FIDUCIARY MISSION: LESSONS LEARNT DURING DOCUMENTATION OF RECORDS

ADVANCE PAYMENT GUARANTEE (APG) - Initial payment to a consultant above 20% must include APG. APGs must be verified On line/ Telex, unless a situation where the financial institution fails to respond through these medium then visitation will be the next option. 

FILLING AND DOCUMENTATION OF RECORDS 
  1. Documentation of records should be done accurately, appropriately and timely.
  2. Pagination is very important in documentation.
  3. All document relating to a particular transaction should be maintained in a single file.
  4. All quotations submitted by the contractors must contain e-mail address, phone number & office address 

MOBILIZATION TO SITE 
  • Contractors should mobilize to site within two weeks of the payment of mobilization fee. 

BID EVALUATION 
  1. Site verification should be done by the project Engineer.
  2. Bid evaluation should be done in SPMU, office and not in the Hotel.
  3. Evaluation Report must be forwarded to the Bank immediately after the exercise is completed.
  4. Utmost confidentiality must be maintained during evaluation exercise. 

SITE ALLOWANCES BY THE PROJECT STAFF 
  1. During site visitation only relevant officers are permitted to visit the site.
  2. The officers are only entitled to 40% of DSA if the assignment exceeds 4pm.

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