Contracts & Procurement Manual - 2011

CONTRACTS & PROCUREMENT
PROCEDURE MANUAL
LUSAIL REAL ESTATE DEVELOPMENT COMPANY
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010
Incorporation of improvements and

amendments to comply with ERP

PROCEDURE MANUAL
Prepared By:
Abdulaziz AI Mulla
Lusail Contracts & Procurement Director
'\ ,- AI.1'I'led Sf/ern
AIJ<IA wa r;
Reviewed By:
~-- - - - - -
Jassim Abdurrahman AI Emadi

Lusail Design Director
'
Hamad Ali Alabdulmalik

Lusail Phase 1 Director
'itl
<=)1\_
Fairoz AI Homaidi
Lusall Phase 2 Director
{"->
---------- -------------------
Khalid Ebrahim AI Hammadi

Lusail Project Controls Director
02-1""--:?o__
Magdy Youssef
Lusail Administration Complex (LAC) Director
r- /
-to (
Salem Rashid AI-Kuwari

Lusail EHSS & Logistics Director
Ibrahim AI-Abdulla
Lusail Administration Director
Certified By:
Approved By:
------------------------------------~-
Essa Mohammed Ali Kaldari

Lusail CEO
Mohammed Bin Ali AI Hedfa

Lusail Deputy Chairman
Ghanim Bin Saad AI Saad

Lusail Chairman

PROCEDURE MANUAL
Chapter 1- Definitions , Terminologies , Abbreviations , Delegation of

Authority and Document Signature Matrix
Chapter 2 - Vendor List Management
Chapter 3-
Pre-Qualification Procedure
Chapter 4 -
Purchase Requisition
Chapter 5-
Tendering Procedure
Chapter 6 - Technical/Commercial Bid Evaluation Procedure

Chapter 7 -
Contract Award and Finalisation Procedure
Chapter 8 - Variation to Contracts Procedure

Chapter 9 -
Contractor Claims and Disputes Resolution Procedure
Chapter 10 - Liquidated Damages for Delays Proced ure

Chapter 11 - Contracts Close Out Procedure
Chapter 12- General Purchasing Procedure
DEFINITIONS, TERMINOLOGIES,
ABBREVIATIONS~
DELEGATION OF AUTHom-rY/AND
_'\......
DOCUMENT
" -'-
S:~~
OR8TER1
o
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

LPMS 2009 Copyright LUSAIL. All rights reserved
D~finiti(ms, 'f;~~inoI9gies, ~bbtl~vilttiqJfs, p;l~egation

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of
CONTENT LIST
1.0
OBJECTIVE
2.0
DEFINITIONS, TERMINOLOGIES, AND ABBREVIATIONS
3.0
DELEGATION OF AUTHORITY
o
4.0
3.1
Generally
3.2
Financial Approval Authority
3.3
Procedural Approval Authority
4.0
DOCUMENT SIGNATURE MATRIX
CHAPTER 1
Page 1 of 14
Detiniti!!Ii~,
Term,inologtes, Abbreviations, J.)elegatiori Qf

.... A~JJ\Ority apdJ)oqp1e~t Sigp~tJli'e~~trix .
1.0
OBJECTIVE
The Objective of this Contracts and Procurement Procedure Manual is to provide users
and those involved with procurement and administration of Contracts within LREDC
with relevant information and practical guidance in managing the procurement process
throughout the whole lifecycle from project initiation to award, and Contract
administration pertaining to variations, claims & dispute resolution, delay damages and
Contract close out procedures in order to ensure that LREDC achieve the best value
for money in speedy and auditable manner.
2.0
Definitions, Terminologies, and Abbreviations

For the purpose of these procedures, the following words and expressions shall have
the meanings assigned to them here under, except if the context otherwise requires.
Award Plan
Recommended Courses of Action giVen/~e Evaluation Team

pertaining to an award of a Contract.
\,._,~
Certificate of
Completion (CC)
The Certificate issued by RD

been
performed and completed in accoraanc~ ,,<:,iih~he Contract. The
Certificate of Completion (pall's~~~Ua"~m&ti6n date.
Chairman
The Chairman of the COmRany~_ ~
Change Request (CR)
whe~~orks/servLceQe
Chief Executive Officer

(CEO)
Claim
document'initia~d ~'RD for regularization and approval
A standard
of a variati07t6 ~r~ct.
The Chief
('V
Executi~of t,\?80mpany.
A~r~~~aj
<s~<~:~,Jl!assified"
to a Contract for a right in respect of,

inter,alia, extra'rponey,..-ifnd/or time, and I or change in Contractual
\erms'l~md ~nditi,ons.
Classified Tender
Company
Vail~eal Estate Development Company.
Contract
A ,riften legally enforceable agreement between the Company and

another party under which such party provides goods or works or
services or combination of either two or all of them in return of
payment.
Contract Amendment
Form (CAF)
An agreement between the Company and the Contractor, stating

the changes to the Contract, other than changes to the works or
services or supply of goods, which are directly related to changes to
the Works, or Services or supply of Goods, and that are duly signed
by both parties on a Contract amendment form.
Contractor
A party engaged by the Company to procure goods or works, or

services or combination of either two or all of them under the
Contract.
CHAPTER 1
Page 2 of 14
LLJ'=:'~IL
Contracts &
Procurement
Department (C&P)
The department that provides commercial, contractual and legal

support during the complete process of procurement from prequalification of tenderers to Contract close out.
Contract Variation
Form (CVF)
An authorized Order by the Company in accordance with the

Delegations of Authorities formalizing a Variation, duly signed by
the Company and the Contractor, stating the changes to the work,
and related cost and time changes, in accordance with the
Conditions of Contract or in the absence of any Conditions of
Contract applicable variation provisions under the Contract.
Delay Damages
A sum fixed in advance and agreed by the parties to a Contract as

genuine pre-estimate of the losses that the Company may suffer
due to delays in completion of the works/services which are solely
attributable to Contractor.
Delegation Of Authority
(DOA)
The responsible delegated
'''''~t~~~ ~~
Certificate
Disputes
by the"\Board of
V/.
Directors.
'" .
""
The process of awarding CORtracts without comp~itivE}'tendering as
per the Manual of AuthoriWreql:Jiremenisl0 V
Direct Order
Discharge
(DC)
author~s $~O;)ed
G,,_' P'''d,
Tho
fu,
provided tha(the-C(:lOtraG~ ~as f~lfilied all of its obligations under
the contract\ L /
.
1V
Whe~~ntract~nt<\lns
/ pursues a Claim which has been

/ejectea by tHe Corii'pany ip,the first instance, or when the Company
does n~~OnV(W'its_irlifial determination within the time frame
~pe;;ified in \he 0entract, the Claim is then deemed to have become
a'Disp'Ut~ )
<.
EOI
EX~S~Of'r;;terest.
.~.
Evaluation Team
comprising nominated members from RD, PCD, C&P and

FinanCe Department as applicable.
Exceptional Cases
Those urgent situations where works or \services are required to be

carried out for construction, financial, safety, security or
environmental reasons, and delay of which exposes the Company
to significant consequential losses.
Form of Agreement
(FOA)
Standard form provided in Tender Document that is signed by the

Company and the successful Tenderer in 2 originals upon
finalization of the Contract, and forms part of the Contract. FOA
summarizes Contract details including the Contract Price and the
Completion Date.
GCOC
General Conditions of Contract.
CHAPTER 1
Page 3 of 14
Defilliti~lls,TermiilOlogi.e~,Ab1J.reviatiolis,D~I,egatioll (jf
AUJJIpdtyalld,DQc~hll~lltSigllat1,1l"eMl.I,ttI;x " ' , "
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Goods
All materials, tools, commodities, machinery, equipments and the

likes to be procured or sold.
GTC
General Tenders Committee
Guarantee Period
A fixed period after the Completion Date, as per the Contract

conditions, during which the Contractor stands to guarantee the
performance of the works! services executed by it and to the effect
of which it submits Performance Bond valid for the Guarantee
Period plus 45 days,
ITT
Instruction to Tenderers for submitting Tenders,
KPI
Key Performance indicator.

Letter of Acceptance (LOA) notifies a su~ssful Tenderer of the
Company's acceptance of its Tend~r ~~ obligating it to submit
Performance Bond, Insurance <::Certificates 'an~~ other
documentation stipulated in the LQA. If"al~,advises !!Jaf formal
Contract Documents are being pre~ared:and\.stipulates that the
Contractor is not authorizedt;:;;=commellce wit'\the)26ntract Works
until a Notice to Proceed ~ r co~'Emcem~Ver is issued.
Letter of Acceptance
(LOA)
liquidated
(LD)
Damages
LREDC
Notice
Notice to Proceed
See, "Delay
Damages~,
S"'~~
:~e~ti~~
submitted under any article of the GCOC of a
C;I~m, 'eon(roversy, dispute or difference under the Articles!

provis~a1:ontract.
1;h{'N",otice to Proceed letter, which acknowledges receipt of

/Performance Bond, Insurance Certificates and other documents
rJqLiired by the Agreement and authorizes the Contractor to
/commence with the Works.
Open Tender
See, "Tender, Open",
Project Controls
Department "PCD"
The department that deals with all matters relating to cost and time,
It is the focal point for controlling all expenditure and reporting on
time and cost matters to RD and to senior management. This
includes estimates and budgets; cost planning; payment
applications; reviewing and recommending cost and budgets for
Variations and Claims from Contractors.
o
CHAPTER 1
Page 4 of 14
De&nitions, Te!-,~iJlologies; A"'bl.'eyj!lttQf).~;Helegat~OIi9f

Aii:thorityl!.nJtI>-~c:UPlentSig'~lltp.~eMatri;x
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Requesting
Department (RD)
Any department .or unit .of the Campany that is respansible far
specifying, cantralling and supervising warks .or services ta be
perfarmed under a Cantract .or Agreement, liaisan with ather
Departments within the Campany and that is accauntable ta the
Campany. RD shall alsa remain as the facal paint .of
cammunicatians with Tenderers, suppliers and the like far all the
pre-award activities and during the pracess subsequent ta the
singing .of Cantract agreement and canclusian .of the farmal
cantractual relatianship pertaining ta services .or warks .or gaads ta
be pravided.
Respective Department
The Department ta which the reference is made within the

procedure dacument.
RFP
Request far Propasal. See, "Tender/RFP "
SOS
Scape .of Services.
SOW
Scape .of Warks.
Statement .of Final

Accaunt (SFA)
Statement jaintly signed by the Campa.(ly and

e Gantractar
indicating the Original Cantract Price'(OCPj\Va?iatians(cleductiansl
amissians due ta nan-util~zl3'tia'i1'ot.ze m'easur~l:Jle W.0rks .or services
.or LD recavery, thereby a\vi~~t the~~ Captract Price and the
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2~etingS,(spanses
Tender Bulletins
Tender, Classified
:~e~ende\Ii~~d<'l-Ce~ campanies and carparatians which are
Recards .of
ta Tenderers queries
and all~ther\cammur:licatians clu19ng the pracess .of bidding will be
issue'\:J~w'l-itingjjlthejp~m .of Tender Bulletins
~nvest~ated\ and prequalified based an their gaad repute and

e~ellence in fin~ncial and technical affairs and .or thase campanies
and~ar~ti~ which are already knawn ta the Campany based
an past-contractual and project relatianship.
Tender, Invitatian ta
A~al
invitatian ta procure gaads, warks .or services .or
c~l5inatian .of twa .or mare .of such gaads, warks and services
Vstating the terms and canditians far submissian .of Tendersl Bids far
a particular Cantract and which is issued either by public
advertisement .or by a letter narmally accampanying Tender
Dacuments .or Request far Prapasal (RFP).
Tender, Open
The Tender annaunced in accardance with the provisians .of these

procedures ta chaase the mast suitable bid, which is either lacal ta
be annaunced inside the State .or internatianal ta be annaunced
inside the state and abroad.
Tender, Plan
Strategy far the executian .of the procurement pracess far warks
and .or services except far .open tendering.
o
CHAPTER 1
Page 5 of 14
. -
.1)etinitipnS;T()rIl1!~oIogies,.~~~tyjati!ms'l'eteg~j;joIi of
.1\~th9xio/aIi4 PO~YTII~n,(~!~I!ll~~I:()JVI~kix .
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Tender/ RFP
., .. '
A formal offer received from a Tenderer to supply goods or provide

services or execute works at a stated price(s) or rate(s) in response
to a formal Invitation to Tender Documents issued by the Company
(Note: 'Bid' is an acceptable alternative term and shall have the
same meaning as 'Tender').
Tender / RFP
Documents
A set of documents issued to Tenderers Bidders describing the

goods or works or services or combination of either two or all such
requirements to be procured and the relevant terms and conditions
against which Tenders/ Bids should be submitted.
Tenderer
Any natural or juristic person or entity who submits a Tender/ RFP

to the Company in response to an invitation to Tender or submit
RFP.
Variation to Contract
(VTC)
A change to the works or services or prJvi:'-L0n of goods, or rates

and prices or milestone dates/completi0'1.. dea~nes/ change in the
sequence of the works or services O~IlP-pIY oZ goo~('and duly
signed by both parties on a CVF. <~\, ~~
Vendor
Any natural or juristic person-or
3.0
V/.
enti~ho proviae goods, Works or

S,.;'" (;, Soppl;". C riim\;:' c"~') V
Delegation of Authority
3.1
Generally
A \
~thO~'{l1~X
Delegatidn of
illustrates the responsible delegated authority
as ap{~ea~ th'e,\usai\ Board:.'
Approvals"c.equJred..-undyr these procedures can be categorized as either
~Fi~cial App~Procedural Approvals.
~The res~0~le delegated authority shall always ensure that appropriate

de~tion has'been made when that person or committee is unavailable.
3.2
e~that
In the
any person is not available for an extended period of time
or is unable to meet the required deadlines, then the "Authorized Person"
shall temporarily delegate in writing a substitute authority. Any such
substitute delegation shall be approved by the CEO.
Financial Approval Authority
CHAPTER 1
Approvals based on financial consideration shall be made in accordance

with the Financial Approval Authority Matrix as shown in Table 1 below.
Contracts having values up to QR 1 M shall be approved by the CEO or his

delegated Authority. However for General Purchases, CEO has authority to
Page 6 of 14
Definitions, Terminologies, Abbreviations, Delegation of

L...LJ=r=lIL.
approve up to OR 500 ,000 only. Purchase Orders having value between OR

500,000 to OR 1,000,000 shall be endorsed by CEO and approved by the
Lusail Chairman or his delegated authority.
Contracts having values range between OR 1M to OR 100M shall be

approved by GTC.
Contracts having values in excess of OR 100M shall be approved by the

LREDC Board . The submission must be endorsed by GTC before
forwarding the same for Lusail Board.
Financial Approval Authority Matrix

"C
~
....,
~
CATEGORY! TYPE
VALUE (QR)
1.2
C ~ 0
C U
0::: D..C ~
.=
"- "-
co
_ E
.-co ,U
I/) co
.:liS'
~
t;
y'
In
'n;
I/)
::s
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PURCHASE REQUISITION (approval to make a request, to procure Services! Work or

Goods)
Up to 2,000
'A
~
\
From 2,000 to 10,000 \
E
AI
.
Above 10,000
A
\
"-
PROCUREMENT (approval for procurement of ServiceslWork or Goods)

Up,to 11,000 ,000
Direct Order
A
\ \ /
(single sourcel Sale
/ .':\ ' - ') J v
source)
From " ,000,000 to 10,000,000
Above 10 ,000,000 /
'\.
\
\
\
Tendering
\
Technical Bid Approval
UP-to" ,000(000
A
(
Above )<000,000
"-
"- "-
Commercial Bid Approval
"1. 3
'"
1.1
...
~
i5
co
<:
IJp to 1,000,000
/ From 1,000,000 to 100,000,000
Above 100,000,000
A
A
A
E
General Purchasing
Up to 2,000
From 2,000 to 10,000
From 10,000 to 500,000
From 500,000 to 1,000,000
From 1,000,000 to 100,000,000
Above 100,000,000
A
A
J
CHAPTER 1
Page 7 of 14
Definitions, Terminologies, Abbreviations, Delegation of

~~
L-LJ'::'r=I!L
c::
oS 0 .- '" u =-c
ot> u~
w '" E l- :l'" 0~
o::.~
0
CATEGORY I TYPE
VALUE (QR)
0.. .:
II) . :
:l '"
...J.r:.
I/)
'"
C> ...Jm
VARIATION (Approval to issue a Variation Order)

Up to OR 10,000,000 cumulative,
or 10% of original Contract Price
(which ever is less)
Above 10% of Original Contract

Price or above OR 10,000,000 up
to OR 100,000,000 cumulative
Above OR 100,000,000
CONTRACT RENEWAL (e.g. Service Contract)
Renewal value up to OR 1,000,000
From 1,000,000 to OR 100,000,000
Above OR 100,000,000
<.
TABLEt
3.3
A= Approve
E= Endorse
< "-
A
A
A
E
'v/
t"
~"v
~
~\
Procedural Approval Authorfty

\'
All the Tende{s"h'avi~g estimated\ valilie up to OR 1 mi ll ion or Direct Orders
shall be processed via CEO.
/
)
All the Tenders having estimated value above OR 1 million shall be

processed via GTC.
All Contracts for the

be signed by ttie-GEO.
4.0
~U~IY of goods, works and provision of services shall
~missions
~ GTC shall be signed and forward ed by the respective RD
Director.
All Contract Vari ation
REPRESENTATIVE
Forms
sha ll
be
signed
by
the
LUSAIL
DOCUMENT SIGNATURE MATRIX

Document Signature Matrix illustrates the Originator, Reviewers and authorized Final
Signatory for each document produce by concern LRED C departments.
CHAPTER 1
Page 8
of 14
V
DOCUMENT SIGNATURE MATRIX - LUSAIL
ORIGINATOR
REVIEWED
BY
REVIEWED
BY
GTC/CEO submission seeking approval

to carry out pre qualification exercise
PM
CM
SCM
Pre-qualification Advertisement
Request Form
CM
SCM
PM
C&P- Director
Prequalification Bulletins or
Clarifications
PM
CM
SCM
RD- Director
Pre-qualification Evaluation report to

GTC/CEO
PM
CM
SCM
Evaluation Report submission memo
CM
SCM
Non-competitive Bid Justification Form
PM
RD- Director
C&PDirector
EOI Letter to prospective bidders
CM
SCM
PM
C&PDirector
RD Director
Tender Plan Submission to GTC/CEO
PM
CM
SCM
C&PDirector
RD- Director
Advertisement request Form for open

Tender
CM
SCM
PM
Detailed Cost Estimate to GTC

(estimate above 1 million)
PCD-B
RD Director
PCD- Director
Detailed Cost Estimate to CEO

(estimate below 1 million)
PCD-B
RD Director
PCD- Director
CM
SCM
DOCUMENT DESCRIPTION
REVIEWED
BY
REVIEWED
BY
FINAL
SIGNATURE
C&PDirector
RD- Director
ENDORSE BY
COpy TO
A. PRE-QUAUFICA TION
RD- Director
C&PDirector
ChairmanEvaluation
Team (from RD)
C&PDirector
RD- Director
PCD Director
CEO
B. TENDERING
Invitation to Tender (Classified Tenders)
PM
C&P- Director
C&PDirector
PM - Project Manager
SCM - Sr. Contracts Manager
GCEO- Group Chief Executive Officer

CEO- Chief Executive Officer
eM - Contracts Manager
CFO- Chief Financial Officer
PCO-8 -Controls Budget Manager

PCD-C -Controls Cost Manager
PCO-P -Controls Planning Ma nager
Lusail Deputy Rep. - Lusail Representative nominated Deputy
Document Approval Matrix (Rev 7 -24022011).doc
PCD
CEO
RD- Director
PCO- Project Controls Dept

C&P- Contracts & Procurement Dept.
RO -Requesting Department
Page 9 of 14
DOCUMENT
SIGNATURE
- - - -- - - - - - - - - - - - - - - - MATRIX
- -- - - - - - - - LUSAIL
- -- - - ORIGINATOR
REVIEWED
BY
REVIEWED
BY
REVIEWED
BY
Tender Bulletin (with time or cost

impacl)
PM
CM
SCM
PCD
RD- Director
Preparation of Tender Bulletin (to

extend tender closing date)
PM
CM
SCM
C&PDirector
RD- Director
REVIEWED
BY
FINAL
SIGNATURE
ENDORSE BY
COPY TO
PCD /
GTC
Secretary
C. TECHNICAL & COMMERCIAL BID EVALUATION

C&P- Director
Forwarding Memo of Technical Bids to

RD
CM
SCM
TenderlTender Bond Extension Faxes
CM
SCM
C&PDirector
RD- Director
ChairmanTechnical
Evaluation
Team
CM
SCM
RD- Director
ChairmanTechnical
Evaluation
Team
CM/SCM
C&PDirector
GTC approval to communicate with

Tenderers for Commercial Bid
Clarifications
Commercial
Evaluation
Team
SCM
PCD-C
C&P Director approval to communicate

with Tenderers for Commercial Bid
Clarifications (if, tenders via CEO)
Commercial
Evaluation
Team
SCM
RD-Director
Tech. Bid Clarification Faxes
Tech. Evaluation Report
Cover memo to GTC/CEO with Tech.

Evaluation Report
CM - Contracts Manager
PCD~B -Controls Budget Manager
PCD-P -Controls Planning Manager
Document Approval Matrix (Rev 7 -24022011 ). doc
ChairmanEvaluation
team
All members
of Technical
Evaluation
Team
RD-Director
PCD Director
C&PDirector
RD-Director
Commercial
Evaluation
Team
- - -- -
GCEO~ Group Chief Executive

CEO~ Chief Executive Officer
Officer
CFO ~ Chief Financial Officer

PCD- Project Controls Dept

C&P- Contracts & Procurement Dept.
RD -Requesting Department
Page 10 of 14
c
ORIGINATOR
REVIEWED
BY
REVIEWED
BY
REVIEWED
BY
REVIEWED
BY
FINAL
SIGNATURE
ENDORSE BY
COPY TO
Invitation Fax for Tender Negotiation &

Clarification meeting
ChairmanCommercial
Evaluation
Team
SCM
PCD Director
C&PDirector
Tender Negotiation & Clarification Letter

(to be distributed at the negotiation
meeting)
ChairmanCommercial
Evaluation
Team
SCM
PCD Director
C&PDirector
RD-Director
Chairman/ Vice
Chairman of
GTC or any
GTC member
delegated by
GTC Chairman
Commercial Evaluation Report & Award

Plan Submission to GTC/CEO
Commercial
Evaluation
Team
Cover memo of Commercial Evaluation

Report and Award Plan Submission to
GTC/CEO
ChairmanCommercial
Evaluation
Team (CM)
PM
SCM
PCD Director
C&PDirector
RD- Director
Letter of Acceptance
CM
SCM
PM
C&P Director
RD-Director
CEO
PCD
Notice to Proceed
PM
CM
SCM
RD-Director
CEO
PCD
Letter of Acceptance with Notice to

Proceed (upon receipt of written request
from RD-Director)
CM
SCM
PM
C&P Director
RD-Director
CEO
PCD
Letter of Conditional Award
CM
SCM
PM
C&P Director
RD-Director
CEO
PCD
Bond and Insurances Memo to Finance
CM
SCM
C&P Director
PCD
Notice of Tender Cancellation to

tenderers
CM
SCM
Request to extend validity of Tender

Bond of successful tenderer
CM
SCM
RD- Director
D. CONTRACT AWARD & FINALIZATION
PCD-B -Controls Budget Manager
PM
Ge EO- Group Chief Executive Officer
CEO Chief Executive Officer

CFO Chief Financial Officer
LusaiJ Deputy Rep. - Lusail Representative nominated Deputy
RD- Director
RD- Director
PM
peD- Project Controls Dept

C&P Contracts & Procurement Dept.

peD-p -Controls Planning Manager
Document Approval Matrix (Rev 7 24022011J.doc
Page 11 0114
v
ORIGINATOR
REVIEWED
BY
Leiter for review of draft Contract
CM
SCM
Contract Signing memo to GCEO
CM
SCM
Distribution of contract documents
CM
SCM
Leiter of Regret (fax)
CM
SCM
PM
RD- Director
Request for Job Code
PCD-C
PM
RD Director
PCD Director
Notification of Contract Commitment

Form
PCD-C
PM
RD Director
PCD Director
CM
Change Requests Forms (CR):
PM
CM
SCM
RD Director
PCD
Cover Leiter to CR form
PM
CM
Variations Approval Submission to

GTC/ CEO
PM
CM/SCM
PCD-C/
PCD Director
C&P Director,
Contract Variation Form (CVF)
PCD
CM/SCM
PCD-C/
PCD Director
RD Director
Leiter requesting Contractor to extend

Performance Bond & Insurances
CM
SCM
PM
REVIEWED
BY
REVIEWED
BY
REVIEWED
BY
C&P Director
FINAL
SIGNATURE
ENDORSE BY
COPY TO
C&P Director
PM
CEO
PM
C&P Director
PM
E. VARIATION TO CONTRACT
PCD-C
C&P-Director
RD Director
RD Director
C&P Director
Lusail
Representative
(As per the
Contract.)
Lusail
Representative
PCD
(As per the

Contract.)
Bond and Insurances Memo to Finance
CM
SCM
GTC/ CEO approval for Contract

Amen dment
PM
CM/SCM
PCD-C
Amendment to Contract Form
CM
SCM
RD Director
PCD-P -Controls Planning Manager
Document Approval Matrix (Rev 7 24022011).doc
C&P Director
C&P Director
PCD
C&P Director
RD Director
PCD
CEO
Lusail
Representative
(As per the
Contract.)
PCD
GeEO- Group Chief Executive Officer


Page 12 of 14
V
ORIGINATOR
REVIEWED
BY
REVIEWED
BY
REVIEWED
BY
PCD-C
PM
PCD Director
RD Director
PM
CM
SCM
PCD Director
REVIEWED
BY
FINAL
SIGNATURE
ENDORSE BY
COPY TO
F. PAYMENT RECOMMENDATIONS
Payment recommendation, TRAP Form
CEO
G. CLAIMS & DISPUTE RESOLUTION

Initial rejection of claim
C&P Director
Lusail
Representative
(As per the
Contract. )
Initial rejection of Dispute (Letter to

Contractor)
CM
SCM/PM
Legal Dept.
C&P Director
PCD Director
Lusail
Representative
(As per the
Contract. )
GTC/ CEO Submissions in respect of

claims and disputes
CM
PCD-C
PCD-P
PCD Director
C&P Director
RD Director
SCM
Settlement & Release Agreement(SRA)
CM
SCM
C&P Director
PCD Director
RD Director
Lusail
Representative
(CEO .)
CM
SCM
PM
PCD-C
PCD-P
PCD-Director
Lusail
Representative
H. LIQUIDATED DAMAGES FOR DELAYS

Notification of Delay
(As per the

Contract.)
Letter to inform Contractor LD amount
and invite response
PM
CM
SCM
PCD-Director
C&P-Director
Lusail
Representative
(As per the
Contract.)
Recommendation for waiver of LD to

GTC
PCO-P -Controls Planning Manager
Document Approval Matn'x (Rev 7 -24022011).doc
PM
CM/SCM
Legal Dept.
C&P-Director
GeED- Group Chief Executive Officer

CEO- Chief Executive Officer
PCD
RD-Director

Page 13 of 14
.....)
I,..;

Recommendation for waiver of LD to
CEO
ORIGINATOR
REVIEWED
BY
REVIEWED
BY
REVIEWED
BY
PM
CM/S CM
Legal Dept.
C&P-Director
PM
CM
SCM
PCD-Director
REVIEWED
BY
FINAL
SIGNATURE
ENDORSE BY
COPY TO
RD-Director
PCD
I. CONTRACT CLOSE OUT

Letter to Contractor with Certificate of
Completion
C&P-Director
Lusail
Representative
(As per the
Contract.)
Statement of Final Account
PCD
CM
SCM
PCD-Director
C&P-Director
Lusail
Representative
(As per the
Contract.)
Discharge Certificate
PM
CM
SCM
PCD-Director
C&P-Director
Lusail
Representative
(As per the
Contract.)
Contract Close Out Report
C&P/PCD
RD-Director
PM
J . OTHERS
Budget! Cash Flow submission and
update
PCD-C
All Lusail
Directors
Committing to transfer of Contingency
PCD-C
PCD Director
PCO-C -Controls Cost Manager
PCD-P --Controls Planning Manager
Document Approval Matrix (Rev 7 -24022011 ).doc
CEO
RD Director
GeEO Group Chief Executive Officer

CFO Chief Financial Officer
CEO
PCD- Project Controls Dept

Page 14 of 14
VENDOR LIST MANAGEMENT

CHAPTE
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

Vendor List M~nagement Procedure ..
PROCEDURE CONTENT LIST
1.0
DESCRIPTION:
2.0
OBJECTIVE
3.0
SCOPE
4.0
5.0
POLICY.
6.0
PROCEDURE
7.0
ROLES & RESPONSIBILITIES
CHAPTER 2
Page 1 of 4
VendQr List Management PrQcedure
1.0
DESCRIPTION:
The Vendor List Management procedure refers to all activities related to registration, and
blacklisting of vendors on LREDC databse. This process is of strategic relevance to the
procurement function in LREDC and involves identifying and categorizing vendors based on
their expertise and offering to LREDC. The two core processes included under this process
include:
Identifying and categorizing vendors based on predefined criteria per procurement category
and sub-category; and
:.0 Li~::::::_ 00 prndo'", ~I.g,,;::~
::reg;: : :
~;m.;o 1t,1 01 ~,o~\:\>?~' ERP ,%"m

\0
This procedure is applicable for"a.[! activities related

~endor registration, vendor selection to
participate in any of LREDC te'~S~-b~endors.
4.0
DELEGATION~I~TY\
A
\ ~
'~
V~dorv9)ent
)
RD
Directors
Complete ~~~o!:)j~ing in ERP

and attach su 'ortinq document
Approve
Blacklist vendors
Propose
CHAPTER 2
C&P
Director
CEO
Endorse
Approve
Page 2 of 4
VendQr List Management:i?rQcedure
5.0
POLICY.
5.1
As a general policy, it is in LREDC interest to ensure as much as possible that all

procured goods/works/services are sourced through the vendors registered in the
vendor database.
5.2
The vendor registration and categorization criteria must be updated and revisited
periodically. Each Vendor should be categorized and registered based on the following
specific criteria as a minimum (refer to attachments 2-C:)
1.Job size carried out in past 5 years (number of projects, QAR)
2. Regional/country experience
3. Discipline / line of Business (consultant, contractor ... )
4.Specialty (core experience according to Discipline covered)
5.Certifications (ISO, OSHA. .. )
6.0
PROCEDURE
6.1
There are two ways for registering vendors t8 the vendor

vendor acceptance of an invitation (invite) or
6.2
The Vendor Registrar, based on predefined

upload vendor details onto the E(~l to list ven(:;~
6.3
When necessary, Vendor
6.5
Ei her through
triro~endo}qpPIi,on,(request).
~.~e~:~~s and certifications will
per engagement type.

