SEAS PROJECT CONSULTANTS CO.

LTD

CÔNG TY TNHH TƯ VẤN DỰ ÁN SEAS

PROPOSAL & CONTRACT REVIEW (SOP-101)

XEM XÉT BÁO GIÁ VÀ HỢP ĐỒNG

Ho Chi Minh City, Revised in Feb. 2017

 SOP - 101
PROPOSAL AND CONTRACT REVIEW
6th May, 2004 Rev. 00 Page 1 of 5

CONTENTS

1. OBJECTIVE

2. SCOPE

3. DEFINITION

4. GENERAL ON ACTIVITIES AND RESPONSIBILITIES

4.1 Basic Activities

4.2 Responsibilites

5. PROCESS

6. ATTACHMENT

Attachment (1) : Proposal Work Flowchart

Attachment (2) : Tender Evaluation & Estimated Report

7. REFERENCE

Subject: Proposal & Contract Review Page 1 Ref.: SOP-101

Project: Standard Operating Procedures Rev. 01 Date: Feb, 2017
 SOP - 101
PROPOSAL AND CONTRACT REVIEW
6th May, 2004 Rev. 00 Page 2 of 5

1. OBJECTIVE

To establish and maintain the procedure describing the activities and responsibilities
for control of contract review and proposal work .

2. SCOPE

(1) Covers activities for reviewing the contract of each project and proposal works
from new project information receiving to completion of the project.

(2) This procedure concerns mainly Project and Construction section , Company
Management and project personnel.

3. DEFINITION

DGD : Deputy General Director GM : General Manager

PM(1) : Proposal Manager PM(2) : Project Manager
PEM : Project Engineering Manager CM : Construction Manager
AE : Assigned Engineer FE : Field Engineer
SV : Supervisor SEAS : Mr. Tran Xuan Ho

4. GENERAL ON ACTIVITIES AND RESPONSIBILITIES

4.1 Basic Activities

The following basic activities for proposal work and reviewing the contract are
defined in Chapter 5 and controlled:
(1) Receiving new project information
(2) Review by DGD/GM for tender document purchase
(3) General review of tender documents
(4) Establishment of proposal policy and strategy
(5) Preparation of proposal works plan
(6) Performing proposal works
(7) Proposal book review/contract review
(8) Submit to Customer and clarification activities
(9) Contract review before signing
(10) Contract Signing & Records
(11) Contract review after award
(12) Changes in Contract
(13) Records of contracts review after award

4.2 Responsibilites
The responsibilities for the above mentioned are shown in 5 below

5. PROCESS

Responsible
by
5.1 Receiving new project information All
Subject: Proposal & Contract Review Page 2 Ref.: SOP-101
Project: Standard Operating Procedures Rev. 01 Date: Feb, 2017
 SOP - 101
PROPOSAL AND CONTRACT REVIEW
6th May, 2004 Rev. 00 Page 3 of 5

5.2 Review on the new project information. If OK then Purchase

tender document DGD/GM

5.3 General review of tender documents:

(1) Appoint the Proposal Manager after receiving the customer’s

tender documents for proposal preparation. GM

(2) General review of the tender documents including

confirmation of the customer’s major requirements; PM(1)

5.4 Preparation of “Proposal quality plan”

a) Purpose priorities: quality, profit, reputation PM(1)
b) determination of major process technology to be adopted;
c) site survey;
d) Proposal works schedule;
e) organization of proposal works;

5.5 Performing proposal works including:

a) clarification and understanding of tender documents;
b) confirmation of design data and product specification for the PM (1) )/AE
proposal
c) confirmation of alteration and/or deviation items from the
requirements in tender documents, if any, to the customer;
d) implementation of site survey, when necessary;
e) preliminary design, bill of quatity take-off, cost estimation
f) coordination of the activities to be performed by collaborator
(s)
g) confirmation of any constraints of finance and schedule
h) confirmation of customer supplied product and requirements
for procurement sources;
i) preparation of preliminary quality plan and procedures to
define the controls for executing the project, when required.
j) preparation of proposal book, which consists of commercial,
project execution and technical parts.

5.7 Proposal book review /contract review

To ensure that: DGD/SEAS
a) the requirements are adequately defined and documented;
b) any requirements differing from those in the tender are
resolved;
c) the capability of all organizations, including vendors and
subcontractors, and their activities to meet the contractual
requirements can be provided.

A tender Evaluation & Estimate Report shall be prepared

(attachment 2) which is submitted to DGD/TTCL’s Rep. for
proposal book review /contract review. Usualy, TTCL’s Rep’s
Subject: Proposal & Contract Review Page 3 Ref.: SOP-101
Project: Standard Operating Procedures Rev. 01 Date: Feb, 2017
 SOP - 101
PROPOSAL AND CONTRACT REVIEW
6th May, 2004 Rev. 00 Page 4 of 5

review in conducted only for important proposals and by mean of

emails/fax.
PM(1)
5.8 Submit to Customer and clarification activities
Issuing the proposal book after internal approval and sign by GM
or DGD. In most cases, clarification activities will be carried out
during the time Customer perform Tender Evaluation.
GM
5.9 Contract review before signing (if the Tender successful) the
contract including any correspondences, instructions, and
protocols which are deemed as a part of contract. This review
shall be made against the final proposal document and resolve
any differences. DGD
PM(1)
5.10 Contract signing & Records
Records to be maintained at this stage include:
a) tender documents and additional instructions from the
customer;
b) transmittals about contractual conditions to and from the
customer;
c) Tender Evaluation & Estimate Report
d) submitted proposal book;
e) data and / or documents for alteration and/or deviation from
the customer’s requirements, project execution, site survey by
collaborators PM(1)

5.11 Contract review after award GM

(1) Transmit all the contract documents and the records to PM(2)
General Manager.
(2) Appoint a Project Manager to start of work for a project,
(3) Establish procedures including Project Quality Plan to define
the activities and controls for executing the project, reviewing PM(2)
any post contract variations, and resolving any changes and
deviations.
(4) Make the results of post contract award review well known to PM(2)
his staff and assigned engineers, when necessary.

5.12 Changes in Contract

When change or deviation from the contract is unavoidable after PM(2)
contracting, PM(2) shall resolve them depending upon the
contract.

5.13 Records of contract review after award to be maintained consists

of transmittals and protocols related to post contract award
variations including any changes and deviations from the contract
and change order documents

Usualy, while performing the proposal works, the SEAS standard procedures, work
instructions are utilized. Some of them are listed in Paragraph 7 for reference.

Subject: Proposal & Contract Review Page 4 Ref.: SOP-101

Project: Standard Operating Procedures Rev. 01 Date: Feb, 2017
 SOP - 101
PROPOSAL AND CONTRACT REVIEW
6th May, 2004 Rev. 00 Page 5 of 5

6. ATTACHMENT

Attachment (1) : Proposal Work Flowchart

Attachment (2) : Tender Evaluation & Estimated Report

7. REFERENCE

- ITB Review Procedures

- Proposal Procedure
- Cost Summary Formats (with E-files)

Subject: Proposal & Contract Review Page 5 Ref.: SOP-101

Project: Standard Operating Procedures Rev. 01 Date: Feb, 2017