SOF Connect

SIA T2 Renovation and Extension

Project Execution Plan

Issue Date: 16/01/2023

Issue Number: Rev. 01

SavantElbul Bulgaria EOOD

South Park
8 Chervena Stena Street,
Sofia 1421, Bulgaria

T: +359 2 423 43 84
www.savantelbul.com

Copyright
The copyright of this document is vested in SavantElbul Bulgaria and may not be reproduced,
in whole or in part, without SavantElbul's express written permission. This document, and the
information contained herein, is for the exclusive use of SavantElbul staff. SavantElbul accept no
responsibility for consequences arising from unauthorised use for other purposes or by other persons.

771134415.docx Page 1 of 77
771134415.docx Page 2 of 77
 Contents
1.0 Project Execution Plan
1.01 Introduction and Purpose
1.02 Register of Revisions
1.03 List of Recipients
1.04 Project Description
1.05 Authorised Use
1.06 Reviews and Revisions

2.0 Organisation and Administration

2.01 Client
2.02 SOF Connect’s Development Team
2.03 Projects and Key Project Team Members
2.04 Project Management
2.05 Change Orders
2.06 Contractors
2.07 Lender Supervisor
2.08 Project Directory
2.09 Leave and Absence

3.0 Project Structure and Communications

3.01 Contractual Structure
3.02 Management Structure
3.03 Communication Structure
3.04 Design Team Structure
3.05 Contractor(s) Structures (s)
3.06 Reporting Arrangements
3.07 Monthly Reports
3.08 Accident Reporting
3.09 Mail
3.10 Electronic Communications
3.11 Meeting Strategy

771134415.docx Page 3 of 77
 3.12 Minutes
3.13 Document Control Procedure
3.14 Language
3.15 Respecting Contractual Arrangements
3.16 IT Management

4.0 Design Management

4.01 Design Brief
4.02 Approved Design
4.03 Document Register
4.04 Design Changes
4.05 Change Procedures
4.06 Design Approval Process
4.07 Value Engineering and Cost Cutting

5.0 Procurement
5.01 Pre-Procurement and Contracting
5.02 Procurement and Tendering

6.0 Management of the Works

6.01 General Site Management
6.02 Quality Control
6.03 Planning, Programme and Progress
6.04 Site
6.05 Health and Safety
6.06 Vehicle Access
6.07 Taking Over Of the Works
6.08 Defects and Deficiencies

771134415.docx Page 4 of 77
Cost Control
7.01 Sources of Change
7.02 Budget and Cost Plan
7.03 Contract Variation
7.04 Valuations
7.05 Invoicing

7.0 Handover to the End User

8.01 Training
8.02 List of Known Defects
8.03 Operation and Maintenance Manual
8.04 Agreed Maintenance and Warranties
8.05 Cleaning

8.0 Project Close Out

9.01 Avoiding Panic
9.02 Final Accounts and Dispute Resolution
9.03 Forward Action List and Follow up Actions

10.0 Appendices

Appendix 1 Project Directory

Appendix 2 Monthly Report (Format)
Appendix 3 Correspondence Log (Format)
Appendix 4 Meeting Register
Appendix 5 Consultants Document Register
Appendix 6 Document Transmittal Sheet (Format)
Appendix 7 Contractor’s Drawing Register
Appendix 8 Materials Approval Form
Appendix 9 Materials Approval Register
Appendix 10 Master Programme
Appendix 11 Non-Conformance Report (Format)
Appendix 12 Non-Conformance Register (Format)
Appendix 13 Request for Change Order (Format)
Appendix 14 Change Order (Format)
Appendix 15 Change Order Register (Format)

771134415.docx Page 5 of 77
 1.0 Project Execution Plan

771134415.docx Page 6 of 77
1.0 Project Execution Plan

1.01 Introduction and Purpose

The project execution plan (PEP) has been prepared as a controlled, confidential, non-contractual
document which is intended to form the basis of procedures governing the development of the SIA T2
Renovation and Extension project in Sofia, Bulgaria.

It sets out guidelines and where appropriate contains the relevant standard forms for communications as
well as descriptions of the controlling mechanisms.

The PEP is maintained by SavantElbul and is expected to be approved by the SOF Connect prior to
being issued to the list of recipients.

Each of the recipients is then responsible for updating their own records as and when amendments are
issued by SavantElbul.

The PEP is a live document and is subject to amendments resulting from:

 Regular updates of the PEP itself as well as it’s appendices

 Input from each of the recipients. Each recipient is invited to provide input into each issue.

The principle of the PEP is to ensure “buy in” by each of the recipients. Through this method the PEP
is most effective and will help to prevent confusion and disputes by achieving commonality in
communications and procedural issues as well as operational guidelines.

The PEP is intended to cultivate a philosophy of openness and goal sharing within the project team.

1.02 Register of Revisions

The following table indicates the names and organizations that should receive a copy of the PEP from
SavantElbul and all and any amendments made to it.

Revision Revision Number and Description Prepared by Issued by

Date

09/01/2023 Revision Draft S. Tashev S. Tashev

Requested by SOFC Technical Director
for the review by the expected Senior
Project Director

1.03 List of Recipients

771134415.docx Page 7 of 77
 Controlled Copies to: Company: Controlled
Copy No:
Lionnel Maugis SOF Connect 1
Technical Director
Senior Project Director SOF Connect 2
Georgi Konstantinov SavantElbul 3
Project Manager
T2 Parkings
Stanislav Stoychev SavantElbul 4
Projects Planner / Manager
Parking Systems, etc.
Necho Patchev SavantElbul 5
Design Manager
T2 Building, etc.
Georgi Kamenski SavantElbul 6
Project Coordinator
BHS, Parking Systems
Document Controller SavantElbul 7

SavantElbul’s document controller will maintain a register of all amendments to the PEP and each of
the recipients shall be copied monthly with this register in order to ensure that all copies of the PEP are
maintained up to date. The document controller will audit those copies of the PEP based on site to
ensure compliance.

1.04 Project Description

The overall project “Sofia International Airport Terminal 2 (SIA T2) Renovation and Extension”
consists of several projects at the Sofia International Airport. The most significant of projects assigned
to SavantElbul are:
 Renovation and Extension of the Existing Terminal Building 2 (T2)
 Reconstruction of the Covered Parking Lot of Terminal 2 (T2 Covered Parking)
 Design and Build of One Permanent and Three Temporary Open Car Parks at Terminal 2 (T2
Open Parkings)
 Parking Systems at T1 and T2
 Sub-projects at T2:
o DuFry Shops
o WC (relocation from DuFry area)
o BHS
o EDS
o F&B
o Specialty Shops

771134415.docx Page 8 of 77
  Fuel Farm Fire System
 Fuel Unloading Station
 Town Zoning Plan
 Additional External Electrical Capacity Planning
 Internal Electrical System Quality and Reliability
 Survey of Electric Vehicle Charging Stations
 IP Cameras for Parking Facilities
 Terminal 3 (T3)

Detailed projects information can be found in the respective Instructions to Tenderers.

1.05 Authorized Use

The use of the information contained within the PEP is to be considered confidential and is the copyright
(in so far as such copyright does not infringe upon the copyright of others who may have prepared
documents for insertion within the PEP) of SavantElbul

The document and the procedures may be distributed in part where there is good cause to do so (but not
in whole) to parties involved in the development of the project.

Specifically, this document or information derived from it is not to be released, in part or in whole to any
members of the press or to other organizations that may benefit materially or financially from it including
those that may have an interest in utilizing the document on competing projects.

1.06 Reviews and Revisions

As stated above the PEP will be subject to regular reviews.

The recipients will be given the opportunity to comment on the draft document before the PEP is made
live. Once live any amendments will be issued formally in line with the following.

SavantElbul and its team will be responsible for drafting any amendments to the PEP and incorporating,
if appropriate to do so, comments from the recipients. The SavantElbul document controller will be
responsible for issuing the document and amendments to it.

From time-to-time appendices will be added as the development progresses. These appendices may by
drafted by other parties.

The SavantElbul document controller will issue amendments only once SOF Connect has given approval.

771134415.docx Page 9 of 77
 2.0 Organisation and Administration

771134415.docx Page 10 of 77
2.0 Organisation and Administration

2.01 Client

SOF Connect has committed itself to develop the project as identified above further to the concluded on
22/06/2020 Concession Agreement with the Ministry of Transport of Republic of Bulgaria and the
approved initial master plan for the development of Sofia Airport.