6.4
d~tl~e.
R!"gistrar~O~~ERP by criteria to shortlist vendor
<
~~
Vendor Registra~wfil\presE~ht the ShCrtJjg).0 RD. If the Requesting Department (RD)

considers that the"wo'rks o~serv~;es to be contracted are of a highly technical /
specialized nature or~n~id.@.l:.s)thayany potential commercial benefit or mitigating risks
aSSOci?~\\~h in the absence Of pre-qualifications necessitate a pre-qualified list of
Tendere,,'; an, whereSiaiii' of information on specific capabilities or suitable
contracto;:S~e nQ.!/a(aiy.vle within the Company, then RD shall prepare a submission
under the sig~ture}Vthe respective RD Director, with inputs from C&P and other
departments as dlfimed necessary, and forward the same to the CEO or to the GTC for
approval to carry out the pre-qualification exercise in accordance with the Delegation of
Authority of the Classified Tender action.
In case of pre-qualification is necessary, the "Pre-Qualification Procedure" shall be
followed for evaluating vendors either for tenders or in case creating a list of approved
vendors to be utilized for future tenders.
CHAPTER 2
Page 3 of 4
Vendyr
List M::lUagelhent
Procedure
',-, ,.-'
",
--'
..
'
,-
"
'-
---
- -
_.,"
6.6
If vendor is blacklisted, the status in the system will be changed to reflect the new status
upon the receipt of request from RD in coordination with C&P and CEO approval.
6.7
If vendor is still valid, the status remains as listed.
7.0
Vendor Registrar shall carry out the following responsibilities
G~.teria
Upload vendor details onto ERP based on pre-dPSined

and attach all
supporting docs
~
Run reports to shortlist vendors
Arrange for meetings! calls with ve!]f.lo~ when ~ore i~o is r,uired
Change vendor status to "blacklisred", afte receipt of req~st from RD in
coordination with C&P and CEO al pro\:)
C)
CHAPTER 2
Page 4 of 4
PRE-QUALIFICATION
PR~URE
CHAP1\E~
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

1.0
OBJECTIVE
2.0
SCOPE
3.0
POLICY I MANAGEMENT INTENT
4.0
PROCESS
4.1
Initiation
4.2
Preparation of Pre-qualification Documents
4.3
4.4
Issue of Pre-qualification Documents
4.5
Clarifications
4.6
Submission of Pre-qualification Documents
4.7
Evaluation
4.8
Classified Tender Approval
5.0
RESPONSIBILITI
5.1
\
A
\>
~~
Requesting Department (RD))
contrac!S~d pro~rem~t'Department (C&P)

5.3 Finan~ Depa~e~
ATTACHMEN~~
5.2
v. /
Attachment
~';j ~q~9hart for Contractor Pre-qualification
Attachment
B Sample of Pre-qualification Advertisement
Attachment
C Sample of Advertisement Request Form
Attachment
D Sample of Pre-qualification Evaluation Requirements
CHAPTER 3
Page 1 of 25
Pre-Quali~cation
1.0
Procedure
OBJECTIVE
This procedure details the method to be followed in the pre-qualification of

contractors, suppliers, consultants, project managers and other service providers
(All of them, hereinafter referred to as "Contractors" or Tenderers/Bidders for easy
reference) in order to determine their suitability as potential Contractors for
procurement of works or goods or services required by the Company.
2.0
SCOPE
This procedure applies to all personnel involved in the process for identification,
evaluation and selection of Contractors as potential Tenderers to the Company.
3.0
The intention is to identify suitable Contractors to parti5,iR.ate in Classified

Tendering where detailed information on specific capabilities or suitable
contractors are not available within the Company database o~'Such'other situations
where upgrading of Contractors' detailed information CI[{ r~uired by't~ CdmPany
unless the short listing process is drawn from a well R;;swn'\list'o\conrra,;>or( in
the industry where pre-qualification is not require .
,
4.0
PROCESS
4.1
c> \ \)/
Initiation
If the Requesting Department ~D)COnSide~ that the works or services to be

contracted are of a highly- tec~~ic~r-! specializehl na\ure or considers that any
potential.
with in the absence of
pre-qualifications necessitate a pre-qualified list/of Tenderers and where details of
information on sRec;;fiofapibilitie~ofsuitablContractors are not available within
the Company, th~1\ RD~ha~prep\re a submission under the signature of the
respecti,fD Direclo{: withJDduts from C&P and other departments as deemed
necessary, and forward'the same/to the CEO or to the GTC for approval to carry
out the 'pr~-qJalificati~~ve';(ercise' in accordance with the Delegation of Authority of
the Classifie~ T~der actian.
co~mercial be~O\~itigatir;.,ryks ~sCiated
'\
RD shall ensure thatihe submission details why the pre-qualification exercise is

considered neceary, how the list of Contractors is to be compiled (open press or
public invitation or selective pre-qualification invitation) and shall highlight the
criteria for determining the acceptability or otherwise of Contractors.
4.2
Preparation of pre-qualification Documents
Upon receipt of approval, RD shall develop pre-qualification criteria and

documents, based on the standard format provided by C&P, and forward the same
to C&P, who shall collect and compile the required documentation for issuance by
RD to Contractors.
CHAPTER 3
Page 2 of 25 .
4.3
a) Where the pre-qualification is to be advertised, RD shall prepare a brief scope

of work and brief details of the minimum capabilities that Contractors will have
to demonstrate in their submission (refer to Attachment B). Alternatively, prequalification may be communicated to those parties available within the
Company Database, where they have enhanced their operations to elevate its
present status through official correspondence by the RD after obtaining C&P
consent.
b) The Advertisement Request Form shall be completed and forwarded by C&P
to the Marketing Department for advertisement (see Attachment C).
4.4
Issuance of Pre-qualification Documents
Pre-qualification documents shall be issued as mentioned in the advertisement or

as advised by RD.
4.5
6:>
Clarifications
Any queries and I or clarification from the Contractors shall b ra~ed dire;:tly by
written correspondence with RD for resolutio';/RI}~ coils~tatlo~ wit(19&P, shall
prepare and issue responses to all Contractors in the fVorm
of Bulletins or
Clarifications.
\
~
4.6
Submission of
pre-qUalifiC~IDocumeYs
date and time reqUested(R[h:\h'aIj-!~9lstenyCeiPt

the Contractors who submitted t~ d O O
4.7
()
Evaluaticfn~\
~before t~ubmission
'0
the documents and names of
datl, RD Director shall nominate a representative

a) On
from RD\to the Ev~lJ,Jation Teah, as Chairman. The Chairman will then call for
nomiJJatio~s from/.C&P;-PCD and Finance. The Chairman may invite
nomin'ation from/othe~departments for partiCipation in selected matters only.
All invite~s~al~,~~Hhe Evaluation Report,
b) The Evaluation Team shall ensure that the pre-qualification evaluation is
assessed against a predetermined set of criteria, Contractors will be required
to answer a series of questions and submit specific detailed information,
certificates ... "etc, If considered necessary by RD, Contractors may give a
technical presentation in Qatar when is necessary and the Company may
conduct site visits if required,
c) The Evaluation Team when necessary may issue a clarification letter prepared
by the Team Chairman to the Contractors for any required information,
clarifications, missing documentation ... etc, The clarification letter shall be
signed by RD Director.
()
CHAPTER 3
Page 3 of 25
LLJ'='~lL.
d) See sample format in Attachment D for the criteria to be utilized in carrying out
the evaluation of Contractors.
Classified Tender Approval
4.8
a) The result of the pre-qualification evaluation shall form part of the Tender Plan
Submission I Strategy submitted to the GTC or to the CEO in accordance with
the Delegation of Authority for approval.
b) Upon approval of the Tender Plan Submission, RD shall inform all Contractors
of the pre-qualification evaluation outcome.
5.0
C)
RESPONSIBILITIES
Requesting Department (RD)
5.1
Shall carry out the following:
5.2
Determine the requirement for pre-qualification

