Contractor Additional Work Request Refreshment 2025

Background & Objective

Background
Power Plant found unforeseen work and request the contractor to perform corrective maintenance with
out OMA scope of expedite work for reduce loss and time maintenance. After implement process of
emergency work, PWP team found problem of high quantity of maintenance work which necessary to
be performed before document issue for maintain plant reliability which lead to missing list of
additional work and delay of PO issuance/payment.

Objective
Clarify process flow with refreshment workflow and document with contractor.

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 Agenda

1. Background & Objective

2. Contractor Qualification
3. PWP Conceptual for Contractor Selection
4. Work request’s form
5. Contractor Performance Evaluations
6. Invoicing, Billing Cycle and Payment

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 Contractor Qualification

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 Contractor Pre-qualification

Technical Part Safety Part

Organization and manpower (Required for email and phone number
Company Register Certification / Delegation Authorization
for site manager, supervisor, safety coordinator)
SHE risk assessment (Job Safety Health Environment Analysis : JSA
Company profile/Experience/Expertise
& Site permit)

Last 3 Years, Financial statement. Name list with ID card of staffs and Training record/ Certificated

Organization and manpower (Manager, Supervisor, Safety

Health check and drug test report
Coordinator)
Certification (Technical/Safety/Training/ Welder must require
Equipment list and inspection record
certificate etc.)

Quality Control Procedure Safety and environment equipment list

Safety Management Control Procedure PPE. list

Tools List. Vehicle document and driving licenses

** Remark : Contractor should always update contract and key personnel with procurement team and job owner when any changes occur to
5 keep any important information from HPC.
 PWP Conceptual for Contractor Selection

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 PWP Conceptual for Contractor Selection

Selection Type Selection Criterions Remark

1. Emergency Procurement  Effect to plant shutdown/derate. • Ref. Procurement Policy.

 Effect to safety, health and environment. • The contractor selected by
 Found problem during plant shutdown/derate. user with reasonable price
 Found problem under maintenance/unpredictable. and able to clarify the price.
 EGAT additional work.
 Work completed before PO submission. (case by case)
2. Specific Procurement (RFQ)

2.1 OEM/Special Work  Only the OEM able to perform the work. • Pre-qualify contractor by
 Only the contractor specify able to perform work. user.

2.2 Difficulty manage work at the job site  Highest performance for the job type (able refer. performance • Pre-qualify contractor by
or duplication area or difficulty of plant. evaluation for reference project) user and recommend PRO
 Good manage duplication area and difficulty at the job site to for qualified contractor.
reduce risk of maintenance or idle time. (commercial aspect).
3. Bidding Process (RFQ/TOR)  Work able to plan before work start such backlog work, • Ref. Procurement Policy.
modification work, work which plan to perform during planned • The user able to
3.1 RFQ: Price less than 3.4 MTHB,
outage period or routine work which not effect to plan recommend procurement
Submit RFQ to PRO for request quotation.
shutdown or derate or environmental impact. team for the qualify
3.2 TOR: Price more than 3.4 MTHB,  Project improvement and MOC as approval annual budget. contractor list, potential
7create TOR and present Procurement  Not special work or no required high technical work. (more contractor list.
Committee. than one contractor able to perform work)
 Work request’s form

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 Why we use “Additional Work Request” process?

1. Unable to recognize all the work that has occurred including work tracking and work quality control.
2. The contractor submitted the quotation but HPC not able to verify the correctly price in time. (High cost)
3. The requester is not able to evaluation work loads lead to many work is not completed in time committed.
4. Poor manage workload of contractor, lead to low quality and time.
5. Unable to predict accurate cost and cost outlooks.
6. To improve work system and work transparency.
7. To reduce workload for maintenance staff.
8. Delay of PO and payment.
9. Some contractor/job owner mis-understanding of additional work request process.