SOF Connect has appointed or is in the process of appointing teams of service providers to carry out
some of the design, management and construction of the project on its behalf. This is described below.

Apart from the payment processes the Client’s involvement in day-to-day activities is minimal and
communications should be restricted to those set out contractually or within the PEP.

All communications with the Client should be addressed to the Chief Executive Officer / Senior Project
Director of SOF Connect and copied to SavantElbul.

2.02 SOF Connect’s Development Team

The Client has appointed a project manager (SavantElbul) to manage the overall development process.

The project manager (PM) has the responsibility for the initiation, planning, design execution,
monitoring, controlling and closing of the projects and their interfaces.

The main functions and responsibilities of the Client’s project manager are:

 Scoping, preparation of the scope of works

 To ensure funding requirements are known within SOF Connect and to advise the project team
of any restrictions or specific requirements.
 Tendering, preparation of contracts documents, schedules and employers’ requirements,
advising on the selection of contractor, tendering Q & A preparation of post tender report
 Architect & Engineering design management
 Permit coordination
 To recommend to SOF Connect and as appropriate approve changes and variations to the
project in respect of cost and time.
 As appropriate issue Client’s briefs to ensure that the professional team are kept fully informed
of the requirements of the development plans.
 Construction supervision,
 Coordination with contractors / suppliers / designers / interfaces/key stakeholders.
 Project planning and coordination

771134415.docx Page 11 of 77
  Testing & commissioning, transfer to operations
 Project Controls, Costs control, Reporting
 HSE management and reporting
 Ensuring Airport compliance
 Interface management and coordination between the projects.
 Monitoring and reporting progress
 Ensuring projects are delivered on time, on budget and within scope.
 Risk review management and mitigation.
 Reviewing resource scheduling, activity planning and sequencing.
 To maintain clear strategy and policies for the project.

SOF Connect’s relevant team members are contained within the project directory. (Refer to Appx 1)

2.03 Projects and Key Projects Team Members

The Projects team comprises of several companies /parties as noted in the table below:-

# Project Key role Company name Contact name

1 Renovation & Extension of the Terminal Planner MAI / 1PAX Mabel Miranda
Existing Terminal Building 2 Architect
Fire Consultant FPlus / ATM Studio Plamen Uzunov
Main Designer Tender ongoing
Independent Supervisor To be awarded
Main Works Contractor Tender after final
design
Design Manager SavantElbul Necho Patchev
Project Manager SavantElbul TBA
Employer’s SOF Connect Lionnel Maugis, Tech.
Representative Director
Thomas Dehales, Senior
Project Director (SPD)
2 Reconstruction of T2 Covered Main Designer EKA Studio Angel Enkin
Parking
Independent Supervisor NI SOF Control Bogdana Panayotova
Main Works Contractor To be awarded
Project Manager SavantElbul Georgi Konstantinov
Client’s Representative SOF Connect Kaloyan Petrov
Thomas Dehales, SPD
# Project Key role Company name Contact name
3 T2 Open Parkings D&B Contractor GBS
Independent Supervisor NI SOF Control Bogdana Panayotova
Project Manager SavantElbul Georgi Konstantinov
Employer’s SOF Connect Kaloyan Petrov

771134415.docx Page 12 of 77
 Representative Thomas Dehales,
Senior PD
4 Parking Systems D&B Contractor PORR Vladimir Vassilev
Independent Supervisor Stroycontrol Todor Yandin
Project Manager SavantElbul Stanislav Stoychev
Client’s Representative SOF Connect Kaloyan Petrov
Thomas Dehales,
Senior PD
5 DuFry Shops Main Designer Mundus Hristo Doychinov
Independent Supervisor Control Invest Krasimir TBA
Demolition Contractor PORR Vladimir Vassilev
Main Works Contractor Mundus Hristo Doychinov
Project Manager SavantElbul Stanislav Stoychev
Employer’s SOF Connect Thomas Dehales, SPD
Representative
Permitting SOFC-Legal & Daniela Hristova
Bouzeva&P
6 WC (relocation from DuFry Designer PORR Vladimir Vassilev
area)
Independent Supervisor Top Nadzor TBA
Main Works Contractor To be awarded
Project Manager SavantElbul Stanislav Stoychev
Employer’s SOF Connect Thomas Dehales, SPD
Representative
7 T2 BHS Contractor ALSTEF TBA
BHS Consultant TG Concept TBA
Civil Works Designer To be appointed (T2
Building Main
Designer)
Civil Works Contractor Frame-agreement
Contractor to be
awarded after design
Master System Integrator To be appointed
IT Contractor To be appointed
Project Manager SavantElbul Stanislav Stoychev, PM
Georgi Kamensi, PC
Employer’s SOF Connect Thomas Dehales, SPD
Representative Vladimir Yankov

771134415.docx Page 13 of 77
# Project Key role Company name Contact name
8 T2 EDS Supplier To be awarded
Master System Integrator To be appointed
Project Manager SavantElbul Stanislav Stoychev,
Georgi Kamensi
Employer’s SOF Connect Thomas Dehales, SPD
Representative Vladimir Yankov
9 F&B Tenants To be awarded
Project Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative
10 Specialty Shops Tenants To be awarded
Project Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative
11 Fuel Farm Fire System Designer To be awarded
Independent Supervisor To be awarded
Main Contractor To be awarded
Project Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative
12 Fuel Unloading Station Designer To be awarded
Independent Supervisor To be awarded
Main Contractor To be awarded
Project Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative
13 Town Zoning Plan Designer To be awarded
Design Manager SavantElbul Necho Patchev
Employer’s SOF Connect TBA
Representative
14 Additional External Electrical Designer To be awarded
Capacity Planning
Design Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative
15 Internal Electrical System Designer To be awarded
Quality and Reliability
Design Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative

771134415.docx Page 14 of 77
# Project Key role Company name Contact name
16 Survey of Electric Vehicle Designer To be awarded
Charging Stations
Design Manager SavantElbul TBA
Employer’s SOF Connect TBA
Representative
17 IP Cameras for Parking Supplier To be awarded
Facilities
Civil Works Contractor To be awarded
Project Manager SavantElbul TBA
Employer’s Rep SOF Connect TBA
18 Terminal 3 Terminal Planner MAI / 1PAX Mabel Miranda
Architect
Main Designer To be awarded
Independent Supervisor To be awarded
Main Works Contractor To be awarded
Project Manager SavantElbul TBA
Employer’s SOF Connect Lionnel Maugis
Representative Thomas Dehales

Contact details can be found in the project directory (Refer to Appendix 1)

2.04 Project Management

SavantElbul has been appointed to provide professional services directly related to the construction of
the projects listed above. In brief, these services are:

 General:
o Act as a conduit for information between the Employer and the Contractor / other team
members, including designers, independent supervisors, etc.;
o Manage interfaces between the Employer and the Contractors, other consultants, airport
tenants, etc.;
o Implement and manage a document control and archiving system;
o Submit a monthly report which reviews the projects progress schedule, financial situation
and projects final accounts, critical points and risks register, etc.;
o Prepare an overall projects schedule, integrate contractors’ schedules, monitor the progress
of design, procurement and construction activities. It will be updated on a monthly basis
with actual data comparison against the approved by the Employer baseline;
o Analise the impacts of design and other changes initiated by the Employer on cost and
time;
o Propose solutions and/or actions in order to respect milestones;

