Modul Manajemen Kontrak

PERSIAPAN KONTRAK KONSTRUKSI

 OUTLINE

Content of a Contract

Process for Tendering

Contract Preparation: SPCs & Blueback Contracts

Persiapan Kontrak Jasa Pelaksanaan

SOP Manajemen Kontrak

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 CONTENT OF A CONTRACT (1)

• A "Contract" is an agreement between two or more parties

by which they commit themselves to fulfil defined
obligations.
• Within a development Contract:
‒ The Contractor commits himself to carry out activities related to the
performance of the project,
‒ The Operator commits himself to compensate the Contractor for the
carrying out of such activities.

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 CONTENT OF A CONTRACT (2)

• The Contract usually includes remedies to be implemented

in case:
‒ One party cannot or does not want to fulfil its contractual
obligations,
‒ The relationship between the parties is modified due to an external
event.
• In addition, at any time during the performance of the
Contract, possibility for the parties to mutually agree to
modify the Contract conditions.

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 CONTENT OF A CONTRACT (3)

In this context, it is understood that:

1. Both parties must perform their respective obligations;
2. Should one party fail to perform, that party is said to be in
breach of contract ;
3. However, if a failure of performance was caused:
‒ Either by an outside influence not anticipated under the Contract
‒ or by the other contracting party
the non-performing party may be excused for its
nonperformance.

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 TENDERING PROCEDURE:
FIVE MAIN PHASES
Prequalification of potential Tenderers
4 to 8 months Preparation of the call for tenders (by client)
‒ Conditions for tender preparation & issue
‒ Contract conditions (clauses, prices, etc…)
‒ Scope of work and specifications
2 to 4 months
Tenders preparation (by Tenderer)
‒ Technical and commercial
‒ Competition analysis
‒ Positioning and tender submission
2 to 4 months
Tenders analysis (by Client)
‒ Receipt and formal opening
‒ Comparison
‒ Clarification meetings
‒ Additional submissions
‒ Evaluation and recommendations
?? Decision
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 TENDERING PROCEDURE:
SUBMITTAL OF THE TENDERS
Tenders are generally requested to be submitted in three
parts:
‒ The contractual part (essentially the qualifications or items of non
compliance with the contractual conditions),
‒ The technical part (essentially the qualifications to the design
dossier (plant definition and specifications)) including the “execution
plan” with the means and the proposed work time schedule,
‒ The commercial part with the proposed price conditions.
in separate Sealed packages, with standardized identification,
at the same date or at different dates

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 TENDERING PROCEDURE
OPENING OF THE TENDERS
Several philosophies exist for Tenders opening:

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 TENDERING PROCEDURE:
ANALYSIS OF THE TENDERS
• Qualifications in the Tenders are usually split into three categories:
• Acceptable: for which the Operator has no objection and even may consider they are
helpful for clarification purpose,
• Not acceptable: for which the relevant Tenderer will be requested to withdraw if he
wants to remain into the competition,
• Negotiable: which are usually technically acceptable, but may affect the price and the
work time schedule.
• In some instances, the contents of the Tenders are measured against
pre-established criteria, all weighted to arrive at an overall assessment
and a rating of the Contractors, e.g. (based upon a more detailed
breakdown)
‒ "Planning: rating 3/5 Weighting: 20%
‒ "Technical: rating 2/5 Weighting: 50% Overall rating: 2,8
‒ "Organisation: rating 4/5 Weighting: 30%

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 TENDERING PROCEDURE:
CLARIFICATION MEETINGS
• The objective of Clarification meetings is for the Operator is to review
and clarify with each Tenderer:
‒ The Contract “execution plan” submitted by the Tenderer, including the work time
schedule,
‒ The qualifications that the Tenderer has submitted with his tender,
‒ The alternative Tenders submitted by the Tenderer, his reaction to the acceptable
qualifications or suggestions made by other Tenderers,
‒ His position vis-à-vis the “endorsement” of the plant design dossier.

