contract closing ppt

A Presentation on

GENERAL OVERVIEW OF CONTRACTS

MANAGEMENT

&&

Contract ClosingContract ClosingContract ClosingContract Closing

S.K.Pandita

C&M Consultant – Advisor

ex-AGM (CMM)

NTPC

09650996263

[email protected]

FIVE WATCH WORDS OF PROCUREMENT

CONTRACT MANAGEMENT CONTRACT MANAGEMENT –– An OverviewAn Overview

2

TransparencyValue for

Money

Quality Time

Fairness

The main objectives of Procurement is traditional

“five Rights’

that is procurement of

"stores of Right quality from Right supplier in the Right quantity at

CONTRACT MANAGEMENT CONTRACT MANAGEMENT objective objective

"stores of Right quality from Right supplier in the Right quantity at

the Right time and at Right price"

the 6th is right attitude

&

The MOST important the 7th

Right Procedures

Corporate Contract

Procurement System & ProceduresContracts Management Functions

May be divided into

Contract

Consultancy Contracts

Regional Contracts

�Corporate Contracts :

Major Plant & Machinery

involving

All New Projects

Expansion Projects

Contracts Management Functions

involving

Major Engg. SupportExpansion Projects

Major R&M of Plant

&

Consultancy Contracts :

Phase 1 Phase 2 Phase 3

PROCUREMENT SYSTEMS AND PROCEDURESPROCUREMENT SYSTEMS AND PROCEDURES

Contract Management System

6

Pre-Award

Activities

Award of a

Contract

Post-Award

Activities

CMD

ED (CC&M)

ED (Regions)

Organizational Setup

Procurement System & Procedures

(CC&M)

GM (CM) GM(CS)

(Regions)

GM (Project)

DGM( C&M)


PRE-AWARD CONTRACT MANAGEMENTIn the Pre-Award Contract Management System, the various activities involved in the

Pre-Award Contract Management System are as follows & the key responsibility are

identification of Contract Packages till the award of Contract :

8

1. CONTRACT PACKAGING 1. CONTRACT PACKAGING

2. TENDERING/BIDDING2. TENDERING/BIDDING

3. QUALIFICATION REQUIREMENTS FOR BIDDERS 3. QUALIFICATION REQUIREMENTS FOR BIDDERS

6. SUBMISSION, RECEIPT AND OPENING OF BIDS 6. SUBMISSION, RECEIPT AND OPENING OF BIDS

5. ISSUANCE OF INVITATION FOR BIDS 5. ISSUANCE OF INVITATION FOR BIDS

4. BIDDING DOCUMENTS 4. BIDDING DOCUMENTS

8. CONTRACT AWARD 8. CONTRACT AWARD

7. EVALUATION OF BIDS 7. EVALUATION OF BIDS

Types of Contracts being handled …

• Supply-cum-Installation Contracts (Turnkey Contracts)


Types of Contracts

• Supply-cum-Installation Contracts (Turnkey Contracts)

• Civil Works Contracts

• Supply Contracts

• Erection Contracts

• Consultancy Contracts

• E P C Contracts

Procurement System


Three Tier Procurement SystemThree Tier Procurement SystemThree Tier Procurement SystemThree Tier Procurement System

Procurement at Corporate Level

Procurement at Regional Level

Procurement at Plant / Site Level

Three tier Procurement SystemThree tier Procurement System

Procurement at Corporate Level

• Procurement of high value, large and complex equipment/system

having intense Engineering coordination for initial setting up of Power

projects as well as R&M of Power Stations.

• Procurement of Fuel on long-term basis & Mining Contracts• Procurement of Fuel on long-term basis & Mining Contracts

Procurement at Regional Level

• Procurement of value ranging from Rs.10 crore to Rs.50 crore

Procurement at Site Level

• Site Specific procurements for initial setting up of Projects

• Small value procurements related to O&M

Procurement Philosophy Procurement Philosophy

A1. QUALIFICATION PROCESS

Qualification process to be adopted in selection of contractors :

Pre-qualification

Enlistment Process

Post-qualification

Pre-qualificationPre-qualification

• In certain specialized areas like ‘Fuel Procurement’ and ‘Mining’,

NTPC is adopting Pre-qualification followed by Two-stage bidding

Enlistment Process

• Previously Enlistment was done for small value contracts but lately

NTPC is undertaking Enlistment for large valued Civil Works contracts also

Procurement Philosophy Procurement Philosophy

A2. BIDDING PROCEDURE

Single Stage• Single Stage , Single Envelope

� Ideal for all clearly - specified goods

� Technical and Price Bids in one envelope

� Both opened at the same time� Both opened at the same time

• Single Stage , Single Envelope

� Ideal for technology items ( IT- domain )

� Technical & Price Bids in separate envelope

� Price Bids opened for technically suitable &

acceptable bidders after approvals.

Two Stage Bidding

• Ideal for complex equipment / system

• First stage -- technical proposals are invited

• Discuss and Finalize technical specification

• Second stage .. Price Bids are invited




14

Pre

Pre

--Aw

ard

A

war

d

Act

ivit

ies

Act

ivit

ies

Award of a

Contract

Post-Award

Activities

CONTRACT AWARD

EVALUATION OF BIDS EVALUATION OF BIDS

Contract awarded after satisfactory resolution of all points with the bidder in the form of Notification of Award/Letter of Award

• NOA/LOA will contain all resolutions reached with the bidder

• Quality Plan

• Implementation Schedule

• DOCUMENTS FINALISED AFTER ISSUE OF NOA/LOA

Procurement ProcessAward of Contract


15

• DOCUMENTS FINALISED AFTER ISSUE OF NOA/LOA

• Detailed PERT Network

• Quality Plan

• Billing Break up

• Contract Coordination Procedure

CONTRACT AGREEMENT

• Contract Agreement is signed within 60 days of placement of LOA / NOA.

• Initial advance if provided in the LOA/NOA is released after

• Contract Signing



16

• submission of securities towards Advance Payment

• Contract Performance Guarantee

• Failure to sign Contract Agreement / submit CPG within the time period specified in the Bid Documents can lead to

– Forfeiture of Bid Security

– Cancellation of Contract.

