PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-3.

5
(MEETINGS)
UNDERGROUND CIVIL WORKS 6838-01-09-41-0005 Rev. 1
STRATEGIC STORAGE OF CRUDE OIL Page 1 of 5
PROJECT, VISAKHAPATNAM

PROJECT EXECUTION &

ASSURANCE PLAN
(MEETINGS)

UNDERGROUND CIVIL WORKS

PROJECT : STRATEGIC STORAGE OF CRUDE OIL

OWNER : INDIAN STRATEGIC PETROLEUM RESERVES LTD.

PMC : ENGINEERS INDIA LTD.

JOB NO. : 6838

1 09.05.2007 ISSUED FOR BID NA AA SM

0 10.04.2007 ISSUED FOR BIDS NA AA SM

Rev. Prepared Checked Approved
Date Purpose
No by by by

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-3.5
(MEETINGS)
UNDERGROUND CIVIL WORKS 6838-01-09-41-0005 Rev. 1
STRATEGIC STORAGE OF CRUDE OIL Page 2 of 5
PROJECT, VISAKHAPATNAM

1.0 MEETINGS

1.1 KICK-OFF MEETING

Within fifteen (15) days of the EFFECTIVE DATE, a kick-off meeting will
be held between OWNER, PMC and CONTRACTOR at a venue decided
by OWNER. The meeting will cover following aspects:

• Contract execution methodology / philosophy, in line with the

Project requirement as mentioned in Bid document.
• CONTRACTOR’s understanding of his Scope, Project Design
basis and responsibility.
• Site/Meteorological Data
• Review of Statutory and Interface requirements.
• Engineering Design Basis
• Review of Work Breakdown Structure (WBS)
• Review of Level – 1 Contract Master Schedule
• Review of Progress Measurement Methodology and Weightages
at various levels of WBS and Progress Reporting Philosophy.
• Finalization of 3 months Front End Schedule
• Project Coordination Procedures, Documentation procedure,
Engineering Coordination Procedure
• Organization Chart (both Home Office and Site)
• Document Listing and Schedule
• Invoicing Procedure
• Import Clearance
• Vendor list and sub-contracts
• Review of Drawings/Documents by ONWER/PMC
• QA/QC
• Documents for CENVAT
• Vendor shop inspection and expediting
• Transportation and handling including oversized Dimensional
Consignment (ODC)
• Construction Site related issues
• Construction Methodology and Schemes including heavy lifts
erection etc.

1.2 WEEKLY MEETINGS

OWNER/PMC may hold weekly progress review meetings at the work site
and during the initial phase of the work at CONTRACTOR’s engineering or
other work center, with CONTRACTOR in order to evaluate progress,
identify problems and discuss other matters relevant to the work and to
review CONTRACTOR’s weekly report.

Special meetings, “Site Geotechnical Meetings”, shall be held weekly on

site with the Client’s representative with the objective to present and jointly
analyze all geotechnical monitoring, geological mapping etc and to
conclude on relevant action related to the design and execution of
underground excavation and support as well as ground water
management.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-3.5
(MEETINGS)
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STRATEGIC STORAGE OF CRUDE OIL Page 3 of 5
PROJECT, VISAKHAPATNAM

1.3 MONTHLY MEETING

OWNER/PMC shall hold monthly meetings with CONTRACTOR to review

and evaluate the overall status and progress of the work and other matters
relating to the work and to review CONTRACTOR’s monthly report.

Regular attendees shall be as agreed between OWNER / PMC and

CONTRACTOR. In addition, the CONTRACTOR shall upon request
provide appropriate representation covering the relevant items of the
meeting.

The agenda for the monthly meeting shall as far as possible be settled by
mutual agreement five (5) working days before the meeting. Indicative
agenda items for the meeting are as below:

• Presentation by Contractor on Project status and major problems

• Monthly programme v/s progress status / statistics (Physical and
Financial)
• Major hold ups / slippage
• Completion outlook
• Area of concern and critical issues
• Recovery action plan
• Status of Long lead / critical items

1.4 SPECIAL MEETING

OWNER / PMC or CONTRACTOR may from time to time request a

meeting to be held in order to discuss a matter of an urgent nature and
which cannot be left until the weekly or monthly meeting, covering a
specific matter, requiring a dedicated meeting.

