1. ATTACHMENT 01: PROCUREMENT COORDINATOR RESPONSIBILITIES
 Responsible for the formulation of project specific commercial and contract conditions for all
types of procurement documents.
 Review enquiry documentation.
 Review tender/proposal submissions and input into the adjudications.
 Attend contract clarification meetings and negotiation of contracts.
 Obtain clientapprovals with regards to selection ofcontractors and generation and placementof
contracts.
 Contract generation and award.
 Amendment generation and award.
 Attend kick-off meetings.
 Receipt of contractual deliverables.
 Coordinate feedback sessions with the project team regarding key legal contract
ramifications/issues affecting the project, if any.
 As necessary, liaise with legal counsel or management for clarification and/or direction with
regards to any legal aspects and/or liabilities that may arise.
 Investigate claims, issues and risks identified by the project team/contract to establish
responsibilities based on contract provisions.
 In conjunction with the project team, determine and agree the relevant course of action for
claims and notices, advising the client as necessary.
 Complete enquirydocumentation using either the DRA standard documentation or the Client’s
specific documentation and copy to the project e-mail address or the Document Controller;
 Issue the signed enquiry document to approved suppliers;
 Complete Sole Source motivations if required;
 Where the enquiryis limited in scope or a sole source, the Procurement Coordinator will issue
electronically in PDF format copied to the project e-mail address;
 Send “Invitation to Tender” letters to the Suppliers, stating that the enquiry documentation has
been e-mailed to the address listed on the enquiry documentation, or a fax / e-mail notifying
Suppliers to collect the hard copy enquiry documentation from DRA Offices (where applicable);
 Track receipt of all tender acknowledgements.Returned acknowledgements shall be copied to
the Document Controller for filing on the Document Control System.
 Issue the signed enquiry document to Document Control in hard copy and electronic format to
be filed into the Document Control System. The hardcopy is filed in the Contract file in a
controlled area within the project team’s offices, until the Tender closes.
 Complete the Procurement Enquiry Details form (PED) at the tender opening;
 Notify the Package Engineer as soon as is practical, after collecting tenders from the dedicated
tender box, of any missing tenders. This will be indicated on the PED by the Procurement Co-
ordinator;
 Arrange the date and time of the opening of tenders with the Client Representative (if required)
and Package Engineer;
 Open tenders,stamp pages containing monetary values, letterhead / covering letter, resolution,
programme,qualifications (and Annexure for site works) and complete the Procurement Enquiry
Details form (PED) with the main Contract Prices from each tender opened (and any/all
alternative prices where applicable).
 Hand the signed PED to Document Control for filing into the Document Management System
and the hard copy on the contract file.
 Generate the Order or Contract documentusing the Client’s templates or DRA Standard Order /
Contract documentation,and circulate for signature to the Package Engineer and both the DRA
and Client Project Manager’s (this function may be done by a commercial coordinator).
 Compile and issue regret letters to all unsuccessful Suppliers after the signature of the Order /
Contract, in electronic format.
 Complete the Order / Contract amendments based on the supporting documentation from the
package engineer.
 Generate, in conjunction with the cost controller, the close-out documentation.