Page 36 - Subyek Teknik Mesin - Forsthoffers Best Practice Handbook for Rotating Machinery by William E Forsthoffer

Be st Practice 1 .6 Project Best Practices
presented above for a streamlined approach, if endorsed by the
End user – low probability of misinterpretation, shorter vendor project management team and implemented as noted, can result
bidding cycle time and reduced review time for vendor in considerable schedule savings and increased equipment
exceptions; resulting in lower cost, reduced project schedule and reliability.
manpower
Contractor – less preparation and review time; resulting in lower
cost, reduced project schedule and manpower
Vendor – less review and exception preparation time; resulting in The consideration given to your bid will be based on your
lower cost, reduced project schedule and manpower compliance with the requirement to list the exceptions applicable
to this project only that are necessary due to manufacturing, not
cost constraints
Fig 1.5.3 Streamlined specification format – benefits Include the added cost to comply with requirements in your bid
and not as an option
Any new or different approach will meet initial resistance Blanket exceptions to industry specifications (API, ANSI etc.) are
not acceptable
(a ‘paradigm shift') and will require specific ‘instructions to the
bidder’ in brief, clear and concise terms. Figure 1.5.4 presents
some guidelines. It has been my experience that the guidelines Fig 1.5.4 Important ITB message to all vendors

Best Practice 1.6Practice 1.6
Best
Carefully state instructions to quoting vendors in the In- Exceeding scheduled time for bid review and vendor
vitation to Bid (ITB) document. recommendations
The ITB is the only communication sent to quoting vendors prior to Unequal technical content in vendor bids
discussions and/or meetings. Potential reliability issues resulting from lack of a detailed bid review
Clear instructions are essential to minimize vendor/contractor/end (bid clarification meetings)
user discussions, and will greatly reduce the time needed to determine Excessive amount of exceptions to specifications, data sheets and
the successful bidder. best practices
Be sure to include final accepted specifications, data sheets, best
practices accepted for the project and especially pre-bid (bid clarifi- Benchmarks
cation) meeting instructions. This best practice has been used since the 1970s, especially for critical
(un-spared) equipment, and ensures optimum safety and reliability and
maximum revenue over the life of the process. It has been incorporated
Lessons Learned
globally in all upstream and downstream projects.
Absence or lack of ITB vendor instructions results in end- This approach has resulted in a ‘teamwork’ spirit between
less meetings, discussions and emails. EP&Cs, vendors and end users, because all parties know the rules
Not accurately stating vendor instructions in the ITB will result in the and work together towards the stated objectives in the ITB
following issues: Instructions.

B.P. 1.6. Supporting Material

Incorporate all project team accepted items (design audit, best
practices, pre-bid meetings, test requirements, etc.)
Include pre-bid meeting instructions (when, where and who
attends)
Include design audit details (when, where and who attends)
Define discipline and experience requirements for all participants
in all scheduled meetings
Note penalty for non-compliance (e.g., bid not accepted)

Fig 1.6.1 ITB instructions to vendors

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