Sh. 2 of 19 Rev. A
CONTENTS
PAGE
1. SCOPE 3
2. APPLICABLE DOCUMENTS 3
3. PURPOSE 3
4. VOCABULARY 4
4.1. Key Definitions 4
4.2. Glossary of Terms 5
5. REPONSIBILITIES 7
6. CONTENT of SPDP 8
6.1. Supporting documentation 8
6.2. Instructions to SUPPLIERs 10
6.3. Identification of the SPDPs required 10
8. REFERENCES 13
9. ATTACHMENTS 14
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KHURAIS FACILITIES EXPANSION & SATELLITE GOSP
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1. SCOPE
This Plan is applied to the contracts for the Khurais Area Facilities Expansion and SAT.
GOSP (IK and OOK), and is issued to comply with articles 5.3.7.12 of Schedule B, as well
as with Articles 7.0 and 8.0