CONTRACT AGREEMENT.Contains following

documents

–Bid Documents

–Bidder’s Offer



17

–Bidder’s Offer

–Minutes of post bid discussions

–NOA/LOA along with Amendments if any

– Approved PERT Network

–Approved Quality Plan




18

Pre

Pre

--Aw

ard

A

war

d

Act

ivit

ies

Act

ivit

ies

Aw

ard

of

a

Co

ntr

act Post-Award

Activities

� MAJOR POST –AWARD ACTIVITIES

� Signing of contract agreement

� Obtaining performance and advance securities

POST POST –– AWARD AWARD CONTRACT MANAGEMENTCONTRACT MANAGEMENT

May 19, 2014

� Approval of manufacturing / construction drawings

� Finalisation and approval of quality plans

� Amendments / modifications to contract as may

be necessitated during contract execution

� Inspection and testing of equipment at manufacturer’s works

� Entire co-ordination of work at project site including

� monitoring of receipt of material,

� identifying space for contractor’s site office establishment,

� ensuring timely receipt of contractors' erection/ construction

equipment,

POST POST –– AWARD AWARD ---- CONTRACT MANAGEMENTCONTRACT MANAGEMENT

� MAJOR POST –AWARD ACTIVITIES

May 19, 2014

equipment,

� review of manpower deployment of contractor,

� providing site fronts and other inputs/owner issue material

etc.,

� Supervision/ monitoring of erection/ construction work,

� start-up activities, trial operation/ commissioning,

� performance and guarantee tests.

� Closure of Contracts

Closing of the Contract is effected only after :

PG test is successfully completedLast stage payments are releasedFinal Time extensionFinal contract AmendmentsFinal contract AmendmentsThe warranty period is successfully completedCPG of the Contractor is returned / discharged

As per Contract Closing procedure, thirteen certificates shall be issued by the concerned departments for effecting the

contract closing activity.

Receipt of L-2 Network approved by CMG/CR

Post Award Expediting

Progress Reporting

by Contractor

Contract Review

Meeting

�PRT --- Project review team meetings of the project authorityon monthly basis

CRM --- Periodicity of CRM is governed by Project requirement & progress of the package

first CRM is held within 45 days of award

Contract

Presentation by

S.K.Pandita

09650996263

Contract

Closing

CONTRACT CLOSING

After completion of the Contract and fulfilment of all

contractual obligations by the Company as well as the

vendor / contractor,

The Contract should be closed expeditiously after

settlements all the dues of either party and

settlement of all outstanding issues, if any, relating to settlement of all outstanding issues, if any, relating to

the Contract.

The responsibility for closing the Contract shall be with

the CC&M / CS Department for all category of

contracts in association

with

Erection Department, Engineering Department,

Finance, OS Department & the Head of the Project.

� All concerned departments/ functions of project authorityinvolved in contract execution to issue certificatescertifying fulfillment of respective obligations by thecontractor.

� Contractor to furnish ‘no claim certificate’ to the

Contract Closing(For General Contracts)

May 19, 2014

� Contractor to furnish ‘no claim certificate’ to theemployer

� Contractor to be discharged of its obligations under thecontract after completion of defect liability period.

• Contract Closing basically symbolizes that on closure of a contract, theliabilities of either parties stand settled i.e. works / supplies have beencompleted in terms of the provisions of the contract and all the duepayments have been released.

• Closing of the Contract is effected only after :

– PG test is successfully completed


26

– PG test is successfully completed

– Last stage payments are released

– The warranty period is successfully completed

– CPG of the Contractor is returned / discharged

• As per Contract Closing procedure, thirteen certificates shall be issuedby the concerned departments for effecting the contract closing activity.

Contracts Management Functions

Contract Closing

Contracts with Foreign parties

and Multilateral Agencies

closed by Corporate Contractsclosed by Corporate Contracts

Rest by Site

And

Consultancy Contracts by Engineering

CORPORATECONTRACTS - P&S GROUP

Circular no 594

Date: 16.01.2006

System for Contract Closing for Packages awarded by Packages awarded by

Corporate Contract Services

This circular

supersedes earlier

Circular Nos. 309, 375, 399, 449, 483, 475,

478, 508 and 510.

This circular provides the guidelines

for closing of the various types of

contracts

awarded by

Corporate Contract Services.

for setting up of for setting up of Greenfield/ Expansion projects

Renovation & Modernization Works

Supply cum Erection Contracts

for Various power stations.

In case of

Supply-cum-Erection Contracts,the closing of the contract shall be

affected after the

warranty period is successfully completed

and the

CPG of the Contractor is returned/ discharged.CPG of the Contractor is returned/ discharged.

For civil packages,the closing of Contract shall be affected after

completion of the defect liability period

and

refund of Security Deposit.

The responsibility for closing of various types of

contracts awarded by Corporate Contract

Services shall be as follows:

By Corporate Contracts• on foreign parties

• All multi-project Contracts, under different region• All multi-project Contracts, under different region

By Regional Head Quarters.• All multi-project contracts under the same region

By Corporate Engineering group• The consultancy Contracts, by executing department.

By Projects / Station• All balance contracts shall be closed by the respective

Projects / Stations.

The coordinators for Contract Closing activities

shall be as follows:HOD of concerned group …….for Corporate Contract. • on foreign parties

• All multi-project Contracts, under different region

ED ( Region ) …… for Regional Head Quarters.• All multi-project contracts under the same region• All multi-project contracts under the same region

HOD ( Engg ) ……. for Corporate Engineering group• The consultancy Contracts, by executing department.

HOP …… for Projects / Station• All balance contracts shall be closed by the respective

Projects / Stations.

Greenfield / Expansion and R & M Projects shall be from

ERECTION / CONSTRUCTION / O&M Deptt. respectively

The coordinators for forwarding CCP’s

shall be as follows:

Contracts Closed by Regional Head Quarters &

Projects / Station

HOD of concerned Contract group HOD of concerned Contract group

shall coordinate and forward

all certificates

to

Regions & Projects

The coordinators for forwarding CCP’s

shall be as follows:

Contracts Closed by Corporate Contracts

Regional Head Quarters

Corporate Engineering

all certificates required from site

shall be sent by representatives

of

Head of Projects

for Contract closing of all Contracts

awarded by Corporate Contract Services.

for setting up of

Greenfield/ Expansion projects

Renovation & Modernization Works

Supply cum Erection Contracts for Various power stations.Supply cum Erection Contracts for Various power stations.

