Project Award

PROJECT AWARD
PROCEDURE
MKT/QHSE-2/001
CONFIDENTIAL RESTRICTED CONTROLLED

Accessibility: X
0 01/08/2016 Document Proposed

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Rev Date Content of Amendments Prepared Checked Approved Rev 0.0
QHSE-2/002 1/15
PT Mahakarya Geo Survey address: Jalan Tebet Raya 91A Jakarta 12820
This Document controlled and should be retained only by an authorized only
PROJECT AWARD /QHSE-2/003
PROCEDURE Date : 01/08/2016
Revision: 0.0/2016
Copy of this document will be considered as UNCONTROLLED
TABLE OF CONTENT
1 OBJECTIVE........................................................................................................................................2
2 SCOPE..............................................................................................................................................3
3 REFERENCES.....................................................................................................................................3
4 DEFINITIONS....................................................................................................................................3
5 RESPONSIBILITIES.............................................................................................................................3
6 PROCEDUR OUTLINE........................................................................................................................4
6.1 Tender Process Outline................................................................................................................4
6.1.1 Project by RFQ......................................................................................................................4

6.1.2 RFQ rental Equipment..........................................................................................................6
6.1.3 RFQ for Agencies..................................................................................................................7
6.1.4 Project by Tender Process....................................................................................................8
6.2 Project Awarding Process.............................................................................................................9
7 PROCEDURE DETAILS......................................................................................................................10
7.1 Tender Process Details...............................................................................................................10
7.1.1 RFQ for Rental Equipment..................................................................................................11

7.1.2 RFQ by Agencies.................................................................................................................12
7.1.3 Project by Tender Process..................................................................................................13
8 QUALITY RECORDS.........................................................................................................................15
Level II Document Page 2 of 15 QHSE MS Procedures
This document and its contents is the property of PT. Mahakarya Geo Survey. Any unauthorized employment or reproduction, in full or in part
is forbidden.
Revision: 0.0/2016
OBJECTIVE
The objective of this procedure is to define key activities involve in administration of contracts as
ensuring that:
Contracts requirements are adequately determined, understood, defined and documented;
Assessment of MGSs ability to meet contractual requirements is carried out;
Establishment and initiation of work planning (after acceptance of the contract) is carried
out and, finally
All differences and ambiguous issues between the tender and the contract are resolved
with the client.
SCOPE
The scope of this procedure covers the entire administration of contracts or similar document to
be practiced within MGS.
REFERENCES
MGS-QSE/QHSE-1/001 QHSE Manual
DEFINITIONS
Tender/Proposal - A document prepared detailing methods and prices in
response to an enquiry from a client Invitation to Quote, Letter of Invitation, request
for Quotation, Request for Tender and etc.
RFQ - Request for Quotation received from a Client.
Tender Documents - Documents comprising the RFQ as received from the Client.
Quotation - A document similar to a tender but of a less formal nature but still including
prices for services.
Contract - A formal agreement to proceed with a project based on a previous tender
or quotation issued to a client by the company.
Letter of Intent (LOI) - Written confirmation from a client to proceed with a project based
on previous quotations.
PD - President Director of MGS and/or his appointed deputy. The appointed deputy shall
not have the authority to sign documents.
FIN - Finance Manager and/or her appointed deputy
OM - Operations Manager and/or his appointed deputy.
TM - Technical Manager
Tender Review Committee - A committee of personnel formed, where applicable,
to evaluate tender requirements and contract amendments. The committee may
include the PD, PM and FIN
Client - Refers to both the immediate Client of MGS and the End Client (the Clients Client).
is forbidden.
Revision: 0.0/2016
RESPONSIBILITIES
The PD shall be responsible for the overall control of sales and marketing and, therefore, the
supervision of personnel involved with the commercial tendering tasks within MGS. The PD will be
responsible for approving and issued tenders. PD/OPS/FIN will responsible for approving and issued
quotations.
Relevant personnel involved with the commercial aspects of tendering will be responsible for the:
Initiation of communications with prospective clients;
Review of any enquires raised;
Preparation of quotations (tender documents);
Processing of any client change orders to the issued tender;
Liaison with other departments or vendors with regard to the supply of products or services
associated with the tender or contract;
Administration of the initial order;
Maintenance of the quotation/job number register;
Register of all associated documentation on the enquiry, quotation and communications with
the client into the central filing.
Administration of contracts and legal at office shall be managed by FIN.
is forbidden.
Revision: 0.0/2016
PROCEDUR OUTLINE
1.1 Tender Process Outline
1.1.1
P
roject by RFQ
is forbidden.
Revision: 0.0/2016
1.1.2 RFQ rental Equipment
is forbidden.
Revision: 0.0/2016
1.1.3 RFQ for Agencies
1.1.4 Project by Tender Process
is forbidden.
Revision: 0.0/2016
1.2 Project Awarding Process
is forbidden.
Revision: 0.0/2016
PROCEDURE DETAILS
1.3 Tender Process Details
Project by RFQ
Client enquires requiring documented quotations are received as follows:
is forbidden.
Revision: 0.0/2016
Written or faxed enquires

