CONTRACT N-5140
400kV XLPE CABLE CIRCUITS BETWEEN
ADST AND AL REEM ISLAND GRID STATIONS
SECTION 4
GENERAL
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CONTRACT N-5140
400kV XLPE CABLE CIRCUITS BETWEEN
ADST AND AL REEM ISLAND GRID STATIONS
CONTENTS
4. GENERAL.............................................................................................................................. 3
4.1 Specification and Standards................................................................................................... 3
4.2 Contractual Correspondence, Documents and Drawings.......................................................3
4.3 Co-ordination Meetings.......................................................................................................... 3
4.4 Programme of Works.............................................................................................................. 4
4.5 Progress Reports................................................................................................................... 4
4.6 Site Photographs.................................................................................................................... 5
4.7 Inspection and Testing........................................................................................................... 5
4.8 Operation and Maintenance Manuals.....................................................................................5
4.9 As Built Drawings................................................................................................................... 5
4.10 Shipping And Transportation.................................................................................................. 6
4.11 Final Completion Report......................................................................................................... 6
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CONTRACT N-5140
400kV XLPE CABLE CIRCUITS BETWEEN
ADST AND AL REEM ISLAND GRID STATIONS
4. GENERAL
4.1 Specification and Standards
All material and equipment shall be selected, designed, manufactured and tested in strict
conformity with the Contract Specification and with the issues of standards valid at the date
of Contract award or later. However, any specific requirements of the TRANSCO /
ENGINEER as well as the local rules and regulations shall be binding.
Complete sets of authorised English translations of all relevant standards according to
which the works are carried out or the equipment is manufactured, shall be supplied by the
CONTRACTOR to TRANSCO / ENGINEER as per the requirement of the Contract. The
CONTRACTOR shall keep a copy of standards at site for easy reference.
4.2 Contractual Correspondence, Documents and Drawings
The CONTRACTOR shall submit all contractual correspondence to the ENGINEER with
copies to TRANSCO. Correspondence shall bear the Contract No, Project Title and subject
references.
Letters shall be normally used for any correspondence.
Telefaxes or e-mails can be used when information, letters, sketches or similar documents
have to be transmitted urgently and for which postal service or special courier services are
either inadequate or not rapid enough. However, a document having been “faxed” or “e-
mailed” shall be considered a valid document only after submission of the original
letter/document.
The identification system for correspondence, documents and drawings is detailed in
Section 5. The document routing is detailed in Section 6.
Documents and drawings are to be submitted as detailed in Section 7.
Documents and drawings shall be “Released for Construction” only when reached status
AP. Exceptionally documents with AEN status, fully rectified to all TRANSCO / ENGINEER’s
comments and with the approval of ENGINEER can be issued for construction. Procedure
for release of documents/drawings for construction is detailed in Section 8.
Site Instructions shall be confirmed in writing, using a numbered Site Instruction Form
signed by TRANSCO / ENGINEER, sample of which is included in Section 9. The
CONTRACTOR's representative shall be required to sign one copy of each instruction as
confirmation of the receipt.
The official communication language shall be English. All correspondence, drawings,
instructions, technical data, manuals, tests, literature, markings, labels, instrument dials,
name plates, shipping marks, etc shall be in English text only. Subject to special instruction
from TRANSCO and in line with its administrative requirements, certain documents, such as
Monthly Payment Certificates, may be bilingual.
4.3 Co-ordination Meetings
Throughout the Contract period, various co-ordination meetings between CONTRACTOR,
TRANSCO and the ENGINEER will take place in Abu Dhabi, or other place as requested by
TRANSCO / ENGINEER.
Meetings will be called for by TRANSCO / ENGINEER by a letter or fax accompanied by an
agenda.
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CONTRACT N-5140
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The ENGINEER will prepare minutes of meeting. The responsible party for any agreed
action will be noted on the right hand side in the “Action” column. The ENGINEER will send
the minutes of meeting for endorsement by all parties. The CONTRACTOR shall duly return
the endorsed minutes of meeting within a day of receipt.
Site meetings and technical meetings will be held between TRANSCO / ENGINEER’s
representatives and the CONTRACTOR’s representatives. The frequency shall be agreed
upon according to the actual requirement.
4.4 Programme of Works
Within one month of the issue of Letter of Award the CONTRACTOR shall forward to
TRANSCO / ENGINEER copies of a proposed Programme of Works, in printed and
electronic form using MS Project, detailing activities related to the equipment engineering,
manufacture, delivery and erection, as well as associated design and site works.
The Programme of Works shall be prepared using Critical Path Methodology (CPM). CPM
network shall be time-related, with emphasized and realistic logic. Various activities from the
different work phases (design, approval, ordering, manufacture, demolishing, construction,
delivery, erection, commissioning, etc.) shall be inter-related. Crucial project milestones,
such as: obtaining of permits, start and end of certain works, access for erection, and
similar, shall be highlighted.
The CONTRACTOR shall prepare the Programme of Works using MS Project software. The
Programme shall be approved by TRANSCO / ENGINEER. Once approved, it shall become
the Base Programme of Works.
If at any time during the execution of the Contract it is found necessary to modify the
approved Base Programme, The CONTRACTOR shall inform TRANSCO/ENGINEER and
submit a modified Programme for approval. Such approval shall not be deemed to be
consent to any amendment of the completion date indicated in the Contract.
Programme of Works shall be regularly updated on a monthly basis, and form part of the
Monthly Progress Report, in both hard and soft copy. Presentation of the Base and updated
Programme shall be in the form approved and requested by TRANSCO / ENGINEER from
time to time during Project execution. Updates to the Programme of Works should contain,
as a minimum, an updated Time Report and will be co-related with the Financial Report.
