Page 43 - Subyek Teknik Mesin - Forsthoffers Best Practice Handbook for Rotating Machinery by William E Forsthoffer

Be st Practice 1 .10 Project Best Practices
the contractor to be sure to include a ‘technical check list’ an example of a technical check list for a compressor train in
section in the bid tabulation, for a quick confirmation that the the back of this chapter.
best technical alternative, that will produce the highest avail- Based on my experience, I have included a bid tabulation key
ability and therefore highest profits, is selected. I have included fact list in Table 1.9.1 and an acrual Bid tabulation in Table 1.9.2.

Best
Best Practice 1.10Practice 1.10Practice 1.10
Best
Conduct effective pre-award meetings to confirm that Project and possible manufacturing schedule extensions to handle
vendor final proposal details will be incorporated into the differences between the agreed terms and vendor accepted
purchase order. purchase order terms
Have EP&C issue a detailed agenda for vendor approval a minimum Change in vendor exceptions to specifications, resulting in cost
of 2 weeks prior to the meeting. adders and possible delivery delays
Confirm that the scope and all exceptions to the specifications are Lack of ‘trust’ between vendor, EP&C and end user, causing a long
accepted prior to issue of the purchase order. difficult project for all parties
The meeting can be held in the EP&C offices, but should include the
vendor personnel involved in the proposal stage, as well as the Benchmarks
assigned vendor project manager as a minimum. The writer has used the above approach in all critical equipment pro-
Establish the project schedule, coordination meeting dates and jects since 1990, resulting in ‘smooth, issue free projects’, without
document transmittal schedule. significant cost adders and schedule delays. Pre-award meetings have
been used in all projects handled by FAI since 1990:
Lessons Learned Upstream oil and gas – offshore and onshore
Poor planning and absence of key individuals in the pre- Refining
award meeting will affect the project schedule, and can Chemical
result in cost adders and delivery schedule extensions. Co-generation
Experience shows that there are always pre-award meetings, but if
they are not conducted properly, the following issues will arise:

B.P. 1.10. Supporting Material
Purpose – to ensure agreed compliance
With who? – the recommended vendor
Pre-award meeting
When? – ASAP after the bid tab is approved
Where? – depends on complexity and risk class
After completion of the bid tabulation and approval of the se- Confirm – marketing to engineering continuity
lected vendor, confirmation of the approved vendor’s proposal
details is required prior to the award of an order. In my expe-
rience, there have been many times when the vendor’s mar- Fig 1.10.1 Pre-award meeting ‘key facts’
keting and engineering departments have had significant
differences of opinion in regard to ‘what was actually sold’. The
purpose of the pre-award meeting, therefore, is to confirm the
Assure the attendance of vendor marketing and project engineer
content of the order before a contract, in order to eliminate
Agenda to be prepared by contractor/end user
additional costs and delays during the equipment engineering
Agenda contents:
and manufacturing phases. Key facts regarding the pre-award Scope of supply confirmation
meeting are presented in Figure 1.10.1. Clarification and agreement of all exceptions to specifications
A suggested outline for a pre-award meeting is given in Resolution of pending design audit issues
Figure 1.10.2. Confirmation of price and delivery schedule
Agreement of minutes and action points

Fig 1.10.2 The pre-award meeting agenda

16