Prepare the Tender Plan Submission and..submit i f~r approval.
Appoint the Evaluation Team, includi~1heChairman",>
Compile the pre-qualification criteria
~ ~~
Evaluate the pre-qualification documen s \ /_, _, _.~
Prepare and issue pre-qUalif~iCatiOn bull~tins and claQtieation in consultation
with C&P.
(
\
('
Arrange presentations I siteisit~ired. ),.
Prepare the pre-gUalif~~t~uaty.~on
Re'peft to obtain the approval from
the Approval Authnty:,~
/"-J
Register pre"qualifiMtion submissions
Distribute<P;:e-~~c'ation ~b'lnissions
(9ntracts
Shall
5.3
~~~ocurJnenl Department (C&P)
car~ut the fOIiOWing:/
R~ ~I~~d
pOintofv~y
clarifications from contractual, commercial and legal
Provide inputs to the GTC submissions

Assist in compilation of the pre-qualification criteria
Issue requests for advertisement
Collect and compile pre-qualification documents
Participate in the evaluations
Project Controls Department (PCD)
()
CHAPTER 3
Assist in compilation of pre-qualification criteria

Participate in the evaluation.
Review bulletins and clarifications from cost and time point of view if any.
Page 4 of 25
5.4
Finance Department
Participate in the Evaluation.
CHAPTER 3
Page 5 of 25
Attachment A - Flowchart
Pre-qualification Procedure
RD prepa res
Is proposed
submission with r--I~ contract lesser than >----- ye s-----~ CEO for Approval
input from C&P
1 million?
No
Approval Received
<
RD prepares
Prequ alification
documents and
criteria
Is
Prepare
Advertisement
Request Forms
('
~--------- N ~----------~
"
Advertise
<
,..
Provide clarifications
to Contractor queries
,..
/
,..
Contractors submit questionnaire
responses to RD
C&P & RD, PCD and Finance

review and evaluate responses
Note: In the event of conflict between the flowchart and the text, the text shall preva il.
CHAPTER 3
Page 6 of 25
LW.=:.t=:IIL
Attachment
B- Sample of Pre-qualification Advertisement

.- -.-
- ---.
...
INVITATION FOR
..._"
PRE-QUALIFICATION
Lusail Real Estate Development Company invites submissions from Companies to

demonstrate their experience and expertise to pre-qualify for the following proposed tender.
TENDER NUMBER:
TITLE
N.B. Bidders must be able to demonstrate in the pre-qualification their ability to meet the following basic
requirements and criteria. (List requirements I criteria)
Pre-qualification documents can be obtained as follows:
Date of Release:
Location:
. from
hours
Room No.
Pre-qualification submissions are to be delivered, in a sealed envelope, addressed to

RD Director,
CHAPTER 3
P. O. Box
, Doha, Qatar, clearly indicating the Tender
Page 7 of 25
Pre-Qualification Procedure.
LW'=:'r-:=IIL
Attachment C
Sample of Advertisement Request Form
ADVERTISEMENT REQUEST FORM

To:
From:
Date:
Ref.
No:
CC:
/'..
a Urgent
TITLE
a Confident
a FYI
a Please proc~~s\ ,,~
Pleas!l-.recycle
~"w
\~
\_h~
SUBJECT : INVITATION FOR PREQUALIFICATION ADVERTISEMENT
PI,"oo fi,d "lIach,d "'
""'rt;'~''''~~rtislng
L:6\;Cn"","
We would appreciate your action to

For further information,
No. 44977570
R~"ro,
pmoo",
by_ _ _ _ _ _ __
r;i~~~v\t
C~ tracts-drocurement Director's Office, Tel
~ ~~
~~_
/
(Name)
Contracts & Procurement Director
o
CHAPTER 3
Page 8 of 25
Attachment D - Sample of Pre-Qualification Evaluation Requirements
Project Name:
Project No.:
Project Information
General
Lusail Rea l Estate Development Company seeks to retain a highly qualified Consultant /
Construction Company with a proven Technical/Construction background and record in
(type of project) projects including, to carry out the construction of the [PROJECT NAME].
The Consultant / Construction contractor for this project will only be selected from qualified
Firms recognized for Technical Competence / Construction Experience of this type of
facility, or a Joint Venture with a qualified local Consultant / Contractor.
Project Information
'>
[PROJECT NAME]
Description and Facilities
/
(
/
Location/Size/Access:
(Insert location, size & access point)
)
Land Use and Character
(Describe Project Site in General)
General Building Requirements

(Insert type of design & supervisory arrangements)
Special Considerations
(e .g. restricted access, restricted working hours, shared possession, live utilities etc. )
Associated and Related Work
(Describe the nature of the work to be tendered for)
CHAPTER 3
Page 9 of 2S
Pre.;.Qualification.Procedure
COMPANY PROFILE
S.N.
Question
Company Name
Legal Form
Country of Registration
Main Office Address
Correspondence Address
5.1
Mailing
Company's Response
(""
5.2 Telephone No.

5.3 Facsimile no.
5.4 E-mail Address
Name & Address of Sponsor in Q~tar- ~'>
"" """"
\/> ~v
o---~
Description of comp~dncij:JanS;ct~
A. STRUCTURE AND ORGANIZATIO(

1.
\ ~~"">v /
5.5 Website
6
("""" V )
2. , : : : :
:~:f~~(C::."o"Onhl, ~"f~'k
InM~~' ~_/
C)
In Gulf Region:0
In Qatar:
~/
3. Names and addresses of associated companies, which would be involved in the

project? State whether Parent/Subsidiary/Other.
4. If your company is a subsidiary, what involvement if any, will the parent
company have in the project?
5. Advise if your company works as a Main Consultant / General Contractor taking

direct supervision of site labor or whether your company usually acts as a
Construction Supervisor where all the work is subcontracted / Subconsulted?
()
CHAPTER 3
Page 10 of25
Pre-QualificationPr(lcedure
6. Attach an organization chart showing your company's structure, including

Parent Company, Subsidiary Companies, and Associated Companies?
7.
Current status of Registration and licensing in QATAR Attach Certificate copies.
B. FINANCIAL INFORMATION
All financial information to be reported in OR
Provide all financial data as follows'
Principal Bankers
Name
Address
Current Access to Credit lines (to whom reference can be
ma~,)", ~
~ A
~~o'ricli~On{
'
"
(~ ~>V
Bank
Amount
Indicate maximum size of job that you believeyour
"
o.:ganfz1ition~~~ndle.
(~\(
Performance (Report the
fOliowinAfoim<!!!9.n-foreac~ o~ihe last five (5) fiscal years.
A
Fiscal Year
Current Assets
Other Assets
~ ~<-<J
::;~
20-------
"" /'"'-"--------
20------,
To
I
20-
----
/
./
20------To
20-------
20------To
20-------
20------To
20-------
"'" ~"'" v~ /
v
liabilities Long
Term Debt
Equity
Is the above information supported by certified annual accounts? Yel!
NQ
o
CHAPTER 3
Page 11 of 25
u
.. . . .......' . . . ...... ......
C)
(~
Pre;..~uali1ication l~roc~dnre '.'
.': I
LLJ'=:'~IL-
EXPERIENCE & CAPABILITIES

Ust the Slargest Projects (in value) completed during the period 200X- 200X in QATAR
Project Name
Client Name
Address & Tel. Nos.
Project components - types of work items
/""
~ <:~~:::>
\('1/
/~
;1
~""
A'"
~ \
Average Cost of
"'~~ ,
Projects~/.", ~Q'ARlus$lo~incy
'",
'"
~ ~)
CHAPTER 3
"'' '
"
'\" v //'-)
"'"
Page 12 of25
Value
InQAR
Start
Date
Completion
Date
'-./
i-
("
~
Pre-Qualificati()nProcedure
LW~~IL
EXPERIENCE AND CAPABILITY

Ongoing Projects- Qatar
List the 5 largest Current on-going Projects (in value) in QATAR
Project Name
Client Name
Address & Tel. Nos.
Project components
Value
In
QARlUS$1
nr n+hor
/\-
\' \~ ~
/~
\~
:)'v
,g,\\V( /
"
/
\ ' ',,_~_
~
,
.
)
IV
QARlI:JS$1 ~Other c;yrrenc y
Average Cost of Projects:
"'\'\ ~
""\.
\
'~",
"----'
/"''-''
CHAPTER 3
'.
'"
",~, V)
'-
Page 13 of 25
Start
Date
Completion
Date
. Pre-Qualification Procedure
LLJ:::.~IL
EXPERIENCE AND CAPABILITY

Technical Capability
Fields of Specially
YIN
Component
Value
Brief Summary
OAR
Demolition
Piling & foundation works
Superstructure in RC.
Curtain walling
A\ ~ A
Underground Parking
<", ~~
High Rise Construction
(~ ,~ ~V
Excavation and Shoring

Fit-out
~
">V
/"V
A ~ ) jV
MEP works
A ~ , '''\ C ./
"", ~ ) )
Utilities
Roads
Marine works
\\>
(~ ~\
Architectural finishes
V,/
(~
Bridges
Landscaping
~/
"'//)
'v/
Phased Package Construction

Design & Build
Main contracting
Subcontracting
Others
CHAPTER 3
Page 14 of 25
Pre-Qualificatiol1 Procedure
D. RESOURCES:STAFF
1. Number of Permanent Staff:
Technical and Field Administrative
Home Country:
Qatar:
Middle East:
Other Countries:
2. List of Managerial Staff: (Including Non Engineering Departments)
CHAPTER 3
Page 15 of 25
C'
o
Pre-Qua'lij'iati()nProc~dure . . 'I
~
L-U~t=ljL
4.
List below information for other Key Personnel such as, Project Managers, Engineers, Schedulers, Material Engineers, Land
Surveyors, Quantity Surveyors, Foremen etc., who are presently in your employment in QATAR.
Years of Experience
Name
Present Position
Academic Qualification
In
Construction
With
Company
A
/ ' \~ ~ A
~ ~~. ~/
(.~.
..----..
\\>
(~~\ ~
/"
<"
\
CHAPTER 3
"
../
-~)
V,,~
~
/
/
'\
\ '-"" ~ '\ V
\ "" \ .
~.
"",,>V~
.....
'---...../
Page 16 of25
In
Middle
East
Major works for which responsible

Type
Location
Value
InQAR
Pre:-Qualification Procedure
LLJ'=:'~IL
E. RESOURCES: WORK FORCE
1. Insurance: Attach copies of insurance provided for workforce

2.
What method does your company use for the hiring and/or recruitment of
normal labor work force? (Local Hire, Direct Recruitment, JV Partners, etc.)
3. Total Work Force in Following Categories:

Technical: _ _ _ _ _--"Administrative:
Hourly Paid Field Workers _ _ _ _ __
4. Labor Make-up:
..~
Nation,\~~
Discipline
~~ ,~~' /
Designers
\~~ ~v
Draftsmen
Operators
Tradesmen
/' "
(-/---
~\
v ("
-/
~ ~ )V
,.
Helpers
C)
Laborers
CHAPTER 3
~ ~\ '\~
"",,"--/ J
<~ A~
('
Page 17 of 25
5.
Accommodation: State where the labor force is housed and fed.

Location:
Type:
Capacity:
Food Provided:
Welfare arrangements:
6. Transport: How will the workforce be transported to the site?
o
F. RESOURCES: PLANT AND EQUIPMENT
~d\t> >
'Qafar.
Ust the major A~ant and Equipment in your company's owners lip and available In
Plant/Equipment Type
1.
2.
3.
5.
6.
7.
~,
(d -~ \ <;
(~~/ -j lV
~ ('
A
/
"" "')
~ "", / \
"",-
Present
"IOvfuedl
e
Quantity
Locatio
g " 'Rented
r.. /
n
~
'
4.
Make
'-../
~ ~/" >
~,
~ - / //
v
CHAPTER 3
Page 18 of 25
Pre~Qualification
I:)
Procedure
LLJ:::,~IL
G. RESOURCES:OTHER
1. Subcontractors / Subconsultants
Will subcontractors / Subconsultants undertake any part of your contract?

State the type of work that will be subcontracted / Subconsulted, and if
known, give the name and address of the subcontractors / Subconsultants
that would be used. Include Subcontractor's / Subconsultant's Profile and
information.
Item of work
Subcontractor / Subconsultant
Address and Contact
/~ "'"
'\
\>
Facility:
"-
"'"
""'
'
'
'
V
""
v/
""V
Location:
Activities/Product:
3. Procurement:
~nd~ate the resources aV31ilable to you, which you would use to
el\~te~Ghase.of imported materials, long lead items, etc?
4. DraWings.",
How will your"'mpany obtain the resources for the production of the shop
drawings for the project?
5. Computers:
List the computer resources available, including hardware and software?
o
CHAPTER 3
Page 19 of 25
Pre-QualificatiQn PrQcedure
H. HEALTH, SAFETY & ENVIRONMENTAL PROGRAMS
I.
1.
Please provide a description and information regarding your company's Job

Site HSE Programs.
2.
Name responsible person & provide CV
QUALITY ASSURANCE & CONTROL PROGRAMS

1.
Please provide a description and information regarding your Company's

Quality Assurance and Quality Control Program. Attach copy of any ISO
certification.
2. Name responsible person & provide CV
()
CHAPTER 3
Page 20 of 25
LLJ'='~IL
CLAIMS
1. Provide details of major claims submitted in the last 5 years
Project
Client
Address and
Contact
Nature of claim
GVv
V
(; ~
0
~\
:~~
" " C/
A~
~ ~) ~
/
Value
(~/
A(
~ :'v:>~
V
Contractor's / Consultant's Signature:

Name:
Position:
Stamp:
o
CHAPTER 3
Page 21 of 25
2. Provide details of major claims filed against your firm in the last 5 years
Project
Client
Subject
Filed by
Date
Resolution
<" ~ v0
~;$
" ~ ~V
/'
<~j
.-/-
/
')")c
~
CHAPTER 3
Page 22 of 25
K
Use of CAD
Licensed software
No. of
Licenses
Version
Trained Personnel
L. Project Management Practices

- Project Management Software
Licensed software
/-~
No. of
Lic.ense.s
Version
'>
per~ne~~)
/"" ~
/
/
"
""'. ''\ <-/'
/~
Nari,e,
Tf~ne~ P~sonnel
/
"" ~~
"'" ~>v
\\)
(c:- ~\ \
A~ ' ) jV
M. Certified Pro;ect
""
""
'-.....-/
""
Certification
Since
Position
N. Risk Management Program

Do you have a formal Risk Management Program?
If yes, please attach.
DYES D NO
o
CHAPTER 3
Page 23 of 25
LLJ~~IL
O.
DECLARATION
The Company declares that all the information provided by it in this
Prequalification Information Format is accurate and represents true facts.
(Executed by Authorized Signatory)
Contractor's I Consultant's Signature:

Name:
Position:
Stamp:
o
CHAPTER 3
Page 24 of 25
LW'='~IL
ASSESSMENT
SN
Description
Acceptable
Comments
Yes
No
STRUCTURE AND
ORGANIZATION
FINANCIAL INFORMATION
EXPERIENCE & CAPABILITY
RESOURCES: STAFF
bJ
A\~
RESOURCES: WORK FORCE
"
~ ~~~' VD
RESOURCES: PLANT &

EQUIPMENT
HSE PROGRAMS
QAlQC PROGRAMS
RESOURCES: OTHER
-- \\>~V
(C /-~\V ('V
<~~ ~)
("'~~)
'
'----~
CLAIMS
OVERM:.{~COMMEN~
D pre-~~fy~
D Pre-qualify with the following conditions:
D Request ftJVation
D Not suitable due to the following reasons:
/>
Chairman - Evaluation Team

Name
Signature
Date:
CHAPTER 3
Page 25 of 25
PURCHASE REQUISI<fION
PROCEDURE
CHAPT'R~
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

Purchas~ llequisitionProcedute
1.0
DESCRIPTION:
2.0
OBJECTIVE
3.0
SCOPE
4.0
5.0
POLICY.
6.0
PROCEDURE
7.0
CHAPTER 4
Page lofl
LW~RIL
1.0
DESCRIPTION:
The Purchase Requisition Procedure refers to manage requests for purchases. Requests for
purchase of goods, works and services are documented and routed for approval within LREDC
and then delivered to C&P.
Purchase Requestion
o
QR 2,000 to
1,000,000
Minimum 3 quotes
RfO
PQ'Call Off
Agreement
CHAPTER 4
Page 2 ofl
Purchase Requisition Procedure
2.0
GENERAL POLICIES
2.1
It is the general policy of LREDC to adopt competitive procurement practices as per the
specified procurement methods in this manual, with the exception of cases that fall
under the Direct Order policy specified hereafter.
2.2
A Purchase Requisition (PR) must exist for all formal procurement activity between
LREDC and vendors.
2.3
Any Purchase Requisition requires to have a system item (good/work/service) allocated

to a corresponding code and category / sub-category before the,p;:dcess can proceed.
2.4
Refer to the DoA for hierarchy and approval authorifuls

Requisitions.
2.5
\ .\ .
\.
Departme~)'must g~ sl:Jfficient notice time

when requesting an item in order to allow C&~\taff'to ~erJY PSlr?arm their tasks in
order to get the required goods d,verecr:>or the s~rJfces/worl?s procured as per the
required time. Refer to the StandarCI"M0nitori~ T/get :;able (Attachment K of
The Requester from the Requesting
Tendering Procedures).
2.6
All PR's must be
A \~;::) ') V
sUb'itled~ia th~ERPcYste~1I purchases at LREDC will occur only
through the C&P. No
~rt~h/tO/ParChase
pJrcha~s w~be made outside the C&P
except for petty cash
~~)
PR's sha,,~proved prior~ecution as per LREDC's Delegation of Authority (DoA)
transactions.
2.7
matrix.
2.8
Requ~ts ihay ndWe,split to bring value below these defined thresholds.
"V/
The RD can request fOl;jnformation (RFI) with the sole purpose of gathering market data
in those instances\vhere it is difficult to clearly define the scope/reqUirements of the
required goods/services/works. The RFI should reflect clearly a no commitment
statement.
3.0
UNAUTHORIZED PROCUREMENT
3.1
Transactions for the personal account of LREDC's employees are strictly prohibited and
will be refused by the C&P.
CHAPTER 4
Page 3 of7
PurciIase RequisitilmProcedure
LLJ~r-lIL
4.0
COMMITMENTS
4.1
The C&P is the sole department authorized to make commitments for purchasing of
goods, and procurement of works/ services necessary for the operation of LREDC's
business units. Commitment of funds will be executed in accordance with requisitioning
and ordering procedures.
()
4.2
If the goods, works or service requested is not budgeted for, then the Budget Holder will
forward the PR for approval as per the Delegation of Authori(y'Matrix (Refer to the
D"'9""" of "''''''"' ""m".

4.3
~' \ ~
as/jQstific~i~~~ea,
7:i:~ ~of;~ p,"he" Dro"
Any required supporting documentation, such
;;~;;.d to fu. C&P
-0",,0,
faxed, or
5.0
PURCHASE REQUISITIO(OR VZORK~ / SERVICES
5.1
For requests works or

a Purchase Requisition (PR) on
the ERP system. <.A'Ssigned'\staffs\o~l)I are/Eluthorized to complete the PR which
undergoes several checkS'-Rrior
Pp rova1Tiie fields for completion include:
serviceS~~~q~~pre~ares
loJ
~~i~(month~ day, year)
yDate of
N'a~e of the
Reg~er1lnd Function
.~ther~ta~6Iders with interest in the same good/works/services
sl'l~cifications/
Item~ode (Gategory pre-assigned)

Date requited
(defined date)
v
Estimated budget
Preferred vendors (if any)
Scope of work (if any)
In addition, the following fields are required for all Requests for Contract:
CHAPTER 4
Payment preferences (to be coordinated with Finance Department)

Other specific terms and conditions
Call Off-Release issuer (if relevant)
Page 4 of 7
~
,-
~ I
"
, -
--
pUl'cbase R~q1!isiWmProcedute:
~~
L...W'=:'R1L
5.2
In addition to the above, the ERP automatically checks the budget for the assigned PR,
and in case of insufficient budget, ERP alerts the Requestor from the Requesting
Department (RD) and the Finance Director. The Requester to coordinate with the
Finance Department for any required budget amendments or transfers. Note: This is
only a preliminary budget check to provide alignment of fund source and ensure that
funding concerns (if any) are raised in advance before the final budget is secured. For
budgets which are not secured at this stage, appropriate approval is sought as per the
Delegation of Authority (DoA).
5.3
If the PR is not to be consolidated, upon finalizing the PR, the C&P seeks input from the
RD. such as limitations, expectation, alterations, recommended vendors, contracting
options, etc.
5.4
The C&P Manager selects the most appropriate purchasing method. Specifically for
Projects, the decision of selecting the appropriate purchasing method is based on the
Project Procurement Strategy.
6.0
PURCHASE REQUISITION FO> GENERAL
6.1
Once a procurement need is identified, the

Department
(RD) checks (through ERP) the availability of cOr'r\~~"'REDC Store
6.2
For goods which do exist in

a Material Requisition (MR)
on the ERP system and the G~neral Se'rvices (StorekJeper) is automatically notified of
the request. The MR includeS' tHe~"0.wiIJ9-iti~mat\mi:
PU>CHAS~
Re~om ~~eqUesting
store,(aster:fO~Pletes
op.ifR,\m~h,-da~y~/
Date
Name o~~eql:Jester and Function
Item code'\.
r~uantity reql:Jired
.~~erequ/\
t~MR,
6.3
Upon receipt of
the Storekeeper blocks the agreed stock, prepares an Issue
Note and coordinates delivery for the Requester to receive the goods. The goods are
received either at'tbe/RD or picked up at the Store depending on the nature of the
good(s). The Storekeeper provides the requested goods along with the Issue Note to the
Requester.
6.4
The Requester receives the goods and signs the Issue Note as evidence of receipt of
the goods. The Issue Note is posted on the ERP system by the Storekeeper and this
transaction generates an immediate accounting entry. The Storekeeper files the
approved copy of the Issue Note and uses this as a future reference to track and report
the movement of goods dispatched from the Store.
CHAPTER 4
Page 5 of 7
Purcha:se.RequisitioRproc~~re
6.5
The PR is automatically checked on the ERP system and includes the authorized person
to approve the PR, and item code checks. Any misalignments require the Requester to
consult the appropriate party and/or follow the suggested path on the ERP system.
Example: requested goods do not exist on the system and so the Requester is prompted
to follow the Vendor Management/Item Master process. The process is followed until the
Requester receives the code for the New Item and uses this on the system.
6.6
The C&P Manager performs a PR consolidation check to see if any similar open PR's
exist (Le. not yet processed to a Purchase Order/. Similar PR's refer to those
goods/services/works which are possible to purchase from the same vendor without
affecting the quality and timeliness of delivery).
6.7
For similar PR's, the C&P Manager ensures that the delivery date of the PR match the
potential consolidated delivery date. If no match exists, the C&P Manager obtains
Requester's approval to change the delivery date for the PR. If the Requester's delivery
date is not flexible to accommodate a consolidated delivery th~ it'will be dealt with as
an independent request.
~
6.8
If the PR is to be consolidated, the C&P Manager consolidates,the:fR's a5Gordingly.

This involves merging all the PR's into one consolitJ~ PR"~ith the int~ntion of issuing
a single PO. Appropriate approval is obtained fo(PR as per LREDC'~DoK.
6.9
As per DoA, all PR's estimated at over

process.
Please note that 'Exempt Commodit~Which inaYVb(valYeci over threshold must
undergo the tendering process. (~\ /
6.10
The procurement methods in-6iQde one of the"following1
thresh~ld ~ ~~ndering
cas~p~cu~n;\<2:)
s~ardPu~e~
Petty
procurement/G;orp"drate Credit G:ard
T~D0
Direct~e.rs
- Single/Sole Source
Refer to the DoA for the hierarchy and authority levels.
CHAPTER 4
()
Page 6 of 7
Purchase Requisition Procedure.

7.0
RESPONSIBILITIES
Requesting Department (RD) shall carry out the following:
Check directly with relevant department for inventory availability
Issue material requisition and send to General Services (Store)
Receive material and receipt sign off
Fill out purchase requisition form

Seek budget approval as per DOA in coordination with Finance Department
in case of no budget available
Contracts & Procurement Department (C&P) shall car~0ut the following:
Double check purchase order details and any
Consolidate requests when appropriate
Prepare and send the RFQ and PO.
m~sihg ~r~atio/,:\
and~date p~rNChaSeJ~eqUisition
"" ~ "\
/
Manage the vendor list.

~ ~. ~
Coordinate with the RD and PCD for\~~roposals"aluation and price
comparison.
~
V~'
Amend/Cancel the PO'if necessary
Storekeeper shall cafry oC
t ~I
th~o.wing:
':'t-;=)
",,-.
Recelve ma ena 'ZeqUisl 10~

/
Block ~te)i~n st0\k \.~.
Prepare and file~, note
reep the f~s uPdated)'/regUlar basis .
" "c;;o~inate wiih--the.owner of the inventory (IT, GS, Marketing, .... ) to issue
CHAPTER 4
C)
'took ~oh'" tho m," ,took .,oired 1m '"Y 'om.
Page 7 of7
(J
TENDERING PROCEbURE
CHAPTili
\>
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

.J
Tenderjng :rrQ~edure
,
"-'
1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
4.1
Initiation
4.2
Scope of Work (SOW) I Scope of Services (SOS)
4.3
Consolidated Tenders
4.4
Fo~ of
4.5
Tender I Contract Numbers
4.6
T,"'" PI,o S,lim'"',, I T'~ Slrnl;C:r"""od T"d,.
4.7
Preparation of Tender
C<mlmct "d P"'"I,, 000,"'0\
\>
Docfme~
4.8
Te~D~~nts
4.10 Adv7rt~ing I TentJ~r DOGU~ent
::)
4.9
Electronic
4.11
Te~\~~~/
4.12 Collection of Tende Documents

4.13 Cost
Esti~es"/
4.14 Communication with Tenderers (Mid-Tender Meetings I Tender Bulletins)

4.15 Direct Order
5.0
RESPONSIBILITIES
5.1
5.2
5.3
5.4
5.5
CHAPTER 5

Contracts and Procurement Department (C&P)
Finance Department
Legal Department
Page 1 of 27
TeI1(iering}>roce().ure .
ATTACHMENTS
Attachment A
Sample of Non-Competitive Bid Justification Form
Attachment B
Recommended Commercial Terms - Consultants
Attachment C
Recommended Commercial Terms - Contractors
Attachment 0
Example of Tender Plan Submission Memorandum
Attachment E
Example of Tender Plan Submission
Attachment F
Example of Tender Advertisement Facsi
Attachment Fa
Example of Advertisement Format
Attachment G
Example of Cost Estimate
Attachment H
-
Attachment J
Fola'~rocure~nt look-Ahead Programme

V
Tendering ~oG-'Ch~~
Recommended
Te~)~,"i\ori"g T'~,'
'\
CHAPTER 5
Example of Listing of Tend,rs/ Bidders
Attachment I
A",hmeotK
~essage
~/
Page 2 of 27
I
1.0
OBJECTIVE
The procedure details the method to be followed in the preparation and issuance of
Tender Documentation.
2.0
SCOPE
This procedure applies to all personnel involved in the Tendering processes from the
time of receipt of the Scope of Work (SOW)/Scope of Services (SOS) by C&P through
the various stages prior to the receipt of Bids.
3.0
POLICY / MANAGEMENT INTENT

It should be noted that many factors concerning the Ten~efi'ng process, including
preparation of Cost Estimates, are sensitive by nature and are striCtI\confid~tial.
4.0
PROCESS
A flowchart of the procedure is displayed as AttaCh~ ~.
4.1
Initiation.
~ ~ \:> . ~
TH~ee
a) RD shall provide on a bl-monthly baSIS a

\ro9-thsJ3rocurement Look-Ahead
Programme for its expected/full:Jre~[Qcure~ent~eqUirements in a simple BarChart format given in Attachfne~t-I~
"\
aOs~~JfSO~ C&P for review from
b) RD shall provide
commercial a.(:ects.
~~
Re~II
C/
contractual and
~e
c) Subsequently
forward
complete SOW/SOS and the necessary inputs
to Tender'S AppeQ.dices-lvSpecifications, Drawings, Schedule of Prices or BOO,
Proje~Execution "Program ../ etc. to C&P and with a copy to PCD. RD in
corisultatib.Q with of "S&P-.snall also determine the procurement strategy to be
adople~ whe\he/.0~~ Tender or Classified Tender or Direct Order and Contract
type, wni~h can be in the form of Lump Sum with Employer Design, Design and
Build, Mea~ure ~rtci Pay, Consultancy Services, Reimbursable, Minor Works
Contracts, C0~t-Plus ... etc.
d) The SOW / SOS shall describe the work or services to be carried out in sufficient
detail to enable C&P to review and compile the Tender Documents. Where the
SOW / SOS is considered not clearly defined, it shall be returned to RD with
comments for revision.
e) Where a single source, sole source, or Direct Order is identified, details of the
recommendations shall be forwarded by RD along with the Non-Competitive Bid
Justification Form (Refer to Attachment A). Approval shall be obtained in advance
where possible and applicable.
4.2
Scope of Work (SOW) / Scope of Services (50S)
On receipt of the SOW / SOS, inputs to Appendices, and the requirements under 4.1
above, C&P shall review all of these documents for contractual and commercial
aspects, and to ensure mitigation of any potentially adverse commercial and
CHAPTER 5
Page 3 of 27
C)
'-
~
~~
L-L.J~~IL-
Te.ndt)dIlgPrQcedpre
.
.
contractual impact. In parallel PCD shall review the SOW/SOS, Schedule of

Prices/BOQ, Execution Programme and the other documents from time and cost point
of view. Once the SOW / SOS is reviewed and finalized on the aspects mentioned
above, C&P shall commence the preparation of the Tender Document.
4.3
Consolidated Tenders
Where different RDs raise requirements for the same type of services or works, the
services or works shall be consolidated into a single Tender Document to obtain the
best possible value for LREDC through benefit of economy of scale. C&P shall identify
possible consolidation of requirements and decide whether there is enough
commercial justification to include these requirements in a consolidated Tender
(.\
Document.
When the requirement for a consolidated Tender is identified\ C&P"shall identify the
Major RD and notify him accordingly. This decision shafbe balted 0Q.. the/voll')me of
work as per the individual SOW requirements. o.nce the M'ajor ~ is,\ide,ied and
notified, he shall act as RD for the tender process.
~"':
V
The RD and C&P shall prepare a consolidaAe~-J?oc. me';;t~incorporating the
requirements of the individual RDs. The instru~tion-&-to Tenderes sllall clearly indicate
that LREDC reserves the right to awardjhe total rei~rement'to. single Bidder, or to
split the award in a manner desc9lJedin the Te~der DociJrn.ent. The Bidders shall be
instructed to submit alternative /Bids~baS'ed_on this r(quirement, and the Notes on
Pricing and Schedule of Prices s~(beiJrepan;ala~dingIY.
4.4 Form of Contract
a~r:ticul~itions
Particulat~r spe~a~o'iti:s~all
Standard or
be developed by C&P and where
necessary and a~~cable to do sO'lin consultation with RD and Legal Department.
C&P shall be the cust0~ia~f all1the)atest versions of Standard Conditions of Contract
in soft ancltlard copies fbrmat No-alternation or amendrnent whatsoever to any of the
above t6'-b\m~de /l:I~EqJrr;;r approval of C&P Department.
4.5 Tender
I~~r/umbers
Tender Number aod Contract Number/ Purchase Order number will be automatically
generated through the ERP.
4.6
Tender Plan Submission I Tender Plan Strategy and Classified Tenders
a) Where RD recornrnends a deviation from normal practice of Open Tender with 2stage evaluation process, RD, with inputs frorn C&P shall prepare a Tender Plan
Submission containing, as a minimum, the details shown in attachment E hereto
including the Tender Plan Strategy, which shall include full justification for such
deviation.
b) Where RD recommends a list of Tenderers and where the potential and suitable
Contractors are known to the Company, RD shall forward the Contractors list
which shall contain of a minimum Three (3) Contractor names to C&P. C&P shall
prepare the letter of Expression of interest (EOI) with inputs from RD and issue the
CHAPTER 5
Page 4 of 27
TenderingProc~du.I'~
.
',.
..
-',,,
-:
same with the RD Director's signature to the Contractors under RD Contractors'

list.
c) The Contractors under the EOI will be requested to submit their EOI along with
any required detailed information about the Contractors to RD Director on the
stipulated submission date.
d) Where RD recommends selecting a Contractor for new work, from the list of
existing Contractors and awarding such works through a Variation Order to the
existing Contract, Technical and Commercial proposals can be requested from
minimum three (3) existing Contractors, subject to GTC approval. RD, with inputs
from C&P shall prepare a Tender Plan Submission including Tender Plan Strategy
and full justification for such deviation.
( ~
specializ~a~e,
should~ere
e) If the SOW I SOS to be tendered is of a

or
be
other constraints, a pre-qualification exercise ih",ac::Ord;;hce th tlie' Prequalification Procedure may be conducted after obtaining tile a)proval--6f GTC or
the CEO in accordance with the Delegati0rl' of klthority ~atrix> V
SUbmis~n ~b~~ctor.
Preparation of Tender D o c Q
\
~
f)
The signatory of the Tender Plan
4.7
C~,\
a) After receipt of th~ S9~ I ~OS as ~ Septl~A.2 above and approval of the
Tender Plan Submls~lon a~ applicable, ~he Tenaer Documents shall be prepared
and developed by C&R" base~ on thEf-SOW I SOS and inputs from RD and PCD
and utilizing (.t8'rt~rd m~del cl~6u~e0-s/0herever possible and in line with the
gUideline provided as per AttacHrent K.
.~
B~d ~erJo
b) Attachments
describe the minimum recommended Commercial
/
\.
/
TerQls for", Consultancy ~Construction Contracts respectively that should be
USed\WheneVsSiblein the Company contracts.
T~~r Docum~t shall be comprised of two parts as follows, subject to
c) The
actual requiremen(s:
Part 1
Instructions to Tenderers
Attachments
i. Copy of Letter of Invitation to Tender.
ii. Copy of Confidentiality Undertaking.
iii. Letter of Acknowledgement
iv. Form of Tender Bond
v. Statement of Compliance
vi. Form of Tender.
Part 2
o
CHAPTER 5
Form of Agreement.
General Conditions of Contract (GCOC) and Appendices as follows:
- Appendix A SOW I SOS, and Technical Information
Page 5 of27
I
-
Appendix
Appendix
Appendix
Appendix
Appendix
B
C
D
E
F
Schedule of Prices/BOQ and Rates

Insurance
Contractor Technical Proposal
Contract Execution Plan
Administrative Procedures, Form of Performance Bond
& Form of Advance Payment Bond
Note: (Typical Recommended Commercial Terms pertaining to Consultancy and
Construction Contracts are given in Attachments Band C respectively, of which a
further elaboration is given below for several terms and in case of a conflict between
these two requirements least cost risk approach to the Company to be implemented)
a) Unutilized Appendices: If any Appendix is not utilized, this shall be stated as
'Not Applicable' within the Tender Document at the r~eV'aSlocation where its
reference is mentioned.
,~
sChedule~e
s/~
b) Schedule of Rates: The use of such a

the--rric
from
this schedule do not form part of the 'Contract Price') i~enerally restricted to
major / large valued lump sum and other";;pe~alize2t\,Contradsl ana agreed in
advance between RD, PCD and C&P. "there utili~, the ite'[n,s ril'ust be clearly
linked to the Contract work scope, drawing"~d teB~\a,yspecifications. The
preambles to the Schedule o,!--Rates m~t .I'l{j-ve a clear.ly defined method of
measurement i.e. Qatar S~~dard ~ethod of Meastfrem(nt, POMI or, SMM7 or
CESMM3. The Schedule
Rate-s-will-be in61udedin the Commercial Evaluation
by assigning the estimateti qJariflties a9a~n\t f!;~ individual items, with a clear
statement that ther'S'sign'ed quantities are \to be used for Commercial Bid
evaluation purpose .0~' im~d1h~alJJ..e)Of tliis schedule shall not form part of t.he
Contract price~
~
"'---~
or
Reten~hm: T~
c) Tax
Qatari income tax law requires govemment owned
institutions and'govemroorlt departments to retain the final payment from taxable
fOzei(i~,~ontracto'rs~ntil they/provide a tax clearance certificate. As a matter of
practice, i.(1come JaX"Qepartment requires that the retention should be at least
5% 'of the"totaVCdntract Price. The purpose of this law is to enforce tax
complJaQ.,ce and t~insure that foreign Contractors do complete their tax filing
requireme~s. lhls requirement is applicable to taxable foreign Contractors
performing G9ntractual works or services in the State of Qatar. Normally, only
Contractors with non- GCC shareholding would fall in this category. Accordingly,
details of the Qatari Income Tax Law retention requirement for Qatar based
projects must be clearly specified.
d) Guarantee Period: In engineering consultancy services, the Guarantee Period
must be of sufficient duration to cover for the construction Contract and it's
Defects Liability Period. This requirement is necessary to cater for construction
Contracts where the Contractor does not have a design liability. This could be
several years as required by the law governing the particular Contract or as
otherwise so stated under the Particular Conditions of Contract and/ or under the
GCOC.
e) Delay Damages or Liguidated Damages for Delay: Generally the provision for
Liquidated Damages shall be included in the Tender, and the rates and limits for
this shall be determined by RD in consultation with C&P and PCD in accordance
with the guidelines set forth in the 'Delay Damages' or 'Liquidated Damages For
CHAPTER 5
Page 6 of 27
Tell(leripgPrQ~edllr~'
Delays' Procedure. For works or services of a special nature, RD in consultation

with C&P, may determine that Delay Damages or Liquidated Damages provision
is not applicable, in which case suitable standard wording must be drafted by
C&P in the Tender Document and in line with the Delay Damages' or 'Liquidated
Damages for Delays' Procedure.
f)
()
Advance Payment and Advance Payment Guarantee: The Advance Payment

shall be set as a lump sum amount equal to a percentage (%) of the awarded
Contract Price as per the following:
Maximum of 5% when the Contract Price is above QR 10,000,000.

However the advance payment shall not exceed QR. 50,000,000.00 in all
cases.
~
The above limits can be amended on RD JeBuest, sub{ect to/G&P and

PCD review and subsequent approval frO~G. ~
Contractor shall submit an

Bank
operating in the State of Qata~qual'to the"~mou~ of/the Advance
Payment and it shall be valid till\the ,~;:;nt,of th~ Adyance Payment is
fully recovered.
\
~V
V/-')
Advance~ayme~t ~ant~e fJo~a

\.>
Note: The Advance Paymeny'f~ineering consultancy services contract

and supply of goo~s and sef"icrs~e~eby ~o p(ocurement or mobiliz~tion of
resources are envisaged at thebeglnmn9'~f th~Contract shall be decided by
=~si~ full consultati~~?h)1 be assessed on a case-by-case
consultat~ith
RD in
PCEl shall ensurdat no Advance Payment is paid to the
Contractor unless~he 'l:\dvan'te Pa,ment Guarantee, performance bond, evidences
of insur5l:~ces and su~mi~siQD)of t?'e baseline programme document is submitted by
the Contractor and aPRroved ~Ane Finance Department or concerned department
or oth'e~tity'Zutside t~-company.
4.8
RevieW'and Fin;;;;:ation of Tender Documents
shalG,r~par0inalize
a) C&P
and issue Tender Documents to the parties stated in
Section 4.7b b~ow within the standard monitoring targets (i.e. Key Performance
indicators 'KPI') established within C&P.
b) On completion of the Tender Documents, C&P will circulate Tender Documents
for Internal Review to RD, PCD, Finance and Legal Departments bye-mail. RD,
PCD, Finance and Legal Departments shall respond bye-mail after their review,
copies of which will be maintained in soft and hard format for records and audit
purposes.
c) Comments / amendments received from RD, PCD, Legal and Finance
Departments shall be incorporated by C&P into the Tender Documents where
relevant and applicable. C&P shall maintain in its files, notes and reasons
whenever any of the foregoing comments are not incorporated. C&P shall also
inform the originator in the event that any major or significant comment is not to be
incorporated, including the reasons for such exclusions. In the event where no
response is received from any of the above-mentioned reviewing departments
CHAPTER 5
Page 7 of27
Tendering l~rocedure
within ten (10) working days of issuance of the Tender Document, C&P will
consider the Tender Documents as endorsed by that relevant department.
d) C&P shall forward copies of the issued Tender Documents to RD and PCD
Department to keep and retain.
4.9
Electronic Tender Documents
a) Subsequent to Section 4.7c above, C&P shall finalize the Tender documents in
hard copy version. All sections, other than those provided by RD and PCD, shall
then be converted by C&P into electronic format, i.e. pdf (Adobe Acrobat) for
transferring to compact disk. RD shall convert all sections provided by them, i.e.
SOW I SOS, specifications, drawings, codes and standar~etc. to pdf format, and
forward them to C&P for Tender preparation within fiv~5) working days after
completion of the review carried out in Section 4.7above.",-.~
b) The Compact Disk cover shall contain the
fOIiOWing~~~tion:
~ ~~
Tender Reference Number and Title

..
A printed note concerning the data on the Q{s,k ana'i~ thereof as follows:
Tencre;:a-ocume~$ ~?cty"iC
'LREDC has issued the

in
form:rviZ Compact Disc 'CD').
Such electronic Tend{,. 9ocu~ts sha\be an exa;( copy of the Original Tender
Documents retained~Y LREDC as a ~\"OPy.)REDC makes no representations as to
the data quali(Y-'of the~d-Tenderer/\Bldders shall use it at his / her own risk.
Unless instr~Gted b'0LREDC, Tenderdr/ B;/Ider shall use the disk on an 'as is'
bas~hout~kin~~terat~or amendments whatsoever. In the event of
any'aiscrep'rmcies b)tweer the disk and the Original Tender Documents with LREDC,
the Odgi'Zal tend;;' DJcuments shall be regarded as the final and governing
documents 'i~ning the correct content of the Tender Documents. The Original
Tender Docu'Z!ents hard copy shall made available for the Tenderers/ Bidders perusal
at'the/
)
Department, (state address), Qatar during LREDC normal working
()
~rs.'/
4.10 Advertising rt:nder Document
a) Where the Tender is subject to Open Tendering, C&P shall prepare an

Advertisement Request Form including a brief narrative of the SOW I SOS, which
should separately identify the tentative Contract Effective Date and Scheduled
Completion Date (refer to Attachment F). This form shall be forwarded to the
Lusail Administration Department for advertising.
b) The completed Advertisement Request Form shall be consolidated and forwarded
by C&P to the Lusail Administration Department (refer to Attachment F). A copy of
the advertisement Request Form shall be sent simultaneously to the Secretary of
the GTC. A format of the tender advertisement format is attached in Attachment
Fa.
o
CHAPTER 5
Page 8 of 27
"-,.'c
TeJlderiJlg~r~ed,.Jlre~
_'",>;'-"''' .
--~"_
.. ,' -;---,
,,"-:'-"::',
~,<'":,,
-,~,
,;",-:,;,::~>,:.._~;.,-"~,<-,, __,_;r
.>
" ';
: :': ~ '
."--,
,~'~~
-,'"
'_.',
~ ~- ,
-.;,>fo(.-"'-
4.11 Tender Bond
RD in consultation with C&P shall determine the Tender Bond value taking into
consideration the criticality of the Contract and the consequences to the Company if
the successful Tenderer does not honor its tender commitment. The value of the
Tender Bond shall be set as a lump sum amount in accordance with Attachments B
and C hereto.
4.12 Collection of Tender Documents
C)
a) Tenderers shall collect the Tender Documents as specified in the advertisement

from Document Control Office on evidence that the TendefPee has been paid by
the Tenderer. The value of the Tender Fee shall be set ~s a I~ sum ~unt in
accordance with Attachment Band C hereto.
G~
V /
b) Tender Fee is required for Open Tender. However n0"Tentl~ Fee is;equired for
Classified or Limited Tenders, Sole Source(slrrgle Soume or ~ire'(;1vOrder.
~~c~e,!J~issued
c) A record shall be maintained by C&P Of\1

and each
Tenderer'sl Bidder's c~ntact d~tails~ cop~ of\Jhe final)Elnderers'l Bidders' list
(as per sample format In Att'7ehm~n~H) shall be sln(by c&P to the Secretary of
the GTC and to RD on or ope (1l-9;aY-before\the ifender Closing Date. However,
in case of Direct Orde.!) or Tender below Q~ One>(1) Million that was processed
via the CEO in accor~~~tb.J!!..aut2Ilority'un'der the Delegation of Authority, no
copy shall be sent.
d) C&P shall
4.13
~~
'"
fO~O~uPd'ated-IiS of Tenderers if and when requested.
Cos~stimat~
de~d ~t EstW~1I
Tenders shall be prepared by PCD and forwarded

The
to the respe2t~e
Di~ettor for his review. Considering the confidential nature of the
document, the p{(~01rector shall submit the Cost Estimate to GTC before the Tender
Closing Date, as per the format shown in Attachment G. The Secretary of the GTC
shall release a copy of the Cost Estimate to C&P upon release of the Commercial
Bids during the Tender Evaluation. However, in case of Direct Order, or Tender below
QR One (1) Million that was processed via the CEO in accordance with his authority
under the Delegation of Authority, the Cost Estimate shall be submitted by PCD to the
C&P Director before the Tender Closing Date. C&P Director shall release a copy of
the Cost Estimate to C&P team member upon the opening of the Commercial Bids by
C&P during the Tender Evaluation.
R6
4.14 Communication with Tenderers (Mid-Tender MeetingslTender Bulletins)
All communication with Tenderers shall be recorded in writing. No Tenderer shall

be given any information that may favour or adversely affect him in relation to the
other Tenderers. RD shall maintain a log of all communication with the Tenderers,
including Bulletins, Minutes of Meetings etc.
CHAPTER 5
Page 9 of 27
I
All Tender Bulletins shall be numbered sequentially, issued to all Tenderers/
Bidders, and shall be acknowledged by the Tenderer/ Bidder in the Form or
Tender. Communications shall be carried out as indicated in the instructions to
Tenderers (ITT). RD shall conduct Mid-Tender Meetings and attend to all
Tenderers' 'queries and process the required action via Tender Bulletin. Those
Tender Bulletins issued as responses to Tenderers' queries shall generally be in
the form of questions and answers as far as possible.
RD shall restrict attendance at the Mid-Tender Meetings to those Tenderers who
have purchased or collected the Tender Documents. RD representative shall call
upon participation by other department representatives as deemed appropriate
and applicable.
Prior to issuance, the draft Tender Bulletin shall be fo~a1d'ed by RD to C&P for
review from contractual and commercial aspects J,\d to en"Sure mini~m risk
potentially a~verse
exposure on behalf of the Company or mitigation of
commercial impact. PCD shall review the draft Teri'ct~r BUll(tfh~n c~se of any time
or cost impact that might result on impacting~e Ten(j~r onginal'S:0S~~imate or
on impacting the original execution prog[amme~der~ulI~t~s shall be signed
by RD and subsequently issued to the Te\er~ ~
C)
any
Date-(if~ny)
Extension of Tender Closing

shJ:be notifieSiAb all Tenderers by RD
in consultation with C&P via/a'Tender Bulletin. Suchilblletin shall also be copied
to RD, PCD and the Secretary of1il6-6T~ \
In case the Company decidbs t5elther com'ple(~y cancel the Tender or to cancel
and re-tender duringCthe bidding_UrAheeFalu'ation stage, a prior approval from the
GTC or from the CEQ, in 'accordar1'ce~with/the Delegation of Authority, shall be
sought.
\
~
4.15 Direct Order:
a)
!he~0fDirect .Ord~sh~t1e limited to specific situatio~s/ types of requirement,

In
b)
.)
exceptional clrctJ)stances, and shall be subject to stnngent controls.
Direct~e~ be used for requirements that are:

I. Obta~bl~m a Government Agency or from an affiliate of or a jOint
II.
III.
IV.
V.
VI.
VII.
venture of the Company or of its parent company,

Intended for trial or experimental purposes,
Proven to be available only from a single source because of technology or
other factors,
Needed on an emergency basis or where proven urgency does not allow for
following a competitive tendering process,
To be obtained confidentially,
Proprietary by nature including subscription to and procurement of
magazines, books and references.
Instructed by the CEO.
c) A formal memorandum in the form of a Tender Plan Submission giving full details
and justifications for the use of a Direct Order should be prepared by RD, for
approval to initiate a Direct Order in accordance with the Delegation of Authority.
CHAPTER 5
Page 10 of27
()
.Tell(lerillg PrQ~~d,lJ.r:e.
.
'.
c'-'.
d) A Direct Order will normally be awarded after negotiations. In order not to

compromise Company's negotiating position, the other party must never be given
the impression that it had a "done deal" or that its Technical and Commercial
Proposals would be accepted at any cost. C&P and RD should always have a fall
back strategy to follow in the event negotiations to award a Direct Order were
unsuccessful.
e) To ensure coordination and uniformity of position among the Company
departments before and during negotiations, a focal point for the Direct Order shall
be appointed by the CEO as soon as a requirement for a Direct Order has been
identified, and all departments as well as the other relevant party shall be advised
to channel all communication in respect of the Direct Order through the appointed
focal point, copying all the correspondences to C&P.
f)
To prepare for the negotiations, except where an

as approved by the CEO:
e<merg0'\~reSSi';jl~gency
~~
I. PCD shall prepare a detailed cost ep'!imate foI. th~SO'4' or/80S to be

awarded, which shall be deposited/witlT--the CEO before'tbe other party
\
~~V
submits its Proposal.
cdm'fi,erci~aluation
II. RD shall prepare a set of technical and

criteria listing
the parameters for accePtancel'rejectlon of)h~Pt'oposal, which shall be
submitted before the T~ch~(ana-c\r\mer<$ial Proposals are submitted for
the CEO approval~ ~
)
III. C&P shall pr're a drafVGentraet document, comprising part 2(as

.
","
/.
applicable) o{the Tender\D0~ts, which shall be sent to the other party
to sUbm{~ Te~ia.)and)COmmercial Proposals against.
'/
g) The Technical ano"Commercia,lproposals shall be opened by C&P, RD and PCD

and{egistered in the,sameyanner as with competitive bids and forwarded to the
Evah:Jation\Vonsisting of members from RD, PCD and C&P.
neg~tion team/.s~1I
h) A
be appointed by RD Director to complete the evaluation
and condu6t,negetiations on the Proposal with the other party. Negotiation teams
shall comprise/representatives from RD, C&P, PCDand Finance Department (if so
required). Negotiation teams shall always be guided by the approved evaluation
criteria, the Cost Estimate, as well as the agreed strategies and plans. Negotiation
teams shall adequately document the negotiations process and shall ensure that
no commitment whether explicit or implicit is made to the other party until a Letter
of Acceptance or a Contract Document is issued.
i)
When the Contract Price exceeds Ten (QR. 10) Million, prior to issuance of LOA,
RD in consultation with C&P shall prepare a detailed submission- attaching all
relevant documents including justification and the LOA, and submit the same
under the respective RD Director signature to the relevant GTC for endorsement
and ratification.
j)
All Variation Orders under the Direct order shall be proceed in accordance with
Variation to Contract Procedure (Chapter 8) and in accordance with Delegation of
Authority matrix in Chapter 1.
CHAPTER 5
Page 11 of 27
. TenderingPrQc~dure
5.0
RESPONSIBILITIES
5.1

Develop and finalize detailed SOW/SOS, drawings, and all other necessary
technical details.
Raise Purchase Requisition (in ERP).
Prepare, sign and forward the Tender Plan Submission to GTC orto the CEO.
Prepare and forward list of Pre-selected Contractors in case of Classified
Tender.
Review Tender Document and endorse all technical sections.
Prepare, sign and issue Tender Bulletins.
Verify budget availability with PCD.
Select the contracting strategy.
5.2
Contracts and Procurement Department (C&P)""
()

,"""
Reviews of the SOyv/SOS from contr~~tua:I\~6cm,t:Q~rc~~aspects.
Provide Inputs, review and endorse Tender ~I'l submission,
Advise the contracting meth~9>sele(\ type of plric.[I:Jgrequired.
Prepare Instruction to Teh"derer~Ge~ral\ Co~ditions of Contract, Appendix B
(with input from RD an~ peO) and AppE(ndtx C of Tender Document and
compile the WholrT~er~en~.,") V
Prepare Advertise~ent f~.
/,'"---/
Issue TenderDocument to:-:Ze~rers.
Review T~de?s~ull;rti~s fro\m contractual and commercial aspects, to ensure
mitigation of, any\.potential adverse commercial impact, and subsequently
en~rse the Te~der'Bull~tin91
~aintain a list of'all Tender'Documents issued and Tenderer contact details.
l'V1aint~i~ reco~ds'of-all~orrespondences with Tenderers and GTC, including
di~r-\,oqj.o,the ~Ievant Departments as applicable.
5.3
Project
contr~epartment
(PCD)
V

Review of SOW/SOS, prepare Schedule of Prices/BOQ, and the requirements
for Contract Execution Plan and Contract Administrative section of Tender
Document
Prepare and submit Cost Estimate in accordance with Clause 4.13 of the
Tendering Procedures.
Request and verify budget availability and obtain budget approval.
Review Tenders' Bulletin from cost and time aspects.
5.4
Finance Department

Review and endorse Tender Documents especially tax retention requirements,
Appendix C (insurances) and Appendix D (Contractor Technical Proposal) and
any other Appendices as applicable.
CHAPTER 5
Page 12 of 27
I
5.5
T~uderhigProcedllre
Legal Department

Review and endorse Tender Documents especially the General Conditions of
Contract (GCOC) and any other Appendices as applicable.
CHAPTER 5
Page 13 of27
Tendering Procedure
Attachment A - Sample of Non-Competitive Bid Justification Form
NON COMPETITIVE BID JUSTIFICATION fORM
I Requested By (Dept):
I Requested By (Oflglnalor):
I Dale Requested:
