Templates

Contracts Administration Department – Standard Template

BEC Arabia – Aligned with KSA Construction Standards & Mega Projects Framework

This Contracts Administration Template ensures structured contract lifecycle management, aligning with KSA regulations, mega project standards, and international best practices.

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1. Contract Information (Stored in SharePoint)

• Contract Title: [Enter Contract Name]

• Contract Reference Number: [Enter Reference Number]

• Project Name: [Enter Project Name]

• Client / Employer: [Enter Client Name]

• Contract Type: [Main Contract / Subcontract / Consultancy Agreement / JV Agreement / NDA]

• Contract Duration: [Start Date – End Date]

• Contract Value: [Total Value in SAR]

• Governing Law: [KSA Procurement Law / FIDIC / PIF Guidelines]

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2. Contract Scope & Deliverables (Stored in SharePoint)

2.1 Scope of Work (SOW)

• Project Description: [Provide a brief description of the project]

• Scope Coverage:

  • [✔] Civil Works

  • [✔] Electrical & Mechanical Works

  • [✔] Structural & Architectural Works

  • [✔] Other (Specify)

2.2 Key Deliverables

• Milestones & Deadlines:

  • [Milestone 1] – [Due Date]

  • [Milestone 2] – [Due Date]

• Performance Metrics:

  • KPIs to Monitor Compliance & Timeliness

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3. Payment Terms & Financial Obligations (Stored in SharePoint)

3.1 Payment Milestones & Schedule

Milestone	Percentage of Payment	Due Date	Remarks
Mobilization Advance	10%	[Date]	Upon contract signing
Completion of 30% Work	20%	[Date]	Site verification required
Completion of 60% Work	30%	[Date]	QA/QC approval required
Final Payment	40%	[Date]	After project handover

3.2 Payment Mode

• [✔] Bank Transfer

• [✔] Letter of Credit (LC)

• [✔] Performance Bond Required? [Yes/No]

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4. Contract Compliance & Legal Provisions (Stored in SharePoint)

4.1 Regulatory Compliance

• [✔] KSA Public Procurement Law

• [✔] Saudization (Nitaqat) Compliance

• [✔] PIF & NEOM Contracting Standards

4.2 Dispute Resolution Mechanism

• [✔] Negotiation

• [✔] Mediation

• [✔] Arbitration (KSA Arbitration Center)

• [✔] Legal Proceedings

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5. Risk Management & Mitigation Strategies (Stored in SharePoint)

5.1 Identified Contract Risks

Risk Type	Likelihood (Low/Medium/High)	Impact (Low/Medium/High)	Mitigation Strategy
Payment Delays	High	High	Include late payment penalties & performance bonds
Contract Dispute	Medium	High	Use FIDIC dispute resolution clauses
Subcontractor Non-Performance	High	Medium	Prequalify subcontractors before signing

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6. Contract Approval & Execution (Stored in SharePoint)

6.1 Review & Approval Process

• Prepared By: [Contract Administrator Name]

• Reviewed By: [Legal Department]

• Approved By: [CEO / Contracts Director]

• Date of Approval: [DD/MM/YYYY]

6.2 Execution & Filing

• Signed By:

  • Client Representative: [Name & Designation]

  • BEC Arabia Representative: [Name & Designation]

• Final Contract Storage: [Aconex / SharePoint / Legal Repository]

• Contract Expiry & Renewal Date: [DD/MM/YYYY]

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7. Post-Execution Monitoring & Compliance Tracking (Stored in SharePoint)

7.1 Compliance Checklist

• [✔] Contract Uploaded to Aconex

• [✔] Payment Schedule Shared with Finance

• [✔] Performance Monitoring Report Scheduled

• [✔] Quarterly Compliance Audit Assigned

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8. Contract Closeout & Handover (Stored in SharePoint)

8.1 Final Contract Assessment

• All Deliverables Completed? [Yes/No]

• Final Payment Processed? [Yes/No]

• Retention Released? [Yes/No]

8.2 Contract Handover & Documentation

• Project Completion Certificate Issued? [Yes/No]

• Final Compliance Audit Completed? [Yes/No]

• Contract Archived in Aconex? [Yes/No]

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Conclusion

This Contracts Administration Template ensures that all contracts are properly structured, stored, and accessible in SharePoint for better governance, compliance, and efficiency at BEC Arabia.

🚀 This template is now fully structured for direct use in GitBook & SharePoint! Let me know if you need any refinements! 🚀