Telephone enquires
Public advertising of a tender
Personal communications
Client issued tender documents
Upon receipt of RFQ the document shall be stamped notifying the date of receipt. The
document is then usually forwarded to PD/FIN/PM or his appointed deputy. If the
request emanates from a meeting or a telephone call and is therefore only verbal no such
document will exist.
Upon initial review of the RFQ by the PD/FIN/PM or his appointed deputy, an assessment
shall be made based on the type of project involved and the project value.
Once a RFQ is approved, then PD/ADM/PM shall make a Quotation. Quotation Number
shall be allocated to the RFQ and this shall be logged down in the Quote Master List. This
quotation number shall be used for all correspondence dealing with the RFQ. All
Quotation Numbers shall be in form:
/QTS/MM-YY/XXX
The letter QTS denotes that the number is a QuoTationS number. The letters
denote that the quotation emanates from the Mahakarya Geo Survey division. The
letters MM represent a Rome Number of the month in which the RFQ was received.
The letters YY represent a two digits of the year in which the RFQ was received. The
letters XXX represent the last three digit number which is sequentially incremented with
each subsequent RFQ.
If we the RFQ are rejected, then FIN will send a response to the client by fax and or email.
Once a quotation finalized then it will be approved by PD/OM and or signed by FIN on
behalf of OM.
After being approved and signed then it will be send by fax and or email or by
courier, then administration staff will record the transmittal (for quotation send by courier).
Finance Manager also records the returned quotation which already signed (in terms
and condition part) by Client.
1.3.1 RFQ for Rental Equipment
Client enquires requiring documented quotations are received as follows:

Telephone enquires
is forbidden.
Revision: 0.0/2016
document is then usually forwarded to PD/FIN or his appointed deputy. If the request
emanates from a meeting or a telephone call and is therefore only verbal no such
Upon initial review of the RFQ by the PD/FIN/TCH or his appointed deputy, an assessment
shall be made based on the equipment availability and rental value.
Once a RFQ is approved, then PD/FIN/TCH shall make a Quotation. Quotation Number
shall be allocated to the RFQ and this shall be logged down in the Quote Master List. This
quotation number shall be used for all correspondence dealing with the RFQ. All Quotation
Numbers shall be in form:
MGS/QTS/MM-YY/XXX
The letter QTS denotes that the number is a QuoTationS number. The letters MGS
denote that the quotation emanates from the Mahakarya Geo Survey division. The
letters MM represent a Rome Number of the month in which the RFQ was received. The
letters YY represent a two digits of the year in which the RFQ was received. The letters
XXX represent the last three digit number which is sequentially incremented with each
subsequent RFQ.
If we the RFQ are rejected, then MKT will send a response to the client by fax and or
email.
Once a quotation finalized then it will be approved by PD/ TCH and or FIN on behalf of
TCH After being approved and signed then it will be send by fax and or email or by courier,
then administration staff will record the transmittal (for quotation send by courier).
Administration manager also record the returned quotation which already signed (in terms
and condition part) by Client.
When a client already issued the Purchase Order, finance staff will submit the purchase
Order to Finance Manager.
In case of emergency, manager who authorized for any equipment rental without Purchase
Order, then that manager responsible in getting Purchase Order from client maximum two
days after the authorization.
1.3.2 RFQ by Agencies