Thirteen (13) certificates,

CCP- 01 to CCP-13as per the Performa

shall be issued by the concerned departments

and submitted to the designated authority

CCP-01 Final ammendment to contract ⃝ Yes ⃝ No ⃝ n/a

CCP-02 Drawing reciept ⃝ Yes ⃝ No ⃝ n/a

CCP-03 Quality documents reciept ⃝ Yes ⃝ No ⃝ n/a

CCP-04 O&M Manual reciept ⃝ Yes ⃝ No ⃝ n/a

Contact Telephone/ E-mail

Project Name

Prepared By Date

Contractor Contract

As per Contract Closing procedure, thirteen certificates shall be issued by the concerned departments for effecting the contract closing activity.

CCP-04 O&M Manual reciept ⃝ Yes ⃝ No ⃝ n/a

CCP-05 Scope completion ⃝ Yes ⃝ No ⃝ n/a

CCP-06 Liquidated damages for delay ⃝ Yes ⃝ No ⃝ n/a

CCP-07 Equipment performance shortfall ⃝ Yes ⃝ No ⃝ n/a

CCP-08 Material reconciliation ⃝ Yes ⃝ No ⃝ n/a

CCP-09 Payment reconciliation ⃝ Yes ⃝ No ⃝ n/a

CCP-10 Labour payment & statutory requirement⃝ Yes ⃝ No ⃝ n/a

CCP-11 No demand ⃝ Yes ⃝ No ⃝ n/a

CCP-12 Completion of warranty period ⃝ Yes ⃝ No ⃝ n/a

CCP-13 Return of Bank guarantee ⃝ Yes ⃝ No ⃝ n/a

CCP-01

Certificate of Final Amendment to the Contract


7 Months from Sysnchronization

CCP-02

Drawing Receipt Certificate


2 Months from Synchronization

CCP-03

QA Documents Receipt Certificate

CQA & I


CCP-04

O&M Manual Receipt Certificate



CCP-05

Scope Completion Certificate

Site Erection


CCP-06 Liquidated Damages for Delay Certificate

CCP-06(a)

For cases where LD for delay is settled by Corporate Contracts



CCP-06 (b)

For cases where LD for delay is settled by Corporate Contracts

Concerned Site/ Regional offices


CCP-07

Shortfall in Equipment Performance CertificateShortfall in Equipment Performance Certificate

Corporate OS : Site Performance Test-Cat-I

Regional OS : Site Performance Test- Cat-II

Site : Site Perform- ance Test- Cat-III

CQA&I : Shop Test

5 Months from Performance and Guarantee (PG) Tests

CCP-08

“Material Reconciliation” Certificate

Site Erection & Site materials Mgmt.

6 Months from

Synchronization

CCP-09

“Material Reconciliation” Certificate Indian Contractor

Site Finance

6 Months from

Synchronization

CCP-09A

Reconciliation Certificate for Payments by Site : Foreign Contractor

Site Finance

6 Months from Synchronization6 Months from Synchronization

CCP-09B

Reconciliation Certificate for Payments by Corporate Finance: Foreign

Contractor

Corporate Finance (IF Deptt.)


CCP-09C

“Customs Reconciliation” Certificate: Foreign Contractor

Transportation and Customs Clearance [T&CC] office


CCP-10

Certificate regarding Labour Payments and Statutory Requirements to be

furnished by Contractor.

Contractor


CCP-11

“No Demand Certificate” by Contractor

Contractor

6 Months from PG Test

CCP-12CCP-12

Certificate for Completion of Warranty Period

Site Erection/O&M*

14 Months from Trial Operation/Completion of Facilities

CCP-13

Certificate for Return of BGs/ Indemnity Bonds etc.

Site Finance/ Corporate Finance

All BGs except CPG:5 Month from Trial Operation / Completion f Facilities CPG:

15 Months from Trial Operation/ Completion of Facilities

for Contract Closing of all

Consultancy Contracts

Seven ( 7) certificates,Seven ( 7) certificates,

CCC – 01 to CCC- 07 as per the Performa

shall be issued by the concerned departments

and submitted to the designated authority

In case of Consultancy Contracts following seven (7)

certificates listed below as per Performa

shall be applicable

CERTIFICATE

NO.

CERTIFICATE DESCRIPTION RESPONSIBILITY

CCC-01 Certificate of Final Amendment to the

Contract

Corporate

Contract Services

CCC-02 Receipt of Deliverable Certificate Corporate CCC-02 Receipt of Deliverable Certificate Corporate

Engineering

CCC-03 Scope Completion Certificate Corporate

Engineering

CCC-04 Liquidated Damages for Delay Certificate Corporate

Engineering

CCC-05 “Payment Reconciliation” Certificate Corporate Finance

CCC-06 “No Demand Certificate” Consultant Consultant

CCC-07 Certificate for Return of BGs Corporate Finance

SIGNING OF CERTIFICATES … CCP’s

All the Contract Closing Certificates shall be signed by

the Heads of the relevant department.

In any case the certificates shall not be signed by

executives below E 6 level.

SIGNING OF CERTIFICATES … CCP’s

All the Contract Closing Certificates shall be signed by

the Heads of the relevant department.

In any case the certificates shall not be signed by

executives below E 6 level.

In respect of Packages which are to be closed by Site,

Head of Project Head of Project

to decide relevance of a Particular Certificate for a

Particular Package

and

accordingly take suitable action for closing of contract

with or without a particular certificate.

Ensure completion of Trial operation / Commissioning

Receive acceptance of amdt. from contractor

Issuance of amdt. Based


Check if any , comm. issueis pending after latest amendment of contract

Issue certificate

No:CCP-01

Issuance of amdt. Basedon settlement reached

Receive technical app. for pending issues

Obtain balance Contract

Closing Certificate from

relevant dept. & Contractor

Initiate note for Enclose all CCPs &

Contract Closing(For Multi region Project Contracts & Foreign Contractor)

Initiate note for

Contract Closing

Enclose all CCPs &

brief status of activities

Approval of CC Note

Intimate concerned Project(s)

upon receipt of Approval for

Closing of Contract

Annesure-I.1 CERTIFICATE NO. CCP – 01

PROFORMA OF CERTIFICATE OF FINAL AMENDMENT TO THE CONTRACT

[TO BE ISSUED BY CORPORATE CONTRACT SERVICES]

NAME OF PACKAGE:

LETTER OF AWARD / NOA

CONTRACT NO. :

NAME OF CONTRACTOR:

This is to certify that amendments have been issued to the aforesaid contract as per the This is to certify that amendments have been issued to the aforesaid contract as per the

details mentioned below:

1.