• The joint review with each Tenderer of the comments he has made to
the design dossier will enable:
‒ The Operator to appreciate the understanding and motivation of the Contractor
‒ The Tenderer to improve his understanding of the Client’s position,
‒ The Operator to improve the general quality of the dossier by taking into account the
relevant comments.

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 TENDERING PROCEDURE:
REVISED CFT.S (NOT ALWAYS)
If necessary, the result of the clarification meetings will be that the Client will
update the basic documents and issue modified call for tender documents to
the Tenderers (all of them or only short list of acceptable ones), with:
• All the tenderers qualifications he finds acceptable,
• The negotiable qualifications assumed not to have a significant impact on
the price and the work time schedule.
• The technical documents amended by the relevant qualifications and
comments of the Tenderers
• The documents updated, as part of the normal project progress
• Other interesting negotiable qualifications may be proposed as options by
the tenderers in order to appreciate their price and time schedule impact.

For the tendering process to remain on a normal course, the amounts of

amendments in the revised CFT documents must remain limited, so as
not to affect significantly the major components of the Tender.
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 TENDERING PROCEDURE:
REVISED TENDER
• The final tenders usually has to include:
‒ The main Contract documents already initialled by the Tenderer showing his
agreement with and commitment to the updated conditions,
‒ The updated execution plan with a time schedule compatible with the completion date
requested by the Operator,
‒ The additional information requested from the Tenderer during the clarification
meetings,
‒ The final fully inclusive price.
• The Tenderer will have to submit his final tender in two parts with the
commercial part separated from the other documents.

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 TENDERING PROCEDURE:
FINAL SELECTION
Opening of final tenders and selection of the Contractor
• After having checked that each tenderer has accepted (through his initialling)
the Contract conditions, the Operator opens the commercial proposals.
• The selection is made in principle on the lowest price basis, or at least on the
most economical solution, based upon “Life cycle cost” (OPEX +CAPEX)
• If it is not the case, the Operator is usually requested to document his decision,
which he may do on the basis of the weightings and detailed scored evaluations
• To accept at the last minute an uncontrolled price reduction from one contractor
outside the normal competitive procedure would be :
‒ Unfair to the other Tenderers (and counter-productive for next project)
‒ Risky, as the Contractor will probably try to recover such reduction during the performance of the
Contract

Work = Value; value = work

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 CONTRACT PREPARATION:
PROJECT FRONT STAGE
The front stage work to be performed is critical for the success of the Project

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 CONTRACT PREPARATION: SPCs &
BLUEBACK CONTRACTS

Contracting with individuals versus corporate contractors

 One of the more basic and important pieces of information
regarding any contract is the clear identification of the
parties.
 Complexities arise when someone is doing business in a
partnership, or as an individual but under a name other than
his or her own and not as an incorporated entity, commonly
referred to as a “fictitious name.”
 When contracting with a corporation, the contract must be
in the official corporate name, and not a division,
department, etc.

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 PREPARING SERVICE PURCHASE
CONTRACTS

 Service Purchase Contracts may be used for the purchase

of goods and services.
 Section:
1. Issuing Office 9. A renewal of an existing
2. Provide Service and Bill To agreement
3. SP (a tracking number) 10. contractor’s standard contract
4. “Contractor’s Name and form
Address 11. Contract Not to Exceed
5. License No. 12. Quantity, Unit Price, and Total
6. Effective Date Price
7. Expiration Date 13. Signed
8. Specified Services 14. Comptroller’s Signature
15. Title of the person

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 PREPARING BLUEBACK
CONTRACTS
At a minimum, the contract must contain all the information
required for an SPC:
• The date
• A contract inquiry number
• Two signatures
• The printed name and printed title of every person who
signs
• Mandatory provisions
• The specifications are to be complete, explicit, and detailed.