771134415.docx Page 15 of 77
 o Lead all meetings, draft and distribute the minutes of meeting;
o Assist the Employer to obtain approvals, etc.;
o Create an expert team, in charge of the assessment of the design proposed by Designers
and/or Contractors: structure, MEP, Fire-safety, acoustic, environment, airport equipment,
LEED advisory and criteria, BIM;
o Review and issue comments/recommendations to drawings, method statements,
calculations, testing, etc. as per applicable standards;
 Pre-contract Stage:
o Prepare the technical scope of works for projects identified by the Employer;
o Participate in prequalification /evaluation of offers from designers /contractors
/Independent Supervisors, etc.
o Approve payments to consultants and contractors.
 Design Stage:
o Oversee design studies, ensuring the interests of the Employer both technically and
financially;
o Manage design workshops, check that the designers meet their contractual obligations and
meet Employer’s brief / requests;
o Review shop-drawings and as-built drawings;
o Oversee the official design approvals which are under the responsibilities of the Designer
and the Independent Supervisor. Including the issuing /amendments of Building Permits.
 Construction Stage:
o Manage, monitor and control the Contractor’s works during construction stage to achieve
completion within budget, time-frame and at the required quality;
o Follow up procurement and works progress at site, incl. schedules;
o Manage HSE, RFI’s, NCR’s, etc.;
o Validate Contractors’ works schedules, organization plans;
o Manage the reporting process
o Verify authorization requests (security, safety, etc.), contractual and regulation documents;
o Check that the Contractors respect all their contractual commitments and take respective
measures if/when necessary;
o Follow-up Contractors’ time-schedule, incl. by deliveries inspections on /off site, etc.
o Organize and lead weekly site visits and eventual pre-fabrication /workshop visits.
o Perform inspections as required /needed /upon requests;

771134415.docx Page 16 of 77
 o Manage and advise on changes /variations /design modifications requested by the
Employer or suggested by the designers /contractors /independent supervisors;
o Check, coordinate and approve submittals, i.e. specifications sheets, Material Approval
Forms (MAFs), samples, mock-ups, etc.;
o Review and comment if needed Contractors’ QA/QC plans and ensure proper
implementation;
 Admin and Account Management:
o Check and advise on Contractor’s contract execution status and compliance with scope,
time and cost;
o Review Interim Payment Certificates and make recommendations to the Employer for
approval;
o Approvals of sub-contractors /suppliers as per Employer’s rules;
o Draft and issue necessary procedures documents for Employer’s decision;
o Assist the Employer in terms of insurances and legal admin documentation;
o Draft and submit to the employer monthly projects financial status, incl. anticipated final
account and payment schedule, summary of accepted /rejected /under study variations
/claims /instructions;
 Project Handover (T&C and Transfer to Operations):
o Prepare handover procedures;
o Assist the Employer with issuing Completion /Provisional Acceptance Certificates,
penalties appliance, etc.;
o Organize the T&C, incl. Tests schedule, send invitations and conduct inspections, prepare
defects /punch lists and follow up their clearing;
o Will assist the Independent Supervisor in organizing Projects Official Commissioning;
o Organize the handover to Operations, incl. staff training, as agreed with the Employer;
o Manage post-handover completion of minor defects /non-completed works and report
progress to the Employer on a monthly basis with recommendations;
o Collect and review as-built drawings /schedules /operation manuals /maintenance books
/warranties /guarantees /spare parts, etc. Ensure proper organization /classification and
transmission to the Employer.
 Defect Liability Period:
o Support the Employer in case of remaining defects under the Contractors’ responsibility;
o Follow-up the performance tests over the first year;

771134415.docx Page 17 of 77
 o Organize visits at the end of the DLP;
o Draft the Final Acceptance Certificate at the end of the DLP and after Employer’s
approval, issue it to the Contractor.
 Litigation:
o Advise the Employer about all Contractors’ requests /claims in respect of cost, time and /or
quality;
o Support the Employer in case of litigation or dispute resolution procedure.

2.05 Change Orders

There are several layers of approval particularly relating to change orders, invoicing and materials
management. These are described elsewhere in the PEP.

However, the formal approval of the above remains with SavantElbul who, following the approval
processes referred to in the PEP, will be responsible for the ultimate issuance of written approval to the
contractor(s).

2.06 Contractors

i) General Contractors

The general contractors for the projects are listed in the table of point 2.03 above together with their
representatives who are responsible for all day-to-day activities on site including those relating to
contractual and legal matters such person having the full responsibility of the general contractor to
make decisions relating to the quality, cost and time of the project.

The general contractors are responsible for establishing and agreeing all matters related to the works
and including safety and security policies. All other third parties, including the Client and the
consultants shall comply with such policies.

ii) Sub contractors

Sub contractors are managed directly by the respective general contractor and all formal
communications with sub-contractors will be directed to the general contractor. No instructions
will be given directly to sub-contractors by any member of the team (including The Client) except
the general contractor.

The general contractor is to ensure that each sub contractor is aware of the above.

iii) End-users’ contractors, Client’s contractors

The Client may engage other contractors to carry out sections of the works not contained within the
general contract. The general contractor shall receive at least 7 days notice of such contractors
commencing works, from SavantElbul.

771134415.docx Page 18 of 77
 The general contractor will be responsible for the management on site of these contractors, for
providing common welfare facilities and for ensuring that they comply fully with Health and Safety
requirements.

The Client however has the overall responsibility to ensure the performance of Client’s contractors.

SavantElbul shall be responsible for informing the general contractor at times referred to in the
general contract of:

 Name of Client’s contractor(s)

 Nature and extent of Client’s contractor’s Works
 Likely Number of operatives
 Commencement Date
 Any special requirements.

2.07 Lender Supervisor – N/A

2.08 Project Directory

Appendix 1 contains the project directory. This will be held in electronic format and updated regularly
by SavantElbul document controller.

2.09 Leave and Absence

The project team recognises the need for personal leave and holidays as well as the unpredictable
nature of illnesses and other personal matters which may arise.

The Document Controller shall issue monthly leave schedule updates to the project seniors.

771134415.docx Page 19 of 77
 3.0 Project Structures and Communications

771134415.docx Page 20 of 77
3.0 Project Structures and Communications

This section of the document illustrates the contractual, management structures and the communication
structures for the project.

It is important to recognize the differences between, contractual, management and communication

structures of the team.

3.01 Contractual Structure

To recognize the contractual relationship, the easiest way is to follow the route of invoicing and
payment.
The usual contractual structure is indicated below, although it might vary depending on whether the
respective sub-project is on a Design & Build Contract, whether there is a Tenant contract, etc.

SOF Connect

Design Team /Independent Supervisor

SavantElbul Contractor

3.02 Management Structure

The contracts contain responsibilities for managing other members of the team. The usual management
structure is indicated below:

SOF Connect

SavantElbul

Designers General contractor Independent Supervisor

Sub contractors

771134415.docx Page 21 of 77
 3.03 Communication Structure

The communication structure differs from the management structure and the contractual structure as
indicated below:

SOF Connect

Design Team SavantElbul Independent Supervisor

General contractor

3.04 Design Team Structure

The Design Teams Structure is individual for each project.

3.05 Contractors’ Structure

The Contractors’ Structure is individual for each project.

3.06 Reporting Arrangements

Reports will be prepared at regular intervals for

 Design progress
 Permitting process
 Construction progress
 Cost and payment

771134415.docx Page 22 of 77
  Other matters arising

All reports will be issued through SavantElbul and will be reviewed and corrected in draft form before
the final formal issue.

3.07 Monthly Report

The project team as a whole are responsible for ensuring that a concise accurate monthly report is
prepared in an approved report format. The format is contained in Appendix 2

These reports will be issued in English in the beginning of each month to allow:
 Appraisal of design progress
 Appraisal of the progress of the works (for payment)
 Appraisal of quality
 Appraisal of safety issues
 Appraisal of designers, contractors and other consultants’ performance.

The report will be issued at times to suit the valuation of contractor’s works and will contain such
approvals from SavantElbul to facilitate payments.

The project team will work together to provide an accurate efficient reporting system.

3.08 Accident Reporting

The contractors are legally and contractually responsible for all safety matters on site and for reporting
and maintaining records of accidents. Regardless of law, the general contractor shall, in the case of all
accidents resulting in an employee being absent from site for any period of time, provide the following
information to SavantElbul:
 Employee’s name
 Employer’s name and address.
 Nature of injury
 Cause of accident
 What safety measures were in place at the time of the accident that should have prevented the
accident?
 Preventative measures taken to avoid repeated occurrence.
 Ambulance called (time and by whom)
 Hospital
 Expected term of leave
 Next of kin (in the case of fatality)
 Was the accident covered by insurance

771134415.docx Page 23 of 77
 SavantElbul will issue a respective report to SOF Connect.

This applies to any injured party and includes sub-contractors, client’s specialist contractors and
consultants.

3.09 Mail

Mail should be addressed to the individuals indicated in the project directory. However, at all times
contractual relationships and agreed procedures should be adhered to.