The Time Report is to show originally planned and actual bars for each and every activity.
Both planned and actual finish/start dates have to be indicated.
During the construction the CONTRACTOR shall prepare a five-week “Look-Ahead”
programme, by 20th day of the month, showing planned activities for the last week of that
month and the four weeks in the next month.
4.5 Progress Reports
The CONTRACTOR’s Monthly Progress Report shall be submitted by the 1st day of each
month and shall cover the period of the previous calendar month. The Monthly Progress
Report shall be a comprehensive document, carefully studied and prepared by the
CONTRACTOR. It shall contain: progress summary, updated programme of works,
complete financial data, engineering progress, manufacturing, inspection at manufacturer’s
works and shipping details, site report, organizational issues, progress photographs and
other relevant data.
CONTRACTOR shall when required also prepare a standard form for Daily Report, which
shall be approved by TRANSCO / ENGINEER. Daily Report shall contain a breakdown, by
craft, of manpower and major equipment used by CONTRACTOR and his SUB-
CONTRACTORS. It shall highlight execution of Works and problems affecting the progress
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CONTRACT N-5140
400kV XLPE CABLE CIRCUITS BETWEEN
ADST AND AL REEM ISLAND GRID STATIONS
of Works. This log shall be prepared and maintained daily and a copy shall be delivered to
TRANSCO / ENGINEER’s representative next morning.
Instructions and guidelines on how to prepare above reports are included in Section 9.
4.6 Site Photographs
All photographs shall be taken by a digital camera. Photographs shall be grouped in
directories, like layout, switchgear, transformers, panels, relays, electromechanical
equipment, civil, etc.
Progress photographs of each site shall be included in every Monthly Progress Report. The
photographs shall be with a date/time stamp and of a good photo quality. On request, larger
prints shall be supplied.
4.7 Inspection and Testing
Documentation on inspection and testing matters will be as detailed in Section 10 and the
same will be distributed as detailed in Section 6.
4.8 Operation and Maintenance Manuals
The Contractor shall prepare and submit Operation and Maintenance (O&M) Manuals. All
instruction sheets shall be properly filed, containing all information, description of
equipment, diagrams, etc. necessary to enable TRANSCO to properly operate and maintain
the whole of the work including all possible operating procedures.
The various instructions shall be easily intelligible for the operating and maintenance
personnel, explaining what is to be done and why in various situations. The type of binding
and other general information shall be to the approval of TRANSCO / ENGINEER.
The preliminary sets of the Operation and Maintenance Manuals shall be submitted to
TRANSCO / ENGINEER prior to issuing the Provisional Acceptance Certificate (PAC) and
will be available at each site. The final submission of the O&M Manuals shall incorporate all
comments from TRANSCO / ENGINEER on the preliminary sets.
Should any changes or modifications be required to the operation and maintenance
instructions arising from operation, failure, repair, modification, etc. of the Works during the
Guarantee period, the CONTRACTOR shall incorporate such changes or modifications in
the O & M Manuals and submit them in the form of amendments, which shall be easily
inserted or replaced in the original volumes. The cost of such work shall be deemed to be
included in the Contract price.
4.9 As Built Drawings
The CONTRACTOR shall maintain one copy of all “Released for Construction” documents
at each site exclusively for marking up the corrections, modifications, additional information,
etc. These marked up copies shall be available for inspection by TRANSCO / ENGINEER
at any time.
Corrections carried out at Manufacturer’s works, if any, are also to be included in the above.
Based on the above corrected marked up drawings, final As-Built drawings of the work as
completed shall be prepared and submitted to TRANSCO / ENGINEER for verification. On
approval from TRANSCO / ENGINEER, the distribution of the As Built drawings shall be
done as detailed in Section 6.
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CONTRACT N-5140
400kV XLPE CABLE CIRCUITS BETWEEN
ADST AND AL REEM ISLAND GRID STATIONS
The list of drawings and materials is to be updated every month and maintained in the form
of Schedule of Drawings and Schedule of Materials and attached to the Monthly Progress
Report.
The Final List of Drawings is to be submitted before submission of As Built drawings.
4.10 Shipping And Transportation
All packing shall be suitable for transport from factories to the final destination, including
provisions for rough handling during loading or unloading and movement at the site. All
equipment and material, together with the applicable printed material, shall be adequately
protected for overseas shipment. Special provisions shall be made regarding the prevailing
severe local climate conditions.
All boxes, cases and bundles shall be clearly marked, to the approval of TRANSCO /
ENGINEER.
The CONTRACTOR shall submit complete shipping documents as soon as possible after
shipping, equipment and materials. Every effort should be made to ensure the documents
reach
TRANSCO / ENGINEER before the arrival of the equipment and materials. Responsibility
for delays, loss or damages of shipping documents shall rest with the CONTRACTOR.
The CONTRACTOR shall submit Receiving-Cum–Damage Report (RCDR) to TRANSCO /
ENGINEER to cover each individual shipment received and checked at the job site. Each
shipment on arrival at the job site shall be unloaded, opened and carefully checked for any
damage in transit and the CONTRACTOR shall immediately submit a damage report,
countersigned by TRANSCO / ENGINEER, to the Insurance Company and/or
registered/appointed surveyor.
Standard form of Receiving-Cum-Damage Report is included in Section 9.
4.11 Final Completion Report
The Final Project Completion Report is intended to summarise all activities during project
execution. It shall be issued after completion of all works and within a time stipulated by the
Contract, as detailed in Section 12.
- End of section -
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