I Purchase Requisition No:
Projed I Sub Project THle:

Descrlplon of ProJed/Job:
location:
Contrad Code:
Job 10:
e of Procurement
r::
C Sale Soorce
Single Source
C Fast Track
Pr~e<:t
Details of Requested Vendor:
NCl'Tle of Vendor:
Address :
Company Phone:
Company Fax :
Contlle! Name:
Contad Phone:
Single Source I Sole Source Non-Competilive Bid Justification:
Attach ALL backup d.-a as required
Position
Ortglnator
Prepared by
Conlrols Department
Requesting DepCl1ment
Chief Execulive Officer
Name
SlgnabJre
Date
RD
Controls Departm ent
PCO Dlreclor
RD Director
CEO
Non - Competitive Eid ..AlsMketJon - Form P 2 2 05 Re'l 3, 119107
CH APTER 5
Page 14 of 27
Tendering Procedure
Commercial Terms
The following Figure 3 describes the Approved Recommended Minimum Commercial Terms that should be
used wherever possible in LREDC contracts. In case of any deviations to these recommended commercial
terms, specific approval must be sought from C&P or Financial Department and the CEO.
Attachment B Recommended Commercial Terms Consultants
Value of Contract
Commercial 1 Contractual Term

Less than QR 1 M
Consultants
Prequalification Documents Fee

Tender Bond (if by Tender)
Value
Valid ity Period
Tender Fee
Open Tender
Limited Tender
Advance Payment
Between QR 1 M
and QR 50 M
n/a
Decennial Liability
Decennial Liability
Insur~ce "Deductibles
"Workmen's
Compensation/Empioye
r's Liabilitv
Automobilel Thi rd Party
Liability
Waiver of Subrogation
Performance Bond(other than Design &

Supervision Consultancy Services)
Performance Bond for Design &
Supervision Consultancy Services
Language of Contract
Law of Contract
n/a
n/<)/ "
'\..
'\..
1 % to 5Of.y of the estimatei4Judgef

120 days from Tender Closing Date
'\..
min OR 250
n/a
n/a
"
min OR 1,000
n/a
/'
./
)
'"'Shall be'-l1/a
decided/ by RD in full consultation with
45 days
QR 1 M
'\.. '\..
min O~ 500 '\..
\
Time for Payment
Limit of Liability
Insurances (Minimum limits)
Professional Indemnity
Third Party Liability
Greater than QR 50 M
C&P and shall be assessed on a case-by-case

basis.
45 days
45 days
Value of Fees
50% of Value of Fees
QR 7.3 M (USD 2 M)
QR 18.25 M (USD 5 M)
QR 3.65 M (USD 1 M)
QR 3.65 M (US D 1
M)
Guarante'e period as required by the Law
For
a period of 10 years commencing from the date of issue of the
,/
DISCHARGE CERTIFICATE
Nil
Nil
Nil
As per the labour laws of Country plus Employer's Liability with a
minimum limit of USD 1 million anyone event
I"
'\..QR(1 M
QR 1 M
Personal Injury/Property Damage - Unlimited or as prescribed by Law

Under all policies to The Principal &lor Their Associates and
Subsidiaries and where appropriate to the Other Consultants, Project
Managers etc
Generally 5% of Accepted Contract value. This can be amended on RD
req uest, subject to C&P and PCD review and CEO approval
Minimum 10% of Accepted Contract value
English
Qatar Law
Arbi tration
CHAPTER 5
Arbitration Rules
Qatar Centre for Mediation and Arbitration within the Qatar Chamber of
Commerce and Industry
Page 15 of 27
Tendering Procedure
No of Arbitrators
Location of Arbitration
Fee Retention
Foreign Currency
As per the contract

Oatar
n/a
n/a
n/a
I
I
OR, USD - If local currency required or Euros by law then notified to
Finance Dept
Attachment C: Recommended Commercial Tenns - Contractors

Commercial Terms
The following Figure 3 describes the Approved Recommended Minimum Commercial Terms that should be
used wherever possible in LREDC contracts. In case of any deviations to these
ed commercial
terms, specific approval must be sought from C&P or Financial Department
Gu arantee
OR 18.25 M
OR 1 M
(USD 5 M)
Workmen's Camp
As per th e labour laws of the Country plus Employer's Liability with a mini mum limit of USD 1
million anyone event
Waiver of Subrogation
Under all policies to T he Princi pal &/or T heir Associates and Subs idiaries and where appropriate
to the
CHAPTER 5
etc
Page 16 of 27
TeI,ldering Proc~,<lure
Arbitration Rules
Qatar Centre for Mediation and Arbitration within the Qatar Chamber of Commerce and Industry
N a of Arbitrators
As per the contract

Qatar
Location of Arbitration
Retention
Liquidated Damages I Penalties for Delay
Guarantee Period
Increases or Decreases in Cost
Subsequent Legislation
Foreign Currency
10% of invoiced amount, limited to 10% of the current contract value

10% of Accepted Contract Value amortized over 10% afthe Contract Period
365 days
nla
365 days
365 days
nla
nla
Base Date:::; "Tender Submission Date"

QR, USD - If local currency required or Euros by law then notified to Finance Dept
o
CHAPTER 5
Page 17 of 27
Tenderillgfrocedure
Attachment D - Example of Tender Plan Submission Memorandum
Ref.:
Date:
Mr. _ _ _ _ __
Chairman
General Tenders Committee/Company CEO
C)
Project
Tender Name
Tender No.
Subject:
Approval of Tender Plan .S~sion
<:~'"l~;J
De" S;,
. . .
With reference to the abov~ald RroJect-and further ~the mentioned subject, please find the
Tender Plan Submission,for the abcive re~rr~d-.wor.ks as enclosed.
We request GTC'sl
/,
Regards,
CEO~ihd~roJI
,
of )he proposed Tender Plan Submission.
(Name)
RD Director
Ene!: Tender Plan Submission
Cc: GTC Members( if applicable)
o
CHAPTERS
Page 18 of 27
Tene.lerin.gProcedUre
C)
. '
Attachment E - Example of Tender Plan Submission
TENDER PLAN SUBMISSION
TENDER NAME:
INTRODUCTION:
(Provide brief introduction stating the project major outline, baCkgrou<0~0ject, a
~~
SCOPE OF WORK I SERVICES'
(Provide brief description of the scope of the proposed works! services to bevted
CONTRACT TYPE,
(State the proposed contract type with
Reimbursable, etc.)
0.
\
\>
jUstifcati~,j.e:-Tump~, S~edule
of Rates, Turnkey,
TENDER STRATEGY
(State the proposed Tender/~egy wi h.Justlfication.~Dlrect Order, Classified Tender, Open Tender
and the Tender Stages descl-iption;-Selectlbn pr~cedure & criteria.)
TENDERSCHE[}ULE:
~~/)
Tender Issue Date:

Tender Closing Dafu\
Contract Award Date:_ '"
Contract Completion Date:
ESTIMATED COSTS:
(State the estimated costs)
BUDGET:
Budget Cover is available under Account No. _ _ _ _ _ _ _ _ __
ADVANTAGES, RISKS & JUSTIFICATION

(State the Advantages of the Tender-Contract Strategy, Risks envisaged, Risks Mitigation &
Justification etc. as applicable.)
RECOMMENDATION
CHAPTER 5
Page 19 of 27
,Tendering Proct;dure
Attachment F - Example of Tender advertisement Facsimile Message
ADVERTISEMENT REQUEST FORM

To:
From:
Date:
Ref. No:
cc:
Urgent
FYI a
Confident
Please process
A~
A
'\ , 'recycle
\. ~
"I'
Please
a
,
/
a",
Tender No.
Tender Title
Subject
: Tender Advertisement
Please find attached the details
~v~sem~th/su Ject tender.

ye
advertising by ............... 2010 in

We would appreciate 'ioar"actio,\ to arr8.Q2e
<Newspaper Name> a. ncf'(New~aperfaJ\e> CArabic). Please forward the advertisement to
us for review before publisning. "-J
'\
For further info mation, please c0~cintracts & Procurement Director's Office, Tel.
44977570.
Best Regards,
Abdulaziz AI Mulla
Cc: GTC
Contracts & Procurement Department
o
CHAPTER 5
Page 20 of 27
Tendering :procedure
Attachment Fa - Example of Tender advertisement
TENDER ADVERTISEMENT
Tender No.
.-----
Tender Name
Brief Description of the Works: - - - - - -
~
- - - - - - not later~a~oOtmurs 10$al Doha
Tender Bond Value
:QAR
Bid Closing Date

Tender Collection Location
Lusai~B~Site O~ices,> ~
Documer~trol-O,\c\
time.
S. ___ .
Tender Collection Date & Time:("XX/l/200 Between 08:00-a.m. to 03:00 p.m.
~ (sunaay~~~/,
/"~ a NO~-~~~IJLCheqUe (cash will not be accepted)
Tender Fee
~ "~d t~fusJiI Real Estate Development Co.
Required documents to collect the Tender/Documents are as follows:
Copy of
th~Om~1Y Incorpo~C;;;;;mercial Registration (if represented in Qatar).
Auth~:zati~~ ID of the person who will collect the tender document.

Presentation of th~ceiPt for the tender fee submitted to the Finance Department of Qatari
Diar in Lusail Site office.
Company
Completed Confidentially Agreement which shall be collected from the above mentioned office
or requested by Fax.
For further queries please communicate in writing to Fax (+974) 44974450
o
CHAPTER 5
Page 21 of 27
>,:"
Attachment G - Example of Cost Estimate

CONFIDENTIAL
~~
L-L...J"=='~1
L-
PROJECT CONTROLS DEPARTMENT

COST ESTIMATE
(To be submitted in a sealed envelope)
To: THE SECRETARY OF GTC or Company CEO

Date:
TENDER TITLE:
TENDER CLOSING DATE:
TYPE OF CONTRACT:
LUMP SUM
~~
/
~')A\?PAY
M~~ED
TYPE OF ESTIMATE:
,/\
\
TQTAL(QR}
D,
,'CE-D5
~
\ ~
D/"SE~ETA!COyESTIMATE
D
0ST REIMBURSABLE
DDAYWORK
DOTHER
"'zETAI[E12..S9 TEjlMATE
"'-
~"~/\
TOTAL IN WORDS:
~~
""V
""
:;ER\\S~V
Ref. No.
../
REMARKS:
Prepared by:
Print Name:
Endorsed by:
Print Name:
Signature:
Signature:
Approved by:
Print Name:
Signature:
CHAPTER 5
Page 22 of 27
-!I
~
\I.\l~
':)
1<
'.' .T~n~ed!lgPto,ct!dur~
"
'
-,
L-LJ~r.:::::tIL-
LISTING OF TENDERERS
\>
TENDER NO
TENDER ISSUE DATE
TITLE
TENDER CLOSING DATE:
REQUESTING OEPT. :
NAME OF
COMPANY/BIDDER
NAME OF
AUTHORISED
REPRESENTATIVE
DOCS
COLLECTED
BY
SIGNATURE &
DATE
1.
2.
3.
4.
5.
o
CHAPTER 5
Page 23 of 27
,:,.
,;:W(~~~~~~,!g!'p:~~c~#~~
~J
,"}
L-LJ'=:'~IL-
Attachment I _
Three Month Procurement Look-Ahead Programme
Date: 51XX12009
XXXXX Department
Item
Description
Month 1
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Item
Description
Item
Description
,,--
/'
CHAPTER 5
",
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Month 3
Page 1/1
~/
\""
"
Month 2
"
",
/ /'
,
"
Page 24 of 27
,"
.---------------------------------,
Tendering Procedure
L-LJ'=::'I==II L-
Attach ment I(Co nti nued ) -
Th r ee Month Proc uremen t L oo k-AheOJd Pro gra mme
Date: 5IXXJ2009
XXXXX D e pa rtm e nt
Ite m
D escript io n
Pre e ration I Issue Tender Docs
8iddin Evaluation & A w ard - RD

T echnica l E valuation
Flnan CLal Evaluatio n
11 2
M o nth 1
6
7
cap
Contract Pre eration, Review a nd A

Pre eration
Month 2
41 5
I
9 !10
21 3
I
I
I
I
I
I
I
I
I
I
I
I
I
I
oval
I
I
I
I
I
CH APTER 5
41 5
9 1 Q 11
I
I
I
I
I
I
I
I
I
I
I
:
I
I
I
I
I
Month 3
8 1 9 10
Page 1 / 1
Page 25 of 27
Tendering Procedure
Attachment J - Tendering Flowchart

Others
C&P Department
Requesting Department
Received Approved
Purchase Requisition
(PR)
Prepare 3 Month l ook

Ahead Procurement
Programme
,6
./\. 1
Prepare justification for

Direct Order, or Selective
Tender as necessary
,
Obtain requi red approval
per Financial Authority
Matrix
Is it Dired Order or Selective

Tender?
. Ve
. I Approval I
. LRedeved
\;>
\~>
"
,
~
,,/
-V
(
peD prepares Schedule of Ratesl
BOQ , the requirements for
Appendices Contract Execution
Plan ,Contract Administrative
section and reviews SOW/SOS.
/
/
No
""-
V
/
l)J
Prepare the whole Tender

Documents
Prepare SOW/SOS,
,drawing and other
specific requirements,
etc.
/~
Send the Tender DOOlmenls

for intemat review
~
Incorporate received comments in to
Tender Documents
assign Tender/Contract
Number
+
IPCD pcepace, I
Issue for Tender
detailed cost
estimate
N.Qte.;.ln the event of conflict between the flowc hart and the text , the text shall prevail.
CHAPTER 5
Page 26 of 27
Tendering Procedure
Attachment K - Tenders and Contracts Standard Monitoring Targets
Tenders and Contracts

Standard IYIV""VII"\:I T '" \:I"''''
FUNCTION
RESPONSIBLE PARTY
Preparation and
Finalization of
Scope of Work
(RD)
Preparation and
Issue of Tender
Document
(C&P)
TARGET FUNCTION
AS PER ANNUAL PLAN
/~~
"'\ '2 ~eek's
Description
Issue draft to RD
vv"" 'v"'Ofrom RD / PCD

/ Finance
<~
Bidding.
Evaluation and
Award
GTC
CEO
, "'
i:~~,F
issue for I
Total
,t:,,.dk<'.\ I ~ ''"c ..:

(RD)
/'\.
~~
te~t &
~".I-!'t ;~
.. '. :, ,: ,
10M)
10M)
3 week~
4 weeks
1week
1 week
1 weeks
1 weeks
5 weeks
' " ., ,!.};:,
4 weeks
4 weeks
5 weeks
I F v", ,,~t;,>n
6 weeks
6 weeks
9 weeks
4 weeks
4 weeks
6 weeks
14
14 weeks
20 weeks
x:~~~"
, ~ .o lvo"v " &
weeks
...7l""Tl~-'Vl""...."l1I"~-~~~,,,-=- ~~T--1~'::-"':~~-;-;;j -'~ ". ~-,. ... ;..~~'" -;-_~- ~~":;

!!..:....cl:.::_~_':.:.:.':-rr-~~~-=..o.~~0!.1~~~IL~':'-"~.-=-:. _~
,-'-ll....c~.J.i.~!.
Contract
Preparation,
Review and
Approval
(t&P) /
6 weeks
"
I/ otal
~
.', ,.
GTe
(above
"~ l
I <:
V
4 weeks
'r
iv.
"-
1 wee,
(up to
'.
.,
Description
' v ~o . o ,i v , I & Issue draft to
RD/PCD/ Finance
2 weeks
Comments from RD / PCD

/ Finance
1 week
1 week
1 week
1 week
1 week
1 week
1 week
1 week
1 week
Approval/Signature by
Lusail
1 weeks
1 week
2 week
Total
6 weeks
6 weeks
9 weeks
' vv'~
4 weeks
."w.~v . a,v
W "'" .v ." , i " o, i ~v contract
Issue to Contractor
CHAPTER 5
Page 27 of 27
,%ooT~~OI_
t
1 \1
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~'ll'\l3fINlI!!RS'"
4~
TECHNICAL / COMMER"CIAL
" ~
BID EVALUATION P' A"
OCEDIJKE
(J
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

Technical/Commercial Bid Evaluation Procedure

LU'=:'r::::IIL

1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
5.0
4.1
General
4.2
Formation of the Technical and Commercial Evaluation Team
4.3
Collection and Distribution of Technical Bids
4.4
Technical Evaluation, Clarification and Evaluation'Report
4.5
Evaluation Report
4.6
Collection and Distribution of
4.7
Commercial Evaluation and Report
4.8
Commerciall
4.9
Award Approval
4.10
confidentia~~.
~~
comme~8ost'E'Sti~'e
\> ~V
contractua{e~\
\
/'
~~)
RESPONSIBILlT~
~
5.1
(J
Re'e~g Dep~ent-(RD
5.2
cont~~ a)dJ)ro~ments Department(C&P)
5.3
Project
5.4
Evaluation Tea;;;
5.5
Finance Department
CO~OIS
Department (PCD)
ATTACHMENTS
Attachment A -
Flowchart for Technical/Commercial Bid

Evaluation
Attachment B -
Example of Memo for Distributing Bids for Evaluation
CHAPTER 6
Page 1 of 23
Technical! CommercjallUd Eval11.ationProcedure

Attachment C -
Example of Technical Evaluation Report Summary Memo
Attachment Ca -
Example of Technical Evaluation Report
Attachment Cb -
Example of Risk Assessment Report
Attachment D -
Example of Commercial Evaluation Report and

Award Plan Submission Memo
Attachment Da -
Example of Commercial Evaluation Report and Award Plan
..
o
/
o
CHAPTER 6
Page 2 of 23
TechIlical/ Commercia.l Bid EVa.luation Procedure

1.0
OBEJECTIVE
This procedure details the method to be followed to ensure that the evaluation of
Technical and Commercial Bids is carried out in a consistent, complete and fair
manner in order to ensure the best value for the Company.
2.0
SCOPE
This procedure applies to all personnel involved in the evaluation of Technical and
Commercial Bids process.
3.0
It is the policy of the Company to award Tenders to the technically lowest price
acceptable Tenderer/Bidder who meets all the Tender requirements and its terms and
conditions.
o
4.0
PROCESS
The procedure is flowcharted in Attachment A7 t o

4.1
General
a) The procedure is applicable to alLBids requir~to be processed via the GTC.

Also, it is applicable to Bid~t5eIOW)Jne (1) milli~~WJ;iich are required to be
processed via the CEO. The TE}ehnical-aQd 6:ommercial Evaluation of Bids shall
normally be completed and lhe Award Plail'-S~bmi~sion forwarded to the GTC or
the CEO in accordance"W~h\tJ:le Delegation bf~uthority within the Standard Key
Monitoring targets (fe. Key Peifm-m-EPte Ihdicators 'kPls') established within
C&P.
\C/
b) When any evalu,ation,phasel is delayed by more than one (1) month beyond the
kPls, "or when the E'\taJy,ation)Team antiCipates that the award cannot be
coreple'te~ within tHe tender ~alidity period, the Evaluation Team Chairman shall
forward a p(oposal fof-Bid-validity extension to C&P. C&P shall review any impact
of su'c~ extensi~a'nd proposes its recommendation to the Evaluation Team
Chairma,\ Upbn receipt of the approval for Bid validity extension, the Evaluation
Team Chair;Rlan ynBer RD Director signature shall obtain from all the Bidders an
extension of v~lidity of Bids and Tender Bonds.
c) In case there were specific Technical Evaluation Criteria and/or Commercial
Evaluation Criteria required by RD for the purpose of assessing the Technical
and Commercial capabilities of Tenderers, then it shall be approved by the RD
Director and/or C&P Director respectively prior to the receipt of the Bids. The
attached standard evaluation Technical/ Commercial Evaluation Report formats
shall be utilized as appropriate during evaluation (refer to Attachments Ca and Da
hereto).
d) Where there are more than ten (10) Bids or when the number of Bids are large, to
the extent that complete evaluation of all Bids may not be possible within a period
commensurate with the validity of the Tender, then the evaluation may be
restricted to the Ten (10) lowest Bids, unless otherwise advised by the GTC or by
CHAPTER 6
Page 3 of 23
Technical ICoIDlllercial Bid Evaluation Proc,edure
()
LLJ'='~IL
the CEO, in accordance with the Delegation of Authority, in writing. In such

circumstances and at the request by CEO or his designated deputy , the
Secretary of the GTC or the C&P Director ,in case Tender was processed via the
CEO, shall release the names of the lowest ten (10) Tenderers without ranking
thereof. Further Bid will only be evaluated if minimum two (2) technically
acceptable Bids are not found among the lowest Ten (10) Tenderers' Technical
Bids. In such cases, GTC shall be requested to release next five (5) lowest Bids
for evaluation.
e) Where any particular Bid is substantially incomplete, the Team may recommend
to the GTC or to the CEO, in accordance with the Delegation of Authority, that
such Bid be rejected as 'technically incomplete' in the Technical Evaluation
Report. The reason for such rejection shall be clearly detailed in the report. Such
an option may generally be used when:
()
(i)
The Bidder has left the majority of the Annexures or Schedules in

Appendix D (Contractor Technical Proposal) i06orrlplete, in particular
those Annexures or Schedules deemed critical,\'\l!(e Te~m fos;echnical
evaluation purposes.
(i1)
~., __~~
V)
There exists a minimum or three (I'0t~hn~y a~~e'Bids.
Note: Submission to the GTC or to the CEG in~ccoraance "X!t~the Delegation of

X
Authority, shall be placed in sealed envelopes dearl~arkedas follows:
4.2
C&~~
Secretary of the GTC!

Tender Reference No. ~
Title of Tender. (" " "
Nature of subject f0r revi'ew, e.g(Tec nical Evaluation Report or Commercial
Evaluatio\ep~ ~ \ ~
Formation Of~ 'F~9!cal and Commercial Evaluation Team
~the Tender'CIOSing~te,
On or
RD Director shall nominate a representative
to the T'echni6a\Evalililtio-;;-Team as its Chairman while the C&P Director shall
nominate a'\represeh'tativ; for the Commercial Evaluation Teams. The Chairman of
the Technica~Ezaluati6n Team will then call for the nominations from C&P, PCD and
Finance Departmefll as applicable. Furthermore, C&P nominated Member for the
Technical Evaluation would be the Chairman of the Commercial Evaluation Team
once the Commercial Evaluation started unless otherwise another nomination is
advised by the C&P Director.
i.
Technical Evaluation Team

The Technical Evaluation Team shall consist of Chairman, nominated by RD
Director, and a nominated representative from C&P, PCD, and Finance
Department.
This Team shall conduct the Technical Evaluation. The Team Chairman shall
invite representation from other departments or from any external consultant
o
CHAPTER 6
Page 4 of 23

working for the Company as required, for participation in selected matters
only.
The technical content of the Bids under review shall be checked thoroughly
by the Team. Discipline Engineers, if invited, shall assist in the Technical
Evaluation process at the discretion of the Chairman.
ii.
Commercial Evaluation Team

The Commercial Evaluation Team shall consist of the Chairman from C&P,
nominated by C&P Director, and a nominated representative from RD and
from PCD. This Team shall conduct the Commercial Evaluation. The Team
Chairman may invite representation from other departments as required.
No external party or Consultant shall be particiPati;vin the Commercial

Evaluation whatsoever.
\.~
However, when it is desired by PCD Director to inv~a Cost Consult~'for a
justifiable reason, PCD Director can involve a coit~orisultant t~ssis( PCD
team member for the rates and price ,naly~s and e~I~~i~n)/(he Cost
~:::~.'"'
.....h,I .;," ,CO""::;'\\;?~EDC ,pp,~d

invitee{~e
All team members and

Evaluation Reports. Exceptions or
reservations, if any, of Evaluatl'on Team-memBe(s/or invitees to any parts of the
Evaluation Report shall'\be clearye.l1)h je Report itself and signed by the
concerned Team member 'of invite, ~
Ev~ua~~i~
The Technical
coordinated by the Evaluation Team Chairman while
the Commercial Eva'l~ior)\~be 5-dordinated by C&P Chairman in consultation with
the other/nie~ers.
~
~~he E~ua-00')
Note:
Team is formed, it shall generally act as an independent
body, with the-zespective'Team Chairman ensuring that confidentiality and integrity of
the evaluation proceis' is maintained throughout the evaluation process. Although
each Evaluation'r{am member may consult his Line Manager, such inputs shall be
advisory and shall be taken into consideration by the Evaluation Team decision
making process.
4.3
Collection and Distribution of Technical Bids
Upon notification by the GTC, C&P nominated representative shall collect the
Technical Bids from the Secretary of the GTC and sign a receipt. C&P shall retain
one copy of the Bids, and forward the other copies of the Technical Bids to RD
Director under covering memo, (refer to Attachment B hereto), who shall then
forward the bids to the Team Chairman of Technical Evaluation. However, in case of
Tender below QR One (1) Million that was processed via the CEO in accordance with
CHAPTER 6
Page 50f23
LLJ!::::>~IL.
his authority under the Delegation of Authority, Technical and Commercial Bids will
be submitted directly to C&P Office. The Evaluation Team may reserve one fixed
room in the premises to store the bid documents and conduct evaluation meetings.
The room shall be closed and secured at all times when it is not in use and keys shall
be kept in the custody of the Evaluation Team Chairman.
4.4
Technical Evaluation, Clarifications and Evaluation Report
a) The Evaluation Team shall carry out a detailed analysis and evaluation of the
Technical Bids in order to establish whether, and to what extent, they conform to
the requirements set forth in the Tender Document. The Team shall identify
ambiguities,gaps and / or shortcomings in the submitted Bids, and seek
clarifications in writing, as deemed necessary from the Bidders. All responses
received from the Bidders shall be evaluated by the Team. The Team shall
exercise its judgment as to whether or not the deficie~ies in any Bid are
substantial enough to warrant technical rejection of the ~i~ ~out the need for
further clarifications.
\,~ . '\.
resolve~~ica!: com~
b) The Evaluation Team shall endeavour to

and
contractual deviations, qualifications and exceptre~s, to al{ive as' far is
reasonably possible at uniformed TendetCoinPI~nce for al)\Bids'vs6 that price
then becomes the only decisive factor. ~II s~m~e~af\a,nd ~ntractual iss~es
shall be resolved by C&P Team memberw\hll~II>lssues,rela!.ed to cost and time
shall be resolved by PCD /Tea':Q, me(!1bet. Deviations, exceptions and
qualifications taken by Bidders to the Commercial/f'contractual terms of the
Tender shall be resolved if aGCordance~il~ Seftion 4.8 below. All technical
items that may have a co~t ilnPact mus\ De ;esolved before the Technical
Evaluation Report is<i(Sl1ed to~G-TC)or ~o llie CEO, in accordance with the
Delegation of Authority, inbluding/eonditions for acceptance proposed by the
Finance Team/member~n \Bid~(~iZ. requirement of additional Bank
Guarantees e(~. " \ .
'\ ~
c) Technical Bid Cia~icatiQns' shall always be in writing, sequentially numbered,

Si9~ 5Y~, and De~d~irectIY between the Team, and Tenderers.
d) In cases where/T~erers' clarifications have price impact, the Tenderers shall
be instrLmted
sU,9n:ilt their commercial proposals or price impact, as a revision
to the already su15mitted commercial proposal, directly to the Secretary of the
GTC in accofcla'ilce with the Instructions to Tenderers. Such Tender Clarifications
shall be copied to GTC. However, in case of Direct Order or Tenders processed
via the CEO in accordance with his authority under the Delegation of Authority,
the revised commercial proposal will be submitted directly to C&P Office. The
timing of such calls for submission shall be at the discretion of the Team, but all
cost impacts must be submitted prior to Commercial Bid Opening.
to
e) RD shall ensure that copy of all the Technical Bid Clarifications are forwarded to
the Secretary of the GTC.
f)
In case LREDC issues a Tender Bulletin for any changes in the original Tender
Document; e.g. change on the SOW/SOS, correction etc. during the Technical
Evaluation stage and which may result cost impact, RD in consultation with C&P
C)
CHAPTER 6
Page 6
of 23
Technical! Commercial Bid Evaluation Procedure

shall prepare the Tender Bulletin and issue the same to all Tenderers under RD
Director's signature. However, such tender Bulletins shall be copied to GTe.
Tenderers shall be requested to submit their revised proposals and price impact,
as a revision to the already submitted commercial proposal directly to the
Secretary of the GTC. However, in case of Direct Order or Tenders processed via
the CEO in accordance with his authority under the Delegation of Authority, the
revised commercial proposal shall be submitted directly to C&P Office. The timing
of such calls for submission shall be at the discretion of the Team, but all cost
impacts must be submitted prior to Commercial Bid Opening.
4.5
Evaluation Report
a) The Technical Evaluation Report should be in sufficient detail and, as a minimum,

addresses the specific criteria used (if any) to assess the Technical capabilities of
Tenderers, highlighting the areas that do not meet Tender","equirements, noncompliances to the criteria, and unresolved commercial ahd contractual issues, if
any. A summary (refer to Attachment Ca heret;ta~ ~n ex"a~ple ofATypical
Technical Evaluation Report) should be included~o detail\the c~~riii" u~d to
determine Tenderers capabilities. The Team shall also i':arry'\out a Projlct risk
assessment, and the Risk Assessment R~ort~all b~ai':hed'to the'Technical
V
Evaluation Report (refer to Attachment C\heretO)~~
'>
b) Upon completion of the Technical Evaluat\On\ffi, Team shall sign and forward
the Technical Evaluation Report-ano'its reco~~endationA~ C&P and PCD and
onwards to the respecti,{i Rq/6irectJ~00evie"w, endorsement and
recommendation to the GTq or rtOAhElCE'c'),\n accordance with the Delegation of
Authority.
<) )
~~__
c) The Report shall be fb~arded uRde;tcover of a memo (refer to Attachment C

hereto) with :<..ifr~commendatibn 'to-.Qper( the Commercial Bids of technically
acceptable Biaders\The illemo \to the GTC or to the CEO, in accordance with
the Delegation tit,Authority shall the signed by the respective RD Director.
d) A
c~te docu~te~ciof all clarifications shall be retained by RD and
C&P~"v0
4.6
Collection and Distribution of Commercial Bids and Cost Estimate
notif~tiO:;:y
a) Upon
the GTC, C&P nominated representative shall collect the
Commercial Bids from the Secretary of the GTC and sign a receipt. C&P shall
retain the Commercial Bids, and notify RD, Finance and PCD of the receipt of the
same. Similarly, in case of Direct Order, or Bids that are processed via the CEO
in accordance with his authority under the Delegation of Authority, C&P shall
retain the same, and notify RD, Finance and PCD of the receipt of the same.
b) C&P and its Team member shall retain custody and shall be responsible for the
physical security and access to all Commercial Bids and Commercial evaluation
related documents throughout the Commercial evaluation and Contract award
phases. Commercial evaluation meetings shall preferably be held in C&P
premises. Subject to practical and logistical considerations, C&P Team member
o
CHAPTER 6
Page 7 of 23

LLJ'='r:::IIL
shall ensure that Commercial evaluation related documents do not leave the C&P
premises.
c) Upon release of the Commercial Bids, the Secretary of the GTC or the C&P
Director, in case Bids were processed via the CEO, shall release copy of the
Cost Estimate to C&P Team member. PCD shall provide the detailed estimate to
the Team.
4.7
Commercial Evaluation and Report
a) The Commercial evaluation shall be restricted to the Technically Acceptable Bids

only and the Commercial submissions of the Technically unacceptable Bidders
shall not be reviewed.
b) The Team shall conduct, clarify, resolve as much as practicable all outstanding
commercial and contractual issues, and complete the commercial evaluation.
Arithmetical errors shall be resolved in accordance with~he 'relevant provision in
the Instruction to Tenderers. All communications ':Yith the Bladers shal~be in
writing. The Evaluation Team shall seek the GTf apRro~al or'~irector's
approval in case the Bid was processed via the CE0~rio~to (:ommunicating with
the Bidders regarding any commercial, technical (in"caS~h~fe still/a"ny) and
contractual clarifications during the COmrerci;;-I'E~ualion stage 'an8 regardless
whether these clarifications mayor may not have any,imp'act to lhe Tender Price.
Any revision to the Tender Price shall be r~ferr'e(l'direct~to th~GTC or to C&P in
case the Bid was processed/.via-the CE(\)o DeViations I>exceptions taken by
Bidders to the commercial ar,ltJ cOQ!J:lctual t'erms of1h;:;--render shall be resolved
in accordance with Section
~ow~ \ )
.
4.8
TendCI'~~d@S
c) In the event the

a_se,f5"afate) Schedule of Rates, the Team shall
carry out a sensitivit~analysis usin!;j'the' estimated quantities in the Schedule of
Rates of the Tender Do'cume~ts a~the Biader's corresponding rates. In addition
to the final 6omm'ercial tankin'g bas-ec( on the Contract Price, the Evaluation
Report shall also clearly ~dicate the rankings based on the impact of the
Schedule of Rat~s as inferred /~fter carrying out the sensitivity analysis. In the
event the Team re&mmendsAhe Contract be awarded to the Bidder who is not
the Io~eshanked bas'ea-onboth rankings, this shall be highlighted along with an
explanation l'justiffcatfon for such a decision.
d)
Whenev~,B~:/~y
part(s) of the pricing I rates submitted under a Bid are

substantially lower (in the order of 10% or more) in comparison with (i) the Cost
Estimate, and I or (ii) all the other Bids, and lor (iii) the market prices (when
known), this shall be highlighted in the Evaluation Report along with comments
and concerns I recommendations.
e) The Commercial Evaluation shall normally conclude with identification of the

Bidder for Contract award. Recommendation for the GTC or for the CEO in
accordance with the Delegation of Authority to hold price negotiations shall be
limited to those exceptional circumstances where (i) the Contract Price is
substantially higher than the Cost Estimate and market prices, and lor (ii) when a
specifically identified part(s) of the pricing is substantially higher than the Cost
Estimate and market prices (iii)1 or when a major clarification, required
o
CHAPTER 6
Page 8 of 23
Technical/Commercial
Bid
Evaluation
.
.
._
. . . Procedure
....
.:]
LLJ.=:.t:=IIL
commercial information need to be resolved and obtained before proceeding

with the final recommendation of Contract award.
Price negotiation during the evaluation shall be led by the GTC or by the C&P
Director in case the Bids were processed via the CEO.
f)
g) Upon completion of the Commercial Evaluation and identifying the Bidder for
Contract award, the Team shall finalize the Commercial Evaluation Report,
including the Award Plan Submission and all relevant information (refer to
Attachment Da hereto). The Team and invitees shall then sign and forward the
report to PCD and C&P for review and onwards to RD Director for review and
endorsement. RD Director shall forward the report, along with his
recommendation, by covering memo to the GTC or to the CEO, in accordance
with the Delegation of Authority for approval (refer to Attachment D hereto).
4.8
Commercial I Contractual Deviations
During the Technical Evaluation, whenever there ay';::com~erci,\ or ~tractual

deviations, exceptions and qualifications from Bidders, the"following pr-e..ceCJuy>shall
~ ~~ /
be followed:
...
ini\i~p~e~e Bidder to withdraw
.~
i)
C&P Team Member shall make an

all its deviations, exceptions and qUalificati0
ii)
The Technical Evaluation Repoiho

o,/to$1e CEO, in accordance
with the Delegation of ~Gttj.oritY6.ball tiighli9.lit deViations, exceptions and
qualifications still maintalned,by-fhe Bidde}~, wJh the proposal to address the
issue during the Commercial Evaluation.) V
iii)
During the
Evaluation Team shall identify the
Bidders with wl:lom tfley intentHo_holcl negotiations or discussions, and seek
the GTC o),the CEO, i~acccirdance with the Delegation of Authority, approval
for the same~
iv)
v)
4.9
th~G~0
G~m$erc~~~the
~('lgotiation
V )
team/shall include the members of the Commercial

E\aluatibn Tearil'and other invitees as deemed necessary.
Any"de){i~'y'~ePted
for one Bidder shall be communicated to all other

technicallx/qualified Bidders, with instructions to submit the price impact
directly to the GTC or to C&P, in case the Bid was processed via the CEO.
Award Approval
a) The Evaluation is deemed completed when the GTC or the CEO, in accordance
with the Delegation of Authority, approves the Award Plan Submission and
relevant approval memos are issued and received by the CEO, who in turn would
forward the same to the C&P Director for further action in line with Contract
Award and Finalization Procedure - Chapter 5.
b) If so requested by the RD Director, C&P shall forward to RD Director a copy of
the Commercial Evaluation Report (plus Award Plan submission, Priced
CHAPTER 6
Page 9 of 23
Technical/Commercial Bid Evaluation Procedur~

tabulations, etc. as applicable), after issuance of a Letter of Acceptance (LOA)
and Instructions to Commence to the successful Bidder.
4.10
Confidentiality
The Team shall carry out the entire evaluation in the strictest confidence, and shall
not divulge or discuss any matters arising out of the evaluation with any party other
than the Team members, the line Supervisor, their Directors and the invitees to the
evaluation. The information provided to the invitees shall be on a 'needs only basis',
at the discretion of the Evaluation Chairman who is the coordinator of the respective
evaluation phase.
5.0
RESPONSIBILITIES
5.1
Form the Technical Evaluation Team

Chair the Technical Evaluation Team
Review and issue Technical Clarifications
Coordinate the Technical Evaluation a~d sbpport he~o~mercial Evaluation
Forward the Technical and Comme~cial\E'\;aluatiOrl)R'Ports, along with
recommendation to the(GrCbr to \the "CEQ~--J.n/ accordance with the
Delegation of Authority.
~\;;
Contracts & prozr-emen~.~)nt (C&.P)
5.2
Shall carry out
5.3
(f\:win\~ <-~
'l"~chnicall oom~ercial
Collect the
Bids
Forward Tecnnical'Bi,.fo RrD and notify of receipt of Commercial Bids
,R~~i*r Technillall Comme'rcial Bids
8((ordiflate with the'Evalcration Team
Provide 'a,mr6e'rof the Evaluation Team
SUP~0~ th"E3 Te~riical Evaluation and chair the Commercial Evaluation
Resolve~ommercial and contractual queries and GCOC deviations
Forward Oifmmercial Evaluation Report I Award Plan Submission to RD
Director for endorsement
CHAPTER 6
Prepare and submit Cost Estimate to GTC by PCD.

Participate in the Technical Evaluation and the Commercial Evaluation of
Tenders including evaluation of cost and carrying on sensitive analysis,
preparation of price tabulation and price comparison.
Provide detailed Cost Estimate during the Commercial Evaluation.
Page 10 of 23

.
LLJ'=:'~IL
5.4
Evaluation Team
5.5
Evaluate Technical and Commercial Bids

Resolve Bid queries with Bidders
Prepare Technical! Commercial Clarifications
Prepare the Project Risk Assessment Report
Prepare and sign the Technical and Commercial Evaluation Reports
Conclude the Technical and Commercial Evaluation
Forward the Technical and Commercial Evaluation reports to C&P, PCD for
review and onwards to RD Director for review and endorsement.
Finance Department
Shall car~ out the following:
Provide a member to the Evaluation Team dUrlng,the Technical Evaluation

~
Phase
Advise on audited Financial statement submitted'by Biaders~urin~he
Technical Evaluation stage
~ "" '" V
Participate in the Commercial Evaluation Phase'~,\henJeqUired by the
Commercial Evaluation Team
V
<:
'\ V )
\:> /J
CHAPTER 6
Page 11 of 23
---~
~
~
L-W'='~IL-
Attachment A - Flowchart for Technical/Financial Tender Evaluation
0
0:::_ 0
Nominate Chairman and

Members to Evaluation Team
o...~-
0/5 0
'-'
0
OJ
.=
~
~O
~
Receives Evaluation Reports and
makes Recommendation
Technical Evaluation Team
Financial Evaluation Team Collects &

Evaluates Financial Submissions
Collects & Evaluates Tender

Submissions
E
ro
OJ
I-
c
0
:p
"
Price only variable?
~ from Tenderers so that "-
ro
price only variable
:::J
ro
>
w
IPrepare Technica: I
Evaluation Report
cb
0
w 05 -O.?;c
-u
U
o.roO
(j)~
ro ro :::J
I:2:<{
(9
-
0
,~" ,,,.- ~ '\ ~
I
cal lssues In
Tenders resolved so as
-,
,,
" \<..
)
, \
"
Prepare Financial
Evaluation Report
~~ ct
\~ . )
" "~~
.A.
\ \>~
Approval of Recommendation
for Award
Note: In the event of conflict between the flowchart..and the text, the text shall prevail.
CHAPTER 6
Page 12 of 23
Attachment B - Example of Memo for Distributing Bids for Evaluation
TENDER NO
TITLE
SUBJECT
TECHNICAL BIDS FOR EVAWATION
s:\
Te~'B~reCeiVed\from' he following
Please find enclosed one / two copies each of the

~~nderers in respect of the above tender for your nec\
ssaValua,~
3.
4.
5.
6
,--,--.
("
T~chnical Bids are to be~~ate~y"an\vali:JatiOn"Team consisting of members from the

Requesting Department, Oqntnilits &
Finance
Departm~
P~ocul,ement Department, Project Controls and
~~
th~the technic~and
Please note
Commercial evaluation and the subsequent
recommendation ~hOuld'b?,submitted to GTC/CEO, not later than _ _ _ _ _ __
Regards,
(Name)
()
CHAPTER 6
Page 13 of 23

LW~~IL
Attachment C - Example of Technical Evaluation Report Summary Memo
REQUESTING DEPARTMENT
MEMO
To : GTC/CEO
Date:
From: (respective RD Director)
Ref. No.
TENDER NO:
TENDER TITLE:
TECHNICAL EVALUATION REPORT
Please find attached hereto the Technical Evaluation Report, Whi6cluded that -"---_--,"'----_
tenders are technically acceptable and
tenders are fe~cl,I~~Cce~a6ie, as
detailed in the attached report.
~
V
The attached report is
* endorsed
* not supported.
"\::>
We seek the GTC I CEO kind ';9pwv(.6n<leJion and request it to open the
Commercial Bids of those techn~all~accePtabla(j foiward the same to the Contracts &
'ro~rem,", ,,, Comme,",' ~
o
Respective RD D i r e t t V
Cc: Company CEO

Company Contracts & Procurement Director
peD Director
* Delete as applicable. Please provide detailed reasons along with own recommendation if not supported.
CHAPTER 6
Page 14 of 23
TechnicallCommercial Bid Evaluation Procedure
Attachment Ca - Example of Technical Evaluation Report
TECHNICAL EVALUATION REPORT

TENDER NO:
TENDER TITLE:
INTRODUCTION:
(Provide a brief introduction, stating the project outline, background and location.)
SCOPE OF WORK:
(Provide a brief description of the scope of the proposed work to be contracted.)

TENDER INFORMATION:
The tender was issued on _ _ _ _ _ __ with a closing date of

The following companies purchased the tender:
1.
2.
3.
4.
5.
6.
A tender clarification meeting was held on _ _ _ _ _ __
The meeting was attended by:
numbers of Tender Bulletins were issued during the course of the Tender.
Bids were submitted on
by:
1.
2.
3.
4.
Page 1.
CHAPTER 6
Page 15 of 23
Technical/Commercial Bid Evaluation Proced1,lre

LW'=:'r:::lIL
Attachment Ca (continued)
TECHNICAL EVALUATION REPORT - (Continued)

The technical bids were opened on
TECHNICAL EVALUATION:
The technical evaluation was carried out by an Evaluation Team with representatives from
Requesting Department, Contracts & Procurement Department, Project Control and Finance
department.
The Technical Evaluation was based solely on the information provided by each Tenderer.
___ numbers of Technical Bid Clarifications were issued and satisfactory responses
were received from all Tenderers. (Clarify if satisfactory responses were not received.)
A Risk Assessment was carried out and the report is attached.
RECOMMENDATION:
Chairman and Team Member

Name, Title and Signature
Team Member
Name, Tille and Signature
Team Member
Name, Tille and Signature
Invitee Signature
(whenever applicable)
Page 2.
o
CHAPTER 6
Page 16 of 23
TechnicaI/Commercia:l.Bid EvaluationProcedure
Attachment Cb - Example of Risk Assessment Report
RISK ANALYSIS REPORT

INTRODUCTION:
SCOpE OF WORK:
ASSESSMENT TEAM:
This Risk Assessment was completed on
by:
1.
2.
3.
4.
5.
6.
pROJECT OBJECTIVES:
AREA QQVERED BY THI RIK MANe,!;2EMENT ANAL YI
1. SCOPE OF WORK
2. SAFETY
3. CONTRACTING STRATEGY
4. SCHEDULE
5. COST
Page 1.
o
CHAPTER 6
Page 17 of 23
Technical/ Conimercial]3id Evaluation Procedllte

Attachment Cb (Continued)
RISIS AN.!!.!. YSIS R!;iPQ!F

POTENTIAL RISK
1. SCOPE OF WORK
SOW lacking clarity
IMPACT
MITIGATION
ACTION
.. Any potential changes

.. Modification of SOW
.. Cost escalation
.. Schedule impacts
()
Does the tender

content cover entirely
the SOW?
Incomplete SOW
Were all engineering

disciplines involved?
Incomplete SOW
Is the SOW racking in

sUfficient details for
tendering?
.. SOW incomplete with

potential cost I time
impact
.. Risk of
misunderstanding of the
SOW by bidders
Has the SOW been
based on as-built data
and drawings?
()
.. Inadequate detail design

.. Potential variations
Has the SOW been

reviewed by other
departments?
2. SAFETY
Is HAZOP required?
May not achieve end

user expectation
Are Loss Prevention

requirements included
in SOW?
Unsafe design
Is the SOW complying

with lUsaii Co. Fire &
Safety Philosophy?
3. CONTRACTING
STRATEGY
Was a contracting
strategy defined?
Unsafe design
Project objectives may

not be achieved
Any risk due to Fixed

Price Contract? Were
all reference codes
standards identified?
Quality of finished works

may be unacceptable
Are the contractors

qualified for this
particular project?
Incompetent contractor
may undertake this
contract
Unacceptable quality of
work
Contractor unable to
complete SOW
Page 2.
CHAPTER 6
Page 18 of 23
Te.chiIical I GOIllmercial
Bid
Eya1uarion Pr()cedure
.
.. _-"--_. .
..
'.
'
"
LLJ!:::::>~IL
BI~ atU~L.:tSUa
POTENTIAL RISK
IMPACT
BI;E!QBI
MITIGATION
ACTION
4. SCHEDULE
Was a project
execution plan
prepared?
Schedule not achievable
Is the project execution Potential delay

plan realistic?
How is the project

coordinated with other
jnter~related
and subsequent
extension of the
projects?
Contract
What is the impact of

delay of any of these
projects:
Major impact schedule
Delay in commissionin~
and handover
5. COST
Was a budget estimate
Delay for budget
prepared for the

project? How reliable is
it?
revision and approval
Is there a risk of
variation?
Cost escalation?
Cost escalation
Page 3.
CHAPTER 6
Page 19 of 23
Technical/Commercial Bid Eyaluation Procedure

LU'=:'r-=lIL....
BISIS
POTENTIAL RISK
4. SCHEDULE
Was a project
execution plan
prepared?
8~8LXIS
IMPACT
BI;E!QBI
MITIGATION
ACTION
Schedule not achievable
Is the project execution Potential delay

plan realistic?
How is the project

coordinated with other
jnter~related projects?
What is the impact of
delay of any of these
projects:
Major impact schedule

and subsequent
extension of the
Contract
Delay in commissioninf
and handover
5. COST
Was a budget estimate
Delay for budget
prepared for the

project? How reliable is
it?
revision and approval
Is there a risk of
variation?
Cost escalation?
Cost escalation
Page 3.
CHAPTER 6
Page 20 of 23
Technical/Commercial
Bid. _Evaluation Procedure
.
.
-
Attachment D - Commercial Evaluation Report and Award Plan Submission Memo
MEMO
To
: GTC/CEO
Date:
From: respective RD Director
Ref. No.
TENDER NO:
TENDER TITLE:
COMMERCIAL EVALUATION REPORT AND AWARD PLANilJBMISSION
Please find attached Commercial Evalualion Report and
AW~d PI~~2bmiSSion"!JJ
/ /
Tender.
fo
..---'-~.~~
The Bid Evaluation Team recommends that ontractNo.-..
The attached report is
()
* endorsed
subject
be awarded as detailed in
* not supported.
W'_'.'G"'''O~~::''~"
./
RD Director
Cc: Company CEO

Company Contracts & Procurement Director
Company peD Director
Delete as applicable. Please provide detailed reasons along with own recommendation if not supported.
CHAPTER 6
Page 21 of 23
Technical! Commercial Bid Evaluation jlrocedure

LLJ.E::>r-IIL
Attachment Da- Example of Commercial Evaluation Report and Award Plan Submission
.~
0--
___ _ _
-_ ..
COMMERCIAL EVALUATION REPORT AND AWARD PLAN SUBMISSION

TENDER NO:
TENDER TITLE:
____
~~
..
~~R
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ MM . . . . . . . . . .
_________________________ ........_ . ________ ..
INTRODUCTION:
Contracts & Procurements Dept) for financial evaluation (on
/'....
(
\
<-. '"
~
s:>
\> ::>
Further to our Technical Evaluation Report submitted to GTCI CEO, Ref. No\'
_ _ _ _ the GTC/C&P has opened the Financial Bids dated
SCOPE OF WORK:
______________ _
'"
\,
~)
dated
\ , (a'riaVsed to
(Provide a brief description of the scope of the p r o Q to be c,\trac\,a.J'
TENDER INFORMATION:
The tender information was issued on \
purchased the tender, with
"".
with a.closing date of
/'-..ccinpani;;S,su?r;.itti~9 teders.
~
companies
,,""'\
dF.
COMMERCIAL EVALUATION
BIDS:
()
Rank
~V
Bidder's~me /
Bid Price
(including
Addendum)
QR
Technical
Acceptance
(Yes I No)
Commercial or
Contractual
Reservations
Commercial
Status or
Comments
1.
2.
3.
4.
5.
,
CHAPTER 6
Page 22 of 23

LLJ'='~IL..
Attachment Da (Continued) - Example of Commercial Evaluation Report and Award Plan

Submission
COMMERCIAL EVALUATION REPORT AND AWARD PLAN SUBMISSION - (Continued)

COST ESTIMATE
The Corporation Estimate is _ _ _ _ _ _ _ (explain any variance by 10% or more)
BUDGET
The lowest technically acceptable Bidder's price is within / above the budget that is available under item nos.
--'--'--'
()
RECOMMENDATION:
The GTC/CEO approval is requested to award Contract No.
to M/S/'"
,",~,oo.""
The Contract is intended to commerce on _ _ _ _ _ _ _ _
'".;~'"
""
'" V' /
~)
"~
~
Signa~e. V
,"",.m
Name, Title and
"
for
~ ~-
<'..1.
~_
N:e, Title and Signature
------->.,\.~V \
Team Member", . /
Name, Title and
Sign~Ure
Note: Invitee's obselVations/ comments on the specific issues shall be attached.
Endorsed: (as applicable)
o
CHAPTER 6
Page 23 of 23
()
~I
~
~~
L-LJ~r:;:::}IL-
CONTRACT AWARD
AND FINALIZATION PROCEDURE
'" ""
'V
eR
~~)
~
",-/)
"'------/
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

Contta,ct
Award
and
Finalisation
Procedure
.
-.
.
-.., ..
.
.
.
-
"
,-'
"
,-
- -,.
,.

1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
4.1
Initiation
4.2
Preparation of Letter of Acceptance (LOA)
4.3
Authorization for LOA
4.4
Contractor's Acknowledgement of LOA
4.5
Notice to Proceed Letter NTP
4.6
Preparation of Purchase Order
4.7
Insurance, Performance Bond and

Requirements
4.8
Preparation of Contract ~Cl:@.entana)'Eorvgreement (FOA)
4.9
Review of
4.10
Signing
5.0
AdVanC~~yment-Guarantee
v~
contraC~GUmeDt~
4.11
o\6'ntradooc~enl'~
Distribution o~~~~ct ~cument
4.12
,~gre~tterS2'
Re~of'Tender Bond
/A,
C)
"
RESPONSIBILITIES
5.1
Requesting\~
5.2
Contracts and Procurement Department (C&P)
5.3
5.4
Finance Department
5.5
Legal Department
rtment (RD)
Attachments
Attachment A
Flowchart for Contract Award and Finalization
Attachment
Example of Letter of Acceptance
Attachment
Example of Notice to Proceed
CHAPTER 7
Page 1 of 15
"
Cc:mtract Award and Finalisation Proc;edure
"i~
L-L-'E=r::IIL-
Attachment
Example of Contract Insurances Memo
Attachment
Example of Final Bank Guarantee (Performance Bond) Memo
Attachment
Example of Regret Advice Fax
o
/
CHAPTER 7
Page 2 of 15
Contract Award and FinalisationProcedure

1.0
OBJECTIVE
This procedure details the method to be followed in the preparation and formalization
of Contracts. including review and issue of the Letter of Acceptance with or without
Notice to Proceed (NTP) (if applicable).
2.0
SCOPE
This procedure applies to all personnel involved in the activities associated with the
award of a Contract from receipt of approval from the CEO, Lusail Chairman, GTC or
from the Lusail Board in accordance with the Delegation of Authority, to preparation,
approval, signing and issuance of the Contract Document.
3.0
I~ibns to Tenderersl
The award of Contract shall be in accordance with the

Bidders (ITT) and shall conform to the GTC RegUlations~
4.0
PROCESS
The procedure is flowcharted in Attachment
4.1
Initiation
/---)
A~\.
~
'>
~ //V
Contract preparation should e~e,cti@/t>e-a,continu6us process, from issuance of

Tender Documents I RF~s,\up~o signing of j~e\9;)~tract Document by the both
parties to the Contract. (I::REDC and.Contractorl Consultant I Supplier)
4.2
a)
C)
(A~ " " " , \ V
Preparation of
L:e~ter
of\Acceptance (LOA)
unlesSj(etermi~~ a~in/or!p~d
to C&P in writing by RD Director that the

Contract is 'urgent'-::a,LOA/shall be used as the instrument for notification of
Tender aCCePtance,,,\Stail'dard format for the LOA is shown in attachment B.
re~\o~/a{Proval
b) On
from the CEO, Lusail Chairman, GTC or from the
Lusail Board~n accordance with the Delegation of Authority, C&P shall prepare a
LOA for RD review and CEO's signature. The LOA shall specify the following:
i)
ii)
iii)
iv)
v)
vi)
vii)
CHAPTER 7
The Tender reference

The Contract Price for the purpose of the Bank Guarantee
(Performance Bond and Insurance Certificate)
The start date of Bonds and Insurance Certificate
The Contract duration
Contact details of the Company's representative for the Contract
Date by which Contractor shall submit copies of Insurance Cover and the
original Bank Guarantee (in the absence of pressing situation, maximum
of 14 calendar days to be given).
Final details of Technical I Commercial bid clarification agreements with
indication of order of precedence
Page 3 of 15

c) The start date for Bond and Insurance Certificate shall generally be the same as
the anticipated Effective Date of the Contract. In the event the Effective Date is
later than the start date, C&P shall obtain validity extension for Bond and
Insurance Certificate.
d) Approval of C&P shall be obtained for any changes I modifications to the
standard LOA form, where the nature of works I services necessitates
modifications I alterations.
4.3
Authorization for LOA
a) Upon review of the LOA by RD, C&P shall arrange for the signing of the LOA by
the CEO.
b) C&P shall issue I fax the signed LOA to the Contractor, keep the original to C&P
and copies to the Secretary of the GTC, Finance Department, RD Director, and
the Company representative for the Contract.
4.4
Contractor's Acknowledgement of LOA
aCknOWledgem~accep.tavnce
C&P shall ensure that the Contractor's

is received by the due date, and a copy of the same is forwarded'to "
R .