For example, no formal letters should be addressed to sub-contractors unless by the contractor with
which the sub-contractor has a binding agreement. In certain cases, correspondence can be addressed to
the general contractor and copied to sub-contractors but only when both parties have consented to this.

All mail to site-based parties should be addressed to site offices unless the mail forms a contractual
notice.

All mail (unless serving contractual notices) between the design team, the general contractor, the
independent supervisor and the Client should be copied to SavantElbul.

SavantElbul shall be responsible for maintaining a correspondence log in a format similar to that in
Appendix 3.

3.10 Electronic Communications

For formal communications between any of the parties it is essential that records are kept. In the case
of formal electronic communications all parties should use email, supported by Microsoft.

It is often the case that informal conversations take place verbally and records are not always kept.
Recognizing that this happens, be aware that written records must be kept of all issues that may affect
the outcome of the project.

3.11 Meeting Strategy

Regular communication in the form of meetings is an essential part of the success of any project. It
reduces response times and generally is the key to avoiding misunderstandings and errors in planning,
design and construction.

A schedule of regular meetings is attached in Appendix 4. These meetings will all occur in the project
office, Client’s offices or design team offices or on site once the project has commenced construction.

In order to make meetings as useful as possible they must be:

 Attended by the right individuals.

 Timed appropriately to ensure that they allow actions to be progressed.
 In the correct environment (and this may mean on site)

771134415.docx Page 24 of 77
 Ad hoc meetings are essential when critical issues arise but they should only be used as an exception.

Attendance at meetings on time is both a sign of respect for the participants and an aid to making
meetings less time consuming for all parties.

3.12 Minutes

SavantElbul will ensure that minutes are taken by the relevant parties throughout the project.

In the case of monthly and strategy meetings SavantElbul will take minutes.

Minutes will be corrected by attendees at the subsequent meeting with amendments forming part of the
subsequent meetings.

Each party is responsible for reading and commenting on the meetings.

The minutes, unless commented on within 7 days of their issue, are deemed to be accepted at the
subsequent meetings and are deemed to reflect actual events or comments forming the subject of the
meeting they record.

3.13 Document Control Procedure

Document control registers for different documents will be run by SavantElbul’s Document Controller
for each of the following documents:

Document Type
Request for information (RFI)
Drawings and specifications from design team
Drawings and specifications from general contractor
Samples
Materials Approval Forms (MAF)
Method statements (MS)
Programs of Works (POW)
Quality sheets and test certificates
Correspondence (electronic & hard copy)
Non-Conformance Report (NCR)
Reports
Change Requests (CR)
Change Orders (CO)
Others (permits and licenses)

771134415.docx Page 25 of 77
 3.14 Language

Although in Bulgaria the ruling contractual language is Bulgarian, the management language is English
unless other is agreed in the respective contract.

Documentation between the PEP holders relating to the PEP should all be in English.

All documentation for permits and to local authorities or other administrative bodies should be in
Bulgarian, however all design information should be in dual language format, unless other is agreed in
the respective contract.

Where translations are required the issuing party is responsible for providing a translation unless agreed
otherwise by exception.

The Independent Supervisor is responsible for providing weekly summaries of the log book in
Bulgarian Language.

All reports to the Employer’s attention are to be issued in English.

Accident reports are to be in dual language format.

Monthly reports are in English.

The following is a ready reckoner for document issue.

Drawings, Schedules and Accompanied by a document transmittal sheet. As far

Specifications: as possible in English and Bulgarian

Minutes of Meetings: In English or Bulgarian

Registered Mail: In English and Bulgarian, where practical

Email: In English or Bulgarian and always where involving

the Client with English translation (except drawings)
Each party is responsible for the costs associated with translation of documents for their own use
however documents between the parties and the project manager shall be in English and Bulgarian.

Where communications are between two parties and the communication is not for general distribution,
then the parties that are subject to the distribution may elect to carry out communication in other
formats.

Where documents are official in their nature or are for general distribution, they shall follow the above
formats.

3.15 Respecting Contractual Relations

771134415.docx Page 26 of 77
 It is essential that each entity, making up the overall team, work together and adhere to management and
communications structure at the formal and informal levels. Many projects face progress and cost
related issues when there is a breakdown in communications or when parties circumvent the procedures.

It is also essential that the team recognizes and respects the contractual relationships of other entities.
Particularly formal notifications, etc. should be addressed to the contracting party unless specifically
contracted otherwise.

Examples of how not recognizing contractual relations can lead to cost or progress related problems:
 The Client verbally instructs a sub-contractor to progress with a variation without having
instructed the general contractor or SavantElbul in accordance with the contract.
 The architect responds to a verbal query by the general contractor without having notified
SavantElbul or the Client.

3.16 IT Management

The IT structure for the project will be developed between SOF Connect and SavantElbul.

IT systems on site will be maintained by the general contractor.

771134415.docx Page 27 of 77
 4.0 Design Management

771134415.docx Page 28 of 77
4.0 Design Management

4.01 Design Brief

A detailed design brief will be developed between SavantElbul and the Client. This brief will form the
start point for the design and for monitoring by SavantElbul.

Each sub-projects has its respective design brief usually developed and issued with the Design Tender
Documents.

4.02 Approved Design

SavantElbul will develop and maintain a register of all approved documents for each of the elements of
the project.

4.03 Document Register

SavantElbul will be responsible for maintaining a detailed document register for all documents from
consultants and contractors. Appendix 5 contains the consultant document register.

4.04 Design Changes

Amendments to the approved design documentation will be tracked by SavantElbul for the project

Each change to any document that has been issued by any part of the design team will be described in
the document transmittal sheet contained in Appendix 6 and clearly indicated on the document itself.

E.g Revisio Date For example:

n 002 dd/mmm/yyyy “Delete wall at grids XX+1
m/YY and move 20cm to
grid XX+ 2m/ YY”

The issuing party will indicate whether the amendment to the document may or may not cause a
variation to the time and /or cost of the works.

4.05 Change Procedure

See Section 7.0 Cost Control

4.06 Design Approval Process

771134415.docx Page 29 of 77
 The designs approval process includes generally design presentations /workshops /comments and
reviews by SavantElbul and SOF Connect followed by the respective approval for each design phase,
i.e. concept, preliminary, technical and work design phases.

Eventually, each project design will be submitted and should be approved (as per the Concessionary
Agreement) by the Grantor – the Ministry of Transport and Communications – and by all relevant
authorities as per the Bulgarian regulations.

The above applies for any design prepared by:

- Specialist consultant /designer

- Main designer

- Contractor

Appendix 7 contains a sample drawing register.

4.07 Value Engineering and Cost Cutting

At various stages of the project SavantElbul or the client may request the reduction of cost for any
element of the project. This can be done by the implementation of value engineering or cost cutting.

Cost cutting is to be avoided. It is a reactive process resulting from unplanned or unforeseen cost
overruns and in fact often leads to increased costs.

Value engineering is a planned proactive approach that looks at parts of the works or all of the works in
terms of design (and specifically, the specification) at the appropriate time in the development process.
Those design changes can then be revalued down.

SavantElbul and the design team shall detail and propose such value engineering exercises at strategic
stages of the design process.

771134415.docx Page 30 of 77
 5.0 Procurement

771134415.docx Page 31 of 77
 5.0 Procurement

5.01 Pre-Procurement and Contracting

The pre-procurement activities can be outlined as follows:

● Determine with SOF Connect a detailed procurement strategy to include:
○ Lump sum pricing
○ Preferred suppliers
○ Tenders and/or negotiations
○ Performance criteria for pre-qualification

● Determine the detailed elements of the construction and installation requirements (the detailed
scope of work required for each part of the project)

Once the detailed scope has been determined and from past experience, break the scope down into
appropriate packages. Ensure that there are no omissions within the breakdown or duplication of
responsibility.

