Appendix D13

CONTENTS OF CLOSE OUT REPORT

Invitation to Bidders- AIA/24328/20

CONTENTS

1. General 1

2. List of Attachments 1

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1. GENERAL
Contractor shall prepare a “Project Close Out Report” and shall submit to Company
within 6 weeks of the issuance of the Provisional Acceptance Certificate (PAC) for the
entire Project. Project Close-Out Report shall be submitted in two volumes each
containing the details as given below:-

Volume – 1: Overall Project Summary, Project Description and Description of

Facilities, Project Management & Project Control, Home office
Services, Field Services, Performance Evaluation of vendors and
subcontractors, Lessons Learnt.

Volume – 2: Attachments to Volume - 1

Exact contents/details to be included in each volume and the formats to be followed will
be discussed and agreed between Contractor and Company. However, the above report
shall cover the details enclosed at Attachment – 1.

2. LIST OF ATTACHMENTS
Attachment-1 Contents of Project Close-out Report

Attachment-2 Consolidated Vendor List (Sample Format)

Attachment-3 Vendor Performance Evaluation Report (Sample Format)

Attachment-4 Consolidated Subcontractor List (Sample Format)

Attachment-5 Consolidated Subcontractor Performance Evaluation Report (Sample

Format)

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ATTACHMENT 1 CONTENTS OF PROJECT CLOSE-

OUT REPORT

1.0 Overall Project Summary

2.0 Project Description and Description of Facilitates
2.1 Site Location
2.2 Brief History
2.3 Scope of the Project (Including changes if any, with respect to original scope)
2.4 Design Basis
2.5 Brief Description of Facilities
 Process Area
 Utilities
 Camp & Accommodations
 Wellheads
 Valve Assemblies
2.6 Major achievements (Key Dates - Plan Vs. Actual)
2.7 Contractors Scope of Services
2.8 Project Organization
 Contractor’s Organization (Home Office & Field)
 Company Organization
3.0 Project Management & Project Control
3.1 Project Management Philosophy
3.2 Project Control Procedure
3.3 Milestone Completion Schedule (Contract Plan Vs. Actual).
3.4 Schedule analysis: Contract Schedule Vs. Actual along with Progress S-curves,
major reasons for deviations, actions taken etc.
 Engineering Services
 Procurement Services
 Subcontracting Services
 Manufacturing & Delivery
 Construction / Pre-commissioning
 Commissioning
 Plant Operation
 Performance Test Report and Results
3.5 Project Cost Analysis
 Original and Final Agreement price with major reasons for deviation and
details of Variations.
 Asset Register.

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4.0 Home Office Services

4.1 Engineering Services
 Engineering Execution Plan
 Register of DCAs and Technical Queries
 Summary of AFC drawings ( By Area / Facility / Discipline)
 HAZOP and other HSE Report
 Engineering Document Deliverable Register (with details duly filled in)
 Register of Vendor documents for Major items
4.2 Procurement Services
 Procurement Procedure
 Expediting & Inspection Procedure
 Enquiry Status Register / Report (With details duly filled in)
 Procurement Services Register (with details duly filled in)
 Manufacturing & Delivery Register (with Details duly filled in)
 SPIR Register (along with details duly filled in)
 List of special tools and spares (other than 2 years Operation Spares) and
their handing over to Company.
 Consolidated Vendor List as per the sample format at Attachment-2.
 Consolidated Vendor Performance Evaluation Report as per sample format at
Attachment-3.
 List of Purchase Orders along with expiry details of performance guarantees.
4.3 Subcontracting Services
 Subcontracting Procedure
 Subcontracting Services Register (with details duly filled in)
 Consolidated Subcontractor List as per sample format at
Attachment-4.
 Consolidated Subcontractor Performance Evaluation Report as per sample
format at Attachment-5.
 List of subcontracts along with expiry details of Performance guarantees
 Organisation and Resource details of all Subcontractors
4.4 Manpower Histogram for Home Office Services.
4.5 Quality Assurance and Quality Control
 Project Engineering and Procurement Quality Plan (Index Only).
 List of Engineering and Procurement QA/QC Procedures.
 NCR Register (Company NCRs, Contractor / Subcontractor NCRs and
Vendor NCRs).
 QA Audit Schedule
 Home Office QA/QC organization, including Vendor inspection organization.
 Matrix of Equipment / Materials with Inspection Class and Material
Certification Requirements.
5.0 Field Services
5.1 Construction
 Construction Execution Plan
 Temporary Facilities
 List of Construction Procedures / Method Statements, Inspection & Test plans
etc.
 Project HSE Plan
 Safety Statistics

