Procedure followed from start of a job till the closeout

1. Submission of our Offer to client.

2. Based on the above we receive Letter Of Award (LOA)
3. Project team has to submit Project requirement and Budget. Budget should include
Material / Manpower / Vehicle / tools and plant and other miscellaneous
requirement with quantity and cost.
4. Project team has to send request for Project insurance / Bank Guarantee towards
Advance / Performance Guarantee if any.
5. Project team has to prepare project plan which should indicate the requirement of
Material / Manpower / Vehicle / tools and plant and other miscellaneous items on
weekly basis for the planed work flow.
6. Project team has to submit Project Cash Flow requirement to Finance department
through contracts to obtain Project Finance.
7. Based on project Requirement Material Request should be given to Purchase which
should include specification of Material, approval of technical specification along
with delivery requirement (indicating part delivery period) to enable purchase
department to negotiate with the suppliers accordingly and the copy of quotation
received from the suppliers during Bidding stage. List of approved vendor to be
given to purchase depart to obtain quotation.
8. Project team has to give weekly requirement of petty cash, at the end of every
week they have to submit the bill.
9. Project team should arrange to maintain daily progress report along with details of
resource utilization.
10. All Materials delivered to our store should be entered in GRN (Goods Receipt
Note) ledger. Incase materials are delivered directly to clients stores, project
team has to send the acknowledged copy of Delivery Order (DO) to Stores (for
entering in GRN) / Purchase, contracts: to process the suppliers invoice.
11. Store in-charge has to inform the receipt /availability of the material to the
concern project team from whom the materials request received, so that they can
take delivery of the same and arrange to deliver to the client store along with
Delivery Order (DO). We have to get the DO signed by the Client’s representative
as acknowledgement for receipt of goods.
12. Supplier invoice will be booked by accounts only after the invoice is supported with
supplier’s DO signed by our Project store / Ware house in-charge along with copy
of GRN from Stores (Ware house). Suppliers invoice for services should be
certified by Project in-charge based on time sheet / trip sheets / measurement
sheets before passing the invoice to Contracts/ purchase department, who in-turn
will process the same to accounts for making payment.
13. Once the Project materials are delivered to the client / Project Store we have to
obtain safe receipt of materials from client after inspection by their
representative to enable us to submit our Invoice.
14. Contracts / Purchase department to prepared invoice based on the payment terms
after adjusting advance / retentions if any. Invoice to be supported with necessary
document as requested in the LOA. For supply invoice Signed DO or signed Safe
receipt of goods or Signed RCDR (Received Com Damage Report). For services /
ETC invoices we have to attach certified Progress report which should indicate the
quantity of work completed at the end of every month and invoice should be
submitted within 4 to 5 days from the receipt of approved supporting document
from project.
15. Project team has to provide the format for invoice incase client insist for
different format which differ from the one we are using.
16. Once the invoice for which the payment become due Project / contract team
should follow-up for the payment.
17. Once the project / Job is completed we have to obtain Job completion /
acceptance report or TOC (Taking Over Certificate) after submitting necessary
Documents such as as-built drawing, test reports, O&M manual etc. Also arrange to
submit our invoice if the same is applicable. And collection of Advance Bank
Guarantee if any.
18. Incase warranty is involved project team has to obtain FTOC or DLCC (Defects
Liability Clearance Certificate) after completing snags if any. Also arrange to
submit our invoice if the same is applicable. And collection of Bank Guarantee
towards Performance / Warranty if any.
19. Project will be closed only after receipt of full and final payment from the client.