The responsibility for determining the scope of works lies generally with the Project Manager (the
designers will assist, whenever available) as required by SOF Connect and includes:
 Identify standard components of the concept design.
 Identify components falling within the scope of the contractor.
 Identify long lead items.
 Identify components that can be sourced locally and those that require international
procurement.
 Identify components that require a test or that may otherwise delay importation and installation.
 Identify non modular elements
 Agree the exact scope with the design team and with SOF Connect

Develop Standard Forms of Contract:

 SavantElbul (SEB) will propose the respective form of FIDIC contract to be applied for each
sub-project to SOF Connect’s Legal Department (SOFC-Legal) who will develop the standard
terms and conditions for agreements.
 Compile standard documentation comprising:
o Tender Instruction (TI)
o Form of Contract (Standard Conditions) – by SOFC-Legal
o Particular Conditions – by SOFC-Legal
o Employer’s Requirements (project Preliminaries), included in the TI – by SEB

771134415.docx Page 32 of 77
 o Tender return form – by SOFC-Procurement
o Priced Documents including schedule of rates – by SEB / Designer
o Master Programme – by SEB
o Warranties – by SOFC-Procurement
o Drawings – by Designer
o Specifications – by Designer

SavantElbul will develop and propose pre-qualification and tender evaluation criteria for SOFC’s
approval.

Agree the pre-qualification list with SOF Connect’s Technical /Senior Project Director. A minimum of
five potential contractors will be presented for approval.

Propose to SOFC Procurement to request expressions of interest from these contractors/suppliers.

Issue to each the pre-qualification criteria and /or launch the tender on SOFC web-site.

Propose the timescales for pre-qualification meetings and site visits.

The following pre-qualification information will be required from the bidders as a minimum:

 Company accounts for the past 3 or 5 years

 Direct / Indirect employees

 Current projects and their values

 Projects in the same country/ city

 Projects of a similar nature and value

 References from Clients

 Identify Long Lead Item durations

 Level of insurances carried

 Quality accreditation (ISO 9000 etc)

Attendance at the prequalification meetings / site visits will include:

 SOF Connect’s technical representative

 The design team, if available

 SavantElbul’s project director /manager

771134415.docx Page 33 of 77
  SavantElbul’s cost manager

After the prequalification meetings /site visits and submission of the prequalification documents,
SavantElbul will prepare a Pre-qualification report recommending:

 Which contractors fail to meet the pre-qualification criteria?

 Which contractors meet the pre-qualification criteria?

 In the event that fewer than three bidders meet the pre-qualification criteria, recommend the
further course of action:
o Continue with less than three (this should require Client board approval)
o Assess content of the works if it is too great in value or complexity for the pre-
qualifying trade contractors.
o Source further potential trade contractors and carry out the pre-qualification process.

Pre-Procurement Deliverables by SavantElbul:

 List of works to be tendered

 Scope of works
 Pre-qualification criteria
 Pre-qualification list
 Pre-qualification recommendations
 Tender Instruction, incl. scope of works, Employer’s Requirements, etc.

Forms of Contract, Agreement, etc. will be provided by SOFC.

5.02 Procurement and Contracting

Once SavantElbul and SOF Connect are satisfied with the pre-qualified contractors, incl. after the
bidders sign the Confidentiality Agreement, SOFC-Procurement Dept will issue the remaining tender
documents (as-built /cadastre drawings, etc.) to each short-listed contractor.

The tender documents package will determine:

 Tender return date and time
 Date for final questions and answers
 Office to which tenders should be returned.
 The validity period required for the bid

771134415.docx Page 34 of 77
  Level of insurances required (duplication of pre-qualification)
 Two completed tender documents are to be returned.
 Any samples or materials lists that should be returned with the tenders.
 Optional requests for safety policy
 Optional request for quality plan
 Optional request for method statement

The full tender packages will be issued to each of the short-listed contractors.

During the process SavantElbul will request, from all bidders, questions, which will be compiled into a
single database.

SavantElbul, designers and SOF Connect will be responsible for answering these questions. All
questions and answers will be distributed to all the bidders in order to ensure like for like tendering.

A cut-off date for questions will form part of the invitation to tender. Questions raised after this date
may not be allowed or answered after tender return

SOF Connect Procurement Department will organise tender opening meetings. The tender opening is
considered a key milestone and should be treated with confidentiality.

Once the tenders have been opened and tender information made available by SOFC-Proc,
SavantElbul and SOFC will commence an appraisal of each tender:

 Assess the completeness of the documents returned (technical - by SEB, others – by SOFC-
Proc)

 Assess whether commercial requirements have been fulfilled in terms of (by SOFC-Proc):

o Insurance

o Warranties

o Other provisos that may have been inserted by the contractors

o Advance payments

 Assess the technical solutions offered (including samples or material lists supplied) and any
cost or quality benefits that may have been offered by the contractors (by SEB)
 Any alternative design solutions that may have been offered (by SEB)

 Assess the pricing documents (by SEB or by SOFC-Proc, depending on whether pricing info
issued to SEB)

 Assess quality and safety plans (by SEB)

771134415.docx Page 35 of 77
  Assess method statement (by SEB)

During this process SavantElbul will prepare list of questions /clarifications to the contractors in order
to evaluate any issue that may have arisen from the tender returns. The list of questions /clarifications
will be submitted to SOFC-Proc for sending to the bidders.

As soon as an outline of the evaluation has been carried out, SavantElbul will issue their tender
evaluation draft report to SOFC for either (a) inviting each bidder to a post-tender meeting in order to,
face to face, clarify any outstanding issues or (b) sending clarifications questions to bidders.

Once the evaluation has been completed SavantElbul will issue the final report with recommendation
to SOF Connect detailing:
 A price analysis of the bids, including unit rates, levels of overhead and profit and the works
themselves.
 Technical appraisal of each contractor including samples or materials list that have been
submitted
 Commercial appraisal of each contractor including their ability to complete the works.
 A recommendation for the final selection.

Once SOF Connect have agreed to a final selection, SOFC-Procurement will issue a letter of intent to
the selected contractor.

SOF Connect’s Legal Department will prepare the contract documents.

Ideally, the form of contract, incl. the Particular Conditions would have been issued to the short-listed
contractors. However, the final contract documents will mirror the tender documents but with
amendments that may arise from the tendering process and specifically from questions and answers.

SOFC-Proc will arrange for SOF Connect and the contractor to execute the contracts documents.

Once the general contract has been executed, SavantElbul will monitor off site activities that are being
undertaken by the contractor until the commencement date of the works.

SavantElbul will monitor the design elaboration (in case of design and build contract), the fabrication
of major plant and materials by regular visits to component facilities, etc.

771134415.docx Page 36 of 77
 Off site record sheets will be issued in an agreed format. Where discrepancies occur SavantElbul will
request corrective action from the contractors and monitor this action.

During the lead-in period SavantElbul will arrange for the contractor to attend site in order that the
contractor can accept that the site is ready for installation or construction. A formal process will be
developed.

Where components are being delivered to site for installation by entities other than the contractor
SavantElbul will arrange for the materials to be fully inspected and quantified at site by the receiving
party.

SavantElbul will prepare the agenda for and organize the Kick-off Meeting and will subsequently
issue the MOM.

Procurement and Controlling Deliverables:

 Tender documents (1 copy to SOF Connect; 2 copies to each contractor)

 Questions and Answers database
 Tender return form
 Agenda and minutes for post tender meetings
 Tender recommendation (s)
 Contract documentation (1 copy to SOF Connect,1 copy to contractors)
 Off site inspection report(s)
 Kick-off Meeting Minutes

771134415.docx Page 37 of 77
 6.0 Management of the Works

771134415.docx Page 38 of 77
6.0 Management of the Works
6.01 General Site Management

The general site management procedures will be developed in the general contractor’s method statement,
paraphrased and inserted here:

 Control of materials
 Labour/plant returns (records)
 Visitors book
 Access to and from site, parking and offloading facilities
 Minimum access requirements (safety equipment etc)

6.02 Quality Control

The general quality management procedures will be developed in the general contractor’s method
statement, paraphrased and inserted here:

 Independent Supervisor role

 SavantElbul role

 General contractor’s role

i) Non-Conformance Procedure

On identifying an item of work which is incorrect or defective or a method of work which is

incorrect or unsafe SavantElbul shall issue to the contractor a Non-Conformance Report (NCR) in
the form indicated in Appendix 11.

The contractor has then to correct the work and submit a proposal for rectification to SavantElbul
(Appendix 11).

The item will be re-inspected by SavantElbul and if acceptable, then SavantElbul will advise the
contractor.