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 PREPARING AN INDIVIDUALLY
DRAFTED BLUEBACK CONTRACT
FROM SCRATCH
In drafting any agreement, there are essential elements that are to be contained in
all contracts.
1. The contract must clearly and accurately identify the parties (i.e., corporation,
fictitious name, individual).
2. The signature date of the contract should be completed.
3. The contract price and any qua ntities of goods or services to be provided must be
specified.
4. If services or goods are to be provided, then the goods or services must be clearly
described.
5. The dates relating to the commencement and completion of the contract are
essential and should be specifically addressed.
6. Include a payment schedule specifying the amount and due date of each payment.
7. The contract must include all mandatory language.
8. The parties, including the proper number of parties with title identification, must
sign
9. If any tables, descriptions, inventories, drawings, pictures, etc., are to be attached
to the contract
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 PERSIAPAN KONTRAK JASA PELAKSANAAN
KONSTRUKSI KEMENTERIAN PUPR (1)

PERMEN PU No. 34 Tahun 2006

Tahap Persiapan Kontrak:
1. Persiapan Pengadaan
a. Perencanaan Pengadaan
i. Pemaketan
ii. Biaya Pengadaan
b. Pengangkatan Panitia Pengadaan
c. Jadwal pelaksanaan pekerjaan
d. Menetapkan sistem pengadaan
e. Menyusun Jadwal Pelaksanaan Pengadaan
f. Penyusunan HPS/OE
g. Dokumen Pengadaan
h. Laporan Pengendalian Persiapan Pengadaan

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 PERSIAPAN KONTRAK JASA PELAKSANAAN
KONSTRUKSI KEMENTERIAN PUPR (2)

2. Proses Pemilihan Penyedia Jasa Pelelangan Umum

Ketentuan
a. Pengumuman pelelangan umum
b. Pascakualifikasi dan Prakualifikasi
c. Pengambilan Dokumen Lelang
d. Penjelasan Dokumen Lelang (Aanwijzing)
e. Penyampaian dan Pembukaan Dokumen Penawaran
f. Evaluasi penawaran
g. Pembuktian Kualifikasi
h. Pembuatan Berita Acara Pelelangan
i. Penetapan Pemenang Lelang
j. Pengumuman Pemenang Lelang
k. Sanggahan dan pengaduan
l. Penerbitan Surat Penunjukan Penyedia Jasa
m. Pelelangan Gagal dan Pelelangan Ulang Ketentuan

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 SOP MANAJEMEN KONTRAK:
DIREKTORAT LOGISTIK ITB (1)
Alur Proses Pembuatan Kebijakan/Strategi/Evaluasi Pengadaan
SOP MANAJEMEN KONTRAK (1)

SOP MANAJEMEN KONTRAK(1) DIREKTORAT LOGISTIK ITB

Penyedia
Prosedur Seksi Perencanaan Subdit Pemilihan Seksi Hukum& Seksi Pemeriksaan Seksi
Unit Kerja Barang/
(Kode SOP) Barang/Jasa Penyedia Pengendalian Kontrak Barang/Jasa Keuangan&Monitoring
Jasa

Start
S01.00-0 SOP Pemilahan, Pengalihan Jalur
Kewenangan dan Perencanaan Pengadaan Input Rencana Pemilahan Jalur
Barang/Jasa Implementasi RKA Pengadaan
S01.00-0 S01.00-0

S01.01-1 SOP Pengajuan Daftar Barang Baru Pemaketan &

S01.01-2 SOP Pemaketan dan Penetapan HPS Penyusunan
Penyusunan
Barang Dokumen
Dokumen
S01.02-1 SOP Usulan Pekerjaan dan Penetapan Perencanaan
Kontrak
HPS Pengadaan Jasa S01.01-1
S03.01-1
S03.01-1 SOP Penyusunan Dokumen Kontrak S01.01-2
S03.01-5
S03.01-5 SOP Penunjukkan Langsung-Repeat S01.02-1
Order (Kontrak Lanjutan) S03.01-5