4.5
Notice to Proceed Letter (NTP)
\2
" "
of tlie LOA
a) Standard Format for NTP is showrilil'Attachment C.
((~~--
b) Upon receipt of the approv~1 fmm-tile CEQ, Lusa'iJ Chairman, GTC or from the
Lusail Board in accordance~ith the D.eleg'atibp/o'f Authority, RD Director may
determine the Contr~t a~\urgent~u2h dktermination, along with justification
for the same, s~:z:e conveyed i~itm9 !tYRO Director to C&P.
thos~Contract~ee~d 'U~t'
C)
in writing by RD Director, C&P shall

c) Only for
include in the LOA a date ahd dmditions (if any) for Notice To Proceed and the
LOA,Silall be revi~wed 'by'RD):lirector and C&P Director before issuing. All the
Provision's~ Section's'4,,2,3(3 and 4.4 shall also be applied to the LOA.
Notw~stanain~hing to the contrary, RD Director shall ensure that the
Contractdr\,sha~riot commence work or services or provision of goods

under the CQ.ntract unless the Contractor has submitted the Performance
Bond and evidences of Insurances in an acceptable format. Furthermore,
no Advance Payment shall be processed to Contractor unless the Advance
Payment Guarantee has been submitted and accepted by Finance
Department.
4.6
Preparation of Purchase Order

Upon receipt of the Award Approval from the CEO, Lusail Chairman, GTC or
from the Lusail Board in accordance with the Delegation of Authority (DoA)
matrix, C&P shall convert PR in to PO in ERP. Then the PO is distributed for
approval through ERP, as per the LREDC's Delegation of Authority (DoA) matrix
C)
CHAPTER 7
Page 4 of 15
ContractAwardan:dEinalisationProcedure
.
-,
..
,..
.'
-.
-.
'
- -
,-, -
-- -
~.-:
',-
,-
-,
'-"
based on the total value of the PO. This is automatically handled on the ERP
system.
4.7
Insurance, Performance Bond and Advance Payment Guarantee

Requirements
a) On receipt of the Insurance Certificate, Performance Bond and the Advance

Payment Guarantee, C&P shall forward the same to Finance Department for
review and retention, with copies to RD and PCD (see Attachments D and E).
b) Finance shall provide approval/comments on the documents within five (5)
working days of receipt.
c) Details of any changes to the submitted Insurance and/or Performance Bond/or
Advance Payment Guarantee shall be agreed with Finaye,and be reflected in
the Insurance/Performance Bond/ Advance Payment Gu~nte~rior to ~aining
the Contractor's signature on the Contract.
( ' \ ~_
y .)
d) The process of issuing of an LOA, receiving the Performance Bond, AtJvance

Payment Guarantee and Insurance, and obtainil:1g Fin~~e ;):p~rdv~1 oflhe same,
shall be carried out in parallel with the eontracl'Q~ument finalizaflon process,
,od do.y to "0' pm=' t, 0"1 "p"",,d b\"\>~~"'~",.
4.'
p~P"'''"O ofC""~~d F\7'

t(e)a~ 60ntra-cfD'ocu~ent,
Ag,oomool
(FOA,
a) C&P shall prepare

including the FOA, using the
Tender Document, render\.BU~ElfulS~ Tender Clarifications, the successful
Tenderer's Bid(a'hd sub~equent ag(eedA3bnditions if any. The Contract shall also
include all am'endm~~s agreed \Juringthe Tender Evaluation and / or during the
negoti~tions. " \ " ' ) )
b)
Wit~ ttJe~ime pe~Q~per0~Pls from
receipt of the approval from the CEO,

Lusail" Chair,manyG--c.C or from the Lusail Board in accordance with the
Delegati~n of'e.othorlty, RD in consultation with PCD shall provide to C&P the
required iqformatior<' i.e. Scope of Work/Scope of Services, Specifications,
Drawings, BOQ(Elxecution program ... etc updated with respect to the Tender
Bulletins, am;Yndments agreed during the Tender Evaluation and/or during the
negotiations for C&P review and compilation. Amendments/agreements reached
after the Contract award (viz. after the LOA date) shall not be included in the
Appendices provided by RD. Documents shall be given in hard copy and in
electronic format.
c) C&P shall compile and get the draft Contract Document ready for review within
the time period as per KPI.
d) C&P shall closely monitor the bid validity period and, if necessary, advise the
successful Tenderer to extend this period to ensure that Bids and the Tender
Bond remain valid until the submission and acceptance of the Performance Bond
(Bank Guarantee) of the successful Tenderer.
C)
CHAPTER 7
Page 5 of 15
Contract Award and Finalisat.ion Procedure'

4.9
Review of Contract Document
a) Upon finalization of the draft Contract Document. C&P shall circulate the
documents for Internal Review to the RD. PCD. Legal and Finance Departments
in soft copies format by email and copies will be kept in auditable manner.
b) Comments/amendments received shall be suitably incorporated into the draft
Contract by C&P.
4.10
Signing of Contract Document
a) C&P shall prepare two originals of the Contract Document (with the FOA duly
endorsed by C&P and RD Director). and stamp the entire Contract Document.
C)
b) Subject to provision of acceptable Performance Bond. Advance Payment

Guarantee and Insurance by the Contractor. C&P shall then advise the
Contractor to attend to the Company' C&P office to sign the Contract Document
(C&P shall make appropriate arrangements to obtain sfgn~' re from overseas
Contractors).C&P shall ensure that the Contractor:
~
Stamps and sign the FOA

Stamps the entire Contract Docum(t~
Note: Contractor shall initial the entire

stamp is not available.
\
Vd
OntrackDocu~t
in the event a
c) After the Contractor Signs;Qract. C&P "shall proceed to obtain the

Company authorised signature (htl1eF"~~ \ / .
s~,
/~ :\. " (~
Distributio~ the contracipocument
d) Upon receipt of the

2ontraGt;158;p sljiall distribute copies of the Contract
Document in accorda?ice with Sectiorr4:i 0 b~low.
4.11
Th.
"'\~_ct
Contracto~ _ ~
,heLd
A
Documen'fcontroI'6ffice>
~v~Pload
by C&P . ,
fo"~,
Original Contract document

Original Contract document
signed Contract Document to Enterprise Document

C&P shall
Management System (EDMS) and post EDMS link to the following Department
Directors;
Requesting Department Director
Project Controls Director
Finance Director
4.12
Regret Letters. Release of Tender Bond
a) Upon submission of an acceptable Performance Bond by the successful

Tenderer as per the Tender requirement to C&P. C&P shall prepare a fax notice
(see Attachment F) to unsuccessful Tenderers stating that their Tender was not
CHAPTER 7
Page 6 of 15
Contract Award and FinaUsatio,n Proce(lnre . .
.'J
accepted and that arrangements have been made with the GTCI C&P to return
the Tender Bond. RD Director shall sign and issue the fax.
b) C&P shall also issue a memo to GTC requesting release of Tender Bond to the
unsuccessful Tenderers.
c) In the event a Tender is cancelled, C&P shall draft an appropriate letter and issue
the same to all Tenderers under RD Director signature to this effect.
5.0
RESPONSIBILITIES
5.1

Review the LOA I NTP
Ensure that Contract Appendices i.e. Scope Workls.erv~~.~, Specifications,
Drawings, Schedule of Prices/BOQ, Contractor's <Reso.,\ces , Execution
Program ..... etc are updated and forwarded to C&P, or'<s:ontract Compilation.
~/
Review and endorse the draft Contract Docum6nt
Sign
and
issue
Regret
Letter(s)
Endorse the LOA I NTP
o
5.2
Contracts and Procurement
Department'(~P)

\
Prepare, obtain signatur a?d-i~eJ~x the L~A/NTP
Obtain Performance Bond, IAstlrance and ~dV51nce Payment Guarantee from
Contractor and forward tAe sam~to-~na~ce-/
Prepare contrac{Doc~;'fS~ )
Forward DJaft Contfact for'{eview by tre concerned parties
Initial and(Obtalh,Contract sign~ures'
Distribute ~gned <s:ontr~t cobies
?el(are Reg~t\:~s.to)~/Jccessful Tenderers
7,
5.3
pr~ecl'Controls~partment (PCD)
~401l0Wing:
Shall c;:Wr,y
UPdate't~e Contract Appendices as applicable especially the Administrative
Procedure~Appendix F, Schedule of Prices/BOQ and Contract Execution
Programme.
Review Contract Document
5.4
Finance Department
Review Performance Bond, Advance Payment Guarantee and insurances
Keep the Original and be the custodian of the original copies of the above
documents.
5.5
o
CHAPTER 7
Legal Department
Review Contract Document
Page 7 of 15
Attachm ent A - Contract Award and Finalisation

GTC I CEO as
Appropriate
Approval of
Contract Award
C&P Department
Requesting Departm ent
Ye~
Contract Justified as
Urgent?"
;
Prepare
Standard
LOA
I
\.
Arrange for signing of

LOA
Review Standard
LOA
"\ ,
"'\,
<'
/
./
,- >
Issue LOA for Acknowledgement
by Contractor I Consultant
C?
.'
\ \/
Acknowledgement of LOA
Received from Contractor /
Consultant
Notice to RD
Prepare Final
Contract
Documents for
Internal Review
)' ._""--,
ave Bonds, Insurance,

Etc. requirements been
Incorporate comments
received and Prepare
Final Contract
Documents for
Signature
N~
Ye,
Send Notice to
Contractor to
correct
Arrange Contract Signing
CHAPTER 7
Page 8 of 15

Attachment A continued
GTC I CEO as
C&P Department
Appropriate
y
Prepare
LQAwith
NTP
included
Review of LOA
with NTP
Language
Arrange for signing and issuance of

LOA with NTP
<
/
] Issue LOA f NTP to Contractorl 1
Consultant for Acknowledgement
.....
I'
\:)
~
"
\:V
\
1\
/
/
\.
<
./
Note: In the event of confli ct between the flowchart and the text, the text shall preva il.
CHAPTER 7
Page 9 of 15

Attachment B - Example of Letter of Acceptance
Date:
Ref. No.:
To: (Contractor's Name)
P.O . Box ............ .
Doha - Qatar
ITender Ref:
Subject:
[Contract I Package Name]

[Contract ID]
LETTER OF ACCEPTANCE
\.
/
/
1. We are pleased to advise that, Lusail Real Estate Development Company (LREDC)
hereby accepts your Bidl Tender Proposal for the above referenced Tender. This
acceptance is based on your Tender 1 Proposal submission vide letter reference
_ _-,-_ _ _-,-~.' dated _1_ 1__ , as well as the subsequent clarifications and
amendments provided by the following documents:
a)
b)
c)
In the event of any conflict, discrepa ncy or inconsistency between any of the above
referenced documents, the latest executed document shall take priority.
2. The Contract Documents are being prepared and will be made available for your
signature in the near future . Until the contract documents are signed , th is Letter of
Acceptance, together with your Tender SubmissionlProposal, as amended by the above
referenced documents sha ll form the contract between your organ ization and LREDC.
Please note that:
(i)
The Contract Price sha ll be Qatari Riyals
(QR
);
(i i)
The sta rt date of valid ity of the Bond and insurance sha ll be _ _ _ _ _ __ ,
(iii)
The contract duration shall be
; and,
(iv)
[List any other essential terms and conditions applicable to the agreement].
(v)
You are entitled to an advance payment of (X% to be in line with the C&P
Manual) of the Contract Price !Total Fee aga inst your subm ission of an
equiva lent amount of unconditional and irrevocable Advance Payment Bank
Guarantee.
CHAPTER 7
Page 10 of 15
3. You shall not commence work under this Contract until a Notice To Proceed (NTP) letter
is issued by LREDC. Issuance of the NTP is subject to the following requirements:
a. Submission of the Performance Bond, and acceptance thereof by LREDC; and
b. Submission of necessary insurance, as stipulated in Appendix C of the subject
Tender Document, and
c. Satisfaction of all other conditions or requirements stipulated in the Tender
Documents (or RFP); and
d. Signing of the contract document by both parties.
4. You are not authorized to commence with the Contract work as described in
Appendix A of the subject tender until the above conditions precedent have been met.
5. The LREDC Representative for the Contract is
correspondence shall be addressed.
C)
to whom all
6. Please confirm, by return fax, receipt of this letter and adviseGame, position and
contact telephone number(s) of your Representative t~ '"
'"
A
at
Regards,
For Lusail Real Estate
P"1
Develop~t"Comp;o )
~;;-~~~~))
~
Acknowledgement
'--../
and~cceptance
We hereby acknowledge acceptance of all the terms and conditions set forth in this letter,
and confirm that we shall proceed with the actions as set forth herein.
For Contractor
Name:
Title :
CHAPTER 7
Page 11 of 15

Attachment C - Example of Notice to Proceed
Date :
Ref. No. :
To: (Co ntractor's Name)

P.O. Box ............ .
Doha - Qatar
Subject:
[Contract I Package Name]

[Contract 10 Number]
NOTICE TO PROCEED
We have received your Performance Bond, Certificates of Insurance, and [identify any other
submissions required and mentioned in the Letter of Acceptance] by letter reference _ __
dated _,_,_ _ and determined these to be acceptable. Having satisfied the requirements
and pre-conditions set out in the Letter of Acceptance dated _,_,_ (ref. No. _ __ _
you are hereby authorized to commence the works , services required by the above
referenced Contract effective _,_,__ [Insert date Contractor will have access if different
from date of this NTP letter].
best Regards,
For Lusail Real Estate Development Company
CHIEF EXECUTIVE OFFICER
CHAPTER 7
Page 12 of 15

Attachment Do Example of Contract Insurance Memo
L..-L...J~=rL-
CONTRACT NO
CONTRACT TITLE
C)
SUBJECT
: INSURANCES
sUB~ed
As stipulated in the Contract, please find attached copies of the following in0:ssrances bY/MY."" .
"."~;". ~~~;;~~;~;~.;;; ~i~~~"I~~u::n~:ur vetting and retentiOn(;
~~
"
b) Third Party General, Legal and Contractual Liability InSUranc\)

c)
Loss or Damage to LREDC Property
d) Workmen compensatio.n Insurance

e) Plant, Tools and Equipment Insurance
_.:> \ )'~
C.:>:\ \ )
~)
C"'t""'~;~ tlR/~)C
o
",,~ths
~ "'~
V
Contract Duration./.\" ..
from ...... I
.... " to .. " .. """ .. , plus """ .. "...... months Guarantee
Period.
/\--/
Please confirm in writing the acceptability or otherwise of the above so that we may finalize the Contract
Document.
Regards,
(Name)
CHAPTER 7
Page 13 of 15

Attachment E - Example of Performance Bond Memo
MEMORANDUM
C)
To
Finance Department
From:
CONTRACT NO
Date:
~~V
CONTRACT TITLE
~ \>
Please find enclosed, for your review and retentlCriginal_performa~ce B~ an amount of .............. % of
SUBJECT
: PERFORMANCE BOND
Contract Price submitted by Mis .......
Z6 ...........~..........\ ...'V) ...... The Performance Bond value
and validity are found to be acceptable.

~
,( '",:
Performance Bond No
Performance Bond Value ' "
Performanc7B6'n~Validity
Contract Price,
Contract Duratio~
Guarantee Period
''""
rzurt~'d~nsa;;;:;;:~IOWJ:
"
......
7
/
'"" "
~.
/,
",--"",/
'''--....../
:/
///
Please review and confirm back in writing to the undersigned the acceptability or otherwise of the above, so that
we may finalize the Contract preparation. In the event we do not receive any response within five (5) working
days of this memo, we shall deem that this Performance Bond has been found in order and we shall proceed
accordingly.
Regards,
(Name)
CHAPTER 7
Page 14 of 15

Attachment F - Example of Regret Advice
Ref. No.:
Date:
Mis [Tenderer's Name]

P.O. Box.
Doha,
State of Qatar
Attention:
Project:
Tender Ref.
.,bj..,,,
Lott" of . . . rot
\:>
ten~e regrer~vise that your submission has not been

""
~"" ~./
With reference to the above

successful.
yo~~e~r
~:;;;:;or collection from GTe secretary on .....
Kindly be advised that

bon.CI is
I~
"
J
!
I ..... J 20 ... , betwe~ 08:00 a.~p.m.
Thank you for
in the future.
~ur P~~cip~0A\and
we look forward to the opportunity of working together
Director - Requesting Department
CHAPTER 7
Page 15 of 15
~
~~
L-.L-J'=:'= I L-.
o
PROCED~~
~ \\)
~V
~
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

i' ..Y,atJ~tio!ltQ.GQPtplctsPfQj;j.ldure .
".- -;"00 '"
":>"C'"
'-, _ -_
- - -
,c'.
-_ - ",. ,-, ;.'_,!'o
C', - _', ~:. - . _
'
- __ ,
__ )' _.:
'0 __ " ,._' _ o.. -"._
LLJ.=I-IIL

1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
5.0
4.1
General
4.2
Notice of Variation and Justification
4.3
Variation to Contract Process
4.4
Variations Resulting from Claims I Dispute Sett e1;;~ht
4.5
Contract Amendments
4.6
Change Request, Variations Register
4.7
Exceptional Cases
\)
RESPONSIBILITIES
ReqUestin~~a~'~rp
5.1
contracts~rocurement Departmen (C&P)
5.2
5.3
5.4
/prQject
'\,
Control~\art~e~(PCD)
.
"R E"Veam-----
ATTACHMENTS
Attachment A -
Flowchart
Attachment B -
Notice of Variation Form
Attachment Ba-
Change Request Form
Attachment C -
Memorandum to Award Variation to Contract
Attachment D -
Contract Variation Form
CHAPTER 8
Page 1 of 15
Vati!.ltiontoContractsPtocedure
LLJ'='~(L
1.0
OBJECTIVE
To control changes and amendments to Contract and to manage the process for the
initiation. review, approval and award of Variation Orders and Contract Amendments.
2.0
SCOPE
This procedure is applicable for all Change Requests, Change Proposals and
Variation Orders for all Contracts.
3.0
POLICY/MANAGEMENT INTENT
Contract changes shall be strictly controlled in accordance wi!!J,t~ Variation Clauses
under the Contract and this procedure in order to keep the number and cost of
Variations to Contract as minimum as possible.
C)
4.0
PROCESS
The procedure is Flowcharted in Attachment \~
4.1
/J.
General
a) During Contract execution, (RD~otlld-be mind ul that Contract changes and

Variations are the result of\ insYuctions to\dJntr~ctor that have the effect of
changing the contracrSo~o~_dUraTIOn, costs"or manner of performance.
t~eo~r~"to pr~~h/(ariation
Orders shall only be issued

b) Instructions
by the indivi~ual "Company'~\ r~sentative under the Contract who is
authoritized to act on b.ehalfbf the Company.
c)
The~i(!istratiO~f .f~c~anges shall be in accordance with the Variation

Claill>es of'the cont~ancrthis procedure ..
the\en~y
d) In
doubt with regard to the Variation to Contract process,
including C'atvi,ration of the proposed changes, it shall be resolved by C&P.
4.2
Notice of Variation (NOV) and Justification
If, during the course of Contract, it is determined by the Company that a change to
the SOW/SOS, duration, cost or other terms of the Contract is necessary or desired,
then RD, shall prepare NOV using the NOV Form a sample of which is included in
attachment B. The NOV should clearly describe the nature of the change and should
also include as a minimum the cost and/or schedule impact; and a narrative
describing the reason and justification for the change.
While preparing the justification of the NOV, the following shall be taken into
consideration:
(i)
(ii)
CHAPTER 8
Background to the change including why it has become necessary or

desired;
From where has the changes been originated and whether the change is
covered under the original SOW/SOS;
Page 2 of 15
.Varia:tion
-" . -, , to
, - Contracts
-, .-- --, .
",_ Itr()cedure
-',,,-~,
<-'.:-~~'"
,- - '
- ,-'
,.
(iii)
Whether there are alternatives to the proposed change together with the
cost and/or time implications of the alternative;
(iv)
(v)
Whether the change will impact the Contract duration; and

Any additional information or factors which will assist the Approving
Authority to make the proper decision.
4.3
Variation to Contract Process
a) Evaluation of Notice of Variation (NOV)

(i)
When RD in consultation with C&P and PCD determine that the proposed
changes justify adopting the Variation process, and in the event that the
changed SOW/SOS can be clearly defined by RD, RD shall then initiate
the NOV Form and forward the same to C&P alo~~th clear definition,
sufficient description and justification (refer to Att<lchment B) together with
relevant sketches, specifications, correspo~~ce:emails,anCY7~other
"" ~~ V
necessary information as required.
(ii)
RD shall also forward the NOV )n-6ii:Jdi~ SOW/SOS an~all technical

information to PCD for review and\or~afatiori'of th~Cost Estimate of
the NOV.
(iii)
\>
~V
Where the NOV is e'lvi~to have a cost1'm)'lact, RD in consultation

with PCD shall ensur( b~tavail'lbi)ity. (
b) Finalization and
(i)
Iss~ce a;:=re~~(ProPOSal(CRP) to Contractor
t~~~fliQ.h incl~es
Based/on,
SOW/SOS and the technical
inputs/details, provided by RD;' C&P in coordination with PCD shall
prepare'\the O~ FlDrm (refer to Attachment Ba), including the pricing
/~hedule,'d!(ation.ahd J~y contractual requirements as applicable.
(ii)""An)\.matte~w~Ch-iinpacts the contractual terms and conditions of the

contra~sti/.e finalized by C&P.
(iii)
finalization of the CRP, RD shall sign Part-A under the CRP Form
and i;;Sci8 the CRP to the Contractor under covering letter signed by RD
Director. The covering letter shall contain instructions to the Contractor
including the time, date and venue for submission of the CRP Proposal
i.e. his Technical and Commercial Proposals and/or his cost and schedule
impact.
c) Submission of Cost and Time Impact by the Company and Contractor's CR

Proposal
Cost Estimate
(i)
CHAPTER 8
When the changed SOW/SOS is finalized, RD in consultation with PCD

shall prepare a Cost Estimate and shall also carry on an assessment of
probable time implications, and forward both to RD Director prior to the
due date for submission of CRP by the Contractor. Any key assumptions
made in preparation of the Cost Estimate and probable schedule impact
shall be detailed within the Cost Estimate.
Page 3 of 15
~ I
LLJ'='~IL....
(ii)
The purpose and intent of the Cost Estimate and probable schedule
impact is to provide a reference/basis during the evaluation and
negotiation phase, if any.
Contractor'S CR Proposal
Contractor shall submit CRP directly to RD Director or his appointed authorized
person or otherwise as advised by the Company on the CRP submission date, after
completing all technical details including Part-B of the CRP Form.
d) Evaluation, Clarification and Negotiation of Contractor's CR Proposal
(i)
o
(ii)
On receipt of CR Proposal from Contractor, the evall.\ation shall be carried

out by CRP Evaluation Team which shall consis(Of\~embers from RD
(Chairman of the CRP Evaluation Team)~&R (Me~ber) ~d PCD
(Member). The costs for similar items in t~ sc~db~ of R(:icesIR~tes of
the existing Contract and the rates in the Cost Estimate sha{be used as
the basis of the evaluation. The Ev~ation '~~am'\shcfuld c~6lete the
evaluation as soon as reasonably/rJ'oSSiBI~ but ~t I~e,," than Fourty-five
(45) calendar days from the SUb~iSS~ date of G,RP yroposal with all
substantiations.
. \ \)
ha:ya~le
",:>v
Whenever a CRP
impact, the"CRP Evaluation Team shall
assess the Contract0r pr<JRdse-a-sGhJdule ~mpact of the changes on the
critical path of tbe Cbntr~t Executi~ ~I~; and shall determine whether
the contracto(prOpos'ed.._chedliie imwact is justified. The CRP Evaluation
Team shall also corisider whethe'r .!);1k Contractor has fully optimized the
resource~as pr6posed,~y<the Contractor and accepted by the Company.
In the<event,that ~art of\the-schedule impact is due to the Contractor's
fault, th'e'\mai't:er sh~1I be processed in accordance with the Liquidated
/,Damages f0r D. ~ays'prodedure.
/'\.
'\/
(iii)"",Whe~ever a"CRp-n;;s a cost impact, the CRP Evaluation Team shall
analyze and e,9sure that the Contractor's cost impact is based upon rates
aiid pri{es for similar work as detailed in the Contract. If there are no rates
or ~r.~ce7"sPecifically applicable to some items, then the evaluation of
those items shall be on a basis established under the Contract, and in its
absence, the Cost Estimate shall form the basis of the evaluation.
(iv)
In the event that there is a need to further clarify the SOW/SOS, rates,
prices and/or time effect, the CRP Evaluation Team can conduct a
clarification meeting with the Contractor.
(v)
If, after evaluation of the Contractor's CR Proposal, RD in consultation

with PCD and C&P, are of the opinion that the Contractor proposed cost
impact is not in line with the rates and prices in the Contract, or is too high
compared to the Cost Estimate, or that the Contractor's proposed
schedule impact is not realistic, the CRP Evaluation Team may enter into
negotiations with the Contractor. The negotiations shall be led by the
relevant RD nominee.
o
CHAPTER 8
Page 4 of 15
-II
f)
'--__ J
~ I
LWS::>~IL
(vi)
If an agreement on the cost and/ or time of the Variation is reached with

the Contractor, then the same shall be presented to the GTC or the CEO
for approval in accordance with the Manual of Authority.
e) Variation to Contract - Approvals
Subsequent to completing the evaluation of the cost and schedule impact and the
CR Proposal by the CRP Evaluation Team, RD in coordination with C&P shall
prepare a submission (refer to Attachment C) to the GTC or to the CEO for
approval in accordance with the Delegation of Authority. The submission shall be
forwarded under the respective RD Director Signature.
Upon receipt of the approval, PCD shall proceed with the preparation of the CVF
in consultation with C&P and RD.
Budget
consultaWt~.p~1I~e
Where the CRP has a cost impact, RD in

the
ado~ion, YCD shall
budget funding is available prior to issuance of Cv-f.?)n
V
ensure that the budget for the CVF is securedafld approved.
f)
Initiation and Approval of the
contract\\i~~m>
variatio~val,
(i)
Upon receipt of
PCD shallPrepare the CVF in two (2)
originals and stamp t~e s'cime-(refer,attachrhent D for CVF form).
(ii)
the same and then request

Upon
the Contracto~to sigh,the CIJF-(o'oth/originals). After receipt of the signed
CVF frorf\\the Cb~tractor,(J~f~hall obtain the required signatures on
the cv~nd'~strit)~e a~) follows:
fjnalizati6n'af~~'C;.-rPC-D S~I~P
~1st- Origi~1 ~ t;c:>ntractor

~~;20rigina~6~~
C)
Copy
o~
RD
Finance Department
(iii)
Whenever applicable, RD in consultation with C&P shall prepare a letter

to the Contractor requesting amendment to the Performance Bond and
Insurance in accordance with the CVF. Upon receipt of the amended
Performance Bond and Insurance, C&P shall forward the same to
Finance Department for review, approval and for retention.
(iv)
Notwithstanding anything to the contrary in this procedure, RD shall

ensure that the Contractor shall not commence with the changed works or
services covered by the Variation (except for those situations described in
item 4.7 below) until the required approval is obtained as per the
procedure.
4.4
Variation Resulting from Claims / Dispute Settlement
Any Variation resulting from settlement of the Contractor's claim/dispute shall be

processed as per the contractor claims and dispute resolution procedure.
CHAPTER 8
Page 5 of 15
VaI'iati()n to
4.5
C()ntract~Proc.~dure
Contract Amendments
Whenever RD determines a need for change to the Contract for reasons other than
change to the SOW/SOS or settlement of Contractor's claim/dispute, e.g. change to
terms and conditions, extension of time with no cost implication ... etc, the procedure
for Variation to Contracts as described above shall remain applicable, with the
following exceptions:
(i)
(ii)
(iii)
Contract Amendments shall be done with the agreement of the Contractor

and cannot be imposed unilaterally by the Company.
Except in those situations described in 4.7), RD after obtaining C&P
concurrence shall proceed with obtaining the approval in consultation
with C&P from the GTC or the CEO in accordance with Delegation of
Authority for issuance of any Contract Amendment.
The change shall, depending on the nature of th~a~ge, be formalized
either through a standard CVF or oth~o');l.!:actu~ doc~ent as
appropriate and to be advised by C&P.
~
Amendment to Contract Form shall be prepar-ed bY~"" / .
<..
(iv)
4.6
_"-
V>
Change Request, Variations and Ameridrnent:S:contract Register
~d 'J;:me~n~to/?ontract shall be
A register for all NOVs, CRPs, CVFs

maintained by PCD and Sha(1I
include-all the\\I~j?~)tion.
4.7
Exceptional Cases
\ \ )..
(i) In certain circum~nces)--lt....-m~ be considered that postponing the

commencement df,\eqJir~d wo-rks/serv'ces until the full Variation approval
process is,furt,Pleted~ill not<be.l..n...ttfe" best interest of the Company and/or
project. SJc,~ ciraumstanres )nclude,:
A
a) externa""thori~ approval is required and/or changes are
/'"
nec~s~ary to m.eet local authority requirements.
b) procu~'rnent--6f long lead items is involved.
d)\delaY- 01) additional cost to the Company, to contractors on other
P<!'ckages or to developers will be incurred.
d) The/Company will not be able to fulfill its obligations towards
,\governmental authorities or towards any other third party such as
developers, contractors, etc.
e) Any other circumstance where the commencement of required
works/services can not be postponed until the full Variation
approval process is completed, subject to a proper justification
from RD.
In such circumstances, the GTC may be approached with a request to approve

issuing a "LREDC Instruction" to the Contractor/Consultant to commence
work/services immediately. The request to the GTC will include initial
estimated cost and schedule impact. Following GTC approval of the
submission, the LREDC Instruction will be issued to the Contractor/Consultant
including instructions to commence the work/services forthwith, while the
Company and Contractor/Consultant, in parallel, conduct negotiations to agree
the final cost and/or schedule impact. As soon as agreement is reached with
the Contractor/Consultant on the cost and or schedule impact, the GTC will be
approached to obtain the Variation Order approval and the CVF will be issued
o
CHAPTER 8
Page 6 of 15
,-
-.
V~riationto
" '.-
-.
Contracts Procedure
'
;",
LW'=:'r-IIL
accordingly. The procedures and steps laid in 4.3 above with regard to issuing
a Variation to Contract process including preparing cost and schedule impact
estimates, negotiations with Contractor/Consultant will be followed as
applicable.
(ii) In certain circumstances it may become evident that the Company will be
exposed to grave risk or will incur significant additional costs or consequential
losses if immediate and urgent action is not taken. Such circumstances
include,:
a) emergencies, such a threat to health, safety, environment or a
possibility of damage to existing permanent or temporary work.
b) where the activities involved are critical ~chieve the approved
work program or fall in the critical path of a'particular package
/"0
\.
\.
A
and/or where delay cannot be recovered,at al~r c'a~ b~7recmlered
but at significant cost to Company. \
~~ v
c) Any other urgent circumstan"2e-s--.~ere the LRED~Jnstruction is

needed to be issued imm~diat~ subject'to a pwper justification
from the RD.
\>
~V
In such circumstances, the~tive RD Dir GtiJrean issue instructions to

proceed with the work/s'rvi~Wi!nout the n";fd to strictly comply with the
Variation Order process\~ut without r~ie\&g the Contractor of any of his
obligations and fusp6nsibilitie~r ,e Contract. Formalization of such
instruction aS'-fertl:!e v)r~ti@f1 Ordevprocess and procedures shall follow
after the ir,(struction ii-issued.. ~
4.8. Payment
f:>~o~~~ried)out Under "LREDC Instruction" in
.E~c'eptional Cases
p~\e~~YlJle-rrt1~rkS
The
carried out under LREDC Instruction, before a
formal CVF\(s issued, can be made subject to GTC approval for Interim CVF to be
issued based'{>n 499/. of the PCD Estimate or Contractors proposal (which ever is
less)
V
4.9 Upward Variations resulting from increase of actual quantities of

"Re-measurable Items"
Any upward variance resulting from increase of actual quantity of re-measure items
shall be formalized through Variation to Contract (VTC) procedure as soon as
practicable; before preparation of the Statement of Final account.
Until such time that quantity adjustment is formalized through the VTC procedure,
Contractor shall be paid the value of re-measured work subject to cumulative value
of work completed including any approved Variations does not exceed the revised
Contract Price.
CHAPTER 8
Page 7 of 15
VarilJtiQntQ'Contracts l)rocedure
4.10 Upward Variations resulting from "Provisional Sum Adjustments"

Any upward variance resulting from Adjustments to the Provisional Sum items in
the Contract shall be formalized through variation (VTC) procedure as soon as
practicable; before preparation of the Statement of Final account.
Until such time that Provisional Sum adjustment is formalized through the VTC
procedure, Contractor shall be paid up to the original Provisional Sum value in the
Contract subject to cumulative value of work completed including any approved
Variations does not exceed the revised Contract Price.
5.0
RESPONSIBILITIES
5.1

Initiate the NOV, and complete the technical~tails.
iSSU~CRP to Contractor.
Form the CRP evaluation team and leat! th~roce~f CRP evaluation.
Prepare, endorse and signNarial:ion
('
approvals.
Provide jUstificatiZfor iS~C I)st~ction" in exceptional cases.
5.2
Provide SOW/SOS for NOV and
submisS:Ons~a.!}d~btaining the relevant

~\ (
t~'"~ De~""""
Co",mots
the\followi~: .. '1 ~
Shall carry out

P;:-epare
(J
5.3
.det~ls.
'\
\
CR~in coordloation with PCD,

"
(C&P)
including contractual and commercial
'-.~
R'e~ew ~elevan\submissions and endorse the same.
i~~eRP Evaluation.
Obtai~mended Performance Bond and Insurances from Contractor.
Partieipate

Register NOVs, CRPs, CVFs, Contract Amendments and review, sign the
same,
Prepare Pricing Schedules and BoQs etc (if required) to issue with CRP.
Evaluate the cost and time implication (extension of time) of CRP and prepare
budget application.
Prepare Cost Estimates for NOV
Participate in the CRP Evaluation
Prepare the CVF forms and obtain the required signatures.
In case of certifying payment for re-measurable items or Provisional Sums

until necessary adjustments are made through CVF, PCD shall make sure
CHAPTER 8
Page 8 of 15
<-'
'-
:.'
that the cumulative value of certified payments does not exceed the revised
Contract price.
5.4
CRP Evaluation Team

Evaluate Contractors' CR Proposal.
Raise recommendation.
Conduct all necessary negotiation with Contractor in order to finalize all
aspects of the Variation Order.
CHAPTER 8
Page 9 of 15
C)
,r'"
~.
CJ
.". ",' ,. " ,.'
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,;"-:::':;':/:,;,,, :.,. _\; -,<::::
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Vadafi'(Jii'~1i:o~@(}\'7t.J1itrts~'f,6ee(J;u:t;et)'f(.
,:,--,:>-,:-'.'-,,:,,:,~.- --~,l;r."'~;~;;-:,:::g;l'>~('r'-t,y~~;> "\'~!':: ;(1'~',\~ '':-:J'')'r.~~!i{'~;?i:>-Q_
"-.' ,-
,.,
LW'::'r-:lIL...
Attachment A - Flow Chart
C&P review NOV

and prepare eRP
BoQ! Pricing
(with conditions, BoQ etc)
Schedule
Budgel
Availability
RcvicwNOV
Cost estimate
Time Implication
CONTRACTOR
Cost &
Schedule
RD
Impact
Director
_._._._._.- Clarifications ._._._.
Group
Director
No
Is
I,
Agreement
Contmcloc's
CRproposal
reasonable?
reached?
Yes
Evaluation Team
prepare Submission
y"
(Based on Lusnil
assessment)
peD prepares
CVFor
Interim CVF
\~//
CHAPTER 8
Note: In the event of conflict between the flowchart and the text, the text shall prevail.
Page 10 of 15
I
()
. Variation to Contracts .J,>rQc!'!dute
LLJ=:'r:=IIL
Attachment B -
Notice of Variation Form
Notice of Variation (NOV)

Project Name:
IPro,]ecl No.:
D
D
D
Employer
Project Manager (PMfCM)
Authority Requirement
Contractorl Vendor
Consultant
Others (Specify)
D
D
D
o
Le. ,cope, prospmme/schedule and estlmate ... ttc)
1
2
(Use
as necessary)
pact: (Use attachments as necessary)
C)
No
QAR ................ Addition to the original contract sum
No
IAp,proved I Rejected
IApproved J Rejected
IApproved I Rejected
o
CHAPTER 8
Page 11 of 15
. Variation toC1>ntracts Proc~dure
LU=:'RIL-
Attachment Ba -
Chanqe Request Proposal Form

Change Request Proposal
Part A- CHANGE DETAILS ITO BE COMPLETED BY LREDC)
CONTRACT NO.
NOV. NO: (----------------)
TITLE
(Description of Change. Refer Documents For/Where Change: i.e. Site Instruction, Concession Request, Faxes, Drawings, Scope of Work, and
Specifications Etc.)
Requested by ................. oepartmenr\
'---/
Signature
Date:
Attachment:
Yes / No
Date:
PART (8) - CONTRACTOR/CONSULTANT PROPOSAL (TO BE COMPLETED BY CONTRACTOR/CONSULTANT AND FORWARDED TO tREDC)
Cost Impact:
schedule Impact:
Yes/ No
If Ves, then details
Yes/ No
(Refer Item .......... Of Schedule of prices/ Unit Rates)
If Yes, then details

.................. Days
If a schedule impact is indicated Vendor to supply an
electronic soft copy of Execution Plan indicating impact
of works on critical path and resource utilization for
LUSAIL CO. review.
Signature (VENDOR)
Submitted to Employer on: ...................... ..
Copies to :
CHAPTER 8
2.
3.
Page 12 of 15
C)
LLJS:;.~IL
Attachment C - Memorandum to Award Variation to Contract

MEMORANDUM
respective RD Director
TO:
FROM:
REF. No.:
GTC I CEO
DATE:
CONTRACT NO.
TITLE
SUBJECT: Change Request No. --------
1.0
'olrodo,,""o
' \
conl[~as
aw~deCl\
Q,\ ---).,,-----y-- ----------------- ----------,
The subject
original value of
to Mls-:L.--- ----------------- --------- ------, for an

GTC MOM ----------- dated
---------Am -------~---'~rs)
The du~tion
the COn~--------------- months effective from ---------- with an
original sc~edul~'_Obmpl~ion Date of -------------.
'dt
()
2.0
scopeofWo)/
The Scope of Work of the contract consists of ------------------ ---------------- --------------
3.0
Current Status of Contract
4.0
Previous Variations and Contract Date Amendments
5.0
Justification for the proposed Change Request
6.0
Budqet
CHAPTER 8
Page 13 of 15
.,
-'
..,
,,-
-.
..
,.
-,
Va.riation
toContl'aCisProeedure.
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,~;-,~._,:,:, ~;~~:
>
- - - : :',,:
- : '. _
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LUE=.r:::lIL
Budget funds are/will be available under Budget Item No. ------- on approval of
Variation
7.0
Recommendation
In view of the above, we seek Committee's support and Management approval to
(a) process the CRP,
(b) hold discussions with Contractor to *(i) finalize the SOW, *(ii) Call for
technical/commercial data for evaluation (via the GTC), *(iii) negotiate the
price/schedule impact, and
(e) process the subsequent Variation to Contract formalization.
C)
CHAPTER 8
Page 14 of 15
L-W'=:;'r.:::IlL-
Attachment 0 - Contract Variation Form
~
LUSAIL REAL ESTATE DEVELOPMENT COMPANY
CooI",,1 No,
Contract Variation Form
VO No,
Oal.,
Project No:
Project Name:
PM/eM
Title
Item No
o;n
Description
ITol. N.II
~~
, VariaHon
N"'.:
Eff," on Conlra'l Price

lon"na]
IAOjUSteO'
lAO"
1 pr..,ous vanatlo",
I ,'''''''''
],Vanation
INew Aqu"ed I
,
,
,
,
I~=w..
10 ...
IN.me
I~,n ....
01
1
,
,
,
,
INam.
:
,Dat.
INam.
'!1]'
:
Date
Name
:
D_ale
CHAPTER 8
Page 15 of 15
()
CONTRACTORCLN~~'~
DISPUTES RESOLUfON'PRO~JDURE
OIrAPT
~ "J
'--../"
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
4.1
Initiation
4.2
Claims
4.3
Dispute
4.4
Claims Register
5.0
RESPONSIBILITIES
\:>
5.1
5.2
Contracts & Procurement Dep(m~&P)
5.3
Project Controls Department
5.4
L09" Oop,rtmo,'
(PCD)~
~\
~Ghart ~
ATTACHMENTS
Attachment A
CHAPTER 9
'\.
Page 1 of 6
Contractor Cl~iIns and Dispute~Resolution Procedure
1.0
OBEJECTIVE
This procedure details the method to be followed in the settlement of Claims and
Disputes submitted by Contractors.
2.0
SCOPE
This procedure applies to all personnel involved in the process for the resolution of
Claims and Disputes.
3.0
The Company intents to ensure that Claims and Disputes are resolved effectively,
and in a timely manner, while maintaining:
4.0
Contract objectives with regard to time, cost and res~~c-(ls. ~

A
The Company's financial and contractual polici~ an1J,pratecting~s/rnterests.
Sound business ethics.
'" ~ v /
Legal rules and regulations.
\,
'\:>
PROCESS
The procedure is Flowcharted in Atta~t A

Initiation
4.1
~~
The process of evaluatioQmmences_ receipt of Notice of a Claim, a Claim

"
~_/
I
submission or a Dispute Nbtice from a Contracfor (herein after collectively known as
'Claim' for ease
4.2
a)
of{ef~e~ce)"" )~
~
On ~~t of a C~,_RD/in consultation with C&P and PCD shall determine
Claims
""
whetlle.[ th~Clai9.J,c6A1ains details as specified under Clause 4.2.b below, failing

which RQ wil~ins/tlie Contractor to provide the necessary sUbstantiation.
b) Claims
i)
ii)
iii)
iv)
CHAPTER 9
fr~Contractors
must indicate as a minimum:
v
The factual nature, circumstances, and chronology of the event(s) giving rise
to the Claim;
The reason, justification and contractual basis that the Contractor believes
provides entitlement to the Claim.
Detailed breakdown of the additional payment claimed and a copy of the
execution plan showing the alleged Employer impact on the critical path
resulting in an extension oftime.
The specific provision under the Contract or at law under which the
Contractor considers itself eligible for additional compensation or time.
Page 2 of 6
Claims not accompanied by information of the above details shall be returned by

RD to the Contractor for substantiation.
c) RD in consultation with C&P and PCD shall make an initial determination of the
validity of the Claim upon its receipt from the Contractor and within the time frame
specified in the Contract.
d) Rejected Claims
If it is determined that the Claim has no basis, then RD may reject the same in
the first instance and inform the Contractor accordingly. However if the
Contractor declines to withdraw the Claim and resubmits it, the Claim shall then
be deemed as a Dispute. Then RD in consultation with PCD shall forward such
Dispute with all relevant information and details of the Claim and the basis of its
rejection to C&P for a detailed evaluation and resolutio"fl\'n accordance with
Section 4.3 below.
\
~
~
~
e) Valid Claims
i)
Clai3tblJe,valiithe~-(tia(!,coordinate a
If RD, C&P and PCD consider a

detailed contractual, cost and im.pact
RD, PCD and C&P.
eval~ici,~,ca;ed
\> /~
out jointly by
1~~eJ<!alm a~d~etailed
ii) Upon receipt of a valid

evaluation from RD
and PCD, C&P shall car oLt-a1lnal rellie\v. If it is determined that the Claim
is valid under the/ter~s of the <;ont~act)o~\,ttfe law, then the Claim shall be
processed by RDhf'CD~ilae&p. aiJ.d included in the Contract as a Variation
to Contrac!J'\accordanc~witR~ Vari~tions to Contracts Procedure. If any
element ot the Claim'eannot\b'e-deterrhined by application of similar rates and
prices cont'l!nec:f.in th~pontract, a negotiation process shall be carried out
with Contract0r to ?e~an alnicable agreement.
jji)
4.3
~\determi~thaLa-~m
is not valid in terms of the Contact or the law,

the\findln Q shall b~ communicated to RD with reasons why the Claim is
consi~red\n6t tfbe valid. If RD does not agree with C&P finding, the matter
shall be'Vd' 0 the CEO for further advice and action.
Dispute
a) C&P shall resolve all Disputes in consultation with RD and PCD. Any
Claim/Dispute that has no basis under the Contract or at law generally may be
rejected in the first instance. Subsequent to such determination, C&P shall
prepare a rejection letter, and forward the same to Legad Department and PCD
for review and subsequently RD for signature and issuance to Contractor. Any
Dispute that is deemed to be valid by C&P shall be evaluated and processed by
C&P in consultation with RD and PCD, in accordance with Section 4.2e (ii)
above.
b) Contractor Non-Acceptance of Rejection of a Dispute/Claim
CHAPTER 9
Page 3 of 6
Contractor "Claims and Disputes ResobIticln Procedure

LW'::'I-IIL
i.
If, after the Company rejection as per 4.3a above, the Contractor still
maintains/ pursues the Dispute/Claim, C&P shall determine and advise RD on
the next course of action.
ii. All discussions / negotiations (if any) with the Contractor deemed necessary
shall be led by a C&P nominee. The negotiation team shall also include RD
and PCD nominees.
iii. If a Dispute is resolved, C&P shall in consultation with RD and PCD, prepare
a submission to the GTC or to the CEO in accordance with the Delegation of
Authority and shall include details of the issues involved and the agreed terms
and conditions. The respective RD Director shall endorse, sign and forward
this submission to the GTC or to the CEO for approval in accordance with the
Delegation of Authority. After receipt of the GTC or the CEO approval, the
settlement shall generally be formalized at C&P option, either via the standard
'Variation to Contract' (VTC) form or a Settlement ~d'{~elease Agreement
(SRA), to be signed as per the Delegation of Authority. Such SRA shall be
formulated by C&P on case by case basis.
~~ ~
iv. In the event that a Dispute remains unresolved for,more~han, ninety (90) days
from receipt of the original detailed CI'!im'b C&P, 8{ld tfie Dlspu}e-ls unlikely
to be resolved, C&P shall prepare a"brief i;:'-consultation 'with'RD and PCD
and forward the same to the GTC \or ~to th~q:o~~ccordance with
Delegation of Authority for information.)f a Dispute results in a
Court/Arbitration case, Legal'Departme),t s~all repr~s{nt the Company with
assistance from C&P, RD/an~as appropriate.
4.4
Claims Register
~)V
PCD shall maintain a ~giste~of alVtlaims received under each Contract. The
register shall includ~t~e salient d'etails~e::tlaim and the Variation Order number
used in the settl~ment."\A c05 of the register will be sent to RD and C&P as and
5.0
::::~~:I~ITIE~~
:\
~ /"-.
ReqU~tmg...De/tment (RD)
5.1
Shall carry out~0110Wing:
Initial review and evaluation of Claims.
Prepare and issue initial rejection letters.
Review, sign and issue final rejection letter in consultation with C&P.
Assist in the evaluation of Disputes.
Carry out a detailed evaluation of acceptable Claims jointly with C&P and
PCD.
CHAPTER 9
Page 4 of 6
CQl1.tractorClaiIP.~
"a,llcJDJsputes
Resolution
,
.
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-'
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LLJ'=~IL
5.2
Contracts & Procurement Department (C&P)
Carry out a detailed evaluation of acceptable Claims jointly with RD and

PCD.
Prepare Rejection Letters after detailed evaluation, as necessary.
Advice the next course of action on ClaimslDisputes that are pursued by

Contractors.
5.3
Lead the negotiations in accordance with 4.3.b.

Representland provide recommendation to the Company if Dispute results in
a CourtlArbitration case.
A '
a~'Zmirela ed issues.
~ _' " ~'\
Initial review and evaluation of claim on cost
Assist in the evaluation of Disputes.
5.4
Maintain and issue periodic update of. the ~S'~iSQ
Legal Department
/"./>
initia~iQn lef~pared
Review the
by C&P.
Provide ajviG(! / opiq!on as ari8 wh~~lIed upon by C&P
Representla.nd'Rro.vide recd(11;nendation to the Company if a Dispute results
in a CourtlArbitr~tion c;;;se. I
~
/
CHAPTER 9
Page 5 of 6
"
C.I
o
~'"
~
Contractor Claims and Dispntes Re-solutionProcedure
LLJ'=:'~IL
CHAPTER 7 - CLAIMS AND DISPUTE RESOLUTION

1:lu
~~
=>-"
""
00
Receipt of Claim
Notice Submission
0 0
laimha'
sufficient )
Yes
_I Evaluate Claim
details
No
Return Claim with
,------No
Notica for further
Claim Valid
substantiation
g'"
8"
'\l
---------------------11 Issue Rejection

of
Claim
"eo.
'0
"
'"
a.
<>IS
';m,""w'''w~
y,,~
-,,:-
<
Claim withdrawn
y"
RD coordinate
detailed evaluatioo
of Cost & TIme
impactwllnput
"
\ ~~
No
~ ~
V::\~;d
from Project
Control & C&P
Prepare
Variation for
processing as
perChapler6
Settlement,
Negotiations or
"-
ArbitrationfJudicial " ' -
Proceedings
"'..
<.
~ In the evenA,et between~/e text, the text shall prevail,
"
".,
'.
""
'
""-, '"
"
/)
/'
CHAPTER 9
Page6of6
:]
~I
~~
~
~~
LLJ=::'F=lIL
D~~
\
~ v
~~ \>::>
LIQUIDATED
FORDELAYS~ROCEDURE
O~E\10
~-_/
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010


1.0
OBJECTIVES
2.0
SCOPE
3.0
4.0
PROCESS
C)
5.0
4.1
Initiation
4.2
Formulation of LD
4.3
4.4
Determination of LD
4.5
Recovery of LD
4.6
LD Final Assessment
RESPONSIBILITIES
5.1
5.2
5.3
,-,\
\>
5.4
'-J
5.5
Requesting
Departm(~~
Contracts &
?~me~e\~~)
Project Controls
Departme~t
("
(PCD)
Fi\~~art~~d
L'9""D~
ATTACHMENTS
CHAPTER 10
Page 1of7
Liquidated Damages for Delays Procedure

1.0
OBJECTIVE
The procedure outlines the requirements for the development of rates and
implementation of Liquidated Damages for Delays (LD) within the Company's
Contracts.
2.0
SCOPE
This Procedure covers the basis for determining the LD rate, the amount or value of LD
to be included within Contracts, and the imposition thereof.
3.0

To ensure that the value of LD are correctly assessed at the time of Tender / Contract
preparation; are correctly assessed and imposed during Contract administration; and
applicable recovery of monies is achieved from the Contractor.
C)
4.0
PROCESS
Flow chart of this procedure included in Attachment A.
4.1
Initiation
"-
nee~\ ariC!~~of b~commences
The process of determining the use,

preparation of the Tender DOCUme9-~.)detall\d
Formulation of LD
4.2
~\
(/
during
i~)"Emderi;;g)Process procedure.
(V
a) LD is not a penalty ~sed~~80~trac;tovfor delay, but it is a contractually

agreed pre-estimate o{,the 'Io~ses 19atJbe C9'mpany may suffer due to Contractor's
delay that are to'be recol(ered,from the Contractor. Therefore, in order for the LD to
remain contractualty\valid'and ieg~lIyenforceable, the LD rates and the LD limits in
a Tender shclJld refl~ct ~ genuine pre-estimate of the losses which may be
susta!ped by th~Compa.Dy)in ~~e event that the Contractor fails to complete the
work'by,the date(sfstipulated in the Contract.
.
b) In
~er ~t"the/~~nd limits be deemed as 'genuine pre-estimate' the
fOliowin~'~ctorS;halkbe considered by RD as a guideline in its determination:
"c0r{P~y
The
direct and indirect overhead costs
Additional hire cost to the Company of equipment, machinery, facilities etc.
and related labor costs that may be incurred to expedite completion
Impact on and costs arising from other Contracts
Third party costs, e.g. certifying authorities
Storage costs
The Contract duration
Additional costs associated with providing the works/services by alternative
means until Contract completion
Notes: (i) Where liability for specific losses, such as consequential, indirect, is
explicitly excluded in the Contract, such losses cannot be considered in
the determination of LD rates.
CHAPTER 10
Page 2 of 7

LLJS~IL
(ii)
RD and PCD shall maintain in its files the record of the calculations
and assumptions made in the determination of LD.
c) The recommended range for daily LD rate is between 0.1 % to 1% of the Contract
Value. LD rate shall be determined by RD in consultation with the PCD and C&P,
during the Tender stage and prior offinalizing the whole Tender Documents.
d) Where milestones are used against which LD are included in the Contract, then the
applicable percentage value of the possible LD to be imposed should generally be
equal to the percentage value of the milestone compared to the Contract price. For
example, if a Contract milestone equates about 25% of the Contract value then the
maximum recoverable LD would be 25% of the total LD value against that particular
milestone.
e) Contractor's total liability under the LD should not be excessive and hence should
be capped. The recommended maximum LD is ten percefli'(10%) of the Contract
value (10% of each milestone Value in the event L~apPlied at,mileston~stage or
10% of each Call-Off Order/ Work Request in case of'Cal"~ff Contractsthough
each tender shall be reviewed considering all factors a'PRlicable iO--that particular
~~~er. Any variation from the recommen( maxim~m~'1lIl~VpP;:oval from
4.3
\>
~V
When RD anticipates delay of corfi'iet~f works beyon{fthe Scheduled Completion