In the event that the item remains unsatisfactory, then SavantElbul will have the options of:

 Advising the contractor to remove the item (and if applicable re construct the item to
specification)

 Seeking the Client’s approval of the non conforming item and accepting the non
conforming item but at a reduced cost to the contract (in which case a change order will
be prepared agreeing the reduction)

771134415.docx Page 39 of 77
  Making arrangements with a third-party contractor to bring the item within the agreed
quality.

At all times SavantElbul may instruct a 3rd party to put right works which are unsafe or represent a
danger to the project or third parties and applying such costs as may be incurred against the
offending contractor. In such cases, a change order will be produced with such costs being deducted
from the contract sum.

SavantElbul shall maintain a register of all NCRs. This is shown in Appendix 12.

ii) Material Approval

Appendix 8 contains the material approval sheet which should be submitted for all materials
submitted for approval.

The contractor shall affix the tear off label attached to the sheet to the sample and submit the sheet to
SavantElbul (who will inform the Client or design team requesting their approval).

SavantElbul shall also vet the material for compliance with the specification although ultimate
approval lies with the design team.

SavantElbul shall maintain a register of materials approved. The register is contained in Appendix 9

iii) Cleanliness

The contractor will be required to maintain the site clean and tide as well as to store materials
properly.

iv) Technical Handover, Testing and Commissioning

A separate procedure will be developed for the T&C and Handing Over for each project.

6.03 Planning, Programming and Progress

i) Master Programme

The master programme is the outline programme developed by SavantElbul for all sub-projects. It
includes all project phases depending on the current project status: scoping, design tender and
contract, design, design approvals and permitting, construction tender and contract, construction,
T&C and Handing-over. A Summary is in Appendix 10.

The respective General Contractor will develop the time-schedule /Program of Works (POW)
referenced in their respective agreement with SOF Connect. The POW will be developed within a
short period of time after the conclusion of the general contract.

As well as the works to be undertaken by the general contractor the master programme covers:

 Design Programme

771134415.docx Page 40 of 77
 The design team, SavantElbul and contractors will agree an overall design programme as
part of the master programme.
 Phasing Programmes
The master programme will include the phasing sequence which will be in illustrative
form appended to the facility programme.

 Section Programmes

From time to time the contractor shall issue detailed section programmes for approval by
SavantElbul. These will reflect the master programme.

 Programme Updates

The contractor will maintain the master programme and issue updates to the programme
to reflect actual progress or changes to planned progress.

SavantElbul is updating the Master Program on monthly basis as part of the Monthly Reports.

ii) Progress Statements

SavantElbul shall ensure that the contractor will issue monthly progress statements appended to the
overall monthly report.

SavantElbul will be responsible for highlighting any anomalies that may arise from this
information.

6.04 Site

i) Security

The security of the site is the responsibility of the general contractor. The general contractor
will agree a detailed policy with SavantElbul and once agreed all personnel entering the site will
comply with the policy.

This will apply to specialist contractors and Client contractors.

Under no circumstances are firearms or explosive materials to be brought to site, including security
companies.

The Security guards will at the request of SavantElbul carry out spot checks on vehicles entering
and leaving the site.

ii) Offices

771134415.docx Page 41 of 77
 The main project management team will be located within the T1 /T2 building. This will be known
as the project office.

The general contractor shall arrange their own project offices for the duration of the works.

The general contractor will provide 24-hour security cover in the offices for the duration of the
works.

6.05 Health and Safety

The following are supplemental to the overall health and safety policy for the construction and
installation of the facilities.

i) Minimum Safety Standards

The Contractor is responsible for the safety of the site, the works and the personnel involved in the
project as well as other 3rd parties.

The general contractor will issue a detailed safety policy for the project however the following
minimum requirements of safety clothing are to be worn by everyone:

 Hard hats
 Steel toed and solid soled shoes/ boots
 High visibility jackets

In addition to these minimum requirements, it is expected that every party, particularly in the
management team leads by example and behaves in a safe manner.

The general contractor shall employ a safety officer who will be based on site weekly. His role will
be to educate and ensure that the site is maintained in a safe manner.

The contractor will carry out induction training of all employees and advise SavantElbul weekly of
those employees which have been inducted.

ii) Welfare Facilities

Welfare facilities shall be defined in the general contract (employer’s requirements).

The cost of welfare facilities shall form part of the general contractor’s contract sum
(preliminaries).

iii) Accident Reporting

See ‘Reporting above’

iv) Smoking Policy

Construction sites are highly prone to fires and one of the main causes of site fires are discarded
cigarette ends.

771134415.docx Page 42 of 77
 Considering that the projects sites are located at an active airport, the general contractor will at the
request of SavantElbul impose a smoking ban on all the site.

At SavantElbul’s discretion some dedicated areas may be allocated for smokers.

This will apply to all individuals including specialist contractors, subcontractors and constultants.

Smoking in the project office is forbidden except in areas allocated specifically.

v) Hot Work Permits

As with smoking hot works, welding etc, is a high risk to the project.

At an appropriate time (requested by SavantElbul) during the works the general contractor will
introduce and maintain a hot works permit system which will describe in detail the following:
 The location of the work
 A description of the work
 The individuals carrying out the work
 Whether sand, extinguishers and water are at hand
 Type of equipment (oxyacetylene/ electric etc)
 Time and date the works start and finish.

Once the works have been completed the operative will inform SavantElbul’s Safety Manager and
an inspection will be carried out to ensure there are no risks of fire.

vi) Prevention of Falls from Heights

Some 40% of all accidents on construction sites in Europe result from falls or from falling objects.

Each contractor shall be responsible for minimizing risks to operatives and third parties on the site.
The following are minimum requirements:

 All scaffolds will be fully boarded.

 Toe boards and handrails on all scaffolds
 All holes under 30cm will be covered with a fixed cover.
 Holes over 30cm including excavations, will be protected by a handrail and toe board.

vii) Permit to Work

From time to time once areas become complete SavantElbul will introduce and maintain an access
to work procedure.

viii) Cleanliness and Keeping the Site Tidy

771134415.docx Page 43 of 77
 The old adage “a clean site is a safe site” in fact is a fact.

All contractors, sub contractors, specialist contractors and the management of the project have a
duty of care and more to ensure that the site is kept clean and tidy.

SavantElbul’s Safety Manager can request from any party the removal of stockpiled rubbish. If the
request is not complied with within reasonable time (but not more than 24 hours), then SavantElbul
can remove the rubbish with all costs being refundable by the offending party

ix) Removal of Rubbish

The Contractor is responsible for the provision of skips and removal of rubbish from the site.

Each sub-contractor, specialist contractor or Client’s contractor are however responsible for
dumping of rubbish in the skips provided. In some cases, contractors will be subject to a charge for
the cost of skips borne by the providing entity.

x) Control of Substances Harmful to Health

The contractors are responsible for ensuring that materials considered harmful to health in the
European Union are stored and used in accordance with the manufacturer’s recommendations.

Each contract contains a list of forbidden substances which cannot be incorporated into the works
and that cannot be brought to site. The design team is responsible for ensuring that the design does
not incorporate these materials.

The contractors are responsible for ensuring that operatives wear face masks and breathing
apparatus and for forming exclusion zones around areas where airborne dust is at a high
concentration. Adequate ventilation is also to be provided.

xi) Induction

The Contractor shall prepare an induction seminar for all operatives, including sub contractors and
specialist contractors.

This will include:

 Safety policy
 Security policy
 Location of first aid stations
 Accident reporting procedure
 Welfare facilities
 Safety incentive scheme
 Access control

6.06 Vehicle Access

771134415.docx Page 44 of 77
 The general site management procedures will be developed in the general contractor’s method
statement, paraphrased and inserted here:

i) Wheel Wash

The general site management procedures will be developed in the general contractor’s method
statement.

ii) Notification of Delivery

The general site management procedures will be developed in the general contractor’s method
statement.