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 Work request’s form

Obligations
1. The contractor proposed prepare the document with full fill information and sign by all relate persons identified in
form.
2. HPC has reserved right to hold payment or reject work proposed the contractor is not follow the regulation and work
request form not completed.
3. HPC must review all information in request form and before signing in form.
4. HPC must be transparent for own work, job approval including maintaining the company's interests.
5. This document need to submit before start work exceptional for emergency case which related to plant shutdown or
derate.
6. This document only for work commencement confirmation not relate to price in quotation and HPC is reserved right
to negotiate final price whether work completed.
7. The contractor must provide details and price breakdown for support HPC consideration and approval.
8. The contractor who have signed fixed price agreement with HPC, shall follows the unit rate as agreement for
proposed price for emergency or additional work. (Exceptional for special work which propose as lumpsum price)

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 Work request’s form [How to fill?]
WORK REQUEST FORM
2) Work description (Fill by Contractor)
1) Contractor’s MANPOWER SERVICE

company logo Job Name : Job Status :

Company Name : Job No. : HPC-XXX-YY-XXX HPC-XXX-YY-XXX XXX ่ อบริษท

ต ัวอ ักษรภาษาอ ังกฤษชือย่ ั 3 ต ัว

Request Date : Start Date : Finished Date : YY ปี

Quotation No. : XXX Running number start from 001

Locations : Location in Plot Plan

Work Details

No Descriptions Remark

3) Work details (Fill by Contractor) 4) Working area (Fill by Contractor)

Request Type :

( ) The scope of work out of OMA's scope

( ) Support Emergency Works

Type of work (Fill by Requester)
( ) Support Improvement Projects

( ) Support Planned Outage Work

Remark : Must to identifyed EGAT or HPC

Hiring Type (Fill by

…......................................................
Requester, after agreed Hiring Type : ( ) Lumpsum ( ) Manday/Rate
( )
with contractor together)
Request By Initial By (1) Initial By (2)

5) Representative ( ) ( ) ( ) Sign by Representative of

of Contractor Requestor (Contractor) HPC Job owner EGAT O&M requester (HPC and EGAT)
Date :_________________________ Date :_______________________ Date :_______________________

Approved By Reviewed By Remark:

- This document need to submit before start
work exceptional for emergency case which
related to plant shutdown or derate.
- HPC reserve right to pay the expense to
contractor only the document with final signed
( ) ( )
Reviewer (Sign by HPC) Power Plant Maintenance
Maintenance Planning Team
by HPC.
- This document only for work commencement
(Section Manager and Up) confirmation not relate to price in quotation and
HPC is reserved right to negotiate final price
Date :_________________________ Date :_______________________ whether work completed.

11 - Ths contractor must provide details and price

breakdown for support HPC consideration and
approval.

Rev.07_20241225

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 Work request’s form [How to fill?]

Request By Initial By (1) Initial By (2)

Remark:
- This document need to submit
before start work exceptional for
emergency case which related to
( ) ( ) ( )
plant shutdown or derate.
Requestor (Contractor) HPC Job owner EGAT O&M
- HPC reserve right to pay the
Date :_________________________ Date :_______________________ Date :_______________________
expense to contractor only the
document with final signed by HPC.
Approved By Reviewed By Remark:
- This document need to submit before start
- This document only for work
work exceptional for emergency case which commencement confirmation not
related to plant shutdown or derate.
- HPC reserve right to pay the expense to relate to price in quotation and HPC
contractor only the document with final signed
( ) ( )
by HPC.
is reserved right to negotiate final
Power Plant Maintenance
Maintenance Planning Team
- This document only for work commencement price whether work completed.
(Section Manager and Up) confirmation not relate to price in quotation and
HPC is reserved right to negotiate final price
Date :_________________________ Date :_______________________ whether work completed.
- The contractor must provide
- Ths contractor must provide details and price details and price breakdown for
breakdown for support HPC consideration and
approval. support HPC consideration and
approval.
Rev.07_20241225

