A Guideline for Energy Services Division in the implementation of projects under the Framework Agreement Contract

A Guideline for Energy Services Division in the implementation of projects under the
Framework Agreement Contract

PREAMBLE

With a view to facilitate the understanding of the Engineer in the implementation of electrical and
allied works in buildings and the need for harmonization of procedures, the various steps are listed
hereunder for compliance by the respective officers. Any departure from the procedures shall be with
the prior approval of the Director, Energy Services Division.

Sr Description Action By Time Frame

No. (Working Days)

1.0 Request from Client

1.1 Requests for renovation/repair of
electrical and allied works from Client
Client
Ministries are channelled to the
Director, ESD.
1.2 Requests received by ESD Sections
Lead Engineer
should be redirected to the Director,
(ESD Sections)
ESD.
1.3 Director, ESD sends the request to the
respective Lead Engineer (FA) and copy
Director, ESD
for info to the respective Lead Engineer
(Section).
1.4 Lead Engineer (FA) sends request to the
Lead Engineer
respective Engineer of concerned ESD
(FA)
Section.
2.0 Scope of Works
2.1 Engineer of concerned ESD Section
instructs Technical Officer(s) to carry
out a preliminary survey and fill-in Engineer
designed checklist to determine the size (ESD Section)
of the project as well as the level of
complexity.
2.2 Technical Officer(s) to submit fill-in
checklist of detailed survey along with
sketches (if any) and detailed estimates Technical Officer(s)
of quantities, duly vetted by the Senior (ESD)
Technical Officer prior to submission to
the Engineer (ESD Section).
2.3 Engineer (ESD Section) prepares the
Engineer
necessary design and submits to the
(ESD Section)
draughtsman for CAD drawings.
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A Guideline for Energy Services Division in the implementation of projects under the Framework Agreement Contract

2.4 Draughtsman submits CAD drawings to Draughtsman

Lead Engineer (FA) (Dedicated for FA)
2.5 Lead Engineer (FA) prepares report to
be submitted to the Framework Lead Engineer
Agreement Committee (FAC) for (FA)
validation.
2.6 FAC is set up to decide on whether the
client request requires to go in FA or not
taking into consideration the aspect of Framework Agreement
urgency. FAC comprises of the Director Committee
(ESD), Deputy Director (ESD), Lead (FAC)
Engineer (FA, ESD) and Lead Engineer
(ESD Section)
2.7 (a) If client’s request is retained to go in
FA from the FAC, Director, ESD sends
the request to the respective Lead
Engineer (FA) and copy for info to the
respective Lead Engineer (Section).
Director, ESD
(b) If client’s request is not retained to
go in FA from the FAC, Director, ESD
sends the request to the respective Lead
Engineer (Section) for appropriate
necessary actions.
2.8 If project is retained from the FAC,
Engineer of concerned ESD Section
instructs Technical Officer(s) to carry
Engineer
out a detailed survey and fill-in
(ESD Section)
designed checklist to determine the size
of the project as well as the level of
complexity.
2.9 Technical Officer(s) to submit out a
Technical Officer(s)
detailed survey and filled-in designed
(ESD)
checklist.
2.10 Engineer (ESD Section) to prepare
design, bill of quantities and associated Engineer
documents to build up bidding (ESD Section)
document and call off the committee.
3.0 Cost Estimate
3.1 Engineer (ESD Section) vets the survey
and prepares the cost estimates using the
Engineer
highest rate from the approved
(ESD Section)
contractors and submits to the Lead
Engineer (FA).

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A Guideline for Energy Services Division in the implementation of projects under the Framework Agreement Contract

3.2 Lead Engineer (FA) writes letter to the

Client Ministry informing them of the
Lead Engineer
estimated amount for the works and
(FA)
asking them to confirm availability of
funds.
4.0 Confirmation of Funds and award
4.1 After receipt of the letter of confirmation
of funds from the Client Ministry, Engineer
Engineer (ESD Section) sends the latter (ESD Section)
to the Director, ESD.
4.2 The Director, ESD instructs the
respective Lead Engineer (FA) for mini- Director, ESD
competition.
4.3 Lead Engineer (FA) sends the file to the Lead Engineer
call-off meeting. (FA)
4.4 Call-Off exercise to select the best Director, ESD
evaluated contractor from the selected Lead Engineer (FA)
contractor under the Framework Lead Engineer
Agreement. (Section)
Engineer (ESD
Section)

Additional manpower / resources:

 1 Confidential Secretary (dedicated for FA)
 2 draughtsman (dedicated for FA)
 Technical Officers (to be attached to respective ESD Sections)
 Senior Technical Officer (to be attached to respective ESD Sections)

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