2.

3.

4.

This is to certify further that Amendment No

Signature...............................................

Date................................ Name.....................................................

Place............................... Designation............................................

Annexure-I.2 CERTIFICATE NO. CCP – 02

PROFORMA FOR DRAWING RECEIPT CERTIFICATE

[TO BE ISSUED BY ENGINEERING]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR: DATED:NAME OF CONTRACTOR: DATED:

Project:

This is to certify that we have received all the drawings which were to be submitted

by the Contractor in requisite number along with the reproducible as detailed in

Annexure. Enclosed herewith, as per provisions stipulated in the above mentioned

LOA/ Contract.

Signature...............................................

Date................................ Name.....................................................



PROFORMA FOR QA DOCUMENTS RECEIPT CERTIFICATE

[ TO BE ISSUED BY CQA & I ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

Project :Project :

This is to certify that the QA documents as per the list enclosed, in respect of the

above mentioned LOA/ Contract has been received in line with the provisions of the

Contract.

Signature...............................................

Date................................ Name.....................................................



PROFORMA FOR O&M MANUAL RECEIPT CERTIFICATE

[ TO BE ISSUED BY ENGINEERING ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

Project :

This is to certify that we have received from the contractor all the necessary O&M

Manuals in requisite number including the list of spare parts along with the names of

vendors in respect fo the above LOA/ contract. The consolidated list of such manuals

received is enclosed along with the distribution as marked on the list.

Signature...............................................

Date................................ Name.....................................................



PROFORMA FOR SCOPE COMPLETION CERTIFICATE

[ TO BE ISSUED BY SITE ERECTION ]

NAME OF PACKAGE:-

LETTER OF AWARD / NOA/

CONTRACT NO. :

NAME OF CONTRACTOR:

Project :

1. This is to certify that. The scope of the above Contract has been completed in line with the contract

read in conjunction with the following documents:

1. Final Amendment No._______________________________[As per CCP-01]

2. Approved drawings including site run piping schemes, if any,

3. Approved Bill of Materials3. Approved Bill of Materials

4. Material Dispatch Clearance Certificate [s]

5. Measurement Book

6. As Built Drawings

7. Any other documents [specify]

2.It is further certified that the following have been supplied, as per the details given in the Contract Documents

and the same have been taken over by NTPC.

1. Mandatory Spares

2. Recommended Spares

3. Special Tools & Tackles

Signature...............................................

Date................................ Name.....................................................



PROFORMA FOR LIQUIDATED DAMAGES FOR DELAY CERTIFICATE

[ TO BE ISSUED BY SITE ERECTION/ REGIONAL OFFICE

/ CORPORATE CONTRACT SERVICES ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

Project :

This is to certify that the issue regarding liquidated damages for delay as per the This is to certify that the issue regarding liquidated damages for delay as per the

provisions of clause_______of the above contract/ LOA has been resolved with the

approval of the Competent authority vide reference ________________[copy enclosed].

Signature...............................................

Date................................ Name.....................................................


Note: In respect of cases where LD for delay is settled by Corporate Contact Services

[CS], this certificate will be issued by CS and where LD for delay is settled by the Site /

Region, the same will be issued by the concerned Site/Regional Offices.

S. No Guaranteed Parameter Guaranteed Assessed Value Shortfall, if Liquidated damages


PROFORMA SHORTFALL IN EQUIPMENT PERFORMANCE CERTIFICATETO BE ISSUED BY OS FOR SITE PERFORMANCE TEST

AND BY CQA&I FOR SHOP TEST

NAME OF PACKAGE:LETTER OF AWARD / NOACONTRACT NO. :NAME OF CONTRACTOR:PROJECT:This is to certify that the following shortfall in equipment performance as compared to the guaranteed

parameters have been assessed and agreed to with the contractor in respect of the above mentioned

LOA/Contract.

S. No Guaranteed Parameter Guaranteed

Value

Assessed Value Shortfall, if

any.

Liquidated damages

Annual

1 2 3 4 5 6

Further, it is also confirmed that liquidated damages for shortfall in equipment performance in respect fo above

Items, have been recovered fully from the contractor and no other dues are outstanding for shortfall in

equipment performance.

Signature...............................................

Date................................ Name.....................................................


To be counter signed by Site Accounts.Signature...............................................

Date................................ Name.....................................................



PROFORMA OF “MATERIAL RECONCILATION” CERTIFICATE

TO BE ISSUED BY SITE ERECTION AND COUNTERSIGNED

BY SITE MATERIALS MANAGEMENT

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

This is to certify that the materials issued to the contractor in respect of the above This is to certify that the materials issued to the contractor in respect of the above

mentioned LOA/Contract have been, reconciled with the stipulations under the

contract documents and no other recovery of material is pending with the contractor.

Signature...............................................

Date................................ Name.....................................................


To be counter signed by material management.

Signature...............................................

Date................................ Name.....................................................


Annexure-I.9 1/2 CERTIFICATE NO. CCP – 09

PROFORMA OF “PAYMENT RECONCILIATION” CERTIFICATE

[ TO BE ISSUED BY SITE ACCOUNTS IN CASE OF INDIAN CONTRACTORS ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:This is to certify that all the payments released to the contractor in respect of the above mentioned

LOA/Contract have been reconciled with the provisions of the contract documents and statemet of

Accounts and or other Certificates of Contractor. It is observed that there are no recoveries pending

under any of the items listed overleaf.under any of the items listed overleaf.

Signature...............................................

Date................................ Name.....................................................


Enclosure to CCP-09

The list of recoveries and claims as advised by site Erection Department should include all

recoveries and claims on any account whatsoever, including the following:

1. Liquidated damages for delay.

2. Liquidated damages for shortfall in Performance as observed during shop-testing [by

inspection deptt.]

3. Liquidated damages for shortfall in performance as observed during performance

guarantee tests conducted at site and other site tests.

Annexure-I.9 2/2 CERTIFICATE NO. CCP – 09

4. All recoveries / claims on account of variations/deviations to scope of contract

permitted or otherwise taken place during execution of the contract as listed in certificate

No. CCP-05 for contract closing [Certificate by site Erection for contract closing].

5. Recoveries on account of reconciliation of payments made under the contract.

6. All the claims against the contractor regarding clearance of materials from site and

vacation of the premises allotted for site office, stores.