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 Work Process of Additional work request (Normal)
REQUESTER (EGAT's OM/ HPC) CONTRACTOR HPC's MAINTENANCE PLANNING
Job owner shall request quotation
HPC disagreed and inform
with RFQ:
Start End (1)
EGAT that the OMA s scope o Request quotation by
procurement team.
Request
o Including RFQ (Request for
Additional work
Review and revise document No (1)
Quotation)
o Contractor shall be selected by
- Site Preparation
- Signed Document
- Register Document
No (2) procurement team exceptional for
No
Emergency ? - Submit completed of
"Additional work request form
- Agreed Hiring Type
- Outlook/Forecasting
Agreed ? specific work which is requested
- Review Document
" and Quotation
&Price Nagotiation from PWP team.
Yes Document preparation
Yes
- Job/Project Name
- Start/Finish Date
- Work location
Emergency Maintenance - Signed Contract
work loop - Quotation Process HPC s internal
PR/PO process

Perform Work

Complete Work

Document preparation
Submit document within 1 week - Maintenance Report
after work completed - Acceptance Report

Signed of Invoicing
Review quality/quantitySign of Preparation Invoicing Package by 10 and
Package and GR End (2)
maintenance/acceptance report 25 of month according to payment due
13 Acceptance report

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 Work Process of Additional work request (Emergency)
REQUESTER (EGAT's OM/ HPC) CONTRACTOR HPC's MAINTENANCE PLANNING
Additional

Start HPC disagreed and inform

User/HPC’s job owner have to
End (1)
EGAT that the OMA s scope
create emergency form for
approval parallel with
Request contractor conduct and submit
Additional work
Review and revise document No (1)
work request form to job
owner.
- Signed Document
Yes - Site Preparation
- Register Document
Emergency ? - Submit completed of Agreed ?
- Agreed Hiring Type
"Additional work request form No (2)
- Outlook/Forecasting
Document preparation
** Including additional work
No - Job/Project Name
- Start/Finish Date
Yes during planned outage period.
- Work location
- Signed Contract
Non-Emergency
Maintenance work loop

Perform Work

Review Document Process HPC s internal

Complete Work
&Price Nagotiation PR/PO process
Document preparation
Submit document within 1 week - Maintenance Report
after work completed - Acceptance Report
- Quotation

Signed of Invoicing
Review quality/quantitySign of Preparation Invoicing Package by 10 and
Package and GR End (2)
maintenance/acceptance report 25 of month according to payment due
Acceptance report
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 Request for Quotation (RFQ)
1. Requisition date
2. Document No. : PWP-RFQ-YY-XXXX
3. Job Description
4. Job Owner + Email + Tel.
5. Location
6. Service type
7. Scope of Service (Including Key Deliverable, Project schedule,
Contractor Qualifications, Term of Payments, Penalty and Terminate)
8. Material specification (if any)
9. Delivery (Goods on-site)
10. Work duration
11. Planned start date
12. Sign-off
Contractor’s scope of provision
✓ Propose detail of scope of service clearly
✓ Propose material specification with delivery timeline (if any)
✓ Propose key minestrone date

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 Work record and clarify work request group meeting

1. Maintenance admin staff will record and summary any expenses work request’s form based on work list records
from all sub-contractor which will submit as monthly basis.
2. Monthly group meeting for clarify work request list.
I. In order to work request agreed together the cost shall be provided by HPC (Emergency, Out of OMA’s
scope, Support improvement project [not include improvement expense under OMA], Agreed by HPC’s
management)
II. In order to work request list is under scope of OMA, HPC will claim or compensate cost with EGAT

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 Work reporting and Final report

1. Submit work procedure, acceptance criterion to HPC approved (Paper) before work commencement
2. Daily progression report with picture (Planned today/ Actual progress / Potential delay / Mitigation or Catch up plan if
status delayed)
3. Daily manpower loading
4. Final report (for acceptance certification and invoicing package)
4.1 Work procedure
4.2 Work schedule
4.3 Daily report
4.4 Manpower time sheet, Over time if any (Appendix)
4.5 Problems and recommendations

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 Example of Good practice

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 Contractor Performance Evaluations
(Job evaluation / Yearly Evaluation)

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 Service Type for Performance Evaluations

Type Description

A1 Manpower Service
Cleaning, Driver, Machine rental, Security, General consultant.
A2 Landscape

B Manpower service with material/special device/special study

Construction, Technical consultant, UXO searching, Waste collection/Landfill, Modelling, On-site calibration, Repair &
Maintenance.
C Off-site service
Off-site calibration/repair & maintenance.