In such circumstances, the party requesting the meeting shall contact the
other party and agree upon the agenda, attendees and timing of such
meeting. Such arrangements are subject to approval of OWNER.

1.5 OTHER MEETINGS

1.5.1 PRE-AWARD MEETINGS

CONTRACTOR shall hold a Pre-Award Meeting with the

selected vendor or sub-contractor (for major / critical works
/ equipment / package items) prior to CONTRACTOR’s
award of a purchase order or sub-contract to ensure
conformance to all OWNER technical and commercial
requirements.

1.5.2 PRE-INSPECTION MEETING

Not used

1.5.3 CONTRACTOR-VENDOR OR SUB-CONTRACTOR

MEETINGS

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PROJECT, VISAKHAPATNAM

CONTRACTOR shall hold regular meetings with each

vendor or sub-contractor in accordance with the agreed
procedures.

1.5.4 MECHANICAL COMPLETION / PRE-COMMISSIONING/

COMMISSIONING MEETINGS

Brief daily meeting shall be held during the mechanical

completion and pre-commissioning / commissioning period
with an agenda covering:
• Work in progress for the past 24 hours;
• Scheduled progress for the next 24 hours;
• Review of resources;
• Safety, work permits; and
• Technical queries or problems

1.5.5 OWNER/PMC ATTENDANCE

CONTRACTOR shall give a minimum of three (3) days

prior notice of all meetings identified above to
OWNER/PMC. OWNER/PMC shall attend any such
meeting as it deems necessary.

OWNER/PMC shall have the right, at it’s own discretion, to

attend any such meeting.

1.5.6 MANAGEMENT MEETINGS

Senior management meetings may take place between

OWNER / PMC senior management and CONTRACTOR
senior management as agreed between the parties. As a
minimum CONTRACTOR should arrange for a quarterly
meeting (once in three months) to be held with participation
of CONTRACTOR and OWNER / PMC senior management
attendance. The purpose of such review meetings will be
to monitor project status, highlight problem areas and
obtain CONTRACTOR and OWNER / PMC commitment to
implement any necessary actions in order to maintain the
agreed schedule. The venue of such meetings will be at
CONTRACTOR home office location during engineering
phase and at the work site during Construction phase.

1.6 ARRANGEMENT, CONDUCT AND CHAIRING OF MEETINGS

Unless otherwise instructed by OWNER, meetings shall be held in

CONTRACTOR’S offices and shall be organized by CONTRACTOR and
chaired by OWNER.

1.7 MINUTES OF MEETING (MOM)

CONTRACTOR shall prepare the minutes of all meetings between

OWNER/PMC and CONTRACTOR.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-3.5
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PROJECT, VISAKHAPATNAM

The minutes of meeting shall include:

• Date and venue of meeting

• List of persons present, indicating Companies represented
• Objective of meeting
• Record Note of discussions
• Record of actions agreed, with name of party responsible for
execution of each action and the date for completion of the action,
indicated in a separate action column (only parties / attending the
meeting shall be specifically mentioned)..
• Date of issue
• Distribution

For ease of reference, minutes of meetings shall be divided into

paragraphs with sub-headings indicating the various topics discussed.
CONTRACTOR shall submit the MOM for all meetings to OWNER / PMC
for review and APPROVAL prior to formal issue.

The MOM shall be prepared and distributed to the participants and other
designated, within one (1) working days for all meetings except for the
daily meetings, for which MOM will be issued at the end of the meeting.

Minutes of meetings between OWNER/PMC and CONTRACTOR shall be

numbered consecutively.

1.8 ALTERNATE LOCATION OF MEETINGS

Any meeting may be convened at any other place, e.g. OWNER / PMC
offices, sub-contractor’s offices, government offices etc. according to the
wishes of the OWNER/PMC should it believe this to be useful to the
progress of the contract.

NOTE: This section should be read in conjunction with Project

Planning, Scheduling, Monitoring & Control System” forming part of this
bidding document.

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