Project Management Guidelines - National Transport Authority

CHAPTER 12.PHASE 5: Contract Award,Construction and ImplementationScaleDeliverablesProjects< €0.5 millionRoad Safety/Road UserAudits (if applicable)Change Order Reports(if applicable)Projects> €0.5 million and < €5 millionRoad Safety/Road User Audits(if applicable)Change Order Reports(if applicableLeading to Phase 6 Phase 6 Phase 6Figure 12.1Projects> €5 million and up to < €20 millionRoad Safety/Road User Audits(if applicable)Change Order Reports(if applicable)12.1 ApplicabilityThe full provisions of this Chapter apply toprojects of greater than €5 million in total cost.A reduced application of these provisions ispermissible for smaller projects. Refer to Chapter4 in relation to the level of applicability forprojects costing less than €0.5 million, and toChapter 5 in respect of projects costing between€0.5 million and €5 million. Figure 12.1 aboveindicates the deliverables required under thisphase for each of the three project categories.In addition to the deliverables referred to above,any updates to the Project Execution Plan duringthis phase should also be provided to the NTA.12.2 Purpose of Phase 5Having completed the tender process, thepurpose of this stage is to award theconstruction contract and to undertakeConstruction and Implementation.12.3 Key Phase 5 activitiesThe responsibility for the management ofall activities in this phase remains with theSponsoring Agency, including all matters relatedto the contract(s) awarded.The NTA expects to be kept informed of progressand consulted on key issues or events that couldhave an impact on the cost, specification orschedule of the whole project or programme.The NTA will also be particularly concerned thatthe Construction and Implementation phase ismanaged strictly according to the terms of theapproved contracts.12.3.1 Project Execution Plan UpdateThe Sponsoring Agency shall follow guidanceon the implementation stage of projectsprocured under the DoF CWMF Conditions ofContract provided in Guidance Note GN 3.1Implementation Process, and shall ensure that:> > Prior to the commencement of eachcontract, a person has been appointed toact as Employer’s Representative on behalfof the Sponsoring Agency in accordancewith the requirements of that contract;> > The functions and duties 1 of the Employer’sRepresentative shall be limited to thosestated in the contract; and> > Overall responsibility for the delivery ofthe project shall remain with the ProjectManager.12.3.2 Project Reporting and PaymentThe Employer’s Representative shall prepareregular progress reports and financial reportsrelating to the main construction contractin accordance with the requirements of thecontract. These reports shall be submitted tothe Project Manager for review. The SponsoringAgency shall be responsible for submitting tothe NTA, as part of the reporting arrangementsset out in Chapter 2, regular progress reportsrelating to the project, inclusive of progress andexpenditure matters pertaining to the contract.The Employer’s Representative shall receiveinterim applications for payment from therelevant Contractor and shall determinethe amount payable in accordance with thecontract. The Employer’s Representative shallsubmit a recommendation for payment to theProject Manager or such other appropriatedesignated person within the SponsoringAgency.The Sponsoring Agency shall ensure thatpayments are issued following receipt of the1 DoF CWMF Guidance Note GN 3.1 Implementation Process29