BUSINESS DEVELOPMENT DEPARTMENT - TECHNICAL SERVICES SECTION
ORGANIZING FILES
Item
1 Documents for On-Bid Projects = filed in Blue Archive Folder.
Small Projects, for Budgetary, and other Projects with not so
many documents = Documents in Hardcopy may be compiled in
an archive folder with divider for Project separation with List of
Projects contents in the Front Page
2 Dalkia's Exisiting Aluminum Profiles
3 Materials Cost - every received quotation must be filed and
compiled
4 Tender Drawings
5 EDD Job Order
6 Job Order from OD
7 Scanned Documents
8 Estimate Template - please use the Templates and report to - BDEST > 11. BD TECHNICAL SERVICES > ESTIMATE TEMPLATES
MACC if you have found any errors from the excel Template.
This is also to make sure that we have common reference.
9 System Design Drawings (incomplete yet, ongoing documentation)System Design Drawings Blue Folder
REFERENCE NO./NUMBERING
Item
1 For Every On-Bid Project, secure Project Code and Bid Entry
No. Bid Entry No. is continuous. Project Code:
ABCD-MM-YYYY-00N-0N
ABCD - 1st four letters of Project Name
MM - month that we received the RFQ/ITB
00N - Project No.
0N - 00 for Original Scope, 01, 02, ….99 for other Scopes
00N,Project No. is reset every year.
2 EDD Job Order: YYYY-00N (YYYY-year, 00N- from 001 to 999)
3 BOQ Reference No: BOQ-YYYY-000N-00
YYYY-year
000N - from 0001 to 9999
00 - revision no.
4 Structural Requirement Form No. : YY-00N-00
YY-year
00N - from 001 to 999
00 - revision no.
Hardcopy
Blue Archive Folder
Red Clearbook for Drawings of Profiles
2023 Materials Quotation
Filed per Project Folder
2023 EDD Job Order Blue Folder
2023 Job Order From OD Blue Folder
(including all the attachments/references,
CS, etc.; compile by JO No.)
- Ensure that after you scan the documents, rename the file
Google Sheet:
https://docs.google.com/spreadsheets/d/
1-
ntQ_m6BvejycFw4QvzQLEvoILO_znQs40F
ATtTmGEQ/edit#gid=1972800423
https://docs.google.com/spreadsheets/d/
12kwO04RisSqT0SlAFt_as8aA5VL68dzOLS
BiDgyo2_E/edit#gid=1682964057
https://docs.google.com/spreadsheets/d/
1EzU6l1EQd42122jIoIALhcJCZIoqG1fAgmg
owwMCts8/edit#gid=1225486345
https://docs.google.com/spreadsheets/d/
10iJ-
od0HkxlXNirPmRLVOOla8ZYSPVEW/edit#g
id=1756776053
E-File
DATA (D:) > 01. DKI > 01. BUSINESS DEVELOPMENT > TECHNICAL
SERVICES SECTION > 01. ESTIMATES > 01. ESTIMATES > 2023 > ON-
BID PROJECTS
For Aluminum Weights:
BDEST > 11. BD TECHNICAL SERVICES > ESTIMATE TEMPLATES >
ALUMINUM WEIGHT
BDEST > 05. COSTING REFERENCE > 00 MATERIAL COST LIBRARY > 01.
QUOTATIONS > 2023
BDEST > 06. TENDER DRAWINGS > 2023
Once Requirements were served, scan the EDD JO
and save to:
BDEST > 13. MONITORING > EDD JO > Scanned EDD JO > 2023
Scan the JO and save to:
BDEST > 13. MONITORING > JO FROM OD > Scanned JO > 2023
Scan the BOQ and save to:
BDEST > 13. MONITORING > JO FROM OD > Scanned BOQ > 2023
properly and placed it to its folder accordingly.
Don't keep the scanned document to the network to avoid
duplicated documents.
BDEST > 11. BD TECHNICAL SERVICES > SYSTEM DESIGN DRAWINGS
MONITORING
Item
1. EDD Job Order Monitoring (FF-CRS-008)
Must log the details and update as necessary
2. JO from OD Monitoring (FF-CRS-009)
Must log the details and update as necessary
3. Tender Drawings Monitoring
Every received TD must logged here.
Prepared by:
MACC
March 21, 2023
ON-BID PROJECT FOLDER CONTENTS :
1 On-Bid Project Monitoring Form (FF-TSS-009)
2 Cost Summary (FF-TSS-006)
3 Cost Tabulation Summary (w/ Template)
4 Scope of Works Keyplan (if necessary)
5 Bill of Quantities , if w/o provided Format (FF-TSS-007)
6 Financial Proposal (refer to Submitted Bids e-file)
7 Technical Proposal (refer to Submitted Bids e-file)
8 Quantity Take-off Summary (FF-TSS-005)
9 Structural Requirement Form (FF-TSS-011)
10 Bid Bulletin Summary (w/ Template)
11 Bid Bulletins/ Response to Queries/ Meeting Minutes
12 Bid Clarification Form, if any (FF-TSS-008)
13 Bid Bulletins/ Response to Queries/ Meeting Minutes
14 Edd Job Order ( FF-TSS-004) - compiled in separate Folder
15 Bid Submission Checklist (FF-TSS-003)
16 Bid Queries (FF-TSS-002)
17 Bid Documents Checklist (FF-TSS-001)
18 Bid Plans
19 Bid Documents
20 Bid Specifications
21 Bid Entry Form (FF-CRS-003)
22 Request for Quotation Approval Form (FF-CRS-002)
WHEN AWARDED, ADDITIONAL CONTENTS:
1 New Project Tuen-Over (FF-CRS-010), compiled in separate Folder
2 New Project Budget Summary (FF-TSS-010)
Location
BDEST > 13. MONITORING > EDD JO > EDD Job Order Monitoring 2023
BDEST > 13. MONITORING > JO FROM OD > Job Order Monitoring from
OD 2023
Google Sheet:
https://docs.google.com/spreadsheets/d/1-
2Zq91xhrL_w2EAvABTcUaoIVPlRNlVaxxus4ZcaGW4/edit#gid=916696458