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MINUTES : CONTRACT WORKS WEEKLY MEETING N.º: 004

Plant Design, Supply and Installation of 25 kV 50 Hz system on
the
Contract Title: :
Baku-Boyuk-Kesik corridor and related stations, including power
substations, power supply and other linked components
Contract N.º : AZRTTFP-DSI-PQ-2ICB
Project : Rail Trade and Transport Facilitation Project
Employer : "AZERBAIJAN RAILWAYS" CLOSED JOINT-STOCK COMPANY

Contractor: : Joint Venture of OPTIMA Group - ATEF Group of Companies

Consultant: : JV TPF Getinsa Eurostudios – Auxitec Tecnica Y Control
Subject of Meeting: : Contract Works Weekly Meeting
Date/Time: : 27.06.2019 / 10:00
ADY Office in Baku
Venue: :
Participants: : As Listed
Annexes : N/A

 Should you wish to amend these minutes by addition or omission, do so by contacting us

within (3) days from the date of cover letter, otherwise these minutes shall be considered
final and valid

N
o Attendees Name Title e-mail Company Participant
1 Manfred Hofmann Project Manager manfred.hofmann@auxitec.es JV TPF & Auxitec
2 Viladi Aliyev Deputy Project Manager vidadi.aliyev@auxitec.es JV TPF & Auxitec X
3 Emilio Gimeno K2 Expert emilio.gimeno@auxitec.es JV TPF & Auxitec X
4 Vugar Talibov Project Coordinator vuqar.talibov@atef.az ATEF X
5 Nuri Göksuakar Project Manager nurigoksuakar@yahoo.com ATEF X
6 Didem Atesh Deputy Project Coordinator didem.ates@atef.az ATEF
7 Leyla Aydinova Translator leyla.aydinova@atef.az ATEF X
8 Asker Askerzade DC/AC Coordinator asker_askerzade@atef.az ATEF
9 Yusif Alimov Quality Control Manager alimov.yusif@atef.az ATEF X
10 Anar Maharramov HSE Manager anar.meherremov@atef.az ATEF X
11 Raul Kazimov Local Expert raul.kazimov@auxitec.es JV TPF & Auxitec X
12 Jabir Suleymanli Administration Manager jabir@auxitec.es JV TPF & Auxitec
13 Cemil Agirman Contract Manager cemil@auxitec.es JV TPF & Auxitec X
14 Aysel Bagirova Team assistant aysel.bagirova@auxitec.es JV TPF & Auxitec X
Nesrinaltunboga@proray.com.t
15 Nesrin Altunboga Project Engineer r JV TPF & Auxitec X
16 Canip Gencyuva Project Engineer canipgencyuva@proray.com.tr JV TPF & Auxitec X
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Agenda
ACTION
Item DESCRIPTION STATUS
BY
Nº.
1 The meeting was started with the speech of Contractor - ATEF is instructed
PIU Director. He expressed his concern
regarding the execution of the works on time,
especially he requested from the Contractor to
finalize the design works for Section-1 as soon
as possible. Meanwhile, he reminded that the
Contractor shall also proceed with the works in
Section-2 and Section-3.
2 The Consultant has summarized the urgent Contractor
steps to be taken by the Contractor, as the
works are in delay and since there is not a
realistic schedule, it is not possible to know
progress of the works. Accordingly, he
emphasized that submission of the following
documents is crucial for the proper
management and monitoring of the project:

2.1 Work Schedule

- Submitted in 1
2.2 Design documents
- Submitted a
2.3 Method Statements set
2.4 Management Plan - Submitted
2.5 Work plan: - (12/07/2019)
- Planning for completion of whole contract (4
stages) in 1 months intervals. - New planning
must be prepared
2.6 The Work Schedule at least shall include;
- Activity Schedule showing the site
activities (dismantling, installation,
replacement, track possession, etc.)
schedule
- Material Delivery Schedule showing the
items manufacturing, transporting and
installation schedule
- Design Delivery
Schedule showing the design
documents submission schedule
- Detailed working plan with
performances by tem and activity
- Work Plan shall include Quality
Control in factory of Equipment, Labor
and Financial Plan, also all the
histograms inherent from these plans
- Planning for testing
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- Planning for DC/AC conversion and

commissioning

2.7 Design Documents should be indexed

properly and prepared in English. - (12/07/2019)
- List of Design submittals including status - (12/07/2019)
- Design Schedule (19/07/2019)

2.8 Method Statements shall be prepared in - Submitted 1

set
line with engineering standards and they must
- Under review
include sufficient details showing the
installation of the items and any relevant
works.

