Transcript General Contract Management Structure

General Contract Management Structure
Nzama Baloyi / Richard Jennings
What we have for you?
General Contract Management Structure
Pre-contract risk- based assessment of
contractors
Contractor Control system
Red and Yellow Card System
Management Frame work
Sample site contract
Contractor management COP
Prospecting Contractor management
I-Campus prospectus
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Management Standard - Contracting Checklist
2. Tender Process
3. Contractor Evaluation
4. Works Execution
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Induction and site procedure training
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Accident/incident reporting works effectively
Formal tender undertaken
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Site information kit to contractors
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Define tender assessment process
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Define and establish internal financial
control
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Change management system defined
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Conduct tenderers site visit
1. Request for Contract
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Contracting strategy in place
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Scope and time of works defined
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Risk assessment of required works
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Management understands works
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Single point accountability for contract
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Capable contractors – pre-qualification
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Assess leading practice for the works
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Type and style of contract defined
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Formal authorisation to contract works
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Conduct inspection of contractors activities
Assess contractor personnel capability
Define contractors HSEC system
Assess contractors HSEC performance
against BHPB requirements and determine gap
action plan
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Map contractor against FRCP and determine
gap action plan
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Assess contractors use of sub-contractors
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Determine and agree a work planning system
Determine and agree hazard identification
system
Risk assess contractors ability to do works
Formal approval to engage contractor
Notify contractors
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Site location and facilities reviewed for gap’s
Equipment, procedures and sub-contractor
review for gap’s
Daily site inspection regime
Daily safety meetings and reporting
Monthly safety meetings and reporting
Ad-hoc safety inspections
Regular project reporting and tracking reviews
Scope ‘creep’ monitored
Non-conformance reporting
Change management system audits
Risk and opportunity identification and
management
5. Closure of Contract
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Regular review of contractor capability
Close-out report on HSEC performance, scope,
time and money
Contractor management framework 1
Tendering
Evaluation
And award
Vendor
pre-qualification
Access and
Activation
New vendor request
Contracting strategy
Existing vendor re-evaluation
Evaluation of new vendor request
Invitation
From
Site to
apply
Scope and time of work defined
Classification system
Appoint Single point of accountability.
Risk assessments of work to be
conducted
Completion
and closeout
report
N
o
NEED for Service
or Business !
Check
BSA site database.
YES
Completion and
Closeout
POTENTIAL CONTRACTOR INITIAL EVALUATION
Input
Request
For
contract
Execution and
Monitoring
Management must understand the work
and know best practice of carrying out
the job.
Tools
 Assessment
Request
Initial Evaluation
Letter
Acknowledgment
Letter Approved
Letter Not
Approved
More Information
Updated
Vendor
Approved
Assessments
Vendor
List
To Next
phase
Approved
Vendor
List
Notify Contractor of decision
Output
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Invited to Tender
Contractor management framework 1
Tendering
Evaluation
And award
Vendor
pre-qualification
Input
Access and
Activation
Execution and
Monitoring
Completion and
Closeout
APPROVED AND AWRD CONTRACT
To Next
phase
Request for work
Tendering
process
Determine and agree on Work planning
system
Send / Hand out Information Kit to
Approved contractor
Defn & establish internal fin. control
Tender Adjudication as per procedure.
Risk assess contractors ability against work
Review the Contractor’s Safety Management
Plan for the Works against BSA site
requirement
TOOL KIT
BHPB Documents:
BAS SITE HSEC
Policy
Fatal Risk Control
Protocols
BSA site toolbox
meeting
House Keeping
(GHK)
One Page Standards
Key Performance
Indicators (KPI’s)
Training Matrix
Agreed KPI’s and SLA
Conduct tenderer site visits for inspections
Determine and agreed on hazard ident.
system
Signed
contract
Approval to engage contractor
Output
Notify Contractor of the decision
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Award of
Contract
Contractor management framework 1
Tendering
Evaluation
And award
Vendor
pre-qualification
Input
Access and
Activation
CONTRACTOR ACTIVATION TO SITE
Toolkit
BSA site
Appoint Single point of accountability.
Contractor
Enters BSA
site
Execution and
Monitoring
Contract documents/ order documents
Completion and
Closeout
To Next
phase
 Permit To Work Flow
Training Matrix
One Page Standards
Etc.
Roles, resp &lines of communications
Site Access according to Vendor contract
classification
Site establishment information
Licensing/permit to work
Contractor
Prepare for people to come to site (competencies, inductions, etc.).
Prepare for equipment to come on to site.
Safe access of personnel ,equipments &materials
Output
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Contractor has access to BSA site and
established and ready to work and
equipments on site
Contractor management framework 1
Vendor
pre-qualification
Input
Contractor
Start to
Work at site
Tendering
Evaluation
And award
Access and
Activation
Execution and
Monitoring
EXECUTION AND MONITORING PERFORMANCE
Contractor
Report to BSA site single point of Accountability
Completion and
Closeout
To Next
phase
Submit Risk Assessment & Receive Permit to Work (Valid
24hrs)
Renew Permit daily and use Safety Toolkit
Always remember to Report all incidents on same shift.
Submit Delivery Note/Day work sheet / Pro forma Invoice
on Completion
Update skills and training matrix
Submit KPI report to Coordinator
BSA Site
Contract Coordinator Check Training Matrix & equipment
Contact Coordinator hand over to Originator (“line”)
Perform ad hoc Safety Visits and Inspections
Evaluate Job/Task – use KPI’s , ensure PTW is signed off &
do SES
Ensure that there is agreed Performance Consequence
Management system in place
Output
Perform Incident/accidents investigations
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Contractor (Monthly)
Report incl KPI’s &
SES tracking
Contractor Management Framework
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