S02.00-2 SOP Pengadaan Barang/Jasa, Metode

Pelelangan
S02.00-3 SOP Pengadaan Barang/Jasa, Metode : Proses Pemilihan
Pengadaan Langsung Penyedia Barang/
S02.00-4 SOP Pengadaan Barang/Jasa, Metode : Jasa
Penunjukkan Langsung dan Pembelian S02.00-2
Langsung S02.00-3
S02.00-5 SOP Percepatan Pengadaan Barang/ S02.00-4
Jasa S02.00-5
S02.01-8 SOP Pengadaan Barang Kontrak S02.01-8
Payung S02.02-7
S02.02-7 SOP Pengadaan Jasa kontrak Payung S02.02-9
Selain Konstruksi dan Pemeliharaan S02.02-10
S02.02-9 SOP Pengadaan Jasa kontrak Payung S03.01-5
Konstruksi dan Pemeliharaan Pekerjaan Desain
dan Fisik
S02.02-10 SOP Pengadaan Jasa kontrak Payung
Konstruksi dan Pemeliharaan Pekerjaan Fisik
S03.01-5 SOP Penunjukkan Langsung-Repeat A
Order (Kontrak Lanjutan)

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 SOP MANAJEMEN KONTRAK:
DIREKTORAT LOGISTIK ITB (2)
SOP MANAJEMEN KONTRAK (2)

SOP MANAJEMEN KONTRAK (2) DIREKTORAT LOGISTIK ITB

Seksi
Prosedur Seksi Perencanaan Subdit Pemilihan Seksi Hukum&Pengendalian Seksi Pemeriksaan Direktorat Sarana
Unit Kerja Keuangan& Penyedia Barang/Jasa
(Kode SOP) Barang/Jasa Penyedia Kontrak Barang/Jasa Prasarana
Monitoring
A

S03.01-1 SOP Penyusunan Dokumen

Penyusunan
Kontrak
SPPBJ&
S03.01-5 SOP Penunjukkan Langsung-
Repeat Order (Kontrak Lanjutan) Dokumen Kontrak
S03.01-1
S03.01-5

Kick Off Meeting

Barang/Jasa
S03.02-1
SPMK
S03.02-1 SOP Proses Kick Off Meeting
dan Penerbitan SPMK Barang No
S03.02-2 SOP Proses Pengiriman Barang
dan Pemeriksaan Barang Surat Jalan
Pemeriksaan
S03.03-1 SOP Pemeriksaan Jasa Pengiriman
Barang/Jasa
Konstruksi-(Kick Off & Pemeriksaan Jasa) Sesuai? Barang/Pekerjaan
S03.03-2 SOP Pemeriksaan Jasa Jasa
Konsultasi-(Kick Off & Pemeriksaan Jasa) Yes
S03.03-3 SOP Pemeriksaan Jasa
Konstruksi (Kontrak Payung Desain)- Pengiriman Barang /
(Kick Off & Pemeriksaan Jasa) Pekerjaan Jasa
S03.03-4 SOP Pemeriksaan Jasa Lainnya S03.02-2
(Ceklis Bersama)-(Kick Off & S03.03-1
Pemeriksaan Jasa) S03.03-2
S03.03-5 SOPPemeriksaan Jasa Lainnya S03.03-3
(Non Ceklis Bersama)-(Kick Off & S03.03-4
Pemeriksaan Jasa) S03.03-5

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 SOP MANAJEMEN KONTRAK:
DIREKTORAT LOGISTIK ITB (3)
SOP MANAJEMEN KONTRAK (3)

SOP MANAJEMEN KONTRAK (3) DIREKTORAT LOGISTIK ITB

Prosedur Seksi Perencanaan Subdit Pemilihan Seksi Hukum& Seksi Pemeriksaan Barang/ Seksi
Unit Kerja Direktorat Keuangan Penyedia Barang/Jasa
(Kode SOP) Barang/Jasa Penyedia Pengendalian Kontrak Jasa Keuangan&Monitoring

