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Technical Assistance for Supervision and Management Support during Implementation of ISPA Programme in Baia Mare

Manual of Contract Supervision Procedures

INTERIM PAYMENT CERTIFICATE NO.:


CERTIFICAT INTERIMAR DE PLATA NR.

DATE :
Data:

Contract :
Contract:
Client :
Client :
Contractor :

Contract Code
Codul Contract
Consultant Code
Codul consultantului
Payee Code

SC APA PROD SA

Antreprenor:
Contract Price
Valoare contract
Less Provisional Sums
Minus diverse neprevasute

Codul platitorului
EURO
EURO
EURO

Variations
Modificari
Revised Contract Price
Valoarea revazuta a contractului

EURO

Performance Guarantee Amount


Garantia de buna executie (valeare)
Bankers :
Banca:

EURO

Start Date
Data inceperii
Completion Date
Data terminarii
Revised Completion Date
Data revizuita a terminarii
Actual Completion Date
Data terminarii (actualizata)
Expiry Date
Data expirarii

EURO

We certify that the amount due to the Contractor in accordance with FIDIC Sub-Clause 14.3, is
Certificam ca suma datorata Antreprenorului in conformitate cu Sub-Clauza FIDIC 14.3, este

EURO

as shown on Appendices A, B, C, D and E


dupa cum se arata in anexele A, B, C, D and E
Total Amount of Work Done (App A)
Cantitatea totala lucrari facuta (Anexa A)
Deduct Retention (10%)
Din care opreste Retinerea(10%)
Deduct Repayment of Advance Payment (App B)
Din care se opreste Retinerea avansului platit (Anexa B)
Add Release of Retention
Se adauga retinerile care trebuie returnate
Less Previous Amount Certified for Payment
Minus sumele anterioare certificate
NET AMOUNT CERTIFIED FOR PAYMENT
(exclusive of VAT)
SUMA NETA CERTIFICATA PENTRU PLATA
(fara TVA)

Document No.
Document nr.

TOTAL AMOUNT DUE FOR PAYMENT : EURO


(exclusive of VAT)
SUMA TOTALA DATORATA PENTRU PLATA
(exclusiv TVA)

Signed by the Engineer


Louis Berger S.A.S.

Mr.

Date:

Mr. Simona Petrutiu

Date:

Endorsed by PIU
Head of the PIU Office
PIU Financial Control

Date:
APA PROD PAYMENT APPROVAL/APROBARE PLATA APA PROD

Internal Financial Audit / Financial Manager


General Manager

Date:
Mr Victor Arion

Date:

CFCU PAYMENT APPROVAL/APROBARE PLATA CFCU


only for ISPA Financed Contracts
Project Manager
Programme Authorising Officer
Apendix 5-2 Form of Interim Payment Certificate

Date:
Mrs. Carmen Rosu

Date:

Appendix 5.2: Standard Forms Relating


to Payment Certificates and Variations
Page 2 of 11

Manual of Contract Supervision Procedures

APPENDIX "A"
ANEXA "A"

SUMMARY OF VALUE OF WORKS CERTIFIED


LISTA VALORILOR LUCRARILOR EXECUTATE

Price
Schedule

Description
Descriere

Payment Certificate No.


Certificat de plata nr.
Period Ending :
Data curenta
Tender
Amount (EURO)
Valoarea
licitata (EURO)

Gross Contractual Value (EURO)


Valoarea totala (inclusiv taxe) (EURO)
Previous
Anterioara

This Month
Pentru luna in curs

Sub Total
Variations
Modificari
Dayworks
Zile-munca
Claims
Revendicari
Sub Total
Provisional Sums
Antecalculatie
Total Work Done
Valoare Totala Lucrari
Materials on Site (Appendix "C")*
Materiale pe santier(Anexa "C")*
Price Adjustment (Appendix "D")*
Ajustarea pretului (Anexa "D")*
Total Amount / Total
Signed by the Resident Engineer
Verified by the PIU Programme Manager
* Where applicable

Date :
Data:

To-date
La data curenta

Percentage Completion
Realizarea in procente
Previous
Anteriora

This Month
Pentru luna in curs

To-date
La data curenta

Appendix 5.2: Standard Forms Relating


to Payment Certificates and Variations
Page 3 of 11

Manual of Contract Supervision Procedures

APPENDIX "B"

REPAYMENT OF ADVANCE PAYMENT RESTITUIREA AVANSULUI

ANEXA "B"
Payment Certificate No.
Certificat plata nr.
Period Ending:
Data curenta:

PAYMENT No.
PLATA NR.

