FORM 3

TECHNICAL PROPOSAL PREPARATION REQUIREMENTS

TENDER NO. 1467

1 PREAMBLE

Technical Proposal
The Bidders shall prepare technical proposals for Maintenance based on purpose, scope, and time of
performance of all works relevant to the Contract.

In its Technical Proposal, the Bidder shall assure the Company that the services to be performed under
the Contract comply with the terms, requirements, and parameters issued in the Tender Documentation.
In addition, the Bidder shall also give due regard to the requirements of the “Schedule” in Annex 4 of
Appendix 1 Scope of Works.

The Bidder shall provide details of Services, Tooling, Equipment, Manpower and Materials, envisaged
for all phases and aspects of the Contract.

Relationships
The successful Bidder is expected to develop a long term collaborative relationship with the Company.
This will enable the successful Bidder (Contractor) to significantly contribute towards achieving the
Company’s key business objectives.

The Company will expect the successful Bidder (Contractor) to demonstrate ability to:

• Implement best practice working methods, and cost value optimization.

• Deliver a cost efficient service that support achievement of production targets, and provides high
level of equipment uptime, reliability and operability.
• Propose transparent structures of remuneration and unit rates composition supported with a
breakdown.
• Provide skilled, competent and proactive crews to execute work activities.
• Develop and train resources to support the operation and maintenance activities.
• Furnish HSE accreditation, and ability to comply with Company policy.
It is envisaged that the Scope of Work provided under the Draft Contract, and the Role the Contractor
provides, shall evolve as the relationship with the successful Bidder matures, and a track record is
established.

This document together with attachments referenced, is not intended as a definitive list to be submitted
by the Bidder, but should be viewed as some of the key elements Company anticipates compliance with.

Strategy
The Company shall set the maintenance and operations strategy to be adopted during the course of the
Contract.

The Contractor shall execute that strategy, monitor the performance, and proactively identify proposed
changes to the strategy, which would support improved reliability and / or reduce costs.

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Organisation
It is intended that the Contractor’s final organogram shall align with the Company’s. However, it is a
fundamental requirement of this tender submission that the Contractor identifies the number and type
of resources proposed to support the assets as well as the tooling envisaged.

Qualification
Other technical requirements to ensure adequate work performance are stipulated below and in
appropriate appendices to the Draft Contract.

As a part of technical proposal, the Bidder shall submit the required information and documents as
stipulated in the following section:

TECHNICAL INFORMATION

1. Registration and Permit Documents

1.1 Provide Bidder’s company documents in accordance with Chapter V, of the ITB.

1.2 (a) For Bidders registered in Republic of Iraq:

Provide at least one of the following or more documents: ID card issued by the Chamber of
Commerce, valid registration certificate/trade license issued by the Ministry of Trade, contract
classification card issued by the Ministry of Planning (or another document as per the nature
of required works or services) to the effect that a Bidder is registered in Republic of Iraq and
is in good standing at the date of submitting its bid; or

(b) For foreign Bidders not registered in Republic of Iraq:

Provide a foreign equivalent of the document mentioned in para (a) above issued by a
competent authority in a foreign country to the same effect.

2. Contract Management Experience

2.1. Submit list of ongoing operation (attendance) and maintenance services on Power Plants, with
capacity not less than 100 MW, and associated equipment in the last three (3) years globally
in the format specified in Table 1.

2.2. Submit list of similar projects undertaken in Middle East during the last five years period in the
format specified in Table 1 (ongoing or expired not earlier than 6 months before the
announcement of this tender).

2.3. Submit list of similar projects undertaken in the Republic of Iraq during the last five year period
in the format specified in Table 1.

2.4 Submit list of ongoing or competed refurbishment projects of gas turbine capital spares in
Middle East in the format specified in Table 1.

3. Technical Capabilities

3.1 Provide document/procedure for engineering support in the field of maintenance change and
modification (Management of Change).

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3.2 Provide evidence of existing partnership or authorized support agreements with the field`s
relevant original equipment manufacturers (OEMs).

3.3 Provide document/procedure that describes development of maintenance programs for oil and
gas facilities.

3.4 Provide evidence of capability to perform planning, scheduling, progress tracking, reporting in
MS Project and Primavera P6. To this end, CONTRACTOR shall further confirm availability of
IT team, ORACLE partnership certificate and confirm approximate system mobilization
schedule.

3.5 Provide evidence of knowledge of SAP Plant Maintenance and experience in implementation,
working, managing and updating of computerized maintenance management systems
(CMMS).

