QUALITY MANAGEMENT SYSTEM PROCEDURE

CONTRACT REVIEW PURPOSE - QSP7201

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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 No 1. 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. 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. Responsibility References TM04

PR01

QUALITY MANAGEMENT SYSTEM PROCEDURE

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. Follow-up and Offer: 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 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. 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. 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. PRT/ AST/ Sr. PRC

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TM04

PR01

9.

QUALITY MANAGEMENT SYSTEM PROCEDURE

10. Outsourced activities are identified. 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. Customer Communication: All communication to the customers regarding order, order progress, amendments and any other data will be done by PRT/ AST/ Sr. PRC Regulatory Requirements: Wherever applicable, the regulatory requirements, and responsibility of CRN towards regulatory requirements will be addressed in the Contract.

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11. 12.