7. All claims in respect of Training/Transportation/Accommodation/Services provided by

site in respect of above LOA/Contract.

8. Recoveries on account of settlement of insurance claims

9. Recoveries on account of reconciliation of materials issued to the Contractor.

10. All recoveries on account of demurrage, transportation, insurance premiums etc. and 10. All recoveries on account of demurrage, transportation, insurance premiums etc. and

other recoveries as informed by T&CC group on account of port clearance,

transportation etc.

11. All recoveries on account of wastage and scrap.

12. All recoveries/claims [if any] on account of maintenance of equipments.

13. All recoveries/claims [if any] on account of price variation.

14. All recoveries/claims [if any] on account of statutory dues paid on behalf of the

Contractor by NTPC.

15. Royalty charges.

16. All recoveries/claims [if any] on account of hiring out of NTPC’s plant and equipment.

17. All recoveries/claims [if any] on account of water and electricity charges ,if applicable

18. Any recoveries/claims against specific instructions.

Annexure-I.9A ( ½) CERTIFICATE NO. CCP – 09A

PROFORMA OF RECONCILIATION CERTIFICATE PAYMENT FOR PAYMENTS BY SITE

[ TO BE ISSUED BY SITE ACCOUNTS

/REGIONAL ACCOUNTS OFFICE / IN CASE OF FOREIGN CONTRACTORS ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT/REGIONAL OFFICE:PROJECT/REGIONAL OFFICE:

This is to certify that,

1] All the payments against the above mentioned LOA/ Contract have been

reconciled with the provisions of the Contract Documents and Statement of Accounts

and/or other certificates of the Contractor.

2] No recoveries are pending from the Contractor under any of the items

advised by Site Erection Department as listed overleaf.

Signature...............................................

Date................................ Name.....................................................


Annexure-I.9A ( 2/2 ) CERTIFICATE NO. CCP – 09A

Enclosure to CCP – 09A

The list of recoveries and claims as advised by Site Erection Department should

include all recoveries and claims on any account whatsoever, including the following:

1. All the claims against the Contractor regarding clearance of material from site and

vacation of premises allotted for site office, stores.

2. All claims in respect of Training / Transportation / Accommodation / Services

provided by Site in respect of the above mentioned LOA / Contract.

3. Recoveries on account of settlement of insurance claims.3. Recoveries on account of settlement of insurance claims.

4. Recoveries on account of reconciliation of materials issued to the Contractor.

5. All recoveries on account of wastage and scrap.

6. All recoveries / claims [if any] on account of statutory dues paid on behalf of the

Contractor.

7. All recoveries / Claims [if any] on account of hiring out of NTPC’s plant and

equipment.

8. All recoveries / claims [if any] on account of water and electricity charges [if

applicable]

9. Any other recoveries / claims against specific instructions.

Annexure-I.9B ( 1 of 2) CERTIFICATE NO. CCP – 09B

PROFORMA OF RECONCILIATION CERTIFICATE

FOR PAYMENTS BY CORPORATE FINANCE

[ TO BE ISSUED BY COPRRATE FINANCE - I.F. DEPTT.

FOR CONTRACT ON FOREIGN CONTRACTOR

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

This is to certify that,This is to certify that,

1] All the payments against the above mentioned LOA / Contract released to the

Contractor from Corporate Finance [I.F. Deptt.] have been reconciled with the

provisions of the Contract Documents and Statement of Accounts and/or other

certificates of the Contractor.


advised by Site Erection Department as listed overleaf.

Signature...............................................

Date................................ Name.....................................................


Annexure-I.9B ( 1 of 2) CERTIFICATE NO. CCP – 09B

Enclosure to CCP – 09B

The list of recoveries and claims as advised by Site Erection Department should

include all recoveries and claims on any account whatsoever, including the following:

1. Liquidated damages for delay.

2. Liquidated damages for shortfall in performance as observed during shop-testing

[by Inspection Deptt.]

3. Liquidated damages for shortfall in performance as observed during performance 3. Liquidated damages for shortfall in performance as observed during performance

gurantee tests conducted at site and other site tests.

4. All recoveries / claims on account of variation / deviations to scope of contract

permitted or otherwise taken place during execution of the Contract as listed in

certificate No. CCP-05 for contract closing [certificate by Site Erection for Contract

Closing]

5. Recoveries on account of reconciliation of payments made under the contract.

6. Reconciliation on account of settlement of insurance claims.

7. All recoveries / claims [if any] on account of price variation.

8. Royalty charges.

9. Any other recoveries / claims against specific instructions.

Annexure-I.9C CERTIFICATE NO. CCP – 09C

PROFORMA OF “CUSTOMS RECONCILIATION” CERTIFICATE

[ TO BE ISSUED BY ACCOUNTS DEPTT. OF T&CC OFFICE

CONTRACT ON FOREIGH CONTRACTOR ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT/REGION:

This is to certify that:

1] All the payment released by this......**...... T&CC Office in respect of the above mentioned

LOA/Contract have been debited to the Project / Region as per details [***] enclosed for reconciliation /

settlement / recovery by them.

2] All the payments released towards the payment of Customs Duty have been completely reconciled 2] All the payments released towards the payment of Customs Duty have been completely reconciled

with the Customs Authorities by the Contractor. No amount is due to the Customs Authorities and no recoveries

are pending from the Contractor under any of the items noticed.

[ This is applicable for vendor clearance ]

3] All documents required from the Contractor for reconciliation of the Customs Duty Payment with the

Customers Authorities have since been received and those are in order. No recoveries are pending from the

Contractor under any of the items noticed.

[ This is applicable where the clearance is done by NTPC]

Signature...............................................

Date................................ Name.....................................................


** Name of T*CC Office from where payments have been released

*** The details will include amount, date when paid, reasons for payment and when debit was given to the

concerned Project / Region together with reference thereof, if any.

Note : Strike out whichever is not applicable and initial.


PROFORMA OF CERTIFICATE REGARDING LABOUR PAYMENTS AND

STATUTORY REQUIREMENTS TO BE FURNISHED BY CONTRACTOR.

[ TO BE ISSUED BY THE CONTRACTOR ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:PROJECT:

This is to certify that the we have made all labour payments including PF Liabilities in

respect of the above mentioned LOA/Contract and no other payments in this regard is

pending from us.

Further we confirm that all Statutory requirements have been complied with by us

and in case any default is reported against us, we shall be solely responsible for the

same.

