TJRP - Project Management System

SENAI DEVELOPMENT ENTERPRISES
Construction of Additional Carriageway

Torkham - Jalalabad Road Project,
(ACW-TJRP), Afghanistan.
PROJECT MANAGEMENT
(SITE ADMINISTRATION)
SYSTEM
Employer National Contractor Consultant

Highway Authority Frontier Works Organization National Engineering Services
(NHA) (FWO) (NESPAK)
SENAI DEVELOPMENT
Ver. 00 (Draft)
ENTERPRISES
PROJECT MANAGEMENT Date:
(SITE ADMINISTRATION) August 5, 2020
SYSTEM
SR. NO. DESCRIPTION SEPARATOR NO

1 PROJECT INFORMATION SHEET 1
2 PROJECT ROUTE MAP 2
3 PROJECT SITE LOCATION MAP 3
4 KEY CONTACT NUMBERS AND ADDRESSES 4
5 SITE ORGANIZATIONAL STRUCTURE 5
6 ACCOUNTING SYSTEM 6
7 SUBLETTING SYSTEM 7
8 SUPPLIERS SYSTEM 8
9 PROCUREMENT SYSTEM 9
10 STORES SYSTEM 10
11 UTILITIES & SERVICES SYSTEM 11
12 ROLE OF DEPARTMENT(s) 12
Project Management System

PROJECT MANAGEMENT Ver. 00 (Draft)
(SITE ADMINISTRATION) Date:

SYSTEM August 5, 2020
PROJECT INFORMATION SHEET
Project Management
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
MANAGEMENT (SITE August 5,
PROJECT INFORMATION SHEET

Sr. No Description Status
1 Name of Project Construction of Additional Carriageway Torkham - Jalalabad
Road Project, (ACW-TJRP), Afghanistan.
2 Client National Highway Authority (NHA)
3 Main Contractor Frontier Works Organization (FWO)
4 Consultant National Engineering Services Pakistan (NESPAK)
5 Length 73.67 KM
6 Commenced 24.01.2007
7 Original Completion 25.07.2009
8 Suspended on 01.08.2008
(Due to Non Payment of Contractor’s Liabilities)
9 Resumed on 08.07.2015
10 Revised Completion 31.07.2018
11 Current Status Work Suspended since 17 May, 2018 Due to Non-Payment of
Contractor’s Certified Liabilities.
12 Expected Completion 12 months after Resumption of Works.
13 Physical Progress 87% Based on 1st Revised PC-1 (2014)
71% Based on 2nd Revised PC-1
14 Project Resumption (2019) August 8, 2020
15 2nd Revised Completion August 2021
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PROJECT ROUTE MAP
Project Management
SENAI DEVELOPMENT
ENTERPRISES Ver. 00 (Draft)

SYSTEM
PROJECT ROUTE MAP
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PROJECT SITE LOCATION MAP

SENAI DEVELOPMENT

SYSTEM
PROJECT SITE LOCATION MAP
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
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KEY CONTACT NUMBERS AND ADDRESSES

SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
KEY CONTACT NUMBERS AND ADDRESSES
Sr. No Name Designation Contact Numbers

1 Vaseem Anvar Managing Partner +92 300 8441645
2 Dr. Irfan ul Haq Director Administration +92 300 8441647
3 Zarbas Khattak Sr. Manager Coordination +92 313 9595955
4 Irshad Ahmed Deputy Project Manager +92 341 5901432
5 Muhammad Hussain Khan Manager Administration +92 321 5151520
6 Faisal Mahmood Manager Coordination +92 301 8247547
7 Muhammad Nazir Construction Manager Highway +92 344 5907191
8 Ahmad Nawaz Admin Officer +92 333 2218673
9 Muhammad Asghar Admin Peshawar Office +92 349 9535734
Peshawar Office Address:

QAFILA ROAD TEHKAL PAYAN OPP. THE SMART SCHOOL. HOUSE NO.7 PESHAWAR.
Landi Kotal Office Address:

OFFICE NO. 1, 1ST FLOOR, KOMI MARKET, TORKHAM, LANDI KOTAL, KHYBER AGENCY
Site Address:
32 KM FROM JALALABAD, GHAZIABAD AT TORKHAM – JALALABAD ROAD, AFGHANISTAN
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SITE ORGANIZATIONAL STRUCTURE

SENAI DEVELOPMENT

SYSTEM
SITE ORGANIZATIONAL STRUCTURE
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SENAI DEVELOPMENT

SYSTEM August 5,
2020
ACCOUNTING SYSTEM

SENAI DEVELOPMENT

ACCOUNTING
SYSTEM
Purpose:
The purpose of accounts system is to elaborate role of account in efficient financial management and
proper compilation of revenue & costs to determine ultimate margins.
Scope:
To secure company’s financial & managerial interest, by adopting perfect accounting policies at sites /
offices are ultimate objective of a good accounting system. Accounts Department should keep this
objective in consideration and should take all such steps; those provide language to figure for an
effective management. No area of operational activity is out of the range of accounts. Accounts
Department is responsible to manage financial resources at site efficiently and to avoid leakage of
financial sources during operations at site.
Responsibilities:
In accordance with the company’s policy, Accounts Department has to fulfill following responsibilities:
1. Accounts Department is custodian of all sources of funds at site & offices.

2. Accounts have to receive documents from offices and sites for charging of cost to relevant
offices as well as projects.
3. Accounts Department have to audit all bills where funds have been utilized, for timely and
accurate charging of costs.
4. Accounts Department works as bridge between Site Management and Head Office Management
to execute financial based activities.
5. Accounts Department at site responsible to investigate and compile all cost of project arise
during operation activities directly or indirectly.
6. Accounts Department to look after Store Consumption and stocks for proper compilation of
record and equally responsible with store to protect company assets & inventory.
7. Accounts Department has to highlight in the eye of project management, where source are miss
managed and should try to avoid any damage or waste to materials and assets.
8. Accounts Department should help site management to make financial decisions at site offices
along with reconciliation of inventory & stocks.
9. Accounts Department have to handle payables, advances, payroll, financial affairs, and
corporate affairs at site and require its accuracy.
10. Accounts Department have to generate reports to management at all levels based upon actual
cost of the offices as well as projects with the comparison to budget.
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PROPOSED ACCOUNTING SYSTEM:
1. Funds Management System:

Accounts Department at site will raise Fund Request Forms (F.R.F), through Project Manager
and send it to the Head Office for arrangement and transfer of funds to site. Head Office will
transfer the funds to site after getting approval from the authority and having necessary
verification. As they get the funds at site through bank, they issued cheque in accordance with
expenses for which
F.R.F was raised. Proper entries in the bank & cash book should be reflected in books of
accounts. Bank should be reconciled fortnightly and cash book on daily basis. No payment
should be made out of bank or cash without completion of required documents duly approved
by Project Manager and Head Office.
2. Cost of Project:
Accounts Department has to book all costs of project, accruals for outstanding bills should be
made. Parties’ accounts should be reconciled regularly and no advance should be let
unadjusted. Advances to parties should be regularly followed and adjustments should be made
timely. Emphasis should be on timely and accurate preparation of receipt and consumption
documents for accurate maintenance of consumption records. Following supporting documents
should be duly examined for accurate cost booking through accounts department.
2.1 Supporting documentation for payment to subcontractor will be provided by Project

Management to Accounts Department:
a. Agreement / Contract with Subcontractor.
b. Comparative Statement / Progress Sheet.
c. Work Order (W.O)
d. Invoice (on prescribed from duly approved by Project Management)
e. Job Completion.
2.2 Supporting documentation for payment to supplier will be provided by procurement

department to Accounts Department.:
a. Indent
b. Quotation
c. Comparative Statement
d. Purchase Order (P.O)
e. Dispatch Note / Delivery Challan)
f. Inward Gate Pass.
g. Good Receipt & Inspection Report (G.R.I.R)
h. Invoice (Duly approved by Project Manager)
2.3 Supporting documentation for booking and payment of rental equipment at project will be
provided by Project Operation Management to Accounts Department:
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a. Agreement / Contract / Work Order.
b. Bills (duly approved by Project Manager).
c. Approved Equipment Usage Time Sheet.
d. Progress Payment Summary.
e. Allocation of Work Done.
f. Back Charges.
g. Other deduction (if any).
2.4 Supporting documentation for payment of salaries & wages will be provided by
Administration Department to Accounts Department.
a. Appointment Letter (Approved by the Authority).
b. Attendance Report (Approved by the Authority).
c. Allocation of Manpower.
d. Labor Attendance Cards.
e. Approved Leave Applications.
f. Other Deductions (if any).
g. Increment Letter duly signed by the Authority.
2.5 Supporting documentation for payment to employees are following:

a. Expense claim vouchers (duly approved by Project Manager) along with attach receipts
of expenses.
b. Fund request form for advance against travelling, expenses (duly approved by the
Project Manager)
2.6 Accounts Department at site will ensure timely adjustment of advance against expense. The
site Accountant will personally supervise these advances and get them adjusted within
three days through P.M. in case of any delay in adjustment site accountant will report to
P.M as well as Head Office and take necessary action against it, either stop his salary or stop
giving further advance.
Above mention supporting documents will verified by site accountant before making payment
and sent to Head Office for internal audit and booking.
3. Accounts Documentation:
Documentation & Reports to be prepared for finalizing the main Accounts as well as Project Cost
are:
3.1 Documents:
a. Payable Journal Voucher
Payable Journal Voucher will be prepared for bills of goods & services supplied to the
company, after checking of respective work orders / purchase orders all payable journal
vouchers should be serially numbered.
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b. Cash Payment Voucher

