PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION

Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 1 of 7

APPENDIX A
PROCEDURE NO.:
PCIGL-CORR-AD-001 CORRESPONDENCE AND COMMUNICATION PROCEDURE
 PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 2 of 7

TABLE OF CONTENTS

1. OBJECTIVE.....................................................................................................................................................3
2. CORRESPONDENCE AND COMMUNICATION PROCEDURES.........................................................3
ATTACHMENT A: FLOW CHART.......................................................................................................................4
ATTACHMENT B: CORR-AD-FM1 – LETTER FORMAT................................................................................5
ATTACHMENT C: CORR-AD-FM2 – TRANSMITTAL FORMAT..................................................................6
ATTACHMENT D: CORR-AD-FM3 – FACSIMILE FORMAT.........................................................................7
 PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 3 of 7

1. OBJECTIVE

The objective of this document is to set the procedure for correspondence and communication between PCIHBV
and Contractor pursuant to the Contract entered between the parties.

2. CORRESPONDENCE AND COMMUNICATION PROCEDURES

Unless otherwise specified all correspondence and transmittal of drawings and documentation shall be from
CONTRACTOR Representative to PCIHBV Representative.

All mailings of letters / correspondences and transmittal of drawing and document to PCIHBV headquarters shall
be by courier service unless instructed otherwise by PCIHBV.

In the event that for reasons of expediency a verbal instruction or notice is given by one Party to another Party,
such instructions or notice shall be confirmed in writing by the issuing Party within 24 hours of the verbal
instruction or notice being given.

The correspondence flow is as illustrated in Flow Chart No.: CORR-AD-FL1.

Letter, transmittal and facsimile format is as per ATTACHMENT: CORR-AD-FM1, 2 and 3 respectively in this
document.

Numbering system for the correspondences shall be formulated and agreed between PCIHBV and CONTRACTOR
at the start of the WORK, which must include as minimum the following information:
1. Project or CONTRACT reference nos. or code
2. Sender
3. Recipient
4. Location code (if required)
5. Document type, i.e. letter, facsimile or transmittal
6. Subject code (if required)
7. Serial number
 PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 4 of 7

ATTACHMENT A: FLOW CHART

CHANGE ORDER AND EXTRA WORK NOTICE CLAIM

PCIHBV TO CONTRACTOR (LETTER/FAX/TRANSMITTAL)

PCIHBV Representative Contractor Representative

Response time as specified in the
CONTRACT

Copies to (minimum):
1. PCIHBV, Head of PD&T
2. PCIHBV, Head of Engineering

PCIHBV TO CONTRACTOR (LETTER/FAX/TRANSMITTAL)

PCIHBV Representative Contractor Representative

Response time as specified in the
CONTRACT

Copies to (minimum):
1. PCIHBV, Head of PD&T
2. PCIHBV, Head of Engineering

Note:

(1) Correspondence reference nos. to be determined at start of Project.

(2) Letter format is as per ATTACHMENT B:

- CORR-AD-FM1

(3) Transmittal format is as per ATTACHMENT C: CORR-AD-FM2

(4) Facsimile format is as per ATTACHMENT D: CORR-AD-FM3

 PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 5 of 7

ATTACHMENT B: CORR-AD-FM1 – LETTER FORMAT

PCIHBV’S OR CONTRACTOR’S LOGO OR LETTERHEAD

Our Ref No To be Date

determine
d at start
of project

To PCIHBV address or Contractor address

:
Attn PCIHBV Representative or Contractor Representative
:

cc PCIHBV Project Manager

: PCIHBV Team Leader
PCIHBV Project Consultant
PCIHBV Site Manager
Others (as necessary)

From PCIHBV Representative or Contractor Representative

:
Reference Contract Name
Contract Nos.

Subject
 PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 6 of 7

ATTACHMENT C: CORR-AD-FM2 – TRANSMITTAL FORMAT

PCIHBV OR
DOCUMENT TRANSMITTAL
CONTRACTOR LOGO

To PCIHBV or Contractor Representative Date

Attn PCIHBV or Contractor Representative
cc List as necessary Transmittal No To be determined at start of project
Project Name
Project Nos.
Subject

APPROVED FOR APPROVAL

APPROVED WITH COMMENTS FOR REVIEW AND COMMENT

NOT APPROVED FOR INFORMATION
RESUBMIT FOR APPROVAL OTHERS: (PLEASE SPECIFY)
ATTACHED PLEASE FIND THE FOLLOWING ORIGINAL DOCUMENTS:
No Document Number Rev. Description of Document

Remarks:

Prepared By: Checked By:

TRANSMITTED BY
Signature :
Name :
Designation :
ACKNOWLEDGEMENT
I have received the documents listed above. Return this signed transmittal to originator.

Signature :
Name :
Position :
Date :
Stamp :
 PROVISION OF ENGINEERING, PROCUREMENT, CONSTRUCTION
Exhibit IV –
AND COMMISSIONING (EPCC) OF EVAPORATION POND FOR Administrative Procedure
GARRAF DEVELOPMENT FOR PETRONAS CARIGALI IRAQ HOLDING Appendix A: :
B.V. PROCEDURE NO:
PCIGL-CORR-AD-001
TENDER NO: PCIHBV/2019/PD&T/2272 Page : 7 of 7

ATTACHMENT D: CORR-AD-FM3 – FACSIMILE FORMAT

PCIHBV’S OR CONTRACTOR’S LOGO OR LETTERHEAD

FACSIMILE

Our Ref No To be determined at start of project Date:

To PCIHBV Representative or Contractor Representative

cc List as necessary

From PCIHBV Representative or Contractor Representative

Reference Contract Name

Contract Nos.

Subject

END OF DOCUMENT