Signature...............................................

Date................................ Name.....................................................



PROFORMA OF “NO DEMAND CERTIFICATE” BY CONTRACTOR

[ TO BE ISSUED BY THE CONTRACTORS ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

We, M/s...................................................................................................[contractor] do

hereby acknowledge and confirm that we have received the full and final payment due

and payable to us from NTPC Ltd. in respect of our aforesaid LOA/Contract

No............................................... dated ...................................including amendments, if any,

issued by NTPC Ltd., to our entire satisfaction and we further confirm that we have no issued by NTPC Ltd., to our entire satisfaction and we further confirm that we have no

claim whatsoever pending with NTPC Ltd. under the said Contract.

Notwithstanding any protest recorded by us in any correspondence, document,

measurement books, and/or final bills etc., we waive all our rights to lodge any claim or

protest in further under this contract.

We are issuing this “NO DEMAND CERTIFICATE” in favour of NTPC Ltd. with full

knowledge and with our free consent without any undue influence, misrepresentation,

coercion etc.

Signature...............................................

Date................................ Name.....................................................


[Company Common Seal]

[ This certificate shall be accompanied by the Power of attorney of the signatory]


PROFORMA OF CERTIFICATE FOR COMPLETION OF WARRANTY PERIOD

[ TO BE ISSUED BY SITE ERECTION ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:PROJECT:

This is to certify that the warranty period for the above mentioned LOA/Contract has

been completed in line with the provisions of the contract.

Signature...............................................

Date................................ Name.....................................................



PROFORMA OF “CERTIFICATE FOR RETURN OF BGs / INDEMNITY BONDS ETC.”

[ TO BE ISSUED BY SITE ACCOUNTS ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

Instrument No:-………………………. Dt……………………. Value for……………………Instrument No:-………………………. Dt……………………. Value for……………………

Issuing Authority ………………………………….. Place…………….

This is to certify that all the *Bank Guarantee/Indemnity bonds / Insurance policies /

Collaborator’s or Associate’s Guarantee received for the above mentioned LOA /

Contract have been returned in original to the contractor.

Signature...............................................

Date................................ Name.....................................................


*Delete whichever is not applicable.

Ensure completion of Trial operation / Commissioning

Receive acceptance of amdt. from contractor

Issuance of amdt. Based

Contract Closing(For Consultancy Contracts)

Check if any , comm. issueis pending after latest amendment of contract

Issue certificate

No:CCC-01

Issuance of amdt. Basedon settlement reached

Receive technical app. for pending issues

CERTIFICATE NO. CERTIFICATE DESCRIPTION RESPONSIBILITY

CCC-01 Certificate of Final Amendment to the

Contract

Corporate Contract

Services

In case of Consultancy Contracts the following

seven (7) certificates as per Performa

at Annexure-II.1 to Annexure-II.7,

shall be applicable:

CCC-02 Receipt of Deliverable Certificate Corporate Engineering

CCC-03 Scope Completion Certificate Corporate Engineering

CCC-04 Liquidated Damages for Delay Certificate Corporate Engineering

CCC-05 “Payment Reconciliation” Certificate Corporate Finance

CCC-06 “No Demand Certificate” Consultant Consultant

CCC-07 Certificate for Return of BGs Corporate Finance

All the Contract Closing Certificates shall be signed by the Heads of the

relevant department. In any case the certificates shall not be signed by

executives below F6 level.

Amendment No. Date

Annexure-II.1… CERTIFICATE NO. CCC – 1

PROFORMA OF CERTIFICATE OF FINAL AMENDMENT OF THE CONTRACT[ TO BE ISSUED BY CORPORATE CONTRACT SERVICES ]

NAME OF PACKAGE:LETTER OF AWARD / NOA/CONTRACT NO. :NAME OF CONTRACTOR:

PROJECT:This is to certify that amendments have been issued to the aforesaid contract as per the details mentioned below:

Amendment No. Date

1.

2.

3.

4.

5.

This is to certify further that Amendment No.____________________dated_____________is the last amendment issued.Signature...............................................Date................................ Name.....................................................Place............................... Designation............................................

Annexure-II.2 CERTIFICATE NO. CCC – 02

PROFORMA FOR DRAWING RECEIPT CERTIFICATE


NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

This is to certify that we have received all the deliverables in requisite number This is to certify that we have received all the deliverables in requisite number

which were to be submitted by the Contractor along with the reproducible as

detailed in Annexure enclosed herewith, as per provisions stipulated in the

above mentioned LOA/Contract.

Signature...............................................

Date................................ Name.....................................................


Annexure-II.3 CERTIFICATE NO. CC – 03

PROFORMA FOR SCOPE COMPLETION CERTIFICATE


NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:PROJECT:

This is to certify that, the scope of the above Contract has been completed in line with

the contract read in conjunction with the following documents:

Final Amendment No.______________________[As per CCC-01]

Any other documents [specify]

Signature...............................................

Date................................ Name.....................................................


Annexure-II.4 . . CERTIFICATE NO. CCC – 04

PROFORMA FOR LIQUIDATED DAMAGES FOR DELAY CERTIFICATE

[ TO BE ISSUED BY ENGINEERING ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

This is to certify that the issue regarding liquidated damages for delay as per the

provisions of clause__________________of the above contract / LOA has been

resolved with the approval of the Competent authority vide reference

_____________________________[copy enclosed].

Signature...............................................

Date................................ Name.....................................................


This Certificate shall be applicable to Consultancy Contracts, where Liquidated

Damages for Delay have been envisaged in the Contract.


PROFORMA OF “PAYMENT RECONCILIATION” CERTIFICATE

[ TO BE ISSUED CORPORATE FINANCE ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

This is to certify that,

1] All the payments against the above mentioned LOA / Contract released to 1] All the payments against the above mentioned LOA / Contract released to

the Contractor from Corporate Finance have been reconciled with the provisions of

the Contract Documents and Statement of Accounts and / or other certificates of the

Contractor.


advised by Corporate Engineering Department.

Signature...............................................

Date................................ Name.....................................................



