Fax 91-2692-236457
Email jpatel@mhe.elecon.com
Contact Mr J.S. Patel Mr.

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4.0 CORRESPONENCE:
(Between Buyer & Vendor)
4.1 All correspondence addresses to Buyer shall be sent, addressed to the attention
of:

For Technical & Commercial Matters For all Site Related Matters with copy
With a copy to ……… To……….

: Mr. R. M. Bhatia Mr. S. Shanmugam

4.2 All correspondence addressed to Vendor shall be to the attention of:

: Mr. J.S. Patel

All letters/Faxes/Transmittals exchanged between Buyer & Vendor shall be appropriate

4.3
for easy reference as under:

Project Title Material Handling System – West Port

Project No. B-0011

All letters/faxes/transmittals should be
Letter No.
Serially numbered
4.4 Site Coordination
All the Technical correspondence between Site Office of Buyer and Vendor shall
mark a copy to Mr. Rupen Shah.
4.5 E-Mail
Email & other communication mode / medium will be either fax/letter
transmittal, etc. will be used extensively for direct communication between
Buyer & Vendor, all communications shall be sequentially numbered regardless
of mode/medium.
4.6 Telephone calls
Telephone calls concerning formal instruction agreement, technical information,
data and other subjects shall be confirmed by letter/fax immediately by the
party who initiated the call.
5.0 PROGRESS REPORT, PROGRESS REVIEW MEETINGS
5.1 PROGRESS REPORTS (BY Vendor)
5.1.1 Vendor shall submit Progress Report on Daily, Weekly, Fortnightly &
Monthly basis to Buyer at site and copy to Head office.
5.1.2 The Progress Report shall cover the following:-

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  Progress Details
 Areas of Concern
 Engineering Drawing/Document Status considering areas other
than Process line i.e. Utilities, Off sites, Civil design of Process
Plant and other facilities, etc.
 Project Schedule
 Catch-Up Plans
5.2 MEETINGS
A kick-off meeting shall be arranged to discuss & finalize co-ordination
procedure, design basis, plot plan, etc. within 07 days of the effective date of
contract.
5.3 PROJECT REVIEW MEETING
Following schedule shall be followed at site:
a) Daily meeting with the site supervisor
b) Weekly meeting with Project Manager
c) Fortnightly meeting with Project Leader
d) Monthly meeting with the Management

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