6.07 Taking Over of the Works

The following will be developed by the Employer, the project manager, the general contractor and the
client’s contractors during the construction phase.
 Handing over to end users
 Final acceptance
 Defects lists
 Operation and maintenance manual

6.08 Defects and Deficiencies

SavantElbul will be responsible for coordinating defects lists from:

 The design team
 The Independent Supervisor
 The Client’s technical team

771134415.docx Page 45 of 77
 7.0 Cost Control

771134415.docx Page 46 of 77
7.0 Cost Control
7.01 Sources of Change

There are several sources that may cause a change to the sub-projects in terms of time and or cost. These
are summarized below.

i) Unforeseen Physical Conditions

When carrying out the ground works or demolition on the site, the contractor may encounter objects
or unexpected occurrences that may lead to additional works.
The contractor carrying out the works will notify SavantElbul when any such incidents occur and
shall jointly inspect and value the additional works.

ii) Client Changes to Design

The Client is entitled to issue instructions varying the works in any way.
An example may be to add to the works for commercial reasons an additional feature which will
require additional electrical supplies as well as revisions to the structure. SavantElbul will issue a
written Change Request /Order at the Client’s request.

iii) Force Majeure

Force majeure is an extra ordinary event or circumstance beyond the control of the parties which
affects the progress or the cost of the works. It cannot be accounted for but the general contractor is
to provide adequate insurance cover for such an event.

iv) Legislative Changes

From time-to-time legislative changes may occur that affect the progress or cost of the works.
The contractors and the designers are to monitor the introduction or amendments to the appropriate
codes and advise the Client of any changes that require to be taken into account.

v) Value Engineering

Once a value (cost or time) has been agreed after value engineering or cost cutting exercises, the
Client may instruct SavantElbul to issue a change order to the appropriate contractor in accordance
with the contract.

vi) Industrial Action

Industrial action can disrupt the progress and subsequently the cost of the Works. In the event of
such action the general contractor has the following responsibilities-

 Immediately notify SavantElbul and the Client of the action being taken
 Notify SavantElbul of the exact start of the action and whether the action is a fixed period
action

771134415.docx Page 47 of 77
  The trades affected by the action.
 Any countermeasures that may taken legally.

The Client, if not explicitly provided by the respective Contract, is not responsible for any cost
arising from the action or its knock on affects to the project as a whole.

7.02 Budget and Cost Plan

The Sub-projects are budgeted separately and each of them should be reported individually.

The Approved by Employer Initial Budget is as per the initial cost estimate at the phase of scoping
/tendering the respective project.

The respective contract determines the budget for each project to which the estimated contingencies
should be added.

Only the Client has the responsibility for amending the budget in any way.

i) Cost Plan

From the budget SavantElbul will develop a cost plan in the following format and will monitor the
design and contractors against the cost plan.

The build up to the contract sum for the respective project budget is as per the sample below.

Item Budget Approved Contract

Cost Plan Sum
Earth Works

Concrete works
Masonry works
Sealing works to structure
(dilatations etc.)
Steel works
Basement

Plaster works
Painting
Tiles
Technical doors
Water and thermal isolations
Basement
Building
Ext

771134415.docx Page 48 of 77
 Item Budget Approved Contract
Cost Plan Sum
Utilities up to the building

ernal Works
Roads
Playground
Landscaping & plants
Total [insert building
reference]

ii) Amendments to the Contract Sum

Amendments to the detailed cost plan may result only from the following:

The issue of a Change Request (CR) / Change Order (CO) in accordance with the contract signed by
the contractor and the Employer. The CR / CO will be evaluated and signed by SavantElbul before
SOF Connect’s final approval.

Works undertaken by a contractor without a valid change order are undertaken at the contractor’s
risk.

iii) Expenditure of Provisional Sums (if any)

The Client holds the control of provisional sums for each contract as well as for other specialist
items that may be contained within the budget.

If Provisional sums are to be expended through the contract, once the cost of the expenditure is
known or has been agreed with the contractor the Client will request that SavantElbul issue a change
order to the contractor in accordance with the contract.

SavantElbul will then make the appropriate adjustment to the contract sum for each project.

If provisional sums are to be expended through specialist contractors the Client may request the
contractor or SavantElbul to tender the works and prepare a price and commercial comparison.

Once a selection has been made by the Client, SavantElbul will then propose SOFC-Legal to prepare
a contract for execution by the specialist contractor and the Client. Provisional sums will then be
deducted from the contract sum using a change order.

iv) Expenditure of Contingency (if any)

Any contingency cannot be expended without a change order issued by SavantElbul.

v) Change Order Procedures

Change Request (CR)

If a contractor finds cause to raise a CR this will be issued to SavantElbul in the form of the template
in Appendix 13.

771134415.docx Page 49 of 77
 Similarly, if the Client introduces a variation or requires a potential variation to be issued, they will
request that SavantElbul issue a CR to the general contractor detailing the change. Note that this
does not imply an approved instruction to proceed with the change.

SavantElbul is responsible for monitoring the progress of any CR.

Change Order (CO) / Variation Order (VO)

Once an CR has been agreed between SavantElbul the Client and the contractor, then the Client will
request SavantElbul to prepare a CO / VO as described in the respective contract.
The standard form for such a change order is contained in Appendix 14.
SavantElbul will maintain a record of CRs and COs /Vos as attached in Appendix 15

Approval

The approval of a CO /VO requires the following procedure to be adhered to:

In the case of the contractor issuing
a CR
A document (drawing, request for
information, etc) is issued or an event
occurs that leads the contractor to
believe that a variation is required to
the contract.
The contractor prepares and issues a
CR to SavantElbul.
In the case of SavantElbul or the Client
issuing a CR
SavantElbul issues a CR to the contractor who
then completes the sections on programme and
cost of the potential variation within 5 working
days of receipt.
Once completed the contractor returns the CR
to SavantElbul.

SavantElbul receives the CR from the contractor and distributes it to the Client, the
architect, the independent supervisor and requests their comments.

Within 5 working days the Client, architect, and the licensed inspectors return their
comments to SavantElbul

If the CR has been rejected, SavantElbul notifies the contractor asking either for a
resubmission with amended details

OR
to proceed without the variation.

OR
If the RFCO is considered to be an unfounded request to proceed without instruction.

If the request for variation has been accepted by all parties, then SavantElbul will
prepare a CO /VO covering the subject of the CR with any modifications resulting from
the comments of the team.
SavantElbul then seeks the signature of the Client prior to issuing the instruction to the
contractor.

771134415.docx Page 50 of 77
 Once the change order has been signed, in 3 copies, by the Client then SavantElbul shall
seek the signature of the contractor.

Once completed, SavantElbul will update the contract sum and provide the Client and
contractor with one signed copy each

The overall process from receipt by SavantElbul of a completed request for variation to the issue of
a completed instruction to the contractor, is expected to take no more than 10 working days.

7.03 Contract

i) Contract and Accounting Practice

Accounting practice requires all variations to contract terms to be issued in the form of an annex to
the contract. To comply with this law periodical annexes shall be proposed by SavantElbul to be
prepared by SOFC-Legal (as approved by Client) appending the change orders to the Contract.

7.04 Valuations

i) Period Zero

Period zero is unique in the project calendar and in that it requires advance payments to be made to
the contractor and certain consultants.

Advance payments will be made as per SOF Connect’s internal procedures upon receiving the
contractually required guarantees / bonds.

ii) Interim Valuations

SavantElbul and the contractor will work together to determine the progress of the works and
subsequently the value of the works on a month-to-month basis.

iii) Valuation procedure (contract specific)

 Usually, Valuations should be submitted no later than 3 days prior to / after the end of each
calendar month. The contractor is to prepare a progress statement and issue it to
SavantElbul (copied to SOF Connect). SavantElbul and the contractor shall agree a time
and date (no later than 7 days after the submission of the progress statement) for a meeting
to agree the progress of the work.

 Once progress has been agreed then the contractor and SavantElbul will complete the
Interim valuation statement in a format similar to the following sample:

771134415.docx Page 51 of 77
 Level 1 Level 2
Work Item Total % Total % % % % %
Complete Complete Complete Complet Complete Complete
last month this Month last e this last month this Month
Month month
Masonry

 The final format will be agreed on site, depending on the respective contract.
 The valuation will be certified by SavantElbul less any retention and recovery of advance
payment.

7.05 Invoicing

Advance payments will be invoiced in accordance with the contract.

Once a valuation has been agreed between the contractor and SavantElbul, the contractor will
immediately issue to the Client (copy to SavantElbul) an Invoice for the full value of the works for
the period, less retentions and any recovery of advance payment.

i) Final Payment Procedure will be determined in due course, depending on the contract

771134415.docx Page 52 of 77
 8.0 Handover to the End User

771134415.docx Page 53 of 77
8.0 Handover to the End User

Definition of End User

The end user is either SOF Connect / Operations Dept of SOFC, etc. or an entity or individual renting part of
the project.