Date, RD shall ensure isSUanCe(NotifiCatio~Oelay'.
4.4
a)
Of~ -~
Del~~ 0
Determination
Period of
')
Immediately,~en beo/"~~evident
it
that the completion of the works will be
dela{e'd beyond the Scheduled Completion Date or a milestone date, RD shall
notifY.
and instruct him to take the necessary remedial
th~Contrac;>o~the(jelay
actio~~" " / /
During the period of the delay, RD in consultation with PCD and C&P shall:
i)
ii)
iii)
iv)
v)
CHAPTER 10
Immediately upon slippage of milestone date/ Scheduled Completion Date,

notify the Contractor of such default, indicating that the relevant provisions
of the Contract are being reviewed evaluated and LD may be withheld.
Identify and assess all the contributory factors (If any) to the delay
attributable to the Company and/or force majeure and the methods to
minimize its further effects.
Take the necessary remedial actions as provided by the Contract (e.g. issue
default notice to the Contractor etc.)
Consider whether to source and handover remaining parts of works (if
practical/feasible) to another Contractor.
Consider whether there is a contractual, commercial, financial justification
for deferment of LDs until a later stage.
Page 3 of 7
Liquidated
Damages
for Delays
Procedure
..
.
...
LLJ'=:'~jL
b)
Delay and LD Assessment