Case Payment Voucher will be prepared to make cash payments duly approved by the
authority. Cash payment voucher should be serially numbered and dully booked in cash
book.
c. Bank Payment Voucher

Payment through Cheque / Draft / T.T, will be booked by preparing bank payment
vouchers. Bank transactions should be routed through bank vouchers duly serialized
and entered in the bank book.
d. Cash Receipt Voucher

To enter / record a cash receipt in the books of accounts cash receipt voucher will be
prepared by casher. Cash receipt voucher should be serially numbered and booked in
cash book.
e. Bank Receipt Voucher

Any receipt of amount through bank should be booked through bank receipt voucher.
f. Journal Voucher
Journal Voucher will be made for all inter account transfer, and for adjustment account
cycle without effecting cash & bank. All journal vouchers will be serially numbered.
3.2 Reports & Record:

a. Maintain files of suppliers / subcontractors / transporters (categorical distribution).
b. Maintain ledgers of suppliers / subcontractors / transporters (categorical distribution).
c. Daily Cash & Bank Books.
d. Fortnightly & Monthly bank reconciliation.
e. Payable status & Aging.
f. Advances, Adjustment Status & Aging.
g. Cash forecast Quarterly, Monthly & Weekly.
h. Accruals, outstanding bills status.
i. Paid Salary Sheets (duly approved by Project Manager).
j. All other reports required by Head Office time to time.
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PROCEDURE FOR SITE PETTY CASH
1. Maximum Limit for Cash Payment at site for any payment should be permitted if less than Rs.
10,000.
2. Maximum Payment relating to Sub-Contractor / Suppliers through Head Office i.e via Cross
Cheque.
3. Fund Transfer of petty cash payment on weekly basis.
4. Project Accountant will plan and generate one FRF for weekly expenses at site duly supported
by requirement detail.
5. All Payments at site must be made after prior approval from management.
6. Daily Cash & Bank Statement (CBS) should be submitted to Head Office on Daily Basis.
7. All Petty cash vouchers should be submitted to Head Office on Weekly Basis.
8. All Cash payments at site should be made after written approval on voucher by PM.
9. Daily Cask Book must be maintained at site which should be in agreement of CBS.
10. Advance against Expenses paid at site should be restricted to designated employees with the
prior approval of the Management.
11. All cash advances for expenses paid at site are required to be adjusted maximum within three
days of payment. The voucher for the adjustment must be received at Head Office within one
Week.
12. Advance against next month salary should be paid only after written approval from the Head
Office Management.
13. Account for advance purchases must be maintained and updated separately for each designated
employee.
14. Site Accountant is also responsible to maintain sub-ledgers for all subcontractors account at site.
These accounts are required to be updated on daily basis and be reconciled with Head Office on
Monthly Basis.
15. Audit Department will insure surprise checks of cash and maintenance of accounts record at site
at least once during each calendar month.
16. Site Accountant will also maintain sub accounts for rentals & suppliers and will keep them
updated on daily basis.
17. Site Accountant will prepare head wise cash receipt and disbursement reconciliation reports on
prescribed formats and submit to Head Office by the 10th of each month.
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SALARY APPROVAL & PAYMENT PROCEDURE
1. Approved Strength
Approved strength for each department along with its required education and experience level
is approved emolument for each office, department site is required to be maintained with
Human Resource Department (HR) at Head Office. All the hiring must be made as per the
procedure of the company.
2. Daily Attendance
Daily attendance record of all the staff is required to be taken through machine / register at
entry points for all the offices or site under the supervision of Administration Department.
3. Daily Attendance Report to Head Office

Manager Administration or incharge of Admin at each office or site should be made responsible
for passing on daily attendance record to Head Office maximum by 10:30 am.
4. Surprise Checks
Highest level of management should arrange for surprise checks at least for two times during
each month through designated officials for insurance of accuracy of attendance.
5. Monthly Attendance Report

Incharge Administration Department at all offices / sites should be made responsible for
submission of consolidated attendance report for all the staff maximum by 3 rd of next month to
the HR Department at Head Office.
6. Audit of Monthly Attendance

Audit Department will receive copy of monthly attendance sheets from HR department for all
offices / sites from incharge HR Head Office on monthly basis and will insure pre-audit of
attendance at least two different sites with the approval of management in the manner that
pre- audit for each site / office once in each quarter must be insure.
7. Monthly Attendance Approval

HR Department at Head Office will recheck consolidated monthly attendance with its daily
record and will get it approved from G.M Operations and Director Administration latest by 5 th of
next month for onward submission to accounts department.
8. Monthly Salary Sheets

Accounts Department will be responsible for preparation of monthly salary sheets on the basis
of approved attendance sheet along with assurance of deduction based upon monthly advance
reports received from all offices and site accounts / cash incharges. Consolidated salary sheets
separately for each office / will be submitted to management for approval latest by 8th of
following month.
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9. Disbursement of Salary
After approval from management, accounts department will arrange for disbursement of
salaries as per Approval of management through transfer of cash / funds to relevant offices /
sites along with provision of salary sign sheets latest by 15th of the following month.
10. Post Audit of Salary Sheets

Audit Department will insure post audit for all the salary payment made on monthly basis
keeping in view approved strength, completion of leave records, deduction of advances, any
other deduction etc. This audit must be comprehensive in all respect along with assurance
regarding completion of all relevant records and submission of monthly audit reports to the
management along with its recommendation and proposal.
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WAGES APPROVAL & PAYMENT PROCEDURE

1. Justification and Hiring
Site Management is responsible to plan various categories of skilled and unskilled labor
required, keeping in view approved execution plans well ahead of schedule. Detailed report for
hiring of required labor through Project Manager should be submitted to General Manager
Operations along with detailed justification for approval of the management. GM operations
after getting it approved from management will convey the same to site management along
with providing copy of the same to HR and Accounts Department.
2. Daily Attendance
Daily attendance record of all the workers is required to be taken through machine / register /
cards at entry points for all the offices or sites under the supervision of administration
department.
3. Daily Attendance Report to Head Office

Manager Administration or incharge of Admin at each office or site should be made responsible
for passing on daily attendance record to Head Office maximum by 10:30 am.
4. Approval for Overtime

Management at site will ensure pre-approval for overtimes if it is required, from GM operations
in writing. Payment for any overtime hours will not made / allowed without his approval. GM
operations is expected to allow the same keeping in view ex-agencies of work with special
reference to schedule of completion.
5. Surprise Checks
Highest level of management should arrange for surprise checks at least for two times during
each month through designated officials for insurance of accuracy of attendance.
6. Fortnightly Attendance Report

Incharge Administration Department at all offices / sites should be made responsible for
submission of consolidated attendance report for all the labor maximum within three days of
completion of fortnight to the HR Department at Head Office.
7. Audit of Attendance
Audit Department will receive copy of fortnightly attendance sheets from HR department for all
offices / sites from incharge HR Head Office on fortnightly basis and will insure pre-audit of
attendance.
8. Attendance Approval
HR Department at Head Office will recheck consolidated fortnightly attendance with its daily
record and will get it approved from G.M Operations and Director Administration latest by 5th
and 20th of next month for onward submission to accounts department.
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9. Salary Sheets
Accounts Department will be responsible for preparation of fortnightly wages sheets on the
basis of approved attendance sheet along with assurance of deduction based upon monthly
advance reports received from all offices and site accounts / cash incharges. Consolidated wages
sheets separately for each office / will be submitted to management for approval latest by 25 th
and 10th respectively for first and second fortnight of each month.
10. Disbursement of Wages

After approval from management, accounts department will arrange for disbursement of wages
as per Approval of management through transfer of cash / funds to relevant offices / sites along
with provision of wages sign sheets latest by 25 th and 10th of respectively for first and second
fortnight of each month.
11. Wages Pre-Audit

Audit Department will insure post audit for all the wages payment made on fortnightly basis
keeping in view approved strength, completion of leave records, deduction of advances, any
other deduction etc. This audit must be comprehensive in all respect along with assurance
regarding completion of all relevant records and insure monthly reports to the management
along with its recommendation and proposal.
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PROJECT / SITE ACCOUNTANTS
With immediate effect, Accounting, Cost Control, Payment & Reporting Procedures as detailed hereunder
should be strictly adhered to at all Project Accounts Office inland and Overseas.
1. Project Accountants / Site Accountants will report functionally to Head of Accounts &
Administratively to the Project Manager.
All Receipts / Payments Vouchers (CRV,CPV,BRV,BPV) Payable Journal Vouchers, Journal

Vouchers, Pay Rolls & Salary Sheets will be approved by the Project Manager. All payments
related Documents / Requests / Fund Requests will be approved by the Project Manager prior
to payment(s) are effected.
The Project Accountants / Site Accountants will maintain, write & Keep the following Records
and Registers on Site Accounts Office.
 Cash Book
 Bank Book
 Assets Register (to be maintained by stores department under the supervision of Site
Accountant)
 Suppliers Account / Ledger along with complete & comprehensive files.
 Subcontractors Account / Ledger along with complete files separately for each subcontractor.
 Advance Ledger / Account. The advances are supposed to be made to designated person
and their adjustments are to be made / recovered within three days of advance. The site
accountant will maintain record of advance against expenses along with its adjustment.
The Project accountants / Site Accountants will submit the following reports / documents to the
Head Office:
 Cash & Bank Statement on the prescribed format on daily basis.

 Bank Statement(s) with Reconciliation on monthly basis within 10 days of the close of month.
 Stamen of Funds Requirements on the prescribed format on monthly basis as to reach to
the Head of Accounts on or about 25th of each month.
 All original vouchers (CRVs, CPVs, BRVs, BPVs, PJVs, JVs) duly approved & signed and
attached there with all supporting documents, bills, invoices, vouchers & sheets, to be sent
to Head of Accounts under cover of a letter with all the detailed of attachments as to reach
to Head Office Lahore within 15 days in case of Inland Projects & 30 Days of the close of
month for the Overseas Projects.
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SUPPLIERS / SUBCONTRACTORS / EQUIPMENT & VEHICLE RENTALS
Invoices along with required supporting documents including GRIR / Certification of the Receipt of Goods
/ Services, Progress Payment Summary duly signed by the Quantity Surveyor, related Site Engineer /
Supervisor and approved by the Project Manager will be forwarded by Administration / Planning
Department / QS to Accounts Department. In case of Vehicle & Equipment Rentals are concerned
Administration Department & Site Supervisors / Engineers will control extra working & overtime and try
to reduced extra time as much as possible. Working beyond the contract timing should be allowed only
on prior written approval of the Project Manager. After proper checking / necessary adjustment,
Accounts Department will book the liability through Payable Journal Voucher and will obtain approval
from the Project Manager. The payments will be effected to the parties only thereafter and with the
discussion in respect of funds & approval of the Manager.
Advances to Employees for Purchases / Other Expenses

Funds Requests with the Indents / Purchase Requisitions prepared by the person requesting it & duly
signed by the related Site Engineer / Supervisors / Project Coordinator and approved by the Project
Manager will be forwarded to Accounts Department who will carefully check the Funds Requests in
accordance with the supporting Indents and will pay the approved amount to Employee / Purchaser.
Accounts Department will however ensure that the previous advances on account of the Employee /
Purchaser are being adjusted properly and without inordinate delays. In case of any discrepancy, the
same will be brought to the notice of Project Manager. The employee / Purchaser after required
purchases will submit documents in original to Accounts Department consisting of invoices / Bills, Goods
Receipt & Inspection Reports duly certified, signed & verified by all the concerned & approved by the
Project Manager. On the basis of such set of documents, Employee / Purchaser account will be adjusted
through Journal Voucher to be passed on by the Accounts Department and Approved by the Project
Manager. This will be the Accounts Department to follow-up for the prompt adjustment, recovery &
accounting of all advances of any nature whatsoever. Accounts Department will also check at random &
periodically the prices at Market & maintain / develop a comparison to control the prices, keeping the
Project Manager informed. The system provided payment of advances against other expenses also like
travelling in the same manner except all those advances will be recommended and pre-approved by the
Administration Manager.
Employees Finals Settlements & Advances against salaries.

Accounts Department will pay the Final Settlement only on provided Clearance Forms duly filled in, in all
respects by the Administration Department, verified counter signed by Stores, Department Heads and
Construction Manager & duly approved by the Project Manager. Although such payments are made on
the wages data supplies by Administration Department, Project / Site Accountant will however double-
check the calculations and approvals.
Advances against salaries already due to employee should be paid only on the approval of Project
Manager. Advances against future salaries should be avoided and will be paid only in very special case
and
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on prior approval from the CEO. In any case however, Accounts Department will be responsible for the
recovery of advances against salaries and or benefits as per approval conditions and from the respective
salaries.
Payment of Daily Wages

Administration Department will ensure good time keeping, maintain and update Wages Cards and
Attendances Sheets and making the same on daily basis regularly. Accounts Department will be
provided with the Attendance duly signed and approved by the Administration Manager, Construction
Manager and Project Manager. Cards must be signed by the Time Keeper(s), concerned Supervisor(s)
and Site Engineer(s). Project / Site Accountants will check the cards, wages sheets and contracts, will
make the corrections where and when required and at the same time point out irregularities, like
incorrect attendance, extra over time and non-availability of Contracts to the Project Manager. After
having done cross verification, the Accounts Department will get the approval of Project Manager and
effect payment of wages to the labor on monthly or fortnightly basis.
With the coordination of the Project Manager & Administration Manager, the Project Accountant will
develop an overall projected categorized manpower forecast to cover the complete scope of work of the
project and will monitor that arrivals & availability on site of Supervisor Staff, Clerical, Artisans & Skilled
workers should remain as projected. In case of significant variance(s) the same should be brought to the
notice of Project Manager, Head of Accounts & CEO.
Payment of Staff Salaries

In line with the procedure, Administration Department will ensure writing of attendance on proper
Attendance Sheet on daily basis. Attendance will be forwarded to the Accounts Department after the
signature of Administration Manager, Construction Manager and Project Manager. Project Accountant
will check the cards, attendance sheets & services Contracts and will make the correction if required
pointing out any irregularities like extra attendance and non-availability of Contracts to the Project
Manager. After preparation of the Salary Sheets the Payment of Salaries will be effected as programmed
and after the approval of the Project Manager.
Accounts Department will also check at random & periodically the actual attendance of Staff & Workers
on site and will keep the Project Manager informed of his findings.
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SUBLETTING SYSTEM

SENAI DEVELOPMENT
PROJECT Ver. 00 (Draft)
MANAGEMENT (SITE Date:

ADMINISTRATION) August 5, 2020
SYSTEM
SUBLETTING SYSTEM
BACKGROUND
Purpose:
The purpose of these guidelines is to select good Sub-Contractors and outlines their billing and
documentation procedure.
Prequalification of Subcontractor:
It is very important to select a good and well reputable Sub-Contractor. To determine prequalification of
a Sub-Contractor, the following aspect should be considered and pre-qualification Check List, attached
as Annexure be complied.
a. Goodwill of Sub-Contractor
b. Experience in performing work to be sublet.
c. Past experience of the company with Sub-Contractor.
d. Total worth of business successfully executed between the company and Sub-Contractor in past.
e. Financial position of Sub-Contractor.
f. Payment terms offered by Sub-Contractor.
g. Rate comparison with competitive Sub-Contractor.
h. Skilled manpower strength with Sub-Contractor.
i. Condition of the Equipment of Sub-Contractor.
j. Warranty of maintenance period offered.
Selection of Sub-Contractor:
In consideration the above mentioned aspects, Sub-Contractor should be selected with joint approval of
the committee consisting of:
a. Chief Executive
b. General Manager (Operations)
c. Manager Procurement.
d. Admin Manager.
e. Site Engineer / QS.
Sub-Contractor selection will be the approving authority of Contract signed between Sub-Contractor and
the company. Original signed Contract will be sent to Head Office Lahore, while a copy will be retained
at site. Project Manager should confirm that the, Work Sublet to Sub-Contractor has been performed in
accordance with the contact terms and conditions. Sub-Contractor selection committee can terminate
any Contract due to violation of Contract terms and conditions during the execution of work.
Work Order:
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SYSTEM
After awarding the Contract, Work Order duly signed by the authority will be issued to Sub-Contractor
and a copy to Head Office. Company's supervisor/engineers should continuously monitor the progress
and quality of work performed by Sub-Contractor against work order. If they find any violation of the
terms of the Contract, they should immediately inform the higher management as well as the Sub-
Contractor.
Submission and Processing of Sub-Contractor's Bill:

Sub-Contractor will submit his bill on the prescribed Form (Sub-Contractor running bill) to the Project
Manager for payment. Project Manager will Forward the same for further checking in light of the
following:
1) Quantities of each item will be verified/checked by the Site Q.S / Site Engineer as per actual
measurement of work done and attached comparative work done sheet.
2) Quality will be checked by Q.S and certify by Site Engineer as both are responsible for work done
quantity and quality.
3) Rate will be checked as per the contract terms.
4) Comparative statement regarding the speed of work will be reviewed for approving the bill.
5) All other supporting documents (See if a list could be made!) submitted by the Sub-Contractor
will be checked.
6) Retention has been deducted.
7) Income tax if any has been deducted.
8) Back charge if any has been deducted.
After completing the above formalities, Project Manager will approve the bill and pass on to G.M
Operation for his approval and necessary action. G.M Operation after necessary action will forward the
bill to account department for payment. Accounts Department will audit all the documents in
comparison with the Contract and book the same after getting necessary approval from the
management. Cheque may be released to Sub-Contractor as per standard policy for Sub-Contractor
payment as well as payment terms of the contract / agreement.
Record Keeping of Sub-Contractor's Documents:

All the relevant documents including the Contract /Agreements, Invoices etc. will be kept in accordance
with the relevant Clauses of "Engineer Filing System" described in section "J" of this document.
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
SUB-CONTRACT CHECK LIST
Date: Project
Contract Title:
Yes No
1. Is it really inevitably to engage vendor?

2. Has the quotation been called from our approved vendors?
3. Hs the comparative statement been prepared, checked for
lowest negotiated to acceptable terms.
4. Has the sample received from lowest bidder been approved by
the Consultant / Client
5. Has it been ensured that lowest bidder
a. Is reliable in view of his previous performance?

b. Is resourceful enough to meet any contingency if needed?
c. Experience enough in this particular field?
d. Has the potential in terms of Men & Machinery for

the specific assignment.
6. Has the total quantities (BOQ) been rechecked for its
absolute concerns?
7. Has terms & conditions been settled with particular reference
To the following:
a. Work schedule for supply/completion of work
b. Maintenance period& Retention money
c. Advance payment if agreed, Bond & Security obtained

8. Have special Terms & Conditions been settled?
9. Have the rates been approved by Competent Authority?
10. Checking Approvals by the following departments"
a. Proposal Department
b. Contracts Department
c. Project Coordination
d. Finance Department
e. HR/Legal Department
Project Manager Manager Sub-Contracts Manager Contracts
Manager Finance Director
Page 23 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
RENTAL AGREEMENT
PROJECT / SITE
ORDER NO.:
DATE:
In accordance with the Quotation No. dated _ submitted by M/s

(hereinafter called the "Sub-Contractor") to M/s SENAI Development Enterprises (hereinafter called the,
"Company") and subsequent discussions / negotiations held between the parties, the Company hereby
places its firm order for the supply of equipment on rental basis and the Sub-Contractor acknowledges
and accepts the same on th4e terms and conditions laid down here under:
TERMS & CONDISTIONS
1. The Sub-Contractor acknowledges that this Rental Agreement is contingent upon the Main Contract
entered upon by the Company with Ministry of Foreign Affairs, kingdom of Saudi Arabia in
connection with the construction of the above project and its allied works and therefore hereby
agrees to abide by such terms of the said Main Contract.
2. The Sub-Contractor will supply equipment / machinery to the Company as listed and detailed in
"Annexure – A" attached hereto within five (5) days from the signing of this agreement.
3. The Company shall be responsible to provide fuel (diesel) for the equipment.
4. The Sub-Contractor shall be responsible for transportation of the equipment to the Site and
demobilization when equipment is released by the Company.
5. The Company shall provide accommodation for Sub-Contractor's staff and operators as and if
available.
6. The Sub-Contractor shall be responsible for transporting his staff and operators from normal place
of living to site.
7. The Sub-Contractor shall be responsible for any work of his equipment and repair therefore. Idle
time resulting from any break down will not be paid.
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
8. The Sub-Contractor shall be responsible to all Central / Provincial Government and Local Bodies
Taxes with respect to his equipment and his rates shall be inclusive of all such taxes etc.
9. The Sub-Contractor will be responsible for the security, safety and protection of his equipment
against any accident.
10. The Sub-Contractor will be responsible to pay to his staff and operators their salaries / wages etc.
and the Company shall not take any responsibility in this respect.
11. The Company shall pay to the Sub-Contractor rent of the equipment on a monthly basis at the rates
set out in "Annexure – A". No separate payment shall be made for the operators and attendants etc.
12. Payment shall be made within fifteen (15) days from receipt of the Sub-Contractor's bill duly verified
from the Project Manager.
13. Income Tax will be deducted as per the prevailing rate implemented by the Government of Pakistan.
14. The Sub-Contractor hereby agrees to indemnify the Company against all actions, suits, proceedings,
claims, damages or expenses arising out of or are to be paid under the Workman's Compensation
Act or otherwise.
15. The Sub-Contractor will be bound by the Special Conditions of the Main Contract.
16. All disputes, differences or questions between the parties hereto with respect to any matter or thing
arising out of or relating to this Agreement shall after written notice by either partly to the other, be
referred to the decision of on the Company's Directors.
The terms and conditions laid down in this Rental Agreement are acceptable to both the Sub-Contractor
and the company who have signed here in token of acceptance of the same.
SUB-CONTRACTOR SENAI DEVELOPMENT ENTERPRISES
Witness 1: Witness 2:
Name: Name:
Page 25 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
"Annexure – A"
Unit Rate
Sr. # Equipment Description Unit Quantity Total (Rs.)
Per Month
1 Water Tanker 2000 Liters Nos 03 50,000 150,000
Capacity including Shower
and Pump
Note: Above rates are

inclusive of the cost of
operators and attendants
etc.
Page 26 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
SPECIAL PROVISIONS
1. Normal working hours will be eight (8) hrs per day.
2. And advance payment of Rs. 30,000 will be made to the Sub-Contractor by the Company which
will be recovered from 1st Running Bill of the Sub-Contractor.
3. Breakdown for a period up to tow (2) hours will not be deducted.
4. Rainy day/breakdown for any period of more than two hours will be to the Sub-Contractor's
account.
5. Overtime operations will be compensated on a pro-rata basis.
Page 27 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
SUB-CONTRACT AGREEMENT
Work Order No. Date:

PROJECT NAME:
DESCRIPTION OF WORK:
PARTIES
(a) SENAI DEVELOPMENT ENTERPRISES. ……. Company
_
(b) ……. Sub-Contractor
DEFINITIONS
In this Sub-Contract, unless there is anything repugnant in the subject or context;
(a) “Sub-Contract” means this Agreement entered into and duly executed between the parties as
aforesaid for the work / job mentioned therein and Annexures /Appendices shall form a part
thereof.
(b) “Company” mean Echo West International (Pvt.) Ltd. having its registered Office
acting through its duly constituted and authorized Director or
other competent officer.
(c) “Sub-Contractor” means the person or organization who is duly empowered and eligible to
enter into this Sub-Contract Agreement with the Company.
(d) “Work” means the scope of work detailed in the Sub-Contract which the Sub-Contractor has to
execute for the Company on the terms and conditions laid down in the Sub-Contract Agreement
in a specified period and against prescribed / specified rates.
(e) “Main Contract” means the original Contract entered upon by the Company with the
Owner/Client.
(f) “Owner / Client” means the for which the

Main Contract has been being executed.
(g) “Company’s Representative” means the person / Engineer / Project Manager appointed by the
Company from time to time, who is duly authorized to supervise and get the work executed by
the Sub-Contractor.
SUBCONTRACTOR SENAI DEVELOPMENT ENTERPRISES
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
(h) "Site" means the location / premises where the Works under this Sub-Contract Agreement are
located and are executed.
TERMS & CONDITIONS

The Sub-Contractor hereby agrees as follows:
1. The Sub-Contractor acknowledges that the Works to be executed under this Sub-Contract are a
part of the Main Contract entered upon by the Company with the Owner/Client in connection
with the construction of the above building / structure and its / their allied works and hereby
agrees to abide by such terms of the said Main Contract as may be applicable to Works covered
by the Sub-Contract.
2. The Sub-Contractor acknowledges that he has independently examined the Site and considered
all of the conditions affecting the execution of the work. He is fully capable of performing the
work under the said conditions and agrees to waive claims against the company on account of
any such conditions. The Sub-Contractor confirms that he has full knowledge, experience and
resources requisite for the practical design and construction of the work and agrees to apply
such knowledge and experience in the execution of the Work.
3. The Sub-Contractor agrees to carry out the work set down in the “Scope of Work / Bill of
Quantities” enclosed as Annexure “B” which forms part of this Sub-Contract, in accordance with
the Specifications and Instructions given in the Main Contract.
4. The Sub-Contractor shall provide a sufficient number of employees skilled in the performance of
the Work so as to properly, diligently and timely complete the Work within the given schedule.
5. The period of completion of this work is months calculated from

the Company’s order to proceed or possession of the Site for that particular Work whichever is
earlier. However, the job will be carried out in accordance with the Schedule given by the
Company’s representative from time to time.
6. The Sub-Contractor will be responsible for the maintenance of performed job for a period of 12
months from the completion of the Work
7. As stated herein above, the Work to be performed / executed by the Sub-Contractor under this
Agreement form a part of the Main Contract entered by the Company with the Owner / Client.
Besides the other terms and conditions laid down in this Agreement, the Sub-Contractor agrees
that the liabilities arising out of the covenants and conditions of the Main Contract shall equally
be applicable to the Sub-Contractor who agrees to indemnify the Company against all such
liabilities. The Sub-Contractor also agrees to abide by all such terms of the said Main Contract
relating to any matter, including Specifications and Special Conditions, of the portion of Work
covered by this Sub-Contract.
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
8. The Sub-Contractor shall provide all labour, material, tool, equipment and Transport necessary
for the Work and shall be responsible for all Central and Provincial Governments and Local
Bodies Taxes and royalties conferred from time to time and his rates shall be inclusive of all
these except the material and / or services given in Annexure “A” issued free of charge to him
by the Company, based on the actual consumption of such materials into Works. Satisfactory
rectification of any defective work will be Sub-Contractor's responsibility, which will be carried
out as early as possible within the maintenance period.
9. The Work to be performed by the Sub-Contractor including any materials to be furnished in

respect thereof, shall be to the satisfaction of the company’s Representative or any inspecting
authority of the Owner/Client. The Sub-Contractors rates shall include all incidental and
contingent Work which, although not specifically mentioned in the Sub-Contract, but is
necessary for completion of the Work in an appropriate and workman like manner.
10. The Company’s Representative shall have the power to:

(a) Reduce the rates at which payment shall be made if the quality of work, although
acceptable, is not up to the required standards.
(b) Order the Sub-Contractor to remove any inferior work from the Site and to demolish or
rectify any Work of inferior quality, failing which the Company’s Representative may
arrange for any Work to be demolished or rectified by any other means at the Sub-
Contractor’s expense. All such expenses shall be recovered from the payments due or
which may become due to the Sub-Contractor.
(c) Order the Sub-Contractor to remove or replace any workman or his staff member to
whom he considers incompetent or unsuitable and Sub-Contractor shall remove and
replace without any additional cost to the Company.
11. The estimated total cost of the Work is RS. . The Company shall pay to the
Sub-Contractor for the Work done at the rates set out in the Bill of Quantities Annexure “B” as
per agreed payment schedule and in the manner described below:
a) The Sub-Contractor shall submit to the Company, within five (5) days after end of
each month, a statement in such form as the Company may from time to time
prescribe showing the value of the Work done during that month.
b) Within fifteen (15) days after submission of the statement the amount certified by the
Company’s Representative shall be due and payable to the Sub-Contractor after
deduction of :-
i) Any amount approved and included in the previous statement.
ii) A Retention Money accounted at the rate of 5 percent of the certified amount.
iii) Withholding Tax as per prevailing rate, fixed by the Government.
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
c) Final payment will be made after satisfactory completion of the Work. Such final
payment shall be based on the Work actually done after allowing for deviations,
liquidated damages, if any, and retention. The Quantities / measurements of bill shall be
checked and certified to be correct by the Company’s Representative before any such
final payment is made.
12. The Sub-Contractor shall have no claim against the Company in respect of any Work or portion
of Work which may be curtailed, withdrawn, abandoned or postponed except for the Work
actually completed and accepted under the Sub Contract.
13. The Sub-Contract or hereby agrees to indemnify the Company against all actions, suits,
proceedings, claims, damages or expenses arising out of or in connection with carrying out the
work aforesaid whether or not such actions, suits, proceedings, claims, damages or expenses
shall arise or be brought or have to be paid under the Workman’s Compensation Act or other
applicable laws at Site.
14. The Sub-Contractor shall clear away all rubbish and materials pertaining to this Work from the
Site daily and on completion of the Work and shall leave the Site clean and tidy to the
satisfaction of the Engineer Incharge.
15. The Sub-Contractor shall complete the Work within the time specified in the Schedule. He shall
be liable to pay to the Company liquidated damages at the rate of 0.5% of the value of Work per
day on account of delay in completion up to a maximum of 5% of total value of the Sub-
Contract. The determination of extent of penalty on this account shall be at the Company’s
discretion which may be reduced or waived off if in the opinion of the Company’s
Representative, the Work has been delayed for valid reasons.
16 Preparation of shop drawings before commencement of the Works and as-built drawings after
completion of the works to the satisfaction of Employer will be Sub-Contractor’s responsibility,
for which no additional cost will be claimed.
Company’s Representative shall have power to change the quality and/or quantity of the Works
as deemed necessary.
17. Only those extra/varied items carried out by the Sub-Contractor will be entertained which will
be duly ordered and accepted by the Company’s Representative.
18. Any financial implications/ interpretations and its consequential relief, if any, shall be to the sole
account of the Company to which the Sub-Contractor shall have no claim whatsoever even if
such a benefit/ relief arises out of the portion of the Work assigned to the Sub-Contract.
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ENTERPRISES Ver. 00
PROJECT Date:
19. The Sub-Contractor shall be bound by the terms and conditions set out in Annexure “D” of this
Sub-Contract as well.
20. All technical data, evaluations, reports and any other work product of the Sub Contractor
including production of in built data by the Sub Contractor shall become property of the
Company and be delivered free of charge to the Company upon completion of the Work.
21. All disputes, differences or questions between the parties hereto with respect to any matter or
thing arising out of or relating to this Sub-Contract shall, after written notice by one party to the
other, be referred for resolution/decision to one the Company’s Directors whose decision shall
be final and binding on the Sub-contractor, unless it is disputed by him and a notice in this
respect is given by the Sub-contractor within thirty (30) days of the receipt of his decision.
22. Arbitration of any kind arising out of or relating to this Sub-Contract shall be preceded by
reference of dispute to one of the Company’s Directors and shall not proceed untill completion
of the Work.
In witness whereof the parties hereto have signed this Sub-Contract Agreement to be xecuted in
accordance with these terms and conditions.
Signature of Sub-Contractor Signature of Company’s

Director/Authorized Officer
WITNESS 1 WITNESS 2
NAME NAME _
Page 32 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annexure “A”
1. DRAWINGS, SPECIFICATIONS, MATERIALS & SERVICES relating to execution of the Works under this
Sub-Contract are as follows:
 All Construction Drawing supplied and Shop Drawings approved by the Consultant.
2. The specification governing the execution of the work under this Sub-Contract will be as follows:
 As laid down in Main Contract with the Client and as per instructions of the Company’s
Representatives.
3. Materials and/or Services to be provided free of cost to the Sub-Contractor are as follows:
Page 33 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annexure “B”
BILL OF
QUANTITIES
Sr. # Item Description Unit Quantity Unit Rate Total
Page 34 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annexure
AGREED CONSTRUCTION / INSTALLATION SCHEDULE
SR. No. ACTIVITY / JOB STARTING DATE COMPLETION DATE
Page 35 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annexure
PAYMENT TERMS FOR EXECUTION OF WORK
A. Advance for Mobilization

B. Part Payments on percentage completion of work:
i)
ii) _
iii) _
iv) _
v) _
vi) _
vii) _
viii)
ix) _
x) _
C. Final payment on the approval of Engineer Incharge after his satisfaction.
D. Any other terms
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SENAI DEVELOPMENT
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PROJECT Date:
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PROJECT Date:
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PROJECT Date:
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PROJECT Date:
Page 42 of
SENAI DEVELOPMENT

SYSTEM August 5,
2020
SUPPLIERS SYSTEM

SENAI DEVELOPMENT
PROJECT Ver. 00 (Draft)
MANAGEMENT (SITE Date:

ADMINISTRATION) August 5, 2020
SYSTEM
SUPPLIERS SYSTEM
BACKGROUND
Purpose:
Pre-qualification of Supplier:
It is very important aspect to select a good and well reputable supplier. To determine pre-qualification
of a supplier following aspects should be considered and Pre-qualification Check List, attached as
Annexure be complied.
a. Goodwill of supplier.
b. Experience in supply of required items.
c. Past experience of company with supplier.
d. Total business successfully execute between company and supplier in past.
e. Financial position of supplier.
f. Credit period offered by supplier.
g. Quality & rate comparison with competitive suppliers.
In considering above mentioned aspects, suppliers’ pre-qualification list will be prepared with joint
approval of committee consisting of:
a. Chief Executive
b. General Manager (Construction)
c. Project manager
Procedure for Supplier’s Procurement through Pre-qualified:

After the pre-qualification of the suppliers, if the company require for the site. It must be through
quotations and quotations must always be in sealed envelope and opened and opened in the presence
of the procurement committee.
Order always placed to the lowest bidder through purchase order. Agreement can also be signed if
required. Original signed agreement will be send to head office Lahore, while copy will be retained at
site. Project Manager should confirm suppliers are in accordance with contract terms. Supplier selection
committee can terminate any contract due to non or wrong execution of contract term. Please note, we
must avail maximum day’s credit from the supplier.
After the completion of order, supplier will submit bill to accounts for verification and payment. The
following documents are required for payment:
1. Supplier invoice
2. Purchase indent copy
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
3. Procurement comparative statement
4. Purchase order copy
5. Delivery challan / dispatch note copy
6. Inward gate pass
7. GRIR copy
8. All other supporting documents (see if a list could be made)
Accounts department will audit all the documents in comparison to their copies (PINK COPIES) of
documents and book the supplier bill after approval from management in respective ledger through
payable journal voucher. Bill will approve by the general manager/project manager after the approval,
cheque may be released to supplier as per payment terms of agreement.
Record Keeping of Suppliers Documents:

All the relevant document including the Contract Agreements, Invoices etc will be kept in accordance
with the relevant clauses of ‘Engineering Filling System’ described in Section J of this document.
Note
This supplier system is part of detail procedure.
Page 44 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
ECHO WEST INNTERNATIONAL (PVT.) LTD.
MATERIALS SUPPLY
AGREEMENT
DESCRIPTION OF MATERIAL
PROJECT/SITE
SUPPLY ORDER NO:

DATE:
PARTIES:
a) M/S. SENAI DEVELOPMENT ENTERPRISES
(Company)
b) M/S
(Supplier)
PART I – DEFINITIONS:
In this supply order, unless there is anything repugnant in the subject or context:
i) “Supply order” means this agreement entered into and duly executed between and accepted
by the parties hereto for the supply of certain goods/materials as mentioned therein on the
terms and conditions laid down in this order.
ii) “Company” means “SENAI DEVELOPMENT ENTERPRISES” having its registered office at
.
iii) “Supplier” means M/s or its authorized representative who is duly

empowered and eligible to enter into this agreement and undertakes to supply the
goods/materials so required.
iv) “Goods/Material” means the materials to be supplied by the Supplier to the Company as
listed and detailed in the BOQ, attached as annexure “B”.
Page 45 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
v) “Consignee” means an Officer of the Company nominated / authorized under this Order to
receive the goods from the Supplier on behalf of the Company.
vi) “Main Contract” means the original contract entered upon by the company with the
Owner/Client.
vii) “Owner/Client” means the agency for which the Main Contract is being executed by the
Company i.e. M/s.
In accordance with the Quotation No. dated submitted by the

Supplier to the Company and subsequent discussions/ negotiations held between the parties; the
company hereby places its firm order and the Supplier acknowledges and accepts the same on the terms
and conditions laid down hereunder:
PART II – TERMS & CONDITIONS
1. QUANTITIES & PRICES

The details of goods to be supplied and the prices settled are shown in BOQ attached with this
agreement as Annexure “B”. The prices given herein are for goods to be delivered at
Site, _. The prices shall remain valid throughout the period of completion of
the Works as per this Agreement. No revision/increase in the agreed rates shall be possible
under any circumstances and the Supplier undertakes to deliver these goods on the specified
rates and shall not claim any escalation in the agreed price due to any reason whatsoever.
2. TAXES AND LIABILITIES

The prices of this supply order include all the taxes and duties. The supplies shall not be entitled
to any escalation on the prices fixed, which shall remain valid throughout the currency of this
agreement.
3. DEDUCTION OF INCOM TAX

The company shall deduct Income tax (as per the Government rules) from the Suppliers bills or
otherwise, an exemption certificate from the concerned department shall be furnished to the
Company by the Supplier.
4. DELIVERY OF GOODS
The goods/materials covered by thus Supply Order Agreement shall be delivered by the Supplier
to the Company’s Consignee (nominated in Annexure “A”) as per the supply Schedule (detailed
in Annexure “D”). The supplier will be bound to deliver the goods in accordance with schedule,
failing which he will be liable to pay compensation to the Company as elaborated in clauses 8
and 9 of this Supply Order Agreement.
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
5. INSPECTION OF MATERIALS
The Company’s authorized representative may inspect the goods/the materials to be supplied
by the supplier at this premises / godown / shop. Approval of the inspecting authority will not
relieve the Supplier of his responsibility to deliver the goods in perfect condition at the
Consignees stores. If subsequently, it is found at the destination that the goods are not in
conformity with the prescribed Specifications and are sub-standard, the Consignee will reject
the same and the rejected material shall be replaced at the risk and cost of the supplier.
6. INCREASE,DECREASE OR CANCELLATION OF ORDER

The Company reserves to itself the right to increase or decrease 10% of the contract value of
this Supply Order as and when required without assigning any reason. However, the Company
shall give ten days, notice to the Supplier is such a case.
7. REDUCTION IN PRICES
In case of sub-standard/inferior quality of the supplied, a reduction in price may be genuinely
made by the Company and if such a reduction is not acceptable to the Supplier, the Company
may return the goods, which will be lifted by the Supplier at his own cost within one week of
receiving a notice, from the Company to that effects failing which the Company will not be
responsible for safe custody of the material.
8. PENALITY FOR DELAY/LATE SUPPLY OF GOODS

In case of any delay or late supply of goods from the scheduled dates, the Supplier will be liable
to pay a penalty at the rate of 0.5% per week of the scheduled Supply Order value subject to a
maximum of 5% of total Supply Order value.
9. FAILURE TO SUPPLY THE GOODS

In case the Supplier fails to supply the goods as per terms of this Agreement, or is found
incapable, or does not fulfill and perform his part of the Agreement, the Company reserves the
right to cancel the Order and claim compensation towards the losses incurred due to non-
fulfillment of Suppliers obligations. The amount of losses in this regard shall be assessed by the
Company and shall be recovered from the supplier either from any outstanding payment against
any Supplies/Work due to the supplier from the Company or through a legal recourse.
10. CONSIGNMENT DOCUMENTATION

Proper Delivery Challan according to the address given in the Special Conditions (Annexure “A”)
shall be prepared by the supplier in duplicate and forwarded to the consignee alongwith the
goods/material. A copy of this Delivery Challan shall be signed by the consignee in token of the
acknowledgement of receipt of goods. A receipted copy of the Delivery Challan shall be retained
by the Supplier to claim payment from the Company for the goods supplied and will be attached
with his bill.
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PROJECT Date:
11. WARRANTY
Along with his bill, Supplier will submit to the Company a certificate/Letter of Warranty stating
that the goods supplied are in accordance with the Specifications of this Order and are new and
free from all defects and that in the event of their being sub-standard or defective or not
conforming to the Specifications, the Supplier will be responsible for all losses including
replacement of the goods at his risk and cost.
12. PAYMENT
Payments to the Supplier shall be made by the Company in accordance with the Payment
Schedule appended as Annexure “C”.
13. SETTLEMENT OF DISPUTES THROUGH ARBITRATION
All disputes, differences or questions between the partied hereto with respect to any matter or
thing arising out of or relating to this Supply Order shall, after written notice by one party to the
other, be referred for arbitration to one of the Company’s director, whose decision shall be final
and binding on both the parties.
The terms and conditions laid down in this Supply Order Agreement are acceptable to both the
Supplier and the Company, who have signed here in after in token of their acceptance of the same.
Witness Witness
Name Name
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annex “A”
SPECIAL CONDITIONS
1) Specifications of the items/materials are attached.

2) Consignee’s address for the delivery of shipments is as under:
_
_
3) Following services will be provided free of charge from the Company to the Supplier:
_
_
Page 49 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annex “B”
BILL OF QUANTITIES
Sr. No. Item Description Unit Quantity Unit Rate Total (Rs.)
Page 50 of
SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annex “C”
PAYMENT TERMS FOR SUPPLY OF MATERIALS
A. Advance: _
B. Part Payments:
i) _
ii) _
iii) _
iv) _
v) _
vi) _
vii) _
viii) _
ix) _
x) _
C. Final payment on approval of the Engineer Incharge after his full satisfaction.
D. Any other terms:
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SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
Annex “D”
AGREED MATERIALS SUPPLY SCHEDULE
Sr. No Activity/Job Start Date Completion Date Remarks
Page 52 of
SENAI DEVELOPMENT

SYSTEM August 5,
2020
PROCUREMENT SYSTEM

SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
PROCUREMENT SYSTEM
BACKGROUND
Purpose:
The purpose of procurement procedure is to provide guidelines for arranging procurement of material &
equipment required by the projects sites & Offices.
Scope:
The procure all material / equipment through best possible sources located within the country, strictly
in accordance with the technical specifications and delivery schedule while ensuring that price are
competitive and remain within relevant project with maximum credit facility.
Responsibilities:
In accordance with the company’s policy, Procurement activities are centralized as per following
guidelines:
1. Project procurement committee at site has been constituted for procurement upto limit of RS,
125,000. /-, twice a week, in order to meet day to day nominal purchases from the local market
and from emergency requirement of construction activities. Site procurement committee shall
consist of:
a. General Manager Project

b. Project Manager
c. Project Accountant
d. Purchase Manager
In the absence of General Manager remaining members of the procurement committee can
procure material upto Rs. 125,000/-, once a week.
2. Procurement over Rs. 100,000 will be made through Head office or Regional Offices, up to their
respective limits.
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ENTERPRISES Ver. 00
PROJECT Date:
PROPOSED PROCUREMENT PROCURE
PROCUREMENT PLAN
Procurement Plan for the project will be based on BOQ duly approved by the Sr. management. Monthly
Schedule for procurement will be issued by project management to procurement department and they
will manage/ arrange the material accordingly. A copy of the same will be submitted to accounts /
Finance department for arrangements of funds.
1. Purchase Indent (PI)

Department in need of material will be responsible for raising the indents for all material and
forward to procurement department for processing. Approval of material if required from client
will be the responsibility of the Project Manager and works Manager respectively, whereas
progress monitoring of indented material will be the responsibility of procurement department.
Indent copies are distributed as below:……
a. White copy Procurement Department / Procurement Officer

b. Pink copy Accounts Department (H.O)
c. Yellow Copy Project Manager
d. Blue Copy Originator Site / Department
2. Inquiry:
Upon the receipt of approved indent, procurement staff shall issue inquiries for required
materials to the prospective suppliers, personally visit the market and obtain information in
accordance with indented material.
3. Quotation:
Minimum three quotations will be called against the purchase indent in the sealed envelope and
will be opened in the presence of procurement committee, and comparative statement will be
prepared to facilitate approving authority in making decision. Quoted prices should be inclusive
of all Government taxes & duties. Interim physical inspection of quoted items will be made by
quality engineer and procurement officer.
4. Purchase Order:
Purchases order will be placed after the approval by the competent authorities to the selected
vendors, authorizing him to furnish supplies in accordance with the terms and conditions of
purchase order. Follow up & checking for appropriate delivery of items will be responsibility of
procurement department. Distribution of purchase order copies are as follows:
a. White copy Supplier’s copy

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c. Yellow copy Project Manager
d. Blue copy Procurement department copy duly signed by
Supplier as acceptance of P.O & contract of supply of goods.
5. Dispatch Note:
After placement of Purchase order all expediting functions from initial procurement activities till
the delivery of material / equipment shall be performed by the respective procurement
department. At the readiness of ordered materials/ equipment an authenticated document is
prepared Named as delivery challan by supplier to send the items at site.
If procurement department have to send, the item to site they have to insure safe delivery of
consignment at site, along with proper dispatch note after pre-shipment inspection of items by
quality engineer.
Distribution of dispatch note copies are as follows:
a. White copy Store at site with consignment

c. Yellow copy Project Manager / Gate record
d. Blue copy Procurement department copy (originator)
6. Gate Pass:
All items sent to site will be duly received by gate clerk along with delivery challan / dispatch
note, gate clerk will prepare the inward gate pass and material will sent to store for preparation
of GRIR. Distributions of gate pass copies are as follows:
a. White copy Store at site with consignment

c. Yellow copy Supplier copy / receiving
d. Blue copy Gate record / P.M record
7. Goods Receipt & Inspection Report

Store incharge will prepare GRIR goods receipt & inspection report after physical inspection &
documents verification of items from indent / purchase order / delivery challan / dispatch note.
GRIR will be duly signed by Admin manager and Site / Project Engineer. Distribution of GRIR
copies are as follow:
a. White copy Procurement department

c. Yellow copy Examining Engineer
d. Blue copy Store copy (Originator)
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8. Booking of Supplier invoice
After the completion of the purchase order by the supplier, procurement department will
forward the case to accounts department along with following documents:
1. Supplier Invoice
2. Purchase Indent Copy
3. Procurement comparative statement
4. Purchase Order Copy
5. Delivery Challan / Dispatch Note Copy
6. GRIR Copy
7. All other Supporting Documents (see if a list could be made)
Accounts department will Audit all the documents in comparison to their copies (PINK COPIES)
of documents and book the supplier bill after approval from management in respective ledger
through payable journal voucher. Case will be forward for payment to finance department,
which in turn will arrange funds to pay according to term of contract.
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STORES SYSTEM

SENAI DEVELOPMENT
ENTERPRISES Ver. 00
PROJECT Date:
STORES SYSTEM (IN COUNTRY)

BACKGROUND
Purpose:
The purpose of store system is to enhance the strength of protection over company’s assets & inventory.
Scope:
Preparation and implementation of policies to secure company assets and to establish control over
inventory circulation within company operations. Store control is to keep sutody of all fixed assets and
manage proper receive and issue of materials at site as per requirement and to avoid wastage &
damages in interest of company.
Responsibilities:
In accordance with the Company’s policy, Store department have to furnish activities and responsibilities:
1. Store is custodian of all company fixed assets at site & offices.

2. Store to raise indents and follow up as per project requirement.
3. Store is to keep record of all receiving of material items at site & offices.
4. Store to insure all issue of such material to site is justified as per requirement.
5. Store is custodian of all excess material at site & offices.
6. Store to maintain reserve stock level and determine recorder level for materials.
7. Store is to take protection step to avoid and damage and waste of materials and assets.
8. Store is to calculate and transfer excess material, needed at another company site.
9. Store to keep record of receiving, issues and stocks and audit physically at site.
10. Store to generate reports of stores for presentation to management.
PROPOSED STORE PROCEDURE

1. Store Receiving System:
All goods received by sores at sites should have accompanied by following documents.
a. Gate pass
b. Dispatch note/ Delivery Challan
Quality control engineer will conduct inspection of items for quality assurance, while Store will
check the items specification, quantity & according to documents available. Goods receipt and
inspection report will be prepared by Store duly signed by quality engineer and store incharge
and project manager. G.R.I.R is most important document confirming the material receipt,
quality and the value of receipt item, confirming accounts department to book the bill of
supplier by debiting the store. G.R.I.R distribution copies to following departments:
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a. White copy Procurement Department
c. Yellow copy Examining Engineer (QA/QC)
d. Blue copy Store Copy (Originator)
2. Store Issue System:

For all consumable materials store is temporary parking place. All material received by store for
consumption at site will be issued time to time as per requirement for activity. Material issue
requisition (M.I.R) will be raised by each operational site section/department duly signed by site
engineer to get material from store. Store will prepare Store issue respective (S.I.R) for the
material issued against M.I.R to respective section and update their respective record. Material
cost to project will be booked through S.I.R must be approved by Project Manager.
3. Fixed Assets:
Store is custodian of fall assets of the company at sites/offices. Store has to keep record of
additions and transfer of fixed assets of the company. Fixed assets records and maintenance is
prime responsibility of store. Store has to take steps to maintain assets in workable condition.
Yearly assessment shall be carried out for reassessment of company assets at sites/offices. No
assets will be transferred, and write off without approval of stores & assets management
committee, consists of:
a. Chief Executive
b. Director Admin
c. Head Accounts
d. Head Finance
e. Manager Stores
4. Mobilization, Transfer, Maintenance& Audit:

Stores & Assets management committee will pass orders for mobilization / demobilization /
transfers and maintenance of Stores at site/offices. Concerned project manager and store
Incharge should forward their recommendation to committee time to time for better store
management. Store and quantity engineer at site should carried out physical inspection of
stores & their record on monthly basis at sites and furnish material receipt, consumption &
stock report duly signed by project manager, to head office by the 5 th of every month. Audit
team from head office should raid any time at site and conduct physical inspection of stores.
5. Store Documentation:
Documents &reports to be prepared or finalized in store are:
Documents
a. Purchase indent(PI) on behalf of project management.
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b. Goods receipt &inspection report (G.R.I.R)
c. Store issue requisition (S.I.R)
d. Transfer note (for transfer of materials)
e. Fixed assets transfer note
f. Disposal note (write off of assets & material)
Reports
a. Store ledger ( categorical distribution)
b. Fixed assets ledger (categorical distribution)
c. Daily receipt and issue report.
d. Monthly receipt, consumption & stock report
e. Pending and performed indents report.
f. Monthly inventory of stores (consumable tools etc)
g. All other reports required by head office time to time.
All documents and reports generated or finalized by site store should be duly signed by project
manager and forward their copies to head office for analysis along with computerize record disk.
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SYSTEM August 5,
2020
UTILITIES & SERVICES SYSTEM

SENAI DEVELOPMENT

UTILITIES & SERVICES SYSTEM

Objective & Scope:
The term “Utilities” means “Electricity, Gas and Water”.
The objective and purpose of utility bills are to ensure that working made for the utility bills is correct
and according to Company Rules and the tariff and surcharge are levied in accordance with the
Government Laws.
The following are the requirements to check these bills:
1. Copy of the previous bill to be looked to review the current bill.

2. Calculation of the current bills should be properly checked.
3. Meter reading to be properly checked.
4. Calculate the unit difference by deducting previous reading from the current reading.
5. Sales Tax amount is to be verified.
6. Payment is to be made in time to avoid the overcharge.
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SENAI DEVELOPMENT

SYSTEM August 5,
2020
ROLE OF DEPARTMENT(s)

SENAI DEVELOPMENT

ROLE OF INTERNAL AUDIT

DEPARTMENT
Internal audit is an appraisal and monitoring function. It is established for the review of internal control
systems. It exists to provide assurance to the directors that systems are sufficient to achieve their aims,
to safeguard their property & interests and the systems are opening effectively.
Internal audit activities

Internal auditors have routine functions, and can be involved in special projects as well.
Routine
 Review of systems internal control (policy & procedure), management, operational, accounting.
 Monitoring of systems for achieving targets, risk involved and making reports &
recommendations.
 Value for money, best value, financial audits.
 Operations audits (such as procurement (related to both revenue & capital expenditures),
stores, Cash & Bank and human resources).
Special projects
Special Investigations rely on situations arising within the business, but could encompass issues such as
fraud detection.
Functional Organogram for Company’s Accounting/Financial Matters
Chief
Executive
Officer
Manager Accounts
Intern & Finance
al Accoun
ts
Executi
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General Ledger Accounting

Responsibilities of Internal Auditor
 Check & improve the accounting EDP system (Chart of Account).
 Check vouchers on random basis at each month end to assess that transactions are coded
and posted to correct account and that transactions are duly supported and authorized.
 Ensure that a trial balance is generated on monthly basis and sign it for identification
purposes.
 Check that vouchers generated are kept and filed properly.
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INCOME AND ACCOUNTS RECIEVABLE

Role of Specific Responsibilities
 Ensure that Invoices / IPCs should be raised on timely basis.

 Ensure that invoices / IPCs are delivered to Client / Consultant the same day of preparation.
 Review recovery sheets prepared on weekly basis.
 Review aging analysis statement prepared on monthly basis.
 Review the minutes of meeting(s) regarding receivable position to ensure adequate action taken
by.
 Ensure that accounting transactions are booked and proper records are maintained as per the
requirements of law and Company’s policy.
 Check advances paid to Suppliers / Contractors are adequate and as per terms of contract(s) /
Purchase Orders agreed and approved by Management.
 Check & review that material / services received for any payments made to Suppliers /
Contractors.
 Review aging analysis / statement prepared on monthly basis.
 Check accounting transactions are correctly booked.
 Check that Suppliers / Contractors Accounts are reconciled on monthly basis and balances
confirmed.
 Check & review that advances of any nature paid to employees are correctly booked to their
personal account(s) and recovered as per the approval terms & instructions.
 Review aging analysis / statement prepared on monthly basis.
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ACCOUNTS PAYABLE
Role & Responsibilities
 Ensure that bills / invoices from suppliers are adequately verified and supported in respect of
purchase authorization and confirmation of receipt of material / services.
 Ensure that deductions for retention, advances & tax are made.
 Ensure that bills / invoices from suppliers are recorded on daily basis.
 Ensure that all records are kept up to date and secure as per statutory requirements.
 Ensure that payments are made through crossed cheques and within the credit period available.
 Check and ensure that discount opportunities are availed.
 Ensure that payments are made as per Company’s Policy and for the purpose of Company’s
business.
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PROJECT Date:
FIXED ASSETS
 Ensure that Company’s policies & procedure related to fixed assets are adhered to.
 Check & ensure that the assets purchased are at best available price after considering the
quotations.
 Attend physical verification exercise of fixed assets.
 Ensure that a fixed assets register is maintained and assets are coded.
 Check and ensure that fixed assets transfers from one location to other are properly recorded.
 Check & verify the depreciation table and charges to project(s).
 Ensure that the rates at which the asset is disposed-off is at best available price.
 Check & ensure that the assets are not misused.
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PROJECT Date:
PAYROLL
 Ensure that Company’s policies and procedure related to manpower & Payroll are adhered to.
 Check and ensure that the appointment & rate of salary & allowances are in accordance with
the employment contract.
 Check that the number & trade of employees on the Payroll are matching to the projected
manpower of the project.
 Check that attendance sheet and salary / wages sheet are in conformity and properly authorized
and authenticated.
 Pay surprise visit and witness personally the attendance of staff and workers on site.
 Check and ensure that the tax, loan advances and other deductions are deducted from salary /
wages.
 Check & verify the accounting of transactions in
to; Salary & wages classified cost account
Salary & wages payable account
Unpaid salary & wages account
Unclaimed salary & wages account
Employees deduction account
 Check that a comparative statement of manpower & salaries / wages amount is prepared on
monthly basis and sign it for identification.
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PROJECT Date:
STORES & MATERIAL ACCOUNTING

 Ensure that Company’s policies & procedure related to stores & material are adhered to.
 Check & ensure that accounting system, chart of account provides classified inventory &
material cost accounts and all in / out transactions of material are booked through Receipt &
Issue Vouchers and monthly Journal Vouchers.
 Ensure that all records including Stock Register, Bin Cards, Receipt & Issue Vouchers are
prepared & maintained correctly and on timely basis.
 Pay surprise visits to the store and conduct stock count of selected items.
 Check that the cost of material is not overriding the project material budget and or bill of
quantities. For main items of material ensure the following;
o A statement is prepared by Accounts Department on monthly basis showing year to
date & current month quantities and cost of main items of material purchased
separately.
o Quantity Surveyors, material Store Keeper &Project Coordinator in association Will
produce another statement duly signed by the Project Manager showing;
a) Year to date and current month quantity & value of consumption of main items of
material separately.
b) Billed & certified quantities & value of the same items of material in the
respective IPC.
With the help of above statements The Project Manager & Quantity Surveyor will arrange preparing a
reconciliation of material purchased, consumed, in stock, billed, certified & got paid. The results will be
reviewed by the Internal Auditor and will be brought to the notice of senior management.
 Attend & witness physical stock taking of store & material and review differences.
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CASH & BANK ACCOUNTS

 Check & review receipt & payment vouchers for support and authorization on random basis &
sign them for identification.
 Check & review funds requirements / transfer statement on daily basis.
 Check & review Project(s) / Offices CBS on random basis.
 To check and do the physical cash count at Project(s) & Offices on random basis.
 Check and approve Bank Account(s) reconciliation on monthly basis.
 Ensure that Management policies & instructions are implemented and adhered to.
 Check & review Petty Cash Accounts.
 Check & review Petty Cash vouchers on random basis.
 Check & ensure that adjustment and properly submitted and booked on daily / weekly basis.
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BUDGET, CASHFLOWS & FINANCIAL STATEMENTS

 Ensure that Company’s policies, procedure & International Standards are followed in
preparation of financial statements.
 Review quarterly, half yearly and annual financial statements, sign them for identification and
make reports and recommendations.
 Check & identify forecast, projections & budgets, attend the Budget Committee meetings and
make reports & recommendations.
 Watch that budgetary controls are in place and check for variations.
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SENAI DEVELOPMENT ENTERPRISES

Construction of Additional Carriageway

Employer National Contractor Consultant

SR. NO. DESCRIPTION SEPARATOR NO

2 PROJECT ROUTE MAP 2

3 PROJECT SITE LOCATION MAP 3

4 KEY CONTACT NUMBERS AND ADDRESSES 4

5 SITE ORGANIZATIONAL STRUCTURE 5

11 UTILITIES & SERVICES SYSTEM 11

Project Management System

(SITE ADMINISTRATION) Date:

PROJECT INFORMATION SHEET

PROJECT INFORMATION SHEET

PROJECT ROUTE MAP

PROJECT MANAGEMENT Date:

PROJECT ROUTE MAP

PROJECT SITE LOCATION MAP

Project Management System

PROJECT MANAGEMENT Date:

PROJECT SITE LOCATION MAP

KEY CONTACT NUMBERS AND ADDRESSES

Project Management System

KEY CONTACT NUMBERS AND ADDRESSES

Sr. No Name Designation Contact Numbers

2 Dr. Irfan ul Haq Director Administration +92 300 8441647

3 Zarbas Khattak Sr. Manager Coordination +92 313 9595955

4 Irshad Ahmed Deputy Project Manager +92 341 5901432

5 Muhammad Hussain Khan Manager Administration +92 321 5151520

6 Faisal Mahmood Manager Coordination +92 301 8247547

7 Muhammad Nazir Construction Manager Highway +92 344 5907191

8 Ahmad Nawaz Admin Officer +92 333 2218673

9 Muhammad Asghar Admin Peshawar Office +92 349 9535734

Peshawar Office Address:

Landi Kotal Office Address:

SITE ORGANIZATIONAL STRUCTURE

Project Management System

PROJECT MANAGEMENT Date:

(SITE ADMINISTRATION) Date:

Project Management System

(SITE ADMINISTRATION) Date:

1. Accounts Department is custodian of all sources of funds at site & offices.

1. Funds Management System:

2.1 Supporting documentation for payment to subcontractor will be provided by Project

2.2 Supporting documentation for payment to supplier will be provided by procurement

2.5 Supporting documentation for payment to employees are following:

b. Cash Payment Voucher

c. Bank Payment Voucher

d. Cash Receipt Voucher

e. Bank Receipt Voucher

3.2 Reports & Record:

(SITE ADMINISTRATION) Date:

PROCEDURE FOR SITE PETTY CASH

3. Daily Attendance Report to Head Office

5. Monthly Attendance Report

6. Audit of Monthly Attendance

7. Monthly Attendance Approval

8. Monthly Salary Sheets

10. Post Audit of Salary Sheets

(SITE ADMINISTRATION) Date:

WAGES APPROVAL & PAYMENT PROCEDURE

3. Daily Attendance Report to Head Office

4. Approval for Overtime

6. Fortnightly Attendance Report

10. Disbursement of Wages