PROFORMA of “NO DEMAND CERTIFICATE” BY CONTRACTOR

[ TO BE ISSUED BY THE CONSULTANT ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

We, M/s.............................................................................[ Consultant ] do hereby acknowledge and confirm that

we have received the full and final payment due and payable to us from NTPC Ltd. in respect of our aforesaid we have received the full and final payment due and payable to us from NTPC Ltd. in respect of our aforesaid

LOQ / Contract No......................................dated........................ including amendments, if any, issued by NTPC

Ltd., to our entire satisfaction and we further confirm that we have no claim whatsoever pending with NTPC

Ltd. under the said Contract

Notwithstanding any protest recorded by us in any correspondence, document, measurement books, and / or

final bills etc., we waive all our rights to lodge any claim or protest in future under this contract.

We are issuing this “NO DEMAND CERTIFICATE” in favour of NTPC ltd. with full knowledge and with our free

consent without any undue influence, misrepresentation, coercion etc.

Signature............................................... [ Company Common Seal ]

Date................................ Name.....................................................


[ This certificate shall be accompanied by the Power of attorney of the signatory ]

Annexure-II.7…. CERTIFICATE NO. CCC – 07

PROFORMA of CERTIFICATE FOR RETURN OF B.G.’S

[ TO BE ISSUED BY CORPORATE FINANCE ]

NAME OF PACKAGE:


CONTRACT NO. :

NAME OF CONTRACTOR:

PROJECT:

This is to certify that all the Bank Guarantee received for the above mentioned

LOA / Contract have been returned in original to the consultant.

Signature...............................................

Date................................ Name.....................................................


*Delete whichever is not applicable.

Contract Closing Contract Closing

The Action

Points & Pain

From

Prospective

From

the Vendor

Prospective

CCP01

Final Amendment of the Contract

CC&M

Preparation and submission of Quantity and amount

variation statement from LOA to Final amendment

Repeated Visit to Project Site, NTPC

EOC and customer office for

discussion, details required to be,

1. Certified by site engineer

2. Approval from NTPC EOC. ( CC&M &

Engineering, Finance )

CCP02

Engineering documents

Engg

Preparation, submission and approval of Engg docs

Repeated visit to NTPC EOC and customer

office for details required to be,

1. Submission and approval from NTPC EOC.

CCP03

QA documents

QA&I

Preparation, submission and approval of QA docs

Repeated visit to NTPC EOC for re-generating

documents i.e.,

MDCCs, CHPs, QAPs, FQPs, MTCs And Procedures.

2.Submission and Approval from NTPC EOC(QA&I)

CCP04

Operation and Maintenance Manual

OS

Preparation, submission and approval of O&M manual

Repeated visit to NTPC EOC for re-generating docs

i.e.,

TDS, Layouts, P&ID and others and

Customer office for require documents.

2. Submission and Approval from NTPC EOC(OS /

Engineering / fuel handling group)

CCP05

Scope Completion

VENDOR

• Balance supply of Main items.

• Balance supply of Mandatory Spares, if applicable

• Supply of special T&P, if applicable

• Balance Work

Repeated visit to project site and customer

office for discussion,

On

Balance work

Balance Supply &

Punch list

CCP06

Final Time Extension

Vendor

Preparation, submission and persuasion for approval of

final time extension.

All Correspondence file required

Repeated visit to project site office for

discussion,

On

Submission and Persuasion

for approval of final time extension.

CCP07

Status of PG – Test / Shortfall in Equipment Performance

Project / OS / RHQ

Preparation, Submission and approval of PGT procedure.

Conductance of PG test at site

Repeated visit to NTPC EOC (Engg and OS) ,RHQ and

project site for,

1. Submission and approval of PGT procedure.

2. Conductance of PG test and making report and its

approval.

CCP08

Material Reconciliation

VENDOR & PROJECT / Site

Preparation and submission of material reconciliation

Supply detail required

Visit to project site for

Reconciliation of material

and

Certified by site engineer

CCP09

Payment Reconciliation


Preparation and submission of payment reconciliation

Payment status of invoice wise (Supply+ETC)

Visit to project site and Site Finance for,

Reconciliation of Payment

with

Site-finance

CCP10

Labour and statuary requirements

HR/IR-Site

Submission of all PF docs, wages sheets and contractors

and their Sub contractors issues.

To be made & ensure are always available at Site

to be checked by Engineer – In – Charge

from

time to time

CCP11

No demand certificate by Contractor

VENDOR

Issued by Contractor

To maintain the payment records

Cross check deductions

From time to time

to be

Issued by Contractor

CCP12

Facility of completion period


Repeated visit to project site Repeated visit to project site

For

collection of completion certificate,

To be issued by

NTPC site after completion

of

warranty period.

CCP13

Return of BGs

Owner-Site

Completion of all above

Repeated visit Repeated visit

To

project site & Corporate office

for

collection of all BGs

and

formal closer of contract.

Monitoring

To monitor and expedite Contract Closing activities and to facilitate timely intervention of higher management for contract closing activities, following procedure shall be

adopted:

� Review Progress status on Contract Closing activities.

Monitoring of Closing of Contract

� Advice GHs & PIs for necessary action for of Contract.

� Seek intervention of highest authorities for resolving thepending issues & expedite the closing of contract

� During review identify the areas that require corrective atother similar situations in other packages/projects

Constitution of CommitteesIn case of Greenfield/ expansion Projects

CCG, CMCC and the ED level Committees shall be

constituted immediately after the synchronization of

the last unit of the Project.

For R&M Projects,

CCG, CMCC and the ED level committees shall be CCG, CMCC and the ED level committees shall be

similarly constituted immediately after completion of

any one of the R&M packages.

Necessary action for constitution of these

committees shall be taken by

Regional Project Coordination Department at

Corporate Centre, Regional HQs and concerned Group

at Corporate Contract services respectively.

Monitoring

Status of Contract Closing

The Contract Closing Group shall work under the overall Guidance of GM [Project]

� CCG – Contract Closing Group� CCG – Contract Closing Group� CMCC - Committee for Monitoring Contract Closing

� ED level Committee

� Exception by CMG to CMD

� Review by Director Project in every 6 month.

The Director[Project] meeting shall be attended by D[O], D[T],

ED [CC&M], ED [Engg.], ED [Fin.], ED [CMG]

and concerned EDs of the Region.