When the works are completed and the actual completion date is known, prior to
communicating with the Contractor regarding the actual LD applicable, RD in
consultation with C&P and PCD shall assess whether the LD is applicable, the
exact number of days of delays and the LD amount which is contractually
recoverable. The following steps are recommended:
i)
Determine whether any of the delay was attributable solely to the Company
or was due to unforeseeable events beyond both parties' control falling
under the definition of force majeure.
ii) If the entire delay is determined to be solely attributable to the Company, or
force majeure, LD is not contractually applicable. RD shall inform the GTC
accordingly.
iii) When part of the delay is due to the Contractor's~efault, determine the
exact number of days the delay can be solely attributable to Contractor's
default, and calculate the contractually applicable'lD art,ount based on the
LD rates set forth in the Contract.
(. ~ ""
iv) Upon determination of the total LD applicatlle, inform t~e Contractor of the
Company intention and the LD amount..t9 be rEicove?ed from his1l'utstanding
monies and invite response generally within ten (to) w6rking-days.
c) Contractor Response
Contract9~:?s
>
\>~V
~D,
In the event the

the
\ither partly or wholly, or if the
Contractor appeals for LD Jaiv~s'lfll review, comment and forward
Contractor's response~C&~GG'fOr revle0 and recommendation.
d)
t~
.... t \
---;...) )
LD Recovere ermm~on\ ~
Upon
determinati~f~he ~pplicable LD amount, RD in consultation with C&P and
Pc(s~deter~i~~::/
i~TO recovE?'t~~ntire LD amount

ii) To reCover part of the LD amount, only in those events when the Company
w;;:s~n a position to fully and/or independently usel utilize that parts of the
works~hiC;h was already completed on or before the scheduled completion
date
iii) In cases of strong mitigating circumstances/business reasons, RD in
consultation with C&P, Legal Department and PCD may forward the
recommendation for waiver of LD to be approved by the GTC or the CEO in
accordance with Delegation of Authority.
4.5
Recovery of LD
a) LD should generally be deducted at SFA. But in the event of milestones have been
established to complete any part or parts of the total scope, percentage value of
applicable LD calculated as stipulated in 4.2 (d) shall be withheld by deducting the
same from monthly invoices.
CHAPTER 10
Page 4 of7

b) In the event there is not enough money outstanding. the LD can be recovered
either during the release of the retention money or a separate debit note can be
raised prior to release of retention money.
c) Encashment of the Performance Bond should generally not be used for this
purpose.
4.6
LD Final Assessment
Final assessment and agreement of the amount of LD will be formalized during the
finalization of SFA.
5.0
RESPONSIBILITES
5.1
Provide inputs regarding LD rates during finalizaiG'n~ Tender,! Con0act
Initial assessment of amount of LD in Tend~! contra2t~nX~0elay(s)

attributable to Contractor or to the Company:.
~ ~
Obtain GTC or the CEO approval
Process any deduction of LD
fo~eferr~~r\t'or wail!er of;[-D

\
~V
\>
procureme~ment (~&P(/"
Shall carry out the fOIlOW<9~~) ~ V
5.2
Contracts &
Finalize L3.-elauses and'IoD rates " /
Inputs
Review
dur~g 'initial ~sess~e'nt'oH:O
~~i\.
and'adv~~~onfractor objection to the application of LD
on
RD"':~~~eferment or waiver of LD
Project C~Ols'Department (PCW,
5.3
Shall carry
~t~ f~'!9~:
Inputs during initial assessment of LD
Review and assess with RD the amount of LD in Tender! Contract
Assess in LD recovery and advise on RD Proposal for deferment of waiver of

LD
5.4
Review and assess with RD the amount of LD in relation with EOT.