MCM received enquiries from Partner requiring documented quotations are received
as follows:
Written email or faxed enquires
is forbidden.
Revision: 0.0/2016
Telephone enquires
Persona! Communications
document is then usually forwarded to PD & FIN or his appointed deputy. If the request
emanates from a meeting or a telephone call and is therefore only verbal no such
Upon initial review of the RFQ by the PD & FIN appointed deputy, an assessment shall be
made based on enquiry from Partner.
Once a RFQ is approved, then ADM shall make a Quotation. Quotation Number shall be
allocated to the RFQ and this shall be logged down in the Quote Master List. This
quotation number shall be used for all correspondence dealing with the RFQ. A!
Quotation Numbers shall be in form:
MGS/ AG/ QTS / MM YY/ XXX
The letter QTS denotes that the number is a QuoTationS number and AG refers to
AGency. The letters MGS denote that the quotation emanates from the
Mahakarya Geo Survey Division. The letters MM represent a Rome Number of
the month in which the RFQ was received. The letters YY represent a two digits of the
year in which the RFQ was received. The letters XXX represent the last three digit
number which is sequentially incremented with each subsequent RFQ.
If we the RFQ are rejected, then PD will send a response to the client by fax and or
email.
Once a quotation finalized then it will be approved by OPS and or FIN on behalf of OPS
after being approved and signed then it will be send by fax and or email or by courier
1.3.3 Project by Tender Process
receives enquires requiring documented quotations are received as follows:

Telephone enquires
Invitation Letter
Evaluate Requirements
is forbidden.
Revision: 0.0/2016
Upon initial review of the tender by the PD/ OPS/ TCH/ FIN, QSE or his appointed deputy,
a requirement evaluation shall be made based on the type of project involved and the project
value. Items to be reviewed by the PD, OPS, FIN, and QSE may include (but not limited to) the
followings:
Whether a clearly defined scope of work deliverables are stated;
If the Client supplied materials document or information is identified and
review/verification requirements are stated;
If the company resources are, or could be made available with the required expertise
and skills to meet the work program whether specific project requirements are
identified;
If payment terms are identified and acceptable;
If any confidentiality aspects must be adhered to;
Whether scheduling or work difficulties may exist and;
If any specific commercial conditions are imposed that may be problematic to the
company
If the tender pass the requirement evaluation then the relevant sections of tender documents
shall be distributed to PD, OPS, FIN, and QHSE for their review and inputs. PD, OPS, FIN
shall be selected based on requirements of tender document for which their inputs are
required. The following table outlines involvement of PD, OPS, and FIN in review of tender
documents:
Involvement Person In Charge
To provide inputs in the area of survey personnel, resources and etc Operation Manager
To provide inputs in the area of Health, Safety and Environment
QHSE Manager
(HSE) issues
To provide inputs in the area of QMS matters QHSE Manager
To provide inputs in the area of project reporting, charting and etc Operation Manager
To provide inputs in the area of survey vessels, equipment and etc Operation Manager
To compile all inputs from QHSE, and TCH Operation Manager

is forbidden.
Revision: 0.0/2016
Once reviewed by the persons involved such persons shall, where applicable, issue written
memos indicating that either:
The LOI has no technical or commercial changes to that of the original Tender and the
LOI should be accepted;
Changes to the original tender have been included in the LOI and the offer cannot be
accepted without revision to the submitted prices and schedule or should not be
accepted at all;
Changes to the original tender have been included in the LOI but these changes are
minor and will have little to no technical or commercial impact on the project and the
offer should be accepted; or
The LOI should not be accepted due to schedule difficulties with personnel and
equipment.
Initial Evaluation.
If there are no, or insubstantial, changes to the original specifications as determined in the
above review a decision shall be made by the PD whether to accept the LOI or reject.
Acceptance and/or rejection shall be based on criteria which may include:
The ability of the company to cope with the workloads;