[i] Representative of Project Co-ordination Department of the

Region at Corporate Centre at E7 level

Convenor

[ii] Representative of Site Erection at E6 level Member

[iii] Representative of Site [Finance] at E6 level Member

A Contract Closing Group (CCG) shall be constituted for following up all the Contract closing activities

The Contract Closing Group shall work under the overall Guidance of GM [Project] and comprise of the following members:

[iii] Representative of Site [Finance] at E6 level Member

[iv] Representative of Corporate Contract Services at E6 level Member

[v] Representative of Corporate Engg. At E6 level Member

The meeting of the CCG shall take place by 7th of every month.Based on the discussions, the Convenor of CCG shall prepare a summary status report on

Contract Closing as per format at Annexure-III and a detailed package-wise report on

Contract Closing in respect of Packages where work has been completed but Contracts not

yet closed as per format given at Annexure-IV.

A copy of the Monthly Status Reports [Annexure-III & IV] prepared by CCG shall

be sent to ED [Region], ED [CMG] and Head of the Project.

MONITORING OF CONTRACT CLOSING

Annexure-III

SAMPLE FORMAT OF STATUS REPORT ON CONTRACT CLOSING

TO BE PREPARED BY CONTRACT CLOSING GROUP [ CCG ]

AND PUT UP TO CMCC EVERY MONTH

REPORT FOR THE MONTH OF : PROJECT :SL. NO

Description

CUMMULATIVE CONTRACTS

Contracts to be closed by

CS Stations Regions

1. NO. OF CONTRACTS AWARDED

2. NO. OF CONTRACTS WORK COMPLETED

3. NO. OF CONTRACTS WORK COMPLETED BUT CONTRACT NOT

CLOSEDCLOSED

4. NO. OF CONTRACTS CLOSED

TARGETS for CLOSURE5. TARGET NO. OF CONTRACTS TO BE CLOSED IN THE REPORTING

MONTH

6. NO. OF CONTRACTS CLOSED IN THE REPORTING MONTH

7. TARGET NO. OF CONTRACTS TO BE CLOSED DURING NEXT MONTH

Signature of CCG Convenor

Convenor of CMCC

Concerned HOD of Contracts

Corporate Monitoring Group

Concerned Head of Project

DETAILED REPORT ON CONTRACT CLOSING

IN RESPECT OF

PACKAGES WHERE WORK COMPLETED BUT

CONTRACTS NOT YET CLOSED.

Annexure-IV

REPORT FOR THE MONTH OF :

PROJECT :

Package:

Contractor:

Work Completion /

Trial Operation

Completion Date

Date of

Completion of

Warranty Period

Certificates

Remaining to be

Issued

Reasons Holding

Contract Closing

Specific Actions

Required and

Responsibility CentreCompletion Date Warranty Period Issued Responsibility Centre

Remarks

Signature of CCG Convenor

Date

Distribution:

1. Convenor of CMCC

2. Respective Responsibility Centre where Actions required.

3. Concerned GM [ CS ] / AGM [ CS ]

4. Concerned Head of Project

[i] Representative of Regional Head Quarters at AGM level Convenor

[ii] Concerned AGM [CS] Region Member

Contracts where contract closing has not taken place

within two [2] months of successful completion of

warranty period.Convenor of the CCG by 10th of every month shall put up a report to the

CMCC - Committee for Monitoring Contract Closingwhich shall comprise of the following:

*

[ii] Concerned AGM [CS] Region Member

[iii] Concerned AGM [PE] Region Member

[iv] Representative of OS at AGM level Region Member

[v] Representative of Regional Finance at AGM level* Member

In case representative at AGM level is not available at Regional HQs, the

Head of Finance at the Regional Head Quarters shall act as the member of the committee.

CMCC to meet on 20th of every month.CMCC shall initiate action plan on

all cases which could not be resolved

or the cases where Contract Closing has not

taken place within two [2] months of

completion of warranty periodcompletion of warranty period

by the Contract Closing Groups - CCGA copy of the Report of the CMCC shall also

be forwarded to

ED [Region], ED [CMG]

and Head of the Project for information.

Contracts where contract closing could not be resolved

within three [3] months of successful completion of

warranty period.

Convenor of the CMCC by 25th of every month

shall put up a report to the

Committee of Executive Directors ( ED level committee)

which shall comprise of the following:

[i] ED [CC&M] Convenor

[ii] ED [Region] Member

[iii] ED [Finance] Member

[iv] ED [Engg.] Member

[v] Ed [OS] Member

The Convenor of CMCC shall also act as Secretary for

the ED level Committee.

Exception reports on Contract Closing

on monthly basisshall be put up by

ED [CMG] to CMDthrough

Director [Project]

with a copy to with a copy to

Director [Technical],

Director [Finance],

ED [CC&M],

ED[Engg.],

ED [Fin.],

concerned ED [Region] and

concerned Head of Project.

identifying the delays and reasons thereof

Director [Project] will review the progress

& status of Contract Closing

once in every six [6] months.

The Director[Project] meeting shall be attended by D[O],

D[T], ED [CC&M], ED [Engg.], ED [Fin.], ED [CMG] and

concerned EDs of the Region.

The Agenda for the Director [Project] meeting shall be The Agenda for the Director [Project] meeting shall be

circulated by GM [CMG] and shall include the exception

reports of CMG, status of implementation of action plan

finalised by the ED level committee and

any other hold-ups affecting Contract Closing.

Minutes of the aforesaid Review Meeting shall be issued by

GM[CMG] with copies to all the participants, &

Heads of the Projects, GM[CS], GM[PE} and GM[Fin].

Monitoring Status of Contract Closing The Contract Closing Group shall work under the overall

Guidance of GM [Project]

� On 7th of every month CCG – Contract Closing Group

� On 10th of every month Convenor of the CCG by shall

put up a report to the CMCC for delay > 2 Months� On 20th of every month CMCC to initiate action for above

� On 25th of every month CMCC to report ED Committee

for Delay >3 months review by ED Level Committee for Delay >3 months review by ED Level Committee

� Monthly Exception Report by CMG to CMD� Review by Director Project in every 6 month.

Project Co-ordination at

Corporate Centre at E7 l

Representative of

Regional HQ at AGM levelED [CC&M]

Site Erection at E6 level AGM [CS] Region ED [Region]

Site [Finance] at E6 level AGM [PE] Region ED [Finance]

Cont. Services at E6 level AGM [OS] Region ED [Engg.]

Corp. Engg. At E6 level AGM [Finance] level* Ed [OS]

A Presentation by

S.K.Pandita

C&M Consultant – Advisor

ex-AGM (CMM)

NTPCNTPC

09650996263

[email protected]

OnOn

Contract ClosingContract Closing

Thank youThank you