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 Materials Management & Warehousing

 Local Procurement (MAR Register)
 Construction Plant / Equipment Deployment Details (quantity and duration)
Planned Vs. Actual
 Construction Manpower Deployment details and Histograms (Trade-wise &
Discipline wise) – Field Supervisory, Field Management & Support, Field Non-
Supervisory. Details to include demolition works also.
 Subcontractor Manpower and other Manpower (Month-wise Plan Vs Actual).
Details to include demolition works also.
5.2 Quality Assurance and Quality Control:
 Project Construction Quality Plan (Index only)
 List of Construction QA/QC Procedures
 Weld, NDT and Repair statistics
 NCR Register (Company NCRs, Contractor/Subcontractor NCRs in separate
registers)
 QA Audit Schedule
 QC Organisation and deployment of field QC Inspectors (Plan Vs. Actual)
 Performance evaluation of all Third Party Inspection agencies.
5.3 Statistical data (Productivity) for Major construction activities for all
disciplines, in terms of Man-hours per unit Quantity of Work (along with
major equipment used for each activity) and maximum achievement of key
activities during any week / month in terms of Quantities etc.
5.4 Pre-commissioning & Commissioning:
 Pre-commissioning / Commissioning Philosophy and Procedure
 Vendor Services during Pre-commissioning & Commissioning
 Summary list of mutually agreed deviations/exceptions in completion and
performance for Major Equipment and Installation as a whole.
6.0 Lessons Learnt (Analysis of Major Problems):
 Project Management & Project Control
 Engineering (Including interface between Engineering, Procurement and
Construction)
 Procurement
 QA/QC (Vendor & Site)
 Construction
 Pre-commissioning
 Commissioning
 HSE
7.0 Annexure (As applicable)
 PFDs & P&IDs
 Plot Plans
 Equipment Layouts
 Equipment List

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 MTOs
 Overall Pipeline Route & Layout Maps
 Index of final Handover Documentation
 Etc.

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ATTACHMENT 2 CONSOLIDATED VENDOR LIST

Sl. PO PO Description Company Approved List of Selected Company PO Manufacturer Country of Contact Contact Local Local Local Agent
Number Product Vendor List Technically Vendor Vendor Award if Different Manufacture Person Person Agent Agent Telephone,
Group No. Approved Code Date from Vendor Name & Telephone, Name Contact Facsimile &
Vendors Title Facsimile & Person & Email
Email Title
1 1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.
2 1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.
3 1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.

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ATTACHMENT 3 CONSOLIDATED VENDOR PERFORMANCE EVALUATION REPORT

S No. PO PO Description Selected Local Performance Rating

Number VENDOR Agent
Name Compliance Quality Compliance Adherence to General Overall Rating Remarks
with Assurance and with Delivery Respon-
Specifications Inspection & Documentation Schedule siveness
Test Facilities Requirements
1.

2.

3.

Performance Rating Outstanding Very Good Good Acceptable Poor

5 4 3 2 1

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ATTACHMENT 4 MANPOWER HISTOGRAM FOR HOME OFFICE SERVICES

Sl. Subcontract Subcontract Company Brief Scope Approved List of Technically Selected SUB- COMPANY Subcontract Contact Person Contact Person
Number Description Work Group Sub-Contractor Approved SUB- CONTRACTOR Registration Award Date Name & Title Telephone,
No. Bidders List Contractors No. Facsimile & Email

1 1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.
2 1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.
3 1. 1.
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.
Notes: 1. The above Report shall include SUBCONTRACTORS of all tiers.
2. COMPANY Work Group No. and COMPANY Registration No. shall be provided where applicable.

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ATTACHMENT 5 CONSOLIDATED SUBCONTRACTOR PERFORMANCE EVALUATION

REPORT

S No. Subcontract Subcontract Description Selected Contractor Selected Performance Rating

Number Sub-
Contractor Management Resource Quality Compliance with Adherence to General Overall Rating Remarks
Availability Assurance Documentation Delivery Respon-
Requirements Schedule siveness
1.

2.

3.

Performance Rating Outstanding Very Good Good Acceptable Poor

5 4 3 2 1

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