Control of Project Progress .1 Programmes

4.1.1 Master Projects Programme

HCC will be provided with an annual global programme including all on-going projects.

This programme is prepared and issued by the Project Planning Consultant.

4.1.2 Global Detailed Project Programme

This programme details all critical steps in the project and includes the three Energy Recovery Facilities.

This programme is reviewed and updated at least every three months. The Project Planning Consultant will issue it.

Author: A B Efw-pqp (2).doc 10/06/04

4.1.3 Site Construction Progress Programme

This programme is to be issued to the Development Director by the Site Project Manager every month up to final Plant Take Over based on his/her assessment of the information provided by the Contractor.

HAMPSHIRE WASTE SERVICES Page 18 / 28

4.1.4 Approved Programme

This programme indicates the relevant contractual key dates such as but not limited to:

• Grid connection

• Commissioning

and will include the following schedules:

• Document submission schedule stating anticipated date of submission of contractual documents and drawings

• Off-site and on-site inspection schedule stating anticipated dates of equipment testing and inspection

4.1.5 Contract Key Events Programme

Appendix 7 (Times and stages of completion) is an extract from the Schedule 5 of the Construction Contract and the Key dates are:

• Contract Signature

• Notice to Proceed

• Utilities Connections

• Electrical Grid Connection

• Construction Completion Report

• Training Programme

• Construction Completion Certificate

• Performances Tests

• Take Over Certificate (with or without qualifications)

• Qualifications Removal Certificate

• Final Acceptance Certificate

4.2 Meetings

4.2.1 HWS Project Review Meetings

Refer to Management System Manual – DP 04

The Project Planning Consultant prepares the minutes of meetings, which take place monthly or fortnightly as the need arises. The Development Director or his representative reports all appropriate information about ERF Projects

4.2.2 Plant Design and Site Preparation Review Meetings

These meetings will take place every week, or as appropriate from the signature of the Contract until the beginning of the Construction. This meeting will take place between the Contractor and HWS with appropriate Consultants to discuss all matters in regard to the plant design and site preparation and others.

4.2.3 ERF Review Meetings

These meetings will take place every week at Head Office. The designated Site Project Manager will prepare the minutes of meeting. These are HWS internal meeting with the purpose to review all documentation and correspondence issued by the Turnkey Contractor.

4.2.4 Design Review and Site Meetings

These meetings will take place generally on a weekly basis on a fixed day. The Site Project Manager will write the minutes of the meeting. These meetings will take place between the Contractor and HWS with appropriate Consultants to assess the day to day activities on the site by the Contractor and address request for corrective action.

Author: A B Efw-pqp (2).doc 10/06/04

4.2.5 Monthly Progress Meetings With the Turnkey Contractor

These meetings will take place on a monthly basis between the Contractor and HWS with appropriate Consultants to review and oversee progress. The meeting will allow the Site Project Manager to prepare and issue the Monthly Site Report.

HAMPSHIRE WASTE SERVICES Page 19 / 28

With the Consultants

These meetings will take place on a monthly basis between HWS and each Consultant at Project Director level to address areas of concerns and define the on-going strategy and needs for consideration.

4.2.6 Schedules and Minutes of Meeting

Schedule of meetings (calendar) will be developed at the commencement of each project..

A Standard form of minutes of sites meetings and typical agenda are contained in Appendix 3.

4.3 Progress Reports

4.3.1 Contractor’s Reports

The Contractor will report in writing to HWS each month. Reports will cover, but not be limited to the following:

• Programme Review

• Shortages/Delays

• Progress

• Completion Date

• Resolution of Request for Corrective Action

• Outstanding information 4.3.2 Site Progress Reports

A monthly report is to be issued by the Site Project Manager and reviewed and approved by the Development Director prior to distribution. This reports is to cover, but not be limited to the following:

• Contractor’s Activities

• Staff and site installations

• Progress state (%)

• Programme for the next month

• Delays and impact

• Proposed recovery programme/strategy to eliminate such delays

• Actions to be taken over the next period

• Financial management

• Equipment management

• Management of documents

• Quality Assurance

• Health and Safety 4.3.3 Global Progress Reports

A monthly report is to be submitted by the Development Director to the Managing Director.

This report is to cover, but not be limited to, the following issues:

• Contractor’s Activities

• Staff and site installations

• Progress state (%)

• Programme for the next month

• Delays and impact

• Proposed recovery programme/strategy to eliminate such delays

• Actions to be taken over the next period

• Financial management

• Equipment management

• Management of documents

• Quality Assurance

• Health and Safety

Author: A B Efw-pqp (2).doc 10/06/04

4.3.4 Global Financial Reports

A monthly report is to be submitted by the Business Analyst to the Development Director. This report is to cover all items as per Section 5 “Financial Control” of this document.

HAMPSHIRE WASTE SERVICES Page 20 / 28

4.4 Contract Variations

The contractual conditions are defined in the General Conditions of the Contract Clauses 13 to 17, which are listed below:

• 13. Force Majeure and Delays

• 14. Damages for Delay

• 15. Variations

• 16. Contractor’s Variations

• 17. Valuation of Variations

The Development Director will approve contract Variations. Should a variation have an impact on the Insurance Specification or the Contract with HCC, it will be reported to the parties concerned.