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 Performance evaluation criteria (SHE)

No. Evaluation Detailed Topic Key Performance Indicators (KPIs) Key Target

1 Incident/Accident No. Incident/Accident Zero incident / accident while working on HPC

contract.

2 Response to Stakeholder Complaint No. of response Response within 24 hours.

3 Non-conformity report Numbers of closed NCR All NCRs are closed by due date, and zero
NCR level up.

4 Inspection/ CAR-SHE Internal Audit No. of closed Inspection/Internal Audit All corrective actions from inspection results/
CARs are closed by due date.

Remark: Before work completion, the

Contractor must be inspected at least 1 time.
the Inspect report must be attached

5 SHE document submission No. of document submission On time submission

i.e. SHE Tender Documents, SHE proposed

mitigation measures, Operator’s EMP,
Monthly Report, Inspection report, or
related feedback for future improvement,
etc.

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 Performance evaluation criteria (Technical)

No. Evaluation Detailed Topic Key Performance Indicators (KPIs) Key Target

6 Work in accordance with work plan/ % of corresponding to required work plan / 100% corresponding to required work plan/
required specification specifications specifications

7 Overall performance of Key Personnel Overall performance Excellence performance

8 Sufficiency of No. of manpower No. of manpower according to the plan 100 % availble on site according to plan

9 Quantity and quality of main equipments % of qualified and sufficient main equipment 100% qualified and sufficient main equipment
required for works

10 Satisfaction survey % of Satisfaction of End User 100% satisfaction from the End User

11 Work completion period Completion period On time

12 Work progress % of completed works according to milestone On plan

13 Compliance of contract obligation % complied as contract obligation 100% complie

14 Response/ cooperation to HPC's request % of response 100% response

22 15 Site maintenance and clean up during work No. of complaints No complaint by HPC
and after work
 Performance evaluation criteria (Document)

No. Evaluation Detailed Topic Key Performance Indicators (KPIs) Key Target

16 Document submission Submission date within timeframe

17 Invoice on-time submission Submission Date On time

18 Invoice accuracy % of accuracy 100% Accuracy

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 Invoicing, Billing Cycle and Payment

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 Invoicing and Payment

Power Plant Maintenance Maintenance Planning Maintenance Admin Procurement PP Management

2nd Recheck and Confirmed Record invoicing in logbook

Report actual progress Received Invoicing with
acceptance information and Then 1st check acceptance
Daily / Weekly Report to Section and Up information acceptance information

Approval as DOA

Proceed invoicing
and payment

1. Sent Invoice to IM for Good Received

2. IM send back the Good Received Slip to MN admin
3. Sign Initial and Approval by Job owner
4. MN admin send Good Received Slip to IM again the process to
Accounting Team.
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 Billing Cycle and Payment

Billing Cycle Term Payment Date

Submitted during 1st -15th of the month 30 Date 10th of following month
Submitted during 16th -31st of the month 30 Date 25th of following month

(a) If an invoice submitted the Employee (a) If an invoice submitted the Employee
during the date of 1-15 in any month, the during the date of 16-31 in any month, the
payment will be paid on the date of 10 of payment will be paid on the date of 25 of
the following month the following month

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 Billing Cycle and Payment

Note: 1. Need support for consistent and clear information of payment due date in accordance with Contract or PO
2. “Submit doc to Accounting” require correct and complete documents with all require approval to support payment.
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