2.9 Management Plan, including Quality - (12/07/2019)

Control on site, shall be prepared in line with - Submitted hard
engineering standards and shall include and soft copy
sufficient information showing that the proper
operation of the line to be ensured.
3 3.1 The Contractor shall assign a Quality Contractor - Done
Control Staff(s) to be full time at Site and will
be responsible to verify all works are executed
in line with standards, technical specifications,
drawings and any other contractual
documents. The Consultant suggested the
Contractor to enter into a contract with design
works subcontractor for this purpose

3.2 The Contractor shall not bring any

- Ongoing
manufactured items to the Site unless it was
inspected and approved and stamped by the
Consultant in the factory. Furthermore, the
Contractor shall not install any items at Site
unless it was inspected and approved and
stamped by the Consultant. In case of that the
Contractor does not comply with these rules,
any items he brings to the Site shall be
rejected and any installations made shall be
removed and the Contractor shall not be paid
for this.

4 4.1 The Contractor shall submit for approval Contractor

his personnel as per Addendum-3 (Attachment
G)
 CVs - Submitted
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 Organization Chart - Submitted

- An Electrical
Any changes made to positions marked “key Design Engineer is
staff” must be submitted for approval by the coming next week
Consultant - The rest is
according to
contract
5 5.1 The Contractor shall submit for approval Contractor
the following plans updated in line with the
latest regulations.

 Health & Safety; - Submitted

 Environmental; partially. ATEF
to submit a
complete Healt
& Safety Plan
and
Environmental
ATEF to
submit
complete set
(17/07/2019)

 Quality Plan - Submitted

partially. ATEF to
All of these plans shall taking into account submit a complete
the AZERBAIJAN and European Health & Healt & Safety Plan
Safety regulations, adopting the strictest and Environmental
rules, in order to minimize safety risks and ATEF to submit
reduce the probability of accidents. complete set
The Quality Plan should ensure the (17/07/2019)
execution of the works according
AZERBAIJAN and European Union
regulations adopting the inherent
procedures. These procedures will generate
documents that will be part of an execution
tracing file that will prove at any time after
works have been completed, how they
were carried out respecting all these
parameters.

6 Materials supply and subcontractors Contractor

6.1 The Materials approval submittals - Ongoing

should be done to the Consultant in line
with Contract Requirements.
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6.2 Also the subcontractors shall be subject - On due date

to the approval of the Consultant.

7 ATEF to submit: Contractor

7.1 Major Supply Diagram -(19/07/2019)
7.2 Electrical Sectioning Diagram - Submitted
7.3 Power Simulation Study - ATEF to provide the
last version
8 Planning for closing of NCR´s Contractor 12.07.2019
PMC and ATEF are
working on it.
9 Detail Design Contractor ATEF to complete the
9.1 Layout and Cross sections are being detail design with the
submitted for even and odd track. ATEF to requirement
submit them once. Only if there is any change
A new set will be submitted superseding the
previous one.
9.2 Longitudinal Profiles. Including Position of
the obstacle regarding the track, slope of the
contact wire, electrical clearances, and all
necessary details.
- Overcrossing Bridges
- Level Crossings
- HV Transmission Lines
9.3 Earthing & Bonding:
- Bonding
- Railway Bridges
- Overcrossing Bridges
- Metallic Structures
10 Submittals Contractor
- All documents will be submitted in
English.
- ATEF will submit all documents both in
Hard and Soft copy.
11 Other issues
Providing a copy of the person appointing Constructor during nex 10 days
order who is responsible for 0,4 - 110 kV TPS
and Supply provision ( Chief Power Engineer)
27,5 output feeders' disconnectors must be Constructor Will be implemented in
adjusted in accordance with the requirements 20 days
of GOST (disconnection should occur in 3
seconds)
In all TPS of Section 1 there are mechanical Constructor ATEF is planning to do it
malfunction in input and output (10 and next 10 days
27,5kV) switchgears must be fixed
Equipment and cables marking must be done Constructor Will be done next 15
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in all substations days

Damaged capacitors in Udjar and Alat TPS Constructor Will be done next 20
must be replaced days
ATEF must submit HSE site inspectors for Constructor Will be resolved in 20
Section 1. At leas 2 persons days
Voltage transfomers' covers must be replace in Constructor will be done by the end
Alat and Lokbatan TPS of July
ATEF must to recover the stollen copper Constructor will be done in 20 days
busbars in Lokbatan, Alat and Goran TPS
Installation LV supplies (KTY) in Zeyem station Constructor 10 days
(Section 1) that was canceled but at this
moment this cancelation was canceled as well
Bringing to a state of readiness all output Constructor during 15 days
feeders of all TPS in Section 1
All documentation work related to Azerenergy Constructor during next 15 days
on high-voltage lines(110kV) feed Boyuk Kesik
and Lokbatan TPS must be finished
Because of all 4 substations in Section 1 are Constructor Vugar Talibov promised
under the power ATEF is obligated to hire to solve this issue
necessarly stuff for each substation. According during 15 days
to the standards and operating rules there
must be 3 electricians on duty in each
substation
12 12.1 Meetings: All 19.07.2019

Following meeting shall be carried out on

19.07.2019 10:00am in Ganja office of the
Contractor in order go over Contractor’s
submittals and discuss the progress of the
works.