S03.00-1 SOP Pembuatan Dokumen

Addendum Waktu/Spesifikasi Pengajuan Addendum
S03.02-5 SOP Perubahan Spesifikasi (Apabila Ada)
S03.01-2 SOP Administrasi Dokumen Perubahan
Spek/ Waktu? Pengajuan
Addendum Kontrak S03.01-2 YES
S03.00-1 Addendum
S03.02-5

S03.00-2 SOP Pembuatan Rekomendasi NO

Surat Peringatan
S03.00-3 SOP Penyelesaian Pekerjaan Pemutusan
Dimasa Denda Kontrak&Daftar Hitam
S03.01-3 SOP Pelaksanaan Pekerjaan Dan Pekerjaan Di Pekerjaan Tepat Pengajuan
Masa Denda Waktu? Pekerjaan Di Masa
Dalam Masa Denda NO
S03.01-3 S03.00-2 Denda
S03.01-4 SOP Pemutusan Kontrak dan S03.00-3
Daftar Hitam S03.01-4

⋄ Keuangan
S01.03-3a SOP Prosedur Keterlambatan S03.01-3
Pembayaran Setoran Denda Oleh Tindak Lanjut S03.01-4
Penyedia Pemutusan S01.03-3a
S03.01-3 SOP Pelaksanaan Pekerjaan Kontrak ⋄ Monitoring
YES
Dalam Masa Denda S01.04-3 S01.04-3
S03.01-4 SOP Pemutusan Kontrak dan
Daftar Hitam
S01.04-3 SOP Tindak Lanjut Pemutusan
Kembali Ke Awal
Kontrak
S01.00-0
S01.00-0 SOP Pemilahan, Pengalihan Jalur
Kewenangan dan Perencanaan Pengadaan
Barang/Jasa
C

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 SOP MANAJEMEN KONTRAK:
DIREKTORAT LOGISTIK ITB (4)
SOP MANAJEMEN KONTRAK (4)

SOP MANAJEMEN KONTRAK (3) DIREKTORAT LOGISTIK ITB

Prosedur Seksi Perencanaan Subdit Pemilihan Seksi Hukum& Seksi Pemeriksaan Barang/ Seksi
Unit Kerja Direktorat Keuangan Penyedia Barang/Jasa
(Kode SOP) Barang/Jasa Penyedia Pengendalian Kontrak Jasa Keuangan&Monitoring

S03.02-3 SOP Pembuatan BAPP dan

BASTP Barang YES
S03.03-1 SOP Pemeriksaan Jasa
Konstruksi-(BAPP dan BASTP Pembuatan BAPP
S03.03-2 SOP Pemeriksaan Jasa BASTP
Konsultasi-(BAPP dan BASTP) S03.02-3
S03.03-3 SOP Pemeriksaan Jasa S03.03-1 BAPP
Konstruksi (Kontrak Payung Desain)-(BAPP S03.03-2 BASTP
dan BASTP) S03.03-3
S03.03-4 SOP Pemeriksaan Jasa Lainnya S03.03-4
(Ceklis Bersama-(BAPP dan BASTP) S03.03-5
S03.03-5 SOP Pemeriksaan Jasa Lainnya
(Non Ceklis Bersama)-(BAPP dan BASTP)

S01.03-1a SOP Proses Pengajuan

Pembayaran Termin dan Pekerjaan Selesai Proses Pengajuan
(Pengadaan Jalur Logistik) Pengajuan
Pembuatan Berkas
S01.03-1b SOP Proses Pengajuan BAP
BAP Pembayaran
Pembayaran Di Muka Pengadaan Jalur S01.03-1a
S01.03-1a
Logistik S01.03-1b
S01.03-1b
S01.03-1c SOP Proses Pengajuan S01.03-1c
S01.03-1c
Pembayaran Jasa Lainnya Pengadaan Jalur
Logistik

End

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TERIMA KASIH

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