3.6 Provide confirmation that within 90 days from the Effective Date of the Contract, Bidder will
mobilize to the Worksite all individual and collective tools specified within Annex 10 to
Appendix 1 of the draft of the Contract.

3.7 Provide information regarding Home Office in the format specified in Table 2 and describe its
capabilities in terms of supporting the project in engineering and maintenance requirements.

3.8 Provide evidence of availability of an operating branch office in the Republic of Iraq to support
the project OR submit a Letter of Confirmation that Bidder intends to open an operating branch
office in the Republic of Iraq no later than 3 months from the Contract award date.

4. Organisational Capabilities

4.1 Provide a draft of Project Execution Plan that clearly describes how bidder plans to execute
the project.
Project Execution Plan shall contain as a minimum the following:
• Execution of Scope of Work
• Project objectives
• Procurement execution
• Maintenance execution
• Project controls
• Coordination with other parties, interfacing, communication
• Value improvement
• Productivity Analysis Methods.
In case the same processes are described in other procedures, the references shall contain
in the Project Execution Plan and their copies to be provided.

4.2 Provide a draft of Project Maintenance Plan, containing as a minimum:

• All department functions and responsibilities.
• All phases of the project related to Contractors Home Office, mobilization, execution,
close-out and demobilization.

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 • Tracking the physical progress at site.

4.3 Provide a draft of Co-ordination Procedure addressing anticipated interfaces, as indicated in

Annex 9 to Appendix 1 of the draft of the Contract.
Procedure shall have as minimum the following:
• Responsibilities for coordination
• Reference to relevant section of Scope of Work
• Coordination with client
• Coordination with subcontractors
• Coordination with third parties
• Coordination with local authorities

4.4 Provide corporate organization chart demonstrating the following:

• Corporate management
• Project management
• Engineering
• Procurement
• Operations
• Maintenance
• Interface with Company and other parties.
• Reporting protocols

4.5 Provide manpower chart for the following demonstrating site and home office support:
• Overall project
• Engineering
• Procurement
• Site Maintenance
• Site Supervision.

5. Human Resources

5.1 Submit CVs of candidates (at least three (3) candidates for each role) in the format shown in
the Table 4 for the following Key Personnel:
• Operations & Maintenance manager
• Shift Electrical Supervisor (Operations)
• Shift Rotating Engineer (Operations)
• Shift Control & Automation Engineer (Operations)

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 • Shift Engineer-Technologist CCR (Operations)
• Electrical Engineer (Maintenance)
• Relay Protection Engineer (Maintenance)
• Mechanical Engineer (Maintenance)
• Instrument Engineer (Maintenance)

The submitted CVs shall satisfy the following minimum requirements:

• Education shall be at least of Bachelor's degree (or acceptable equivalent) that
corresponds with proposed position;
• At least five (5) years of relevant experience in Oil and Gas sphere, petrochemical
area;
• At least eight (8) years of total work experience;
• At least at upper-intermediate level English language.
In case of contract award, Company reserves the right to demand staff with experience equal
to or higher than that shown on the CVs submitted as part of the tender.

5.2 Provide evidence of availability of qualified and experienced Iraqi staff and specify total
number of Iraqi staff in overall headcount of the bidder.

5.3 Provide manpower histogram demonstrating total number of maintenance personnel available
in the Republic of Iraq, current utilization, and projected additional requirement for the duration
of project.
The chart shall contain all contractors’ personnel as well as all subcontractors, for every stage
of the Project.

5.4 Submit formal training and competency assurance program planned to be executed on the
Project.
The program shall describe the anticipated organizational structure and include both list and
description of individual training and development programs with objectives and timing for
each position.
Furthermore, the bidder is required to provide evidence of successful previous experience in
training and competency assurance and describe its planned hiring practices and
performance management processes.

5.5 Provide personnel training procedure planned to be executed on the Project that describes
the methods and sequences of training process specific to Contract requirements.

5.6 Provide evidence of your ability to mobilize key personnel for plant maintenance activity within
a three (3) month duration from the Mobilization Notice, as defined in Scope of Works.

6. Quality Management System

6.1 Submit copy of valid registration certificate that demonstrate that bidder's Quality Management
System is accredited by one of the recognized certifying bodies in compliance with ISO
standards.

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6.2 Provide corporate document that describes bidder's Quality Management System and QA/QC
manual.