PERIOD/ YEAR
PERIOADA/AN

AMOUNT
(EURO)
SUMA

CUMULATIVE
AMOUNT
SUMA
CUMULATA

TOTAL REPAYMENT OF ADVANCE PAYMENT - TOTAL AVANS RESTITUIT:

Signed by the Resident Engineer


Verified by the PIU Programme Manager

Date:
Data:

REPAYMENT OF ADVANCE PAYMENT


RESTITUIREA AVANSULUI
PREVIOUS
AMOUNT
PLATA
PRECEDENTA

THIS MONTH
IN LUNA CURENTA

EURO

TOTAL
TOTAL

RECORD OF REPAYMENT AND RETENTION TO DATE


INREGISTRAREA PLATILOR SI RETINERILOR LA ZI

ITEM

POSITION

1 Preliminary and General


2 Section 1
1) Coagulant preparation and dosing plant
2) pH adjustment chemical preparation and dosing
3 Section 2
plant
4 Section 3
3) Fine screen
5 Section 4
4) Clarification process
6 Section 5
5) Gravity sand filtres
7 Section 6
6) Desinfection system
8 Section 7
7) Treated water pumps
9 Section 8
8) Sludge plant
10 Section 9
9) Sludge thickener
11 Section 10
10) Sludge dewatering
12 Section 11
11) Sludge handling plant
12) Pipelines
Summary 13 Section 12
of works
14 Section 13
13) Cabling
completed 15 Section 14
14) Transformers
16 Section 15
15) LV Switchboards
17 Section 16
16) Monitoring and control system
18 Section 17
17) Instrumentation
19 Section 18
18) Buildings and building services
20 Section 19
19) Ancillary works
21 Section 20
20) Quality assurance
22 Section 21
21) Laboratory equipment
23 Section 22
22) O/M manuals and training
24 Section 23
23) Spare parts
25 Section 24
24) Special tools
26 Provisional Items
27 Provisional Sum for Contingencies
Summary of payments
Summary of Retentions (10% of Summary of payments)

APPENDIX "B1"
ANEXA "B1"

UNIT
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS

GROSS
VALUE

% OF NET
CONTRACT
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00

Mar-07
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Apr-07

May-07

Jun-07

Jul-07

0
0

0
0

0
0

0
0

Quantity for 2007


Aug-07
Sep-07

0
0

0
0

Oct-07

Nov-07

Dec-07

0
0

0
0

0
0

Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Quantity Total
Previous
To Date
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Quantity
Remains
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Appendix 5.2: Standard Forms Relating


to Payment Certificates and Variations
Page 6 of 11

Manual of Contract Supervision Procedures

APPENDIX "C"
SUMMARY OF MATERIALS ON SITE

ANEXA "C"

BORDEROUL MATERIALELOR DE PE SANTIER

Payment Certificate No.


Certificat de plata nr.
Period Ending :
Data curenta:

ITEM
ARTICOL

DESCRIPTION
DESCRIERE

UNIT
U.M.

QUANTITY
CANTITATE

RATE
P.U.

TOTAL
AMOUNT
SUMA
TOTALA

REMARKS
REMARCI

i)

Imported Plant or Materials


Instalatii sau materiale importate

CIP price
pretul conf. CIP

ii)

Local Plant or Materials


Instalatii sau materiale indigene

ex-factory or ex-warehouse price


pretul la iesirea din fabrica

iii)

Locally produced material


Materiale produse local

stockpile value
valoarea stocurilor de rezerva

iv)

% of Bill Rates
% din pretul din Lista de Cant.

If applicable to any of above items - substitute.


Daca e aplicabil oricaruia dintre articolele care le pot inlocui pe cele
de mai sus

TOTAL VALUE OF MATERIALS ON SITE:


TOTAL VALOARE MATERIALE PE SANTIER:

Signed by the Resident Engineer


Verified by the PIU Programme Manager

Date :
Data:

Appendix 5.2: Standard Forms Relating


to Payment Certificates and Variations
Page 7 of 11

Manual of Contract Supervision Procedures

Monthly Adjustment for Changes in Cost *)

APPENDIX "D"
ANEXA "D"
Payment Certificate No.

