General Overview of Contract Management

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
skpandita@gmail.com

FIVE WATCH WORDS OF PROCUREMENT
CONTRACT MANAGEMENTCONTRACT MANAGEMENT
–– An OverviewAn Overview
2
Transparency
Value 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
objectiveobjective
"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 & Procedures
Contracts Management Functions
May be divided into
Contract
Consultancy
Contracts
Regional
Contracts

Corporate Contracts :
Major Plant & Machinery
involving
All New Projects
Expansion Projects
involving
Major Engg. Support
Expansion 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 MANAGEMENT
In 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 PACKAGING1. CONTRACT PACKAGING
2. TENDERING/BIDDING2. TENDERING/BIDDING
3. QUALIFICATION REQUIREMENTS FOR BIDDERS3. QUALIFICATION REQUIREMENTS FOR BIDDERS
6. SUBMISSION, RECEIPT AND OPENING OF BIDS6. SUBMISSION, RECEIPT AND OPENING OF BIDS
5. ISSUANCE OF INVITATION FOR BIDS5. ISSUANCE OF INVITATION FOR BIDS
4. BIDDING DOCUMENTS4. BIDDING DOCUMENTS
8. CONTRACT AWARD8. CONTRACT AWARD
7. EVALUATION OF BIDS7. 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 PhilosophyProcurement 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 PhilosophyProcurement 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 timeBoth 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
PrePre--AwardAward
ActivitiesActivities
Award of a
Contract
Post-Award
Activities
CONTRACT AWARD
EVALUATION OF BIDSEVALUATION 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 Process
Award of Contract
Procurement Process
Award 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
Procurement Process
Award of Contract
Procurement Process
Award of Contract
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
Procurement Process
Award of Contract
Procurement Process
Award of Contract
17
–Bidder’s Offer
–Minutes of post bid discussions
–NOA/LOA along with Amendments if any
– Approved PERT Network
–Approved Quality Plan

18
PrePre--AwardAward
ActivitiesActivities
Awardofa
Contract
Post-Award
Activities

MAJOR POST –AWARD ACTIVITIES
Signing of contract agreement
Obtaining performance and advance securities
POSTPOST –– AWARDAWARD
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,
POSTPOST –– AWARDAWARD ---- 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 completed
Last stage payments are released
Final Time extension
Final contract AmendmentsFinal contract Amendments
The warranty period is successfully completed
CPG 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 authority
on 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 tosettlement 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 authority
involved in contract execution to issue certificates
certifying fulfillment of respective obligations by the
contractor.
Contractor to furnish ‘no claim certificate’ to the
Contract Closing
(For General Contracts)
May 19, 2014
Contractor to furnish ‘no claim certificate’ to the
employer
Contractor to be discharged of its obligations under the
contract after completion of defect liability period.

• Contract Closing basically symbolizes that on closure of a contract, the
liabilities of either parties stand settled i.e. works / supplies have been
completed in terms of the provisions of the contract and all the due
payments have been released.
• Closing of the Contract is effected only after :
– PG test is successfully completed
Contract Closing
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 issued
by the concerned departments for effecting the contract closing activity.

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 byPackages 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 offor 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
Contracts Closed by Regional Head Quarters &
Projects / Station
HOD of concerned Contract groupHOD of concerned Contract group
shall coordinate and forward
all certificates
to
Regions & Projects

The coordinators for forwarding CCP’s
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-13
as 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 CorporateCCC-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 ProjectHead 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
Contract Closing
Check if any , comm. issue
is pending after latest
amendment of contract
Issue certificate
No:CCP-01
on 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 theThis 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 theThis 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 CERTIFICATE
TO BE ISSUED BY OS FOR SITE PERFORMANCE TEST
AND BY CQA&I FOR SHOP TEST
NAME OF PACKAGE:
CONTRACT 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 aboveThis 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. and10. 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 performance3. 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 reconciled2] 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 noissued 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
Contract Closing
(For Consultancy Contracts)
Check if any , comm. issue
is pending after latest
amendment of contract
Issue certificate
No:CCC-01
on 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:
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.....................................................

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 numberThis 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 to1] 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 aforesaidwe 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 ClosingContract 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 siteRepeated 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 visitRepeated visit
To
project site & Corporate office
for
collection of all BGs
and
formal closer of contract.

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 the
pending issues & expedite the closing of contract
During review identify the areas that require corrective at
other similar situations in other packages/projects

Constitution of Committees
In 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 beCCG, 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 GroupCCG – 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 CLOSURE
5. 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 Closing
which 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 - CCG
A 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 basis
shall be put up by
ED [CMG] to CMD
through
Director [Project]
with a copy towith 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 beThe 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 Committeefor 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 level
ED [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
skpandita@gmail.com
OnOn
Contract ClosingContract Closing

General Overview of Contract Management

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