6.3 Provide the following quality procedures:

• Project Quality Plan
• Subcontractor/Vendor Qualification Procedure
• Procurement Inspection and Compliance Audit Procedure
• Calibration Procedure
• Document Control including Project Management Information System, Contract
Administration and reporting
• Material Traceability Procedure
• Non-Conformance Procedure
• Audit Program and Procedures

6.4 Provide a prospective audit schedule that meets the requirements of Scope of Work

7. Health, Safety and Environment (HSE)

7.1 Submit copies of valid registration certificates that demonstrate that bidder's occupational
health and safety and environmental management systems are accredited by one of the
recognized certifying bodies in compliance with ISO standards.

7.2 Provide a copy of bidder’s current HSE Policy.

7.3 Provide HSE organization structure that describes both corporate and project HSE support
personnel.
Provide CVs of HSE personnel (experience HSE officer at least 3 yrs. in the relevant area)
declared within HSE organization structure.

7.4 Provide the following HSE documents and information:

• HSE Plan specific to the project
• Waste management procedures
• Number of proposed HSE staff directly engaged in the Contract

7.5 Provide evidence of establishment of safety standards, covering all aspects of Scope of Work
under the Contract.

7.6 Provide a copy of Subcontractor Management Procedure.

7.7 Provide a copy of Personnel Protective Equipment procedure.

7.8 Provide HSE statistics for the last 3 years including number of employees, man-hours worked,
Fatalities, Total Recordable Incidents number and rate, Lost Time Injury number and rate,
number of First Aid Cases and near misses registered, Road Traffic Accidents, Environmental
Incidents etc.

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7.9 Provide copies of Incident Management procedures.

8. Supply Chain Management

8.1 Provide evidence that you have in place an ISO compliant and accredited Procurement and
Logistics Management System relevant to the Republic of Iraq and embracing the following
aspects:
• Procurement procedures
• Evaluation of Vendors and subcontractors
• Inspection and test plans
• Logistics and Material Management
• Warehouse procedures
• Mobilisation and demobilisation of equipment
• Preservation procedures
• Custom clearance
• Spare parts and tools
8.2 Provide corporate procedures of warehouse material management, storage and preservation.

9. Compliance with Scope of Work

9.1 Confirm and certify your ability and obligation to perform the full scope of work (all the activities
in accordance with the Scope of Work under the Tender) by the sections and by types of
works. Refers to Table 3.

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 TABLES

Table 1 - Project Experience list

Evidence of ongoing Operation / Maintenance projects for oil and gas production facilities.

Name of client, contact information

Title, location and type of project
Name of client Project Manager/Project Director responsible for supervision
Scope of work executed by the Bidder
Contract value for the works executed by the Bidder
Commencement date / duration
Nature of any of the Applicant’s work sub-contracted (and percentages)

Table 2 – Bidders Main and Branch office Details

Main and Branch offices that the Bidder intends to use during the Contract and its
availability. Include all the information listed below.

Number of personnel to be involved in the project

2022 2023 2024 2025
Offices / branch
Personnel
No. location for disciplines
Positions
listed: Total Total Total Total
number number number number

1 Management
1.1.
2 Engineering Support
2.1.
3 Procurement
3.1.
4 HSEQ
4.1.

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Table 3 – Bid Criteria checklist

Answer
No. CRITERIA
(YES/NO)

PLEASE CONFIRM THE FOLLOWING:

Willingness to work on Unit rates basis with regards to Maintenance and
1. Engineering Support Services, and to procure on a reimbursable basis defined
special tooling and spare parts.
2. Ability to obtain required Contract Performance Bond.
Confirmation of capability to provide adequate insurance cover for the work and
3.
services to be performed.
Confirmation of capability to retain local Subcontractors and/or Suppliers for
4.
work performance.
Confirmation of Company’s right to conduct audit of all information provided by
5.
the Bidder.
Confirmation of Company’s right to visit and examine the Bidders’ offices and
6.
any facilities.
7. Confirmation of ability to meet all other requirements of Tender Documentation.
Confirmation of ability to perform all activities in accordance with the Scope of
8.
Work under the Tender

Table 4 – CV Format

Required format for Bidders candidates.

Applicable Position

Main or Reserve
1. Full Name
2. Date of Birth
3. Professional qualification
Information about candidate 4. Education and Training details
5. Certifications
6. Awards
7. Current role
1. Name
2. Address
3. Phone
Current Employer
4. Fax
5. Contact person (manager, responsible contact person for personnel)
6. Telex/e-mail

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Provide (in reverse chronological order) brief description about candidate’s working career for the last
ten (10) years. Specify the existence of professional, technical experience that is relevant to the
project.

Employer Position (appropriate technical and managerial

From To
/ Project experience)

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