ADWEA Shuweihat Water Transmission Scheme

Supply Division CONTRACT No. N-00-0173

SECTION 3

CONDITIONS OF AGREEMENT AND ANNEXES

ANNEXURE 'E'

CO-ORDINATION PROCEDURE

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ADWEA Shuweihat Water Transmission Scheme
Supply Division CONTRACT No. N-00-0173

ANNEXURE E - CO-ORDINATION PROCEDURE

This procedure outlines the various responsibilities of the Representatives nominated by ADWEA
and the CONTRACTOR for the above AGREEMENT. The CONTRACTOR shall carry out proper
execution of the WORKS under the supervision of ADWEA’s Representative for this project.

The CONTRACTOR should note that ADWEA intend to deploy a PROGRAM MANAGER who will
be integrated into the Shuweihat Project Organisation and as part of ADWEA’s team overlooking
the Consultants and the CONTRACTOR.. The CONTRACTOR shall fully co-operate and facilitate
the PROGRAM MANAGERS role , as part of the CONTRACTOR’s overall obligation towards the
AGREEMENT.

1. COMMUNICATION

The English language shall be used for all correspondence, reports, instruction,
drawings, specifications etc.

As far as possible, all written communication shall be at SITE level directly between
ADWEA and CONTRACTOR. All efforts shall be made to keep the correspondence to
the minimum. If for expediency, telephonic conversation shall be used, this shall be
confirmed in writing within two (2) working days, by both PARTIES.

Notwithstanding the provisions of Article 32 of the General Conditions, hand delivery

shall be an approved means of exchange of letters.

The CONTRACTOR shall prepare and issue the Minutes of all their meetings with
ADWEA and shall be responsible for obtaining approval of these minutes prior to release
within two (2) working days.

2. SITE INSTRUCTIONS

Instructions shall be confirmed in writing, using a numbered SITE Instruction signed by

ADWEA. The CONTRACTOR's representative shall be required to sign one copy of
each instruction as confirmation of its receipt.

3. REPORTS

The reports mentioned below shall be required by ADWEA. They shall be handed over
to ADWEA as required.

a) Monthly Site Progress Reports (MSPR)

These reports shall include and cover a detailed listing of all work performed by the
CONTRACTOR during the past month as well as a summary of works completed to
date, charts and photographs and detailed listing of work to be performed during
the coming month. The MSPR shall be submitted to ADWEA in five (5) copies
within one week after the end of the reporting period.

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ADWEA Shuweihat Water Transmission Scheme
Supply Division CONTRACT No. N-00-0173

b) Weekly Report (Construction Progress Report)

A detailed report shall be prepared showing percentage complete figures in both

tabular and graphical formats. The completion figures shall show actual completion
compared to schedules, planned manpower versus the actual on SITE and shall be
broken down into individual disciplines.

A detailed narrative shall also accompany this report describing highlights and an
analysis of the construction progress.

Any deviation from the agreed schedule shall be identified.

Two (2) copies of this report shall be submitted by the CONTRACTOR on Saturday
afternoon.

c) Daily Report

The CONTRACTOR shall prepare a standard form for Daily Reports which shall be
approved by ADWEA. It shall become the Daily Field Log. The information required
shall be as follows:

i) A breakdown by craft, manpower and major equipment used by the

CONTRACTOR and their SUB-CONTRACTORS on SITE.

ii) Construction highlights.

iii) Any other problem which shall affect the progress of the WORKS.

This log shall be prepared and maintained daily at site and a copy shall be
delivered to the ADWEA representative next morning.

4. PERFORMANCE AND PLANNING

At the commencement of this AGREEMENT, the CONTRACTOR shall issue a

comprehensive planning and programme document covering all planning levels with
actual dates shown on the bar charts.

Such activity on this bar chart shall cover all stages (mobilisation, engineering,
construction, etc.) to meet requirement for target assessments.

When meeting with ADWEA, the CONTRACTOR shall report on programme status at
that time and planned activities for the coming week. The minutes of such meeting(s)
shall be written by the CONTRACTOR and approved by ADWEA.

All planning documents shall be updated weekly and submitted to ADWEA as part of the
construction progress report.

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ADWEA Shuweihat Water Transmission Scheme
Supply Division CONTRACT No. N-00-0173

5. PERMITS/PERMISSIONS [If applicable]

5.1 Security passes

The Ministry of Interior issues security passes to CONTRACTOR's staff assigned to the
project. The CONTRACTOR shall contact the Ministry as soon as they receive the Bid
Invitation to familiarise themselves with their procedures. The CONTRACTOR shall
familiarise themselves with all the requirements of the Ministry well in advance of
AGREEMENT, so that on CONTRACT award, time delay on account of passes shall be
minimised. ADWEA shall provide the CONTRACTOR with Assistance Letters to help the
CONTRACTOR obtain the passes.

5.2 Site Work Permits

When undertaking work requiring a permit, the CONTRACTOR shall assist and co-
ordinate with ADWEA to comply with requirements for safety and operation until the
permit shall be obtained, in strict compliance with the ADWEA procedure, each morning,
before commencing work in the designated area. Site work permits shall be in
accordance with ADWEA Safety/Security Regulations.

5.3 Any delay or expenses for securing the necessary permission/permits/passes from the
concerned authorities shall not entitle the CONTRACTOR to any claim for extension of
completion date or payment.

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