Contracts Head

Development Scale:

~4 mn sq. ft. Commercial project (Intellion Edge) on a ~12-acre land parcel in west Pune.

• Proposed Grade A development shall comprise of:

Office- ~3.6 mn sq. ft. | High Street Retail: ~0.2 mn sq. ft. | Upscale Hotel: ~0.2 mn sq. ft.

• Total Built-up Area- ~5 mn sq. ft. (incl. Parking)

• Estimated Project Cost- INR 1900+ crores

• Project shall be developed in a phased manner (3 phases) over the next 5-6 years

Key purpose of the job: Reporting to the Project Head, the Project Contracts Manager shall be based out at the Project office and will be responsible for the overall Contract Administration for a particular project.

Strategy

• Prepare and Present the Contracting Strategy and Requirement for the Project in line with the overall organizational and Project Objectives.
• Responsible for Tender Event Schedule in line with contracting strategy for the project and In collaboration with CO contract team responsible for implementation of the same.
• Strong Techno Commercial Knowledge, Construction Processes and Understanding of various methodologies.

Vendor Management

• Monitor Performance of QS and ensure performance as per agreed contract terms and meeting project objectives.
• Develop strong relationships with key partners for the project.
• Carry out the empanelment process of new vendors as per vendor base strategy.
• Carry out vendor performance evaluation for the project
• Adopt a partnership approach to vendor management and drive vendor development as and when required

Tendering and Negotiations

• For the Contracts to be awarded by the Corporate Contracts:
• Initiate Contract Service Request after consolidating all required information from various stakeholders
• Initiate Tendering process and record all pre-tender communication with Corporate Contracts department
• For the Contracts to be awarded by Project Contracts:[DP1]
• In Consultation with Project Head and CO Contracts, responsible to Pre-qualify bidders for each tender package identified in line with approved contracting strategy.
• Ensuring tender documentation prepared by QS is based on inputs received from various departments and consultants. Responsible to ensure tender documentation protects us from key risks and have sufficient corrective / remedial measures protecting project objectives.
• Responsible to drive QS in ensuring Tender Event Schedule timelines are met – from Float tenders to shortlisted bidders and receive priced tenders, Earnest Money Deposits (EMDs) and other submittals as stipulated in the Tender documents and shortlist valid tender proposals
• Responsible to ensure adherence to SOP’s and best practices on all key areas including response to pre-bid queries from bidders, preparation of estimated, review of rate analysis etc complete.
• Responsible to ensure continuous monitoring of tender proposals with approved budgets, identify areas of differences and prepare strategies in contracting to meet overall budgets of the project.
• Evaluate shortlisted tenders, and lead negotiation along with Project Head and CO Contracts head with the tenderers for package finalization
• Initiate Internal Approvals in discussion with Project Head and Corporate Contracts
• Issue LOA / LOI / Work Order as per final mutually agreed terms with the contractor and ensuring all post finalization contract documentations are signed off in a timely manner.

Contract Administration

• Responsible for all Contractual correspondences with the contractors pertaining to construction schedules, Bank Guarantees, quality of work, deviations, hindrances, recoveries, penalties, insurance policies, other statutory requirements, etc. Along with Project Head, responsible to ensure organizational/project objectives are protected at all times.
• Responsible for all bill certifications including ensuring verification / certification by QS complete.s
• Prepare & issue the change orders / amendments and update the same in MIS after all internal approvals.
• Responsible for preparation of cash flows, updating cost / budget consumption and monthly reporting of project expenses and cost to complete.
• Co-ordinate with Consultants, Project Execution Team & other Departments for drawings, reports, schedules & other data
• Follow up with Project Execution Team and contractors for performance & timely completion
• Track MIS for all documents (Tenders, Work Orders, Change Orders / Amendments, Cancellations, Insurance policies, Bank Guarantees, etc.)
• Keep track of entire correspondence & documents pertaining to each contract
• Ensure Monthly tracking by the Planning Manager and officially communicate deviations w.r.t Contract schedule, to the contractor
• Ensure preparation of Drawing Issue Schedule by Planning Manager and track the issue as per agreed schedule.
• Receive Claims of Contractor, review with QS, Project Head and Corporate Team and coordinate for timely closure
• Maintain log of Contractual correspondences (Letters/E-mails) and ensure that all communications of the Contractors are responded to within a reasonable time
• Coordination meeting with dependent agencies to clear front related issues
• Prepare delay analysis report of each contractor
• Maintain contract administration check list and related documents and formats and send related MIS
• Closure of contract after the end of Defects Liability Period

Claims Management

• Analysis of claims, Costing of claims involved in Arbitration and DRB process of various claims
• Preparing Statement of Facts required for Arbitration and DRB process
• Briefing counsels for Arbitration cases

Dispute Resolution

• Settlement of Disputes arising during contract and post contract
• Resolve disputes regarding claims amicably; as far as possible under the guidance of the Project Head & Corporate Contracts Team
• Provide technical aid to the Legal Department for matters under litigation and Arbitration

Knowledge Management

· Document and share lessons learnt from time to time and implement improvement actions

Internal & External Interactions

Internal: Project Head, Central Contracts and Procurement, Design, Budgeting & Costing, Finance, Planning, Construction

External: Contractors

Education & Experience Requirement:

• B.E / B. Tech (Civil))
• Degree from NICMAR will be an added advantage
• At least 10 years of experience in Contracts Management and should have worked as lead – contracts on large scale commercial project with a leading Developer.

Mandatory Skills/ Knowledge:

• Proficient in SAP
• Fair understanding of Indian Contracts Act, Arbitration and Conciliation Act etc.
• Fair understanding of 4-5 trade packages involved in a typical building construction project