Pre and Post award activities

Pre-award and Post-award activities

• Develop and implement contracting and commercial strategies and obtain the requisite approvals for such strategies from management. • Drive 40:40:20 thinking within the CP and Contract Holder community. (40% of the value is driven by specification, 40% value is driven by volume and 20% value is driven by price). • Ensure contractor and supplier prequalification • Develop market knowledge in relevant business environments • Support development and implement the approved CP strategy in tender and contract documentation Work with the CP team and Contract Holders to identify value improvement opportunities within the portfolio of contracts. • Ensure that tendering, bid clarification evaluation and recommendation for award processes are in compliance with the procedures governing the activities of NCOC. • Support implementation of green-banding of contracts • Drive and implement Contract optimisation opportunities to maximize business and commercial advantage • Manage supplier relationship in a way that creates an environment for win-win dialogues/exchanges • Drive and support implementation of comprehensive post award contract management plans for dedicated contracts awarded. • Ensure all amendment requests are dealt with in a timely manner and all contractual matters are addressed so as to avoid undue escalation and claims.

• Providing general contractual/commercial advices to Project Engineers /Managers and prepare correspondence to Contractors on routine contractual/commercial matters for approval by Company Representatives. • Act as a liaison between Project Engineering / Construction and other Company Departments such as Finance, Legal and Contract Formation. • Review correspondence from Contractors and ensure that replies are prepared when necessary. Participation in the preparation of these responses where appropriate or required. • Preparation and raise Work Authorizations, Service Order Contracts as required for approval by Company Representative for issue to the Contractors. • Obtainment of guarantees, insurance certificates etc. as required from Contractors and forwarding to Legal, Insurance and Contract Formulation Groups as necessary for review and approval. • Advise to Project Controls Supervisor and other Company Representatives on change control matters (Change Orders). • Raise Contract Supplements / Extension / Change Orders for approvals by Company Representatives and obtain Contractor signatures also. • Review draft subcontract enquires requests for proposals, bid evaluations, and draft subcontracts.

• Agree procurement and contract requirements with the Project team and submit, to the Procurement and Contracts Directorate; • Track status of purchase requisition, facilitate when necessary; • Assist the Procurement & Contracts Directorate in preparation of contract strategy, contract draft and invitation to the tender documentation; • Participate in bid evaluation; • Participate in negotiations of contract terms & conditions, other agreements and undertakings; • Ensure all contract documentation is in place and verified; • Disseminate contract terms and conditions to the Project team and advise on contractual issues; • Ensure timely receipt/ submission of required bonds, certificates and guarantees and compliance with the contract conditions; • Draft contractual letters and office memorandums.

• Acting as focal point for assigned Contractors at which contractual/ commercial matters may be discussed, preparation of minutes, reports, certificates, variations orders etc... • Monitoring the status of Procurement and Purchase Orders, liaising with the Contractor or Supplier and making appropriate payment recommendations through to Contact Close Out. • Liaising with Quantity Surveyors who verify measures and Contractor Variation Order Proposals. • Agreement of the final account and processing of the Completion Certificate and preparation of the Closeout Report. • Ensuring that all daft format documents prepared to be and/ or reviewed by and/ or commented upon by the Contract Administrator are formatted and set out in accordance with Company standards and procedures and necessary, advising the author accordingly. • Ensure all relevant documentation is migrated to the IMIS/ EDMS. • When and where required, provide guidance for junior members of the Unit on the matters of commercial and contractual nature.

• Coordinate the timely distribution/response of Contractor correspondence. • Coordinate/maintain control of site instructions, including distribution to authorize Company field supervision, receipt/distribution of copies, maintenance of logs, timely Contractor response, evaluation of, and modification to the contract. • Coordinate, chair, and document Contractor progress meetings. • Establish/maintain claims prevention and avoidance procedures (including local training, as appropriate). • Ensure timely response to all Contractor proposals, and timely issue of appropriate contract modification. • Ensure timely submittal and processing of the following: • Subcontractor invoices; • Issue contract status reports. • Prepare input and participate in monthly contract cost review and forecast meetings. • Prepare input for a monthly progress report. • Evaluate, prepare recommendations and participate in negotiation meetings, of any Contractor claims. • Perform an ongoing risk assessment of contracts to identify claims potential. • Ensure timely completion distribution of Contractor performance measurement. • Provide input to Project Final Job Report. • Prepare and maintain Contract Close-out Report in a timely fashion. • Closeout contracts including finalizing outstanding contract issues, invoices, and contractor performance evaluations. • Prepare and maintain Master Contract Close-out Report. • Coordinate the formal close-out of contracts.

• Recording, Monitoring, and notification appropriate parties relative to the claims against Contractor. Preparation of monthly claims report • Monitoring the status of Procurement and Purchase Orders, liaising with the Contractor or Supplier and making appropriate payment recommendations through to Contract Close out • Detecting Variations and Changes to the Contract in liaison with the Quantity Surveyors and prepare, demonstrate, negotiate and follow up of Final Accounts, Variations and Claims, until settlements • Participating in the agreement of the final account and processing of the Completion Certificate and preparation of the Close out Report • Preparation and processing substantial completion and final acceptance paperwork necessary for contract closeout. Requests advertisement and advises all interested parties that closeout in the process • Contributing to the tendering/contract award process: raising requisitions, developing tender lists and tender evaluation plans, drafting contract schedules, participating in the technical and commercial packages evaluation, chairing kick-off meetings.