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Ref. No.: MHHE/ITB/SCM/11-REV0
CONTRACT
EXHIBIT 6
Page 1 of 11
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SUPPLIER DOCUMENT INSTRUCTIONS
TABLE OF CONTENT
ITEM SUBJECT PAGE
1.0 PURPOSE 2
2.0 REFERENCE DOCUMENTS 2
3.0 DEFINITIONS 2
4.0 COMMUNICATION ADDRESS AND FACSMILE 2
5.0 MEETINGS 3
6.0 REPORTING 3
7.0 DRAWING AND DOCUMENT SUBMISSION PROCEDURES 4
8.0 EQUIPMENT VENDOR MANUALS 7
9.0 PAYMENT AND INVOICING 7
10.0 WAREHOUSE OPERATING FOR RECEIVING 8
11.0 VARIATION ORDER 9
12.0 SUPPLIER DOCUMENT REQUIRED LIST (SDRL) 9
13.0 CONTRACT CLOSURE 9
APPENDIX 5 SAMPLE OF CUSTOMER PROGRESS REPORT
APPENDIX 6 ONLINE CERTIFICATE PROGRESS CLAIM (CPC)
SUBMISSION MATERIAL PURCHASES (MILESTONE PAYMENT)
APPENDIX 7 ONLINE INVOICE SUBMISSION
APPENDIX 8 SPARE PARTS INTERCHANGEABLE RECORDS (SPIR)
APPENDIX 9 VARIATION ORDER PROPOSAL FORMS (VOPF)
APPENDIX 10 FORMAT FOR CONTRACT CLOSURE LETTER
APPENDIX 11 FORMAT FOR CONTRACT CLOSURE CERTIFICATE
APPENDIX 12 SUPPLIER DOCUMENT REQUIREMENTS LISTING (SDRL)
1.0 PURPOSE
The purpose of this guideline is to describe the required method of CONTRACT
implementation between MMHE and SUPPLIER with respect to documentation
submissions specified in CONTRACT. All costs for the fulfilment of the requirements of
this Exhibit 6: Supplier Document Instructions shall be included in Exhibit 5: Schedule
of Compensation.
Ref. No.: MHHE/ITB/SCM/11-REV0
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2.0 REFERENCE DOCUMENTS
This section must be read together with the PURCHASE ORDER and Exhibit 4: Scope
of Supply.
3.0 DEFINITIONS
MMHE – Malaysia Marine and Heavy Engineering Sdn Bhd who will issue the
CONTRACT.
SUPPLIER - any person or company to whom the CONTRACT/PURCHASE ORDER is
issued for the supply of WORK.
4.0 COMMUNICATION ADDRESSES AND FACSIMILE
Any notices and communications required to be given under this CONTRACT shall be
in writing. Such notices and communication shall be deemed to be duly given when
they shall have been delivered by hand, E-mail, or facsimile, to the parties to which
they are required to be given such party’s address as specified following:
4.1 Malaysia Marine and Heavy Engineering Sdn. Bhd.
MMHE Representative :
Address :
Telephone :
Telefax :
E-mail Address :
SITE Representative :
Address :
Telephone :
Telefax :
E-mail Address :
4.2
SUPPLIER Representative :
Address :
Telephone :
Telefax :
E-mail Address :
PROJECT Representative :
Address :
Telephone :
Telefax :
E-mail Address :
5.0 MEETINGS
5.1. The SUPPLIER shall hold meetings on the dates set by MMHE and in
accordance with the CONTRACT, and additionally, as often as is necessary
for keeping all parties fully informed with respect to the progress of the
WORK and for discussing technical subjects and resolving such problems
as may arise in the execution of the WORK. MMHE shall advise the
Ref. No.: MHHE/ITB/SCM/11-REV0
CONTRACT
EXHIBIT 6
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scheduling of meetings in writing.
5.2. All meetings scheduled throughout the performance of the CONTRACT
shall be minuted by MMHE and the minutes of each meeting shall be issued
to the SUPPLIER within 2 working days.
5.3. When resolution of issues is not possible within the meeting, or where the
matter requires some action on the part of the SUPPLIER or MMHE, then
this shall be indicated in the minutes, and MMHE or the SUPPLIER shall
subsequently respond in writing providing the necessary information and/or
confirming the course of action, as appropriate.
5.4. The SUPPLIER shall advise MMHE by giving two (2) days written notice of
all meetings of a technical nature to be held between the SUPPLIER and its
SUBSUPPLIERS. MMHE reserves the right to attend all such meetings in
order to ensure that the WORK is completed in accordance with the
CONTRACT. Attendance by MMHE shall in no way relieve the SUPPLIER of
any of its responsibilities as set forth in the CONTRACT.
5.5. In general, all meetings after the EFFECTIVE DATE shall be conducted at
MMHE'S SITE Office. However, there may be a requirement for monthly
management meetings between MMHE REPRESENTATIVE and the
SUPPLIER REPRESENTATIVE, which may be held at MMHE'S office in
Kuala Lumpur and/or Pasir Gudang Yard.
6.0 REPORTING
6.1. General
The SUPPLIER shall keep MMHE fully informed on all aspects of the WORK
that affect progress. The SUPPLIER shall provide the following reports as
required by the CONTRACT:
6.1.1. Weekly Progress Report (Refer to Exhibit 6 – Appendix 5: Sample of
Customer Progress Report).
6.1.2. Ad-hoc reports: any reports required due to unforeseen circumstances.
6.1.3. All reports shall be addressed to MMHE REPRESENTATIVE.
6.1.4. All reports shall be in standard ISO A4 size.
6.2. Weekly Progress Report
6.2.1. Throughout the performance of the WORK, the SUPPLIER shall
prepare and submit a Weekly Progress Report to MMHE within two
(2) days of the weekly cut-off date.
6.2.2. The Weekly Progress Report shall be in narrative, tabulation and
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graphical form and shall report on the following aspects of the WORK:
(a) Progress narrative covering all areas of operation.
(b) Areas of concern, including impact and proposed mitigation
measures.
(c) Schedule bar chart including all activities within the logic
network, showing planned and actual starts and finishes, sorted
by WBS and scheduled start in a format agreed with MMHE.
(d) Progress S-curve showing planned, actual and forecast progress
for each of the major elements of the WORK, down to Level 2.
(e) A summary procurement tabulation for requisitions and purchase
orders detailing total identified and status of enquiry and award
activities.
(f) Project photographs both in hard and soft copy.
6.3Materials Report
The Materials Report section shall include, as a minimum, the following
information:
(a) A material progress and tracking report for all materials to be
supplied by the SUPPLIER and MMHE (separately) giving
details of the requisition or order number, the description of
the material, the quantities ordered, the quantities required to
complete the WORK, the quantities ordered for spare, the date
ordered, the supplier, the date due or actually delivered and
the certificate or inspection report number.
(b) The Materials Report shall also include the planned and actual
progress of manufacturing and the planned and forecast
delivery dates.
6.4 Final Report
6.4.1 The Final Report as per SDRL in the Approved for Purchase
Specification.
7.0 DRAWING AND DOCUMENT SUBMISSION PROCEDURES
7.1. All drawings and required documents shall be submitted via uploading the file in
MMHE online Vendor Data Management System (VDMS).
7.2. Drawings
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