Finance Department

Withhold LD monies based on 'Notification of Delay'
()
CHAPTER 10
Recover in interim payments the final LD monies from Contractor as

determined by the Company,
Page 5 ofl
Liquidated Damages for Delays.Procedure

LWS~IL
5.5
Legal Department
Advise on RD recommendation for deferment or waiver of LD
CHAPTER 10
Page 6 of 7

LLJ'=:'~ I L
C&P Department
----
---
Inputta LO
package
'"~"
Others
Determine lD
----
-- - - - -
--8
PCO
amount
-----
iii
c
Issue NOD to
contractor
Assist
50
x
w
I -----
Finance withhold
lD amount
/'
Finance Release LD
monies w ithheld
N
Contract Delay(s)
/
/
y"
- --Input to lD determination
--
- -
Evaluate LD amount
- ---
--
--
objections
-C&P to response and make

final determination on LO
,\
amount
iJl
y,
J
Inform Finance &
Contractor, finalize SFA
applicable
y,
"
~
Letter to Contractor, LD to
be imposed
Input to the letter
PCD Input
J Finance release LD monies
II
withheld
No
circumstances
;g
c
..
a
()
"-
Ob ta in C&P opinion on RD
proposal
--Ntr
- -
Seek GTe I CEO approval

defermentlwavier
Finalize LD amount
recoverable
INPUT
--
Finalize SFA
I
I
GTe I CEO supports

the recommendations
IAdjust
LO
amount
......J
y
. I LO recovered by Finance
CHAPTER 10
Page 7 of7
.J
~
~~
L-LJ':::'I=II L-
CONTRAC S
C)
CIIAPTERvfl
~)
Rev
Date
Reason
9 Jul2009
Issued as Draft
A1
27 Sep 2009
Issued for Use
A2
16 Dec 2010

Contracts Close Out Procedure

LLJ'=:'~IL
PROCEDURE CONTEST LIST

1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
4.1
Initiation
4.2
Review
4.3
Preparation an issue of the Certificate of Completion
4.4
Preparation and issue of the Statement of Final
4.5
PMol R.I"" 'f R,j,,,",o M"joe
4.6
Preparation and issue of the
4.7
Release of All Retention Moni(s (-;(.------.....
4.8
Return of Bank
4.9
Contract
(:
'" "",
Disch/:~ertifica~)
/ ) V"V
Guaran~~~__---::')
Close-otJ(~o~
/
\
RESPONSIBILlTI~
""':J)
A
,--
5.0
ACCO~
'-_~
5.1
Requesting l5l~art7ment (RD)
5.2
Contracts &\Procurement Department (C&P)
5.3
Project Controls'Department (PCD)
5.4
Finance Department
'\
'v
')
'""', / /
ATTACHMENTS
Attachment B - Certificate of Completion
Attachment C - Statement of Final Account
Attachment D - Discharge Certificate
CHAPTER 11
Page 1 of 9
1.0
OBJECTIVE
This procedure describes the method to be followed to ensure that Contracts are
adequately closed out, including preparation of (i) Certificate of Completion, (ii)
Statement of Final Account, (iii) Discharge Certificate in accordance with the terms and
conditions stated in the Contract and (iv) Formal Contract Close-out Reports are
prepared, as required.
2.0
SCOPE
This Procedure describes the activities associated with the closing of both Contractor's
obligations and the Company's liabilities under the Contract by reconciliation of all
technical, financial, commercial and contractual issues.
3.0
All Contracts shall be formally closed out by recording the8~ntractor''S completion of all
his obligations, reconciliation and finalization of all tech<nical, com'merc~lrfueas6rement
matters and issuing all relevant certificateS\A~contr~t
CI6se-Out Rep6rt shall be
prepared and issued by RD.
"" ""
4.0
~ ~~
Flowchart of this procedure incl~aChni\nt N\~
PROCESS
4.1
Initiation
l:-;:]) V
Under the terms a~d ~nditi'6ns of/the" Contract, the Contractor shall request a
Certificate of G6mpletion "-(-9cl'y::Om-ttfe Company upon completion of the
the Gontractor under the Contract.
works/services re~ired
by'
4.2
<~w "-~~)
"\. "\
/,,---
a) On,\(:eceipVof ce request from the Contractor, RD shall ascertain the

completeness of,the works/services.
itte~ks/services
b) Where
are incomplete, RD shall advise the Contractor
accordingly to complete the works/services, and / or detail the specific nature of
any defective or remedial work to be carried out.
c) To ensure the works/services are completed effectively, RD shall liaise with
C&P, PCD and any other relevant Departments as applicable to ensure that all
of the Contractor's obligations under the Contract have been successfully
fullfield.
4.3
Preparation and issue of the Certificate of Completion

a) Within Ten (10) working days of (i) receipt of Notice of Completion from
Contractor and / or (ii) completion of all works / services and / or (iii) expiry of
Contract duration as the case may be based on nature and provisions of the
CHAPTER 11
Page 2 of 9

Contract, RD shall prepare two (2) originals of the CC (refer to Attachment B)
and forward the same to C&P and PCD for review prior to issuance to the
Contractor. C&P and PCD shall review and return the CC to RD with comments
(if any) within five (5) working days of receipt. RD shall issue the CC within (30)
calendar days from receipt of the Notification of Completion from the
Contractor.
b) Notwithstanding the foregoing, the CC must not be issued where any item of
works/services or Contract deliverables are not acceptable, and prevent
commissioning and / or operation and / or possession and / or use of the work /
facility by the Company.
c) One original of the CC shall be issued to the Contractor and the other original to
PCD. Copy of the signed CC shall be forwarded to C&P and RD.
4.4
Preparation and Issue of the Statement of Final Account
th)rSF~r~
Following issuance of the CC, PCD shall complete

Attachment C).
The process of preparing the SFA shall include but not~'mited~he~lIt7':
~ "'~V
Original Contract Price
Variations
\
""-_
Final Contract Price (Original
plus,any additions, less any
deletions, all as formalized)throubh \Y:riatiOQl'/Net commissions (remeasurable works / s{rvices~l]ot-utiliz~d, ett.)
Less
Less any other de'cll:Jc'tibns-dGetg;the /bent

~
/,'-.../.
Final A. mount pay.able'-<\Final Contract Price less Net deductions / omissions,
/
'\,
"-..-/
less LE>~OV~ble)
)
~~)
contra~rice
1\....../
Liquidat~l)amages
"
,\
for Delay
')
(LD~ecoverable
SF~s,\all
The
be agreed betw2en RD, PCD and C&P after which it shall be signed by
RD. RE> shall~:n fo~r~s(me to the Contractor for agreement and signature
(See Attachme,.\ C~A'''copy of the signed SFA shall be forwarded to the relevant
Departme~'s~luding Fin~nce to effect the payment of the Final Amount payable.
a)
variance,~et~n Original Contract Price and Final Contract Price
Should there be any upward or downward variance between the Final Contract
Price and the Original Contract Price for all types of works/services, such
variance shall be processed as a Variation in accordance with the Variation to
Contract (VTC) Procedure. Downward variances resulting from Provisional Sum
adjustment or under-utilization of reimbursable/re-measurable works/services,
or deduction of LD shall be formalized through a SFA and shall not require a
VTC.
b) Liquidated Damages and Un-utilized Re-measurable Works
CHAPTER 11
Page 3 of9

LLJ.=:.qIL
The SFA shall indicate the total amount payable, which shall be the Final
Contract Price, less the total LD (if any) recoverable from Contractor, less
the amount of re-measurable works/services not utilized, less any other
deduction due to the Client.
LD should be deducted immediately from monies due to the Contractor.
Notwithstanding anything to the contrary in this procedure, in no event shall the

Final Amount Payable exceed the Final Contract Price.
4.5
C)
Partial Release of Retention Monies
Upon issuance of the CC, partial Retention Monies can be released in accordance with
the provisions of the Contract and conSidering monies already paid.
Preparation and Issue of Discharge Certificate.
4.6
Withir:J1~irty'<3~) ~Iendar~y.s
a) Unless stated otherwise in the Contract,

from
the date of expiry of the Guarantee Period, th'e\con'tr~ctor sh~lI/be entitled to
Discharge Certificate (DC). If different Guarantee Reriod,ap'ply to d. iffElrent parts
/"
",\,,,,of the works, then the DC shall be issued'within (30) calendaydays from the
expiry of the latest Guarantee Period. \
~~
b) RD shall ensure that all the w0rks~re c0mplete and at)y defective works and/or
outstanding punch list itemS' have'been 'complete'd'satisfactorily before issuing
the DC.
C'~~~\ )
prepare~(?~0[iginal-DG:
c) RD shall
fOY review by C&P and PCD, who after
endorsement will re~n to RDerlature and issuance (see attachment D).
d) One
Origi~~ed DC ~II be f~arded to the Contractor and the other
~al to PCs:\Wit~':Y tjC&P and RD.
4.7
<Release of All Retention-Monies
Re~ti~~onie{~---:::
The
fully released and paid in accordance with Contract
provisions and sh;;il betome payable in full upon issuance of the DC. For Contracts
with no Guara~te,~P;:;riod, Retention Monies shall be fully released on acceptance of
the works/services in accordance with the Contract and issuance of the CC.
4.8
Return of Bank Guarantee
On issuance of the DC, C&P in consultation with PCD shall advise Finance Department
to return the Performance Bond(s) to the Contractor.
4.9
Contract Close-Out Report
Within twenty (20) working days after issuance of CC, RD shall prepare and issue
Contract Close out Report.
CHAPTER 11
Page 4 of 9
5.0
RESPONSIBILITIES
5.1
C)
Verify completion of works/services.

Prepare punch list (if applicable)
Prepare and issue Certificate of Completion
Approve, sign and obtain Contractor signature on SFA
Ensures any defects are remedied
Prepare and issue Contract Close-out Report
Prepare and issue Discharge Certificate
Contracts and Procurement Department (C&B)~
5.2
~ '\
Review Certificate of Completion

Review Statement of Final Account..
Review Discharge Certificate ~)
On issuance of the DC,

Bond(s) to the Contra5to\ \
\/~"
\)
')
/
/,v//
ad~S(!-.inanCJeD.e~art{ent to
/'
V
return the Performance
\, ,,'-----",J
'\ \ " ' . /
('"
Project Controls Department'(PCD)
5.3
Shall carry out th~~IOWi~~) )
Re~Certificate
6t'completion
'\:\
~~
Prepar,\ Statem,Vof'.>inal Account
Review Disch)rge5eiiificate
Keep the .;riginal,of CC and DC
Advise on
5.4
ret~ing the Performance Bond to Contractor
Finance Department
Retain / Release the Performance Bond
Effect payment of Final Amount payable (less applicable retention) upon completion
Release partial or all Retention Monies upon signing of SFA and issuance of DC
CHAPTER 11
Page 5 of 9
~"
LLJ~r::::II L
CHAPTER 9 - CONTRACT CLOSE OUT

Attachment A - Fl owchart
-"=
~
co '"
Contractor
requests for
Certificate of
Completion (C C)
E e
"o 0co
:J-
00
C
E
"
'"
"
Prepare Certificate
Work
to
"0
y"
completed?
CO
Instruct Contractor
to complete Works
& clear any
defects
"
0::
"
:J
0-
,/'"
,
3--
"
Release of
Retention
"-
\
~
Issue CC 10
Contractor a nd
original to peD
and copy 10 C&P
- ,
,
,
, "- /
, \/
"
No
Prepare
Statement of Final
Accoun t
" .......-0
/
~./
,/ / . . .
Retention (if any)

allowed after
..,._ y
issuance of
es
\
\
s there Gurantee
Period
Completion
Certificate
"
"e-
Insln;<;l to
complele Snag
List
~
Return
Performance
Bonds & Bank
Guarantees
~o
OJ
eC'"
of Completion
within 10 days
~
Defects been
completed?
Prepare Discharge
Release balance
Cerdflcale upon
of Retention
expiry of Guranlee
Period
y"
CHAPTER 11
Page6of9

LLJ'=:'~IL
Attachment B CERTIFICATE OF COMPLETION
CERTIFICATE OF COMPLETION
TO: (CONTRACTOR name and address)
CONTRACT NO:
CONTRACT TITL=E-:- - - - - - -
caPt~d C)N~~CT'
In accordance with Article (----) of the General Conditions of the

LUSAIL hereby
confirms that the 'WORK/SERVICES under the said CONTRA'CH~s bee'n,~erfor'led',\n9,tampleted by
'CONTRACTOR/CONSULTANT in accordance with the\O~~G~'LETION DATE is
This Certificate does not constitute an acceptanCeOI;::'WORK/SERVICES not in accordance with the
CONTRACT nor is it a release of CONTR1\cCTQB~/ObligatiO\ to c\ri\Ple the 'WORK/SERVICES in
accordance with the CONTRACT.
~ \
(~~.
'N. " .
------A-----::Tit~;Z ~)
FORLUSAfL
-<) )
~/
Signature
"".'v
: RD Director
-
"
\..
0 '"
CHAPTER 11
Date',,_---:~-----
~.-j
Page 7 of9
Attachement C - Statement of Final Account

STATEMENT OF FINAL ACCOUNT
To; LU5AIL REA L ESTATE DEVELOPMENT
Lu sall Site Office Bldg.

P.O. Bo x 23175
Doha, Qata r
PROJECT NAM E:
CO NTRACTOR'S N AME :
CO NTRACT 10:
CONTRACT AMOUNT:
COMPLETION DATE:
REVISE D CO NTRACT AMOUNT:
REVISED COMPLETION DATE:

STATEMENT OF fiNAL ACCO UNT or CERTIF ICATE OF FINAL AGREEME NT
0.00
OAR
Variation no.OO Dated ddlmmlyr
0.00
Variation no.OO Dated ddfmm/yr
0.00
OAR
OAR
0.00
QAR
V aria tion no .OO Dated dd/m m/yr
0.00
OAR
Variation no .OO Dated dd/m m/yr
0.00
OAR
Amount of O riginal Con tract Sum

Deduction s
Total Deductions to Contract Valu e
..M!!..i1l..!zn
Total Additi ons to Contract Valu e
0.00 OAR
GRO SS CONTRACT VALUE
Other Deductions:
Unrecovered Advan ce Paym ent
>
0.00
OAR
0.00
0.00
Final Retention Am ount
0.00
0.00
OAR
OAR
OAR
OAR
NET VALUE FINA L ACCO UNT
0.00
QAR
Deduct Net S um/Pre-Costs Paid ( CertifICat e No.O)
0.00
OAR
Net Ba lan ce Due to CO NSULTA NT I CONTR ACTOR
0.00
C AR
Unutilized Amounts, Provisional Sums

liquidated Damages
This is to ce rt ify that we have carefu lly examined the sta tement of " Net Value Fina l Ac co unt" whic h shows th e to tal va lu e of the se works/servic es
(Am o un t in wo rd s) ..
We agree accordi n gly that this sum is accepted by us to Includ e all omissions, additions, variations, con tra ct account claims, and other amendments
requi ring cost adjustmen t properly effected under the ter ms a nd conditions of the works/services con tra ct and is full and fi na l settlement o f all sums due
to us under the te rms o f the above mentioned works/services contract
(Print Na me )
(Titl e )
l RED Engi n ee r
(Tit le )
Who is duly authorized to make this agrl!l!ml!nt for:
Who is duly a uthorized to make this agreeme nt fo r:
(Consu ltanl/Con tractor Com pan y Name)
l usail Rea l Estate Development
Dale Signed:
Date Signed:
Company Seal
Company Seal
)
CHAPTER 11
Page 8 of 9

Attachment D - Sam ole of Discharae Certificate
DISCHARGE CERTIFICATE
Contract Title:
Contract ID:
Job ID.:
Contractor:
TO: (CONTRACTOR name and address)
~~~~~~
..
; /,--./
'0 ",00",,",, with
LREOC h,reby
FOR LREDC
Signature
Name
Title
Date
CHAPTER 11
Artl.~ ~~-:::l
...
"""//
J'-"""'""'
JOdOO", of ffiptlo",d CONTRACT,
'''~, ~
of ...................
//) --~
/
::::::S./::::::::::::::::::
Signature
Name
Title
Date
Page 9 of9
C)
Rev
Date
Reason
9 Jul2009
Issued as Draft
Ai
27 Sep 2009
Issued for Use
A2
16 Dec 2010

General Purchasing Procedure

1.0
OBJECTIVE
2.0
SCOPE
3.0
4.0
PROCESS
4.1
PURCHASING METHODS
4.1.1
4.1.2
4.1.3
4.1.4
4.2
Petty cash
Standard Purchase Order:
Direct Order (Single/Sole Source):
Exempt Commodities
~-"
/'~ __ '"
"A
V
\"
'~
PURCHASING PROCESS
~ "~'"
"" V
,,)
4.3
(r
PURCHASE ORDER CANCELlATION 0RIAMENDMENT
4.4
CALL OFF
~
RELE~S~S ~--;::_/
\/ "~
""'"",'--/
')
"'-
/~
,
,
-))V
'
/)
~,,/
\,//
,"--,-,
" '",- ", /",>
"/
", / /
-'.'v'/
CHAPTER 12
Page 1 of 9

1.0
OBJECTIVE
This procedure details the method to be followed for purchasing general goods and
services like Furniture, stationary, IT equipments, Office Maintenance and Cleaning
Services etc.
2.0
SCOPE
This procedure applies to all personnel involved in the General Purchasing
processes from the time of PR is raised by RD through the various stages up to the
receipt of relevant Goods.
()
3.0
0",
/"'~ " A
It is the policy of the company to purchase the goods fr~m th\technical!y accJf'ltable
lowest price Vendor who meets the LREDC Terms and C8nditioQs\'
//
4.0
4.1
/~
PROCESS
PURCHASING METHODS
The following Purchasing
\~'~.'
Petty caso/,
.(
"',
'\
\)
/'
metlod(ca"ri-be--~doPte{ de~~nding
<~ ~_ ../~)
requirements,
4.1.1
.--.~')
"'
/
~)'
~ \
\"
on the LREDC
\/)
(,~,j/
''."
\.
' .. ~,
--_/
All purchases with"threshold villue cls defined in the DoA can be made using petty
cash excep~ for folloVViQg tr~ns9diond:
/ .~
'"
./
1.1." IT eguipments ,(PCs;,Printers, etc,)

~ dvances,
/'
1,2, 'c
'\\, asn'a
1,3,
Furnitu're'
/
Ite;n~ whi9h"re procured through Call Off releases
1.4.
1.5.
Air tickSlts
4.1.2
Standard Purchase Order:
4.1.2.1
Purchases between certain thresholds as defined in the DoA will

require minimum three (3) quotations to be solicited from three (3)
different vendors from the vendor list. Less than 3 quotations can be
accepted subject to solid justification from RD.
4,1.2.2
The request for quotation (RFQ) can be solely prepared and issued by
the C&P Representative, with input from the RD, and sent directly to
vendor.
4.1.2.3
Such RFQ should be equitably distributed among listed vendors. In

other words, the quotation shall be solicited from a source other than
the previous one,
CHAPTER 12
Page 2 019
4.1.2.4
4.1.2.5
The quotation is to be documented by fax, e-mail if international vendor

sent to a central single procurement e-mail, fax number vendor. If
domestic, the quotation should be submitted in a sealed envelope. , or
other methods that are approved by the C&P.
4.1.2.6
The received quotation should be date stamPJ.d" and attached to its

corresponding RFQ. This will be done automatically by the system in
case of non-manual operations.
6~ ~,n
4.1.2.7
If the RD is not satisfied with the received~id, it~hoUld tn/en

Rr6vide a
clear justification for rejecting th~quotation. ""-,
o
4.1.2.8
4.1.2.9
4.1.2.1 0
The request for quotation (RFQ) should include;

Written specifications
Price Schedule
Offer validity period
Terms and conditions
'"
\
"'~
',/
All POs must only be created and printed from tHe ERP system.
\~,e ~gnat~~staff
The PO process is managed by

only. It is the
responsibility of the'desigrfated RD staff/member to ensure that the
vendor fulfils th~ P..Yr2hase"agteem\mt and that the procured
goods/serv~esZwocks are deJivered \~.w(jme and in good condition to
the Requester. "
'"
.,,_.<
'
)
)
"
Po,S/~~e,distrib,uted\\O~'app.ro/al' as
/"
'-.
__ /
per the LREDC's Delegation of

Authority "CDoAl'matrix based on the total value of the PO. This is
"\.
"
\
\
automa,!icaIlY.,llan}tlled pn the ERP system.
~',,-The vendaHnu~tqUC;;e the PO or Contract Reference on all Invoices.

"->-. / /,
,
.\
.
.
4.1',{1
\
qlJOtatl~ns from vendors must be valid for 90 days from the closing
'date of the Request for Quotation (RFQ).
4.1.2.12" All
\.'.,
/,7
4.1.2.13 Te~s and conditions must be printed on or attached to all POs. All
POs are legally binding contracts between LREDC and respective
vendors.
4.1.3
Direct Order (Single/Sole Source):

Please refer Clause 4.15 of Chapter 5- Tendering Procedures.
o
CHAPTER 12
Page 3 of 9
L...LJ:=:'r::::lIL...
4.1.4
Exempt Commodities
The following commodities should be exempted from the competitive bidding
process:
o
o
o
o
o
Hotel AccommodationslTravel
Memberships
SeminarslTraining
Subscriptions/Periodicals magazines, books and references
Based on the approval of the CEO, LREDC may utilize the services of
specific Professional Services Firms in the following cases only:
o
4.1.5
If the consultant's mandate is at the national level and LREDC

must be part of it;
/\.
In order to ensure continuity in the next Rhase~of
an engagement
that has been delivered by the same cons~ltant.
/,
Purchases above QAR 1 million
("-"
'"~ / / .>
_~ ~
For all purchases above QAR 1 miliion./al;Jes, Tendering pr~cess{hall be

followed. Please refer to the Tenderind\Proced~s~~
4.2
PURCHASING PROCESS
4.2.1
corTiRle~ion\
da/~,e.~' \ .(~',:/)
The C&P '~onveits the'!?) R i~to a Request for Quotation (RFQ) on the ERP
system and "
is 'sent
as per the PO Delegation of Authority (DoA).
"fer, approval
I
/'"
4.2.3
/,j
The process commenGes "upon

of an approved Purchase
Requisition (PR)AI,,'dordingl~,jena9r(si\ arcfselected by the C&P from the
vendor
4.2.2
(";:?-,\"0
Opon
,,'
~btaining,a~'ruvar:/;he C&P incorporates comments and distributes the
'"
'\.
/
"RFQ~roUgh/one/of
the following authorized means to the selected vendor(s):

e-mail, f~x, p~?t'6r hand-delivery.
, /
...,,//
4.2.4
The C&P communicates the required date to receive the quotation(s) from
vendor(s) in addition to providing any clarification on the RFQ. Upon receipt of
the quotation(s) from the vendors(s) by the stipulated deadline, the C&P
uploads them on the ERP system for viewing and assessment.
4.2.5
A team consists of members from C&P, PCD and RD shall evaluate the
quotations and select the best vendor to which to award the purchase.
Assessment of received quotations should not be based on price alone and it
is strongly recommended to consider some of the qualitative factors such as
quality, stock availability, accreditation, time for completion or delivery,
warranty conditions, teChnology, maintenance requirements, organizations
capability, previous relevant experience, and any other relevant factors as
CHAPTER 12
Page 40f9

part of the assessment of the quotation. Justification for selecting a quotation
other than the lowest quotation must be documented.
4.2.6
Upon evaluating the vendor(s) quotations, The ERP system will automatically
reserve the revised budget based on the selected vendor quotation.
4.2.7
C&P creates a PO on the ERP system based on information in the PR, RFQ
and any supporting documents. The following information is included in the
PO:
Vendor name and ID

Date of issuance
Delivery instructions (destination, receiver, delivery date etc.)
Description of requested items
Quantity and price
LREDC Terms and Conditions
PR reference number
Commodity code
::/'."
' \ "" , , / /
For international POs, additional informati~fl1\Jst 'includ{,; shipping,
receiving, payment terms, and war~nt0P'eriod ..., ;;-...,/
o
4.2.8
/'"
"\
~ ~~
//
//--'" \ V /'. /
Once the PO is created, the appr~riate final al:lthorltY (as per DoA) is notified
to provide final approval~on (the 'PO. ~\ final ~djustments required, shall be
communicated to/th~&RJ5LadjUst)pridr Vapproving the PO on the ERP
system.
'\
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/',
4.2.9
~~
~,,~ "'\.//
" '. ,,<

\ '''-
..- /
Once the PO is '1lpproved, th'e ERP system automatically notifies the RD and
Finance of ' the ictivaled )PO. C&P reviews the final PO to ensure
(om'pleteness b6tore sending the PO to the vendor. The approved PO is
t 'b\
' _ .. /
dIS\I
uted as f9 II'o~s:
G~9i~Lc6'Py J0 the Vendor

Copy to Finfu,ce
"-. ..,/
Copy to'the RD
Copy to C&P
4.2.10 The C&P follows up with the PO to ensure that an Acknowledgement of

Acceptance is received after issuing the PO. It is the responsibility of the RD
to ensure that the vendor fulfils the purchase agreement and that the
procured items/services are delivered on-time and in good condition. The RD
is responsible to notify the C&P if otherwise.
4.2.11 Upon receiving Vendor Acknowledgement of Acceptance, the C&P uploads

the acceptance confirmation on the ERP system.
CHAPTER 12
Page 5 of9

4.2.12 Responsibilities
Shall carry out the following responsibilities
Vendor selection
Convert PR into RFQ
Distribute RFQ to vendors with due date for quotation
Form and participate in the evaluation team
Assist with the selection of the vendor
trigger the system to generate a PO number
send PO to vendor
"plood ,",doc o=pt'"~ oo,fi~"," ,,'" ~
"
Shall carry out the following responsibilities,"-"

' "" ' " , / /
Complete Purchase ReqUi~tiO'l, '~
'>
Involve in evaluation of ven~ors'~rQ?osals,.. '-'v'/
Following up with y.endors to\delivw,the requjred goods
,/
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/ ....... ,/
Project Controls
( (~
D~partment/
/" \
...
/',
"'\ \\ )
th~foll~::Vin~-;:~;;~nsi~iliti~s
Shall carry out

/S~ure ti;e.budbet1nQa~e.of non availability of budget
"I,(lvoive, in e'v~luation ofvendors' proposals
"
,,/,_
4.3
'-" '.
The C&P
vendors.
'-.."
"'' "
///'"
'."
/./
PURCHASE'ORDER
\.,,-,.
'"
J'
.I
CAN~ELLATION OR AMENDMENT
~--..,,----
i~"the o'ril{party'authorized to cancel or amend

"
Purchase Orders (PO) with
,/
"\/'
POs cannot be closed until the final invoice has been paid against the corresponding
PO.
POs can only be cancelled after issuance and before the corresponding purchase is
received.
Note: Due to business reasons (which does not include delays from the vendor),
some terms in the PO or even the whole PO could be cancelled. Business reasons to
cancel or amend PO include (but are not limited to):
o
o
Goods are no longer required by Requesting Department (RD)

A more suitable vendor is identified with significant benefits to LREDC.
o
CHAPTER 12
Page 6 of 9

o
Similar PRlPOs issued for other requestors. This requires a very strong
justification and associated cost-benefit analysis, which shall be approved by the
C&P Director.
4.3.1 The process commences as follows:

RD contacts the C&P to cancel the PO. The cancellation must be approved
by the RD director prior to submittal. In the event that the process is RD
initiated, the C&P assesses and provides concurrence to the request.
The
above
mentioned
scenarios
is
only
valid
goods/service/works were not already received by LREDC.
in
case
4.3.2 If the goods have not been delivered, the C&P contacts the vendor and
inquires about the reasons for delay and the remedibl action that the vendor
will take to overcome the delay.
4.3.3 The C&P checks the terms and conditions
""'V//)
(\~
(prin~d
at the back otthe PO or

attached to it) and discusses acti.6n t;;:be ta~n. ~t~ ih{ vendor in
coordination with the RD.
\
''0,'-.. "-..~V
4.3.4 For cancellation of POs,
.tll'~-C&'p inf~m~hY'awaY'
the vendor that the

goods/services/works arlno(req~ired1' a~d tha:( a formal PO cancellation will
I
',,/
',\_)
be issued and transmitted to the vendo~. 'fhe reason for contacting vendor
prior to PO cance1latlan i~to-av61di.lrocess1~g delays in which time LREDC
may receivEj/the ~~ant~4 go6d~S;;rvi<!e/works. All communication with the
,:-..../
vendor sHould'be docume~tealn/
the "Notes" of the POs Amendmentl
Canceliatioi1'\Re~est i~'eason for cancellation, date of call, vendor contact
/'
"
,~/am~ etc.) forf~:ureTeference .

,
"
.....
\.
"
-'-.,-
-----/
4.3.5 The, C&R, preRares

y
, the PO AmendmentiCanceliation request .. A printout of
the approved'POj\mendmentiCanceliation Request is sent by the C&P to the
vendo~~ sig/IJ/The C&P updates the respective PO on the ERP system upon
receipt oNne vendor-signed PO AmendmentiCanceliation Request from the
vendor.
4.3.6 The C&P informs the RD of the PO amendments/cancellation and discusses

alternatives (where needed).
o
CHAPTER 12
Page 7of9

LW:=:'~IL
4.3.7 Responsibilities
Contracts & Procurement Department shall carry out the following
responsibilities
Contact vendors with PO inquiries

Cancel PO with vendor
Inform concerned departments about PO cancellation and discuss
alternatives
Prepare PO amendments
Coordinate with Vendors for PO amendments
:.:J
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C)
/
CHAPTER 12
Page 8 of 9
General Purcbasing Procedure.

LWS~IL
4.4
CALL OFF RELEASES

The procedure outlines the method of handling agreements which allow orders to be
placed without issuance of Purchase Orders. RD shall identify works, services or
purchases that are required repetitively, make am estimate for such requirements
over a period of a year, or such longer period as may be determined by LREDC
Management, and then issue a tender for the supply or provision of estimated
quantities of such services, works or purchases on call-off basis (as and when
required by RD). These apply to:
a. Repetitive goods or services from the same Supplier over a period of one year.
b. Order standard materials or supplies that require numerou(shiPments.
()
c. LREDC obtains more competitive prices through
VOI~rii'~c~m~~~
a~Rer D~pric7difference
4.4.1 Call-off contract renewals must be apwoved
must be verified and any exceptions must)Ojhrou'gQ. the"Rroper channel for

approvals. The contract can be rene~edmor~than clnce depending on the
vendor's performance and contract terr~s ahd'c,ondiUbns\../
ReleaSe/(~~':l...~1r ~0~ois:d
specifi~
Note: A Call-Off
on a
CallOff Agreement (CA) and occ,urs'on an"ad\hoc\.basls, In accordance With the
CA. The CR is checl<ed fbr compliance a~aiJ:ls(jts respective CA.
\ S "._ ..;--)
4.4.2 Based on the PurcQase
J'
~eqtJisition
(PR) approved by the Requester, the

C&P gener~te'S,a CR'on the system:The C&P prints and signs the CR. This
acts as an'authO'rized ~ignatbry on behalf of LREDC. Where the original CA
states othe~i~e, th'e.reLe'vanY designated authority will sign the release.
c"
//
'"
'"
".
"-.
.'/
./
4.4.3 T.,he
, C&P sends/.the ..CR-to the vendor and updates the system accordingly
up'on acceptance 'of the release by the vendor.
"",
'.
;-
'\/
4.4.4 Responsieilifies
Contracts & Procurement
responsibilities
Department shall
carry
out the
following
Generate CR on system
Print and sign CR
Send CR to vendor and update system once accepted by vendor
Requesting Department shall carry out the following responsibilities
CHAPTER 12
To prepare and complete PR

Coordinate with C&P to follow up with Vendors and to ensure delivery
on time and goods are matching the required specification
Page 9 of 9

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CONTRACTS & PROCUREMENT

LUSAIL REAL ESTATE DEVELOPMENT COMPANY

Issued for Use

Incorporation of improvements and