Procedure

SavantElbul and SOF Connect will agree a process for testing, commissioning and handing over. The
contract agreement must define partial handover and make allowances in the preliminaries for the services
and access to be provided by the contractor.

Official Commissioning is as per the Bulgarian regulations.

8.01 Training

The contractors and specialist contractors are required to carry out training of the operating systems and as a
minimum should include:

 Electrical systems
 Mechanical systems
 Building management systems
 Specialty systems
 Care and maintenance of materials (tiling, roofing, cladding, ironmongery etc).
 Use of the operating and maintenance manuals
 Life safety systems and evacuations

SavantElbul will be responsible for coordinating contractors and Specialist suppliers in the training of the
end user.

The Client will advise SavantElbul who within the operating team (end user) are to be trained.

8.02 List of Known Defects

SavantElbul is responsible for preparing and issuing to the operating team a list of defects that are known at
the time of handover.

SavantElbul will have agreed timescales with the general contractor for the rectification of these defects.

771134415.docx Page 54 of 77
 SavantElbul will manage the process of defect rectification bearing in mind the requirements of the operating
team and the facility as a whole. The defects will be categorized in the order of urgency (with examples).

Risk Description Abbreviation Example

 Risk of injury (ROI) Cracked roof glass

 Operation critical (OC) Failed heating system
 Urgent (U) Damaged toilet cistern
 Non urgent (NU) Door closer set too low
 End of defects (EDLP) Minor staining on corridor walls

SavantElbul will be responsible for the preparation of a defects list and for the remedying of the defects with
directly employed (by the Client) specialist contractors up to the opening / start of use of the respective
project.

i) As-Built Drawings
On completion of the project, the contractor shall provide SavantElbul with the contractually required
number of hard copies and 1 electronic version of all as-built drawings and specifications. The
electronic copy will be in the original formats (MS word, Excel, AutoCAD) as well as in PDF.

8.03 Operation and Maintenance Manuals

Each contractor shall provide detailed operation manuals for the works undertaken by the contractor.

SavantElbul is responsible for adding manuals of any specialist equipment that has been supplied directly by
the Client. The Client is responsible for supplying them.

8.04 Agreed Maintenance and Warranties

This is determined by the respective project contract.

8.05 Cleaning
Normally, the contract will make provisions for builders cleaning and for deep cleaning, normally carried out
by a specialist cleaning company, before handing over.

771134415.docx Page 55 of 77
 9.0 Project Close Out

771134415.docx Page 56 of 77
9.0 Project Close Out

9.01 Avoiding Panic

No matter how effective the management has been, as the project draws to a close, the participants will
typically find themselves in a frenzy of activity to close issues down and complete the project in every
respect.

To avoid any panic, led by SavantElbul, the Client and the contractors will create a close out action report
two to three months before the completion date. This list will be used as the main tracking tool for close out
activities.

9.02 Final Accounts & Dispute Resolution

Final Accounts and dispute resolutions will be described in the respective project contract.

9.03 Forward Action List & Final Report

Prior to close out, SavantElbul will prepare a final report covering the following:-
 Contacts for the defects period
 Defects and defects period
 Final taking over certificate
 Cost and outstanding accounts
 Dispute actions

771134415.docx Page 57 of 77
 10.0 Appendices

771134415.docx Page 58 of 77
10.0 Appendices
Handbook File Reference (SavantElbul
use only)

Appendix 1 Project Directory 003_F1_TEMP

Appendix 2 Monthly Report Format 006_F10_TEMP
Appendix 3 Correspondence Log 015_F1_TEMP
Appendix 4 Meeting Register 005_F10_TEMP
Appendix 5 Consultants Document Register 005_F2_TEMP
Appendix 6 Document Transmittal Sheet 006_F2_TEMP
Appendix 7 Contractor’s Drawing Register 002_F2_TEMP
Appendix 8 Materials Approval Form 003_F2_TEMP
Appendix 9 Materials Approval Register 004_F2_TEMP
Appendix 10 Master Programme From contractor
Appendix 11 Non-Conformance Report 004_F12_TEMP
Appendix 12 Non-Conformance Register 005_F12_TEMP
Appendix 13 Change Request 008_F4_TEMP
Appendix 14 Change Order 009_F4_TEMP
Appendix 15 Change Order Register 010_F4_TEMP
Appendix 16 Snagging and Defects Record 003_F13_TEMP
Appendix 17 Snagging and Defects Schedule 002_F13_TEMP

771134415.docx Page 59 of 77
Appendix 1 – Project Directory

771134415.docx Page 60 of 77
Appendix 2 – Monthly Report Format

771134415.docx Page 61 of 77
Appendix 3 – Correspondence Log

771134415.docx Page 62 of 77
Appendix 4 – Meeting Register

771134415.docx Page 63 of 77
Appendix 5 – Consultants Document Register

771134415.docx Page 64 of 77
Appendix 6 – Document Transmittal Sheet

771134415.docx Page 65 of 77
Appendix 7 – Contractor’s Drawing Register

771134415.docx Page 66 of 77
Appendix 8 – Materials Approval Form

771134415.docx Page 67 of 77
Appendix 9 – Materials Approval Register

771134415.docx Page 68 of 77
Appendix 10 – Master Programme

771134415.docx Page 69 of 77
Appendix 11 – Non-Conformance Report

771134415.docx Page 70 of 77
Appendix 12 – Non-Conformance Register

771134415.docx Page 71 of 77
 Appendix 13 – Change Request

ИСКАНЕ ЗА ПРОМЯНА /CHANGE REQUEST No. 1 Дата / Date: 20/12/2022

От /From: Длъжност /Position: Компания /Company:
Georgi Konstantinov Project Manager SavantElbul Bulgaria
До /To: Длъжност /Position: Компания /Company:
……………………. ……………………. GBS Infrastructure
Поискано от /Raised by: Длъжност /Position: Компания /Company:
Lionnel Maugis Technical Director SOF Connect

Предмет /Subject: Change of Permanent Parking from Lot 4 to Lot 2

ОБЕКТ /PROJECT: Parkings ……………………….
Описание /Description Подробности /Details Попълнено от:
/Filled by:
Относно / Regarding .…. Originator
………………………………………………………………………………
.
………………………………………………………………………………
.……………………………………………………………………
Приложени документи ……………………………………………………………………………… Originator
/Attached Documents: ………………………………………………………………………………
Проблем /Problem: ……………………………………………………………………………… Originator
.……………………………………………………………………………
Причина за промяната ……………………………………………………………………………… Originator
/Reason for change: .……………………………………………………………………………
Препоръки / ……………………………………………………………………………… Originator
Recommendations: .……………………………………………………………………………
Предложена Цена /Cost: Y / N; Сума (лв.) /Amount (BGN): Отговарящ
договорна ………………….. /Respondent
промяна /Proposed Време /Time: Y / N; Календарни дни
Contractual change: /Calendar days: …………………..
Съгласувана Цена /Cost: Y / N; Сума (лв.) /Amount (BGN): Ръководител
договорна ………………….. проект, СЕБ /
промяна /Approved Време /Time: Y / N; Календарни дни Project
Contractual change: /Calendar days: ………………….. Manager, SEB

Отговор одобрение /Response approved by:

Име /Name: Длъжност /Position: Фирма Подпис Дата /Date:
/Company: /Signature:
G. Konstantinov Project Manager SavantElbul
S. Tashev Project Director
J. Stepsys Director of Retail and SOF Connect
Property Management
T. Delhaes Project Director SOF Connect
L. Maugis Chief Technical Officer SOF Connect
B. Zornishki Head of Procurement SOF Connect
Department
I. Kardashliev Financial Director SOF Connect

771134415.docx Page 72 of 77
S. Vernede Chief Financial Officer SOF Connect

771134415.docx Page 73 of 77
Appendix 14 – Change Order

771134415.docx Page 74 of 77
Appendix 15 – Change Order Register

771134415.docx Page 75 of 77
Appendix 16 – Snagging and Defects Record

771134415.docx Page 76 of 77
Appendix 17 – Snagging and Defects Schedule

771134415.docx Page 77 of 77