The financial stress on the company that may be imposed by acceptance of the LOI
The decisions of the parent company
If there are substantial changes to the original specifications, the PDI may decide to put the LOI
and its revised specifications through greater scrutiny. Such intensified review shall follow
the Contract Amendment Procedure / -FIN/QHSE-2/003
Accept/ Decline.
If the decision is made to accept the LOI a response letter or fax shall be produced by the ADM
and transmitted to the Client.
If the decision is made not to accept the LOI because of:
Non-availability of personnel, equipment or vessels; or
Changes to the LOI of a substantial nature that make the project too risky or not
viable; then a response to the Client shall be drafted by the FIN outlining the reason for
the decline.
If the decision is made to accept the LOI conditionally upon acceptance by the Client of a
change to the originally submitted rates, prices and schedule, then the FIN shall draft a response
to the Client outlining the same. The determination of the magnitude of the commercial changes
and schedule rearrangements will be governed by the Contract Amendment Procedure / MGS-
FIN/QHSE-2/003
Response to Client.
is forbidden.
Revision: 0.0/2016
Once the response is reviewed and approved by the PD, if applicable, it shall be sent to the
Client. If a response is required from the Client (e.g. new rates and schedule have been
submitted), then the process shall be run from the beginning after a Client response has been
received.
Once final acceptance is made by the Management and corresponding acceptance is made
by the Client to any response letters/faxes (if applicable), a job number shall be allocated to
the project. The job number shall be generated from the respective Quotation Number and
registered in Job Reference List. A sample Job number could be:
MGS-CCC/MM-YY/XXX
The letters CCC which represent a three character abbreviation for the country in which the
project will be undertaken. Sample list of country abbreviations as follows:
Abbreviation Country
AUS Australia
BRN Brunei
CHN China
INA India
QUALITY FORMS / RECORDS

RFQ
Quote Master List
Tender Submission Monitoring
Job Reference List Response Letters Tender/Proposal/Quotation
LOI/Client Response correspondence
is forbidden.

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PROJECT AWARD

CONFIDENTIAL RESTRICTED CONTROLLED

0 01/08/2016 Document Proposed

Copy of this document will be considered as UNCONTROLLED

6.1 Tender Process Outline................................................................................................................4

6.1.1 Project by RFQ......................................................................................................................4

7.1 Tender Process Details...............................................................................................................10

7.1.1 RFQ for Rental Equipment..................................................................................................11

Level II Document Page 2 of 15 QHSE MS Procedures

Administration of contracts and legal at office shall be managed by FIN.

Level II Document Page 4 of 15 QHSE MS Procedures

Level II Document Page 5 of 15 QHSE MS Procedures

1.1.2 RFQ rental Equipment

Level II Document Page 6 of 15 QHSE MS Procedures

1.1.3 RFQ for Agencies

1.1.4 Project by Tender Process

Level II Document Page 7 of 15 QHSE MS Procedures

1.2 Project Awarding Process

Level II Document Page 8 of 15 QHSE MS Procedures

Written or faxed enquires

1.3.1 RFQ for Rental Equipment

Client enquires requiring documented quotations are received as follows:

Client issued tender documents

1.3.2 RFQ by Agencies

Level II Document Page 11 of 15 QHSE MS Procedures

MGS/ AG/ QTS / MM YY/ XXX

1.3.3 Project by Tender Process

receives enquires requiring documented quotations are received as follows:

Involvement Person In Charge

To compile all inputs from QHSE, and TCH Operation Manager

Level II Document Page 13 of 15 QHSE MS Procedures

The ability of the company to cope with the workloads;

QUALITY FORMS / RECORDS

Level II Document Page 15 of 15 QHSE MS Procedures

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