in accordance with FIDIC Sub-Clause 13.8

Period Ending:
Pn = a + b Ln/Lo + c En/Eo + d Mn/Mo
Pn

is the adjustment multiplier to be applied to the estimated contract value in the relevant
currency of the work carried out in period "n", this period being a month unless otherwise
stated in the Appendix to Tender
Pn =

is a fixed coefficient, stated in the relevant table of adjustment data, representing the nonadjustable portion in contractual payments
a=

b, c, d,

are the coefficients representing the estimated proportion of each cost element related to
the execution of the works, as stated in the relevant table of adjustment data; such
tabulated cost elements may be indicative of resources such as labour, equipment and
materials
b=
c=
d=

Ln, En, Mn,

are the current cost indices or reference prices for the period "n", expressed in the
relevant currency of payment, each of which is applicable to the relevant tabulated cost
element on the date 49 days prior to the last day of the period (to which the particular
Payment Certificate relates)
Ln =
En =
Mn =

Lo, Eo, Mo,

Lo =

are the base cost indices or reference prices, expressed in the relevant currency of
payment, each of which is applicable to the relevant tabulated cost element on the Base
Date.
Eo =

Mo =

*) NOTE:
In accordance with the FIDIC Sub-Clause 13.8, "table of adjustment data" means the completed table of
adjustment data included in the Appendix to Tender. If there is no such table of adjustment data, this SubClause shall not apply

If this Sub-Clause applies, the amounts payable to the Contractor shall be adjusted for rises or falls in the
cost of labour, Goods and other inputs to the works, by the addition or deduction of the amounts determined
by the formulae prescribed in this Sub-clause. To the extent that full compensation for any rise or fall in
Costs is not covered by the provisions of this or other clauses, the Accepted Contract Amount shall be
deemed to have included amounts to cover the contingency of other rises and falls in costs
The adjustment to be applied to the amount otherwise payable to the Contractor, as valued in accordance
with the appropriate Schedule and certified in Payment Certificates, shall be determined from formulae for
each of the currencies in which the Contract Price is payable
No adjustment is to be applied to work c=valued on the basis of Cost or current prices
Signed by the Resident Engineer
Verified by the PIU Programme Manager

Date:

Appendix 5.2: Standard Forms Relating


to Payment Certificates and Variations
Page 8 of 11

Manual of Contract Supervision Procedures

APPENDIX "E"
ANEXA "E"

SUMARUL CERTIFICATELOR DE PLATA LA ZI


BOREDEROU CERTIFICATE DE PLATA LA ZI

PAYMENT No.
CERTIFICAT DE PLATA NR.

Signed by the Resident Engineer:


Verified by the PIU Programme Manager:

Payment Certificate No.


Certificat de plata nr.
Period Ending :
Data curenta:

PERIOD / YEAR
PERIOADA/AN

AMOUNT
SUMA

Date :
Data:

CUMULATIVE
AMOUNT
SUMA
CUMULATA

TOTAL
AMOUNT
TOTAL
SUMA

REMARKS
OBSERVATII

Form of Variation Order / Formularul Ordinului de Schimbare


VARIATION ORDER No
ORDIN DE SCHIMBARE Nr
Contract :

Date of Issue to Contractor:


Data emiterii catre Contractor
Employer Contract Code

Contract:

Codul de Contract al Angajatorului

Employer : Ministry of Finance Central Finance and Contracts Unit


Angajator

Consultant Code
Codul consultantului

Ministerul de Finante - Oficiul de Plati si Contracte PHARE

Beneficiary
Beneficiar

ISPA Measure Code

Contractor :

Codul Masurii ISPA

Antreprenor:
Amount of Provisional Sums in Contract

(a)

Valoarea Sumelor Provizionale in Contract


Gross Amount of Provisional Sums to be Expended by Variation Order as approved to Date

(b)

Valoare Bruta a Sumelor Provizionale ce urmeaza a fi extinse prin Ordin de Schimbare conform aprobarii la zi
Gross Amount of this Variation Order (net addition from total below)

(c)

Valoare bruta a prezentului Ordin de Schimbare (adaugare neta din totalul de mai jos)
Gross Amount of all Variation Orders now issued

(d)=(b)+(c)

Valoare bruta a tuturor Ordinelor de Schimbare emise pn acum


Gross Amount for Approved Expenditure other than VOs set against Provisional Sums to Date

(e)

Valoare bruta pentru alte cheltuieli aprobate altele decat O.S. comparate cu Sumele Provizionale la zi
Total Amount of Provisional Sums Now Utilised

0.00 (f)=(e)+(d)

Valoare totala a sumelor provizionale folosite acum


Gross Amount of Provisional Sums Remaining to Date (or overspend)

0.00 (g)=(a)-(f)

Valoare bruta a Sumelor Provizionale ramase la zi (sau ce se cheltuie in plus)

We hereby instruct you in accordance with GCC 13.3 to carry out the following work :
Prin prezenta va instruim in conformitate cu CGC 13.3 pentru executarea urmatoarei lucrari:

AMOUNTS EUROS
Sume in Euro

Item No

Description

Punctul Nr.

Descriere

Quantity Unit
Cantitate

Unitate

Rate

Remarks

Additional Items

Deleted Items

Pret

Observatii

Articole aditionale

Articole sterse

Totals/Totaluri
Net Addition/Adaugare neta

0.00

0.00

0.00

Schedule of References & Back Up sheets relevant to this Variation Order


Lista referintelor si foile de suport referitoare la acest Ordin de Variatie

Ref/Nr. Crt

Description /Descriere

1
2
3
4
5
6

Signed by the Engineer


Date:

Endorsed by PIU ISPA and consented by ./Andosat de catre PIU ISPA si agreat de ..
Head of the PIU ISPA Office

Date:

SC APA PROD SA General Manager

Date:

Variation Order Approved by Employer as PCC 3.1(d)


Ordin de Schimbare aprobat de catre Angajator conform CPC 3.1 (d)

Project Officer

Date:

Sectoral Authorising Officer or Deputy

Date:

Variation Order Accepted and Receipt thereof Acknowledged by Contractor as GCC 13.3
Ordin de Schimbare Acceptat si Primit deci Recunoscut de catre Contractor conform CGC 13.3

Contractor's Representative

Date:

NOTA GHID de utilizare a formularului ORDINULUI DE SCHIMBARE (proiecte ISPA)

Urmarirea procedurii contractului de identificare si stabilire a detalierii si sumei (cand se cunoaste in avans) a Ordinului de Schimbare propus.

Completarea detaliilor primei sectiuni a formularului, care vor fi standard pentru fiecare contract.
Numarul OS trebuie sa fie unic si secvential pentru fiecare contract incepand de la 1.
In acest stadiu, Casuta cu data emisiunii trebuie lasata goala

3
3a
3b

Completarea datelor in sectiunea urmatoare. Aceasta este pur si simplu o sectiune de monitorizare a starii curente publica pentru toti a OS si sumelor previzionate.
"Valoarea sumelor previzionate din contract", linia (a), va fi o cifra fixa pentru contract, obtinuta din Valoarea acceptata a contractului. Este aceeasi cifra ce apare si pe IPC
"Valoarea bruta a sumelor previzionate care vor fi largite prin ordinul de schimbare pana la data curenta", linia (b)
Aceasta este o cifra care este initial zero pentru OS Nr 1, apoi pentru OS-urile urmatoare va fi suma introdusa in linia (d) din precedentul OS
"Valoarea bruta a acestui Ordin de Schimbare (aditia neta din totalul de mai jos)", linia (c)
Aceasta este cifra din aditia neta in sectiunea urmatoare fiind Toatal Elemnete Aditionale minus Toatal Elemente Sterse care va fi pozitiv sau negativ in functie de caz.
"Valoarea bruta a tuturor ordinelor de schimbare emise pana in prezent", linia (d) este totalul in vigoare a OS-urilor emise, inclusiv cel curent.
"Valoarea bruta a cheltuielilor aprobate in afara de OS-uri stabilite impotriva sumelor previzionate pana in prezent", linia (e)
Se obseva ca elemente ca reclamatii, schimbari legislative cre pot surveni, etc. nu sunt Ordine de Schimbare
Sunt sume specifice stabilite conform contractului. Insa ele trebuie contabilizate, si pentru simplificare sunt monitorizate cu OS-uri impotriva totalului sumelor previzionate originale
care apoi identifica cheltuiala impotriva sumei acceptate de licitatie.
"Suma totala a sumelor previzionate acum utilizate", linia (f)
Aceasta este aditia totalului de OS-uri si a totalului altor cheltuieli
"Suma bruta a sumelor previzionate ramase pana la data curenta (sau cheltuite prea mult)", linia (g)
Acesta este totalul original mai putin totalul operational. Poate fi negativ indicand supracheltuirea, presupunand bineinteles ca angajatorul a sanctionat elementul de cost individual.
Se observa ca intrarile trebuie sa fie cifre aprobate. Daca sunt alte elemente de care se stie dar care nu sunt aprobate sau gata sa fie finalizate, ar trebui ca ele sa fie rezumate pe o foaie separata.

3c
3d
3e

3f
3g
3h
4

Urmatoarea sectiune este instructiunea efectiva. Introduceerea detaliilor in tabel.Este esential ca elementul lucrarii de facut sa fie inclusa in casuta descrierii.
Daca e o descriere lunga, o alternativa este sa rezumam in casuta si sa facem legatura cu o referinta catre un document care e in programul de referinte de mai jos.
A se pastra intrari pentru stergeri si adaugiri separat in tabel
Identificarea in programul de referinte de unde a venit informatia, prin identificarea documentelor.
Cand toate cele de mai sus sunt indeplinite, inginerul semneaza, dateaza si transmite catre PIU printr-o scrisoare cerandu-le sa andoseze si sa consimta OS-ul.

In sectiunea urmatoare, PIU andoseaza OS, si SC VITAL SA consimte OS-ul. In aceasta etapa ei ar trebui sa fie complet constienti de situatie, astfel incat andosarea/consimtamantul sa fie o formalitate.

PIU returneaza apoi originalul catre inginer care apoi cauta aprobarea angajatorului. Aceasta va fi facuta prin fax, si include trimiterea de note explicative relevante si documente sustinatoare dupa cum e cerut.

Dupa ce tot de mai sus e gata, angajatorul, daca e de acord cu OS-ul, il semneaza si il trimite prin fax inapoi inginerului.

Inginerul apoi, si numai atunci, introduce data emisiunii catre contractant in partea de sus a formularului, si il emite catre contractant impreuna cu o nota de acoperire.
Nu mai e nevoie decat de "Atasam Ordinul de Schimbare nr. ?? in atentia dumneavoastra. Va rugam semnati si trimiteti o copie in 5 zile lucratoare".
Cele 5 zile nu sunt contractuale, dar sunt de bun simt. E de obsevat ca si contractantul are dreptul da a obiecta, in acest caz obiectia trebuind tratata corespunzator.

Introducerea OS-urilor acceptate si returnate impreuna cu copii catre SC VITAL SA. O copie va fi inclusa in raportul schimbarilor iar in certificatul de plata intermediar se detaliaza catre OPCP in care plata contra OS apare pentru prima data.

10

Nota. Motivul pentru care se lasa necompletata casuta cu data emisiunii catre contractant pana in ultimul moment este ca data emisiunii este data de la care orice implicatie contractuala va lua efect, ca de exempl extinderea timpului.
De aceea este esential ca diferitele proceduri de aprobare si datele semnaturii sa nu fie confundate cu data emisiunii catre contractant.
Datela aprobarii vor preceda casuta datii emisiunii contractantului.

11

Nota. Nu exista ordin de schimbare provizoriu sau de model pentru emitere catre contractor.
Poate fi ocazie care sa ceara emiterea unui OSV pentru prevenirea unei intarzieri contractuale cand nu toate costurile financiare sunt la indemana, de exemplu o factura a furnizorului, zile de lucru sau risc de accident.
In astfel de cazuri, OS-ul, cu o anumita valoare, statutand ca suma este subiect de ajustare, sau orice se potriveste circumstantelor.
Apoi mai tarziu, cand toate detaliile sunt la indemana, se emite alt OS incluzand aprobarea angajatorului, trecand suma anterioara previzionata, in coloana stergerilor si introducerea sumei corecte in coloana adaugirilor.
Referinta poate fi trecuta in casuta descrierii care inlocuieste OS-ul Nr ??
Aceasta va ajusta automat toate cifrele de la aprox. la final.

Appendix 5.2: Standard Forms Relating


to Payment Certificates and Variations
Page 11 of 11

Manual of Contract Supervision Procedures

Resident Engineer's VARIATION ORDER REGISTER - REGISTRUL RE AL ORDINELOR DE SCHIMBARE

Contract : ISPA Deva - Hunedoara Contract

Contractor Antreprenor :

Contract :
Notes : The same form may be adapted for Dayworks and Claims; for inclusion with Resident Engineer's Monthly Reports
Note: Acelasi formular poate fi adaptat pentru lucrarile in regie si reclamatii; se va include in Rapoartele Lunare ale Managerului de Proiect

Variation Order
No.
Ordin de
schimbare
Nr.

Description
Descriere

Date issued
Data emiterii

Estimated Cost
Costul estimat

Authorized Cost
Costul aprobat

Amount certified
to date
Valoarea
certificata pana la
data curenta

Estimated Final
Cost
Costul final
estimat

Remarks
Observatii
eg
Work completed
Revised proposal
under review
ex.
Lucrari terminate
Propuneri de revizuire

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