QUALITY MANAGEMENT SYSTEM PROCEDURE Sl. No.
: 7
CONTRACT REVIEW - QSP7201
PURPOSE
To get confirmation from the customer regarding Project Specifications and/or the terms and conditions covering quantity,
delivery schedule, price and other requirements.
APPLICATION
This procedure covers all orders /contracts
OVERALL RESPONSIBILITY
PRT
PROCEDURE DESCRIPTION
Sl. Activity Responsibility References
No
1. TM04
Enquiries:
Enquiry is received from customers for the above projects. Customer
enquiries will also be received in the form of tenders advertised by the
customers in newspapers.
Sometimes, tenders are also collected directly from customers. The details
of enquiries received are available in the Enquiry Register.
2.
Project Categories: The project categories executed by CRN are,
a) Commercial,
b) Industrial,
c) Residential,
d) Institutions,
e) Public building, etc.,
3.
The Scope: Scope for any given project can be one or more of:
Conceptual Design
Schematic design
Detailed Architectural Design and Structural design
Interior design
Utility and Services
Project Management Service, etc.,
4. PR01
The type of projects can be new extension projects and small scale project
For new projects, legal contracts and summary Contract Information is
prepared.
For extension projects, only Contract Information is prepared.
5.
Tender Processing:
a. Collect Tender Documents.
b. Partner identifies team to respond to enquiry based on complexity:
i) For Design bid:
Associate
Project coordinator
Sr. Architect / Architect
Draughtsman
Perspectives
Quantity Surveyor etc.
QUALITY MANAGEMENT SYSTEM PROCEDURE Sl. No.: 7
If the scope is including financial bid, the following team is involved over and
above the design team:
For Financial Bid:
Finance and Administration Manager
Prepare Tender worksheet indicating price and terms and conditions.
Prepare offer in the format provided by the customer/ tender documents.
Associate / Project coordinator / Finance Administration Manager conduct
in-process review of the response for accuracy / completeness.
Get approval of worksheet from Partner.
Submit tender documents before the specified date and time.
6. PRT/ AST/ Sr.
Follow-up and Offer: PRC
Enquiries are followed-up by correspondence, meetings and
presentations, if accepted by client.
Specific write-ups, Web-site: Information, brochures can be used for this TM04
purpose, if required.
Further detailed information from the customer, if needed is collected.
A detailed offer / quotation/ presentation is submitted to the customer by
stating the specifications, price, taxes, other statutory levels, price
variations clause, payment terms and delivery if required.
Any difference / deviation in the specification between the enquiry and
offer shall be clearly stated in the quotation and the follow-up details are
entered in the Enquiry Inward Register.
The follow up details for a given enquiry are also entered in the Enquiry
register.
Analysis will not be carried out for the work was not awarded.
7.
Review:
Partners does review with customers for orders.
Review is done for the following:
Specifications (in accordance with tender documents)
Price, taxes, payment terms
Scope of work
Period of contract
Inspection arrangements and certification agency
Delivery Time
8.
Order:
For new projects signed contracts are prepared giving detailed scope of work,
terms and conditions. PR01
This is summarized in contract information. For extension projects only contract
Information is prepared.
At the time of order acceptance following aspects are checked.
Project plan for existing projects.
Existing load on projects
Estimated delivery time
Availability of resources.
9. Order Execution:
For each project, a project ID is assigned.
Project Quality Planning is prepared for the execution of order.
Any special instruction to the projects will also be communicated.
Outsourced activities are identified.
QUALITY MANAGEMENT SYSTEM PROCEDURE Sl. No.: 7
10. Amendment:
Amendment to orders from customer after order acceptance is received in
written form.
After checking excitability of the amendment – depending on the phase of
project, details of amendment is conveyed through Inter office memo to all
concerned.
The amendment details are entered in Project Quality planning.
11. Customer Communication:
All communication to the customers regarding order, order progress,
amendments and any other data will be done by PRT/ AST/ Sr. PRC
12. Regulatory Requirements:
Wherever applicable, the regulatory requirements, and responsibility of CRN
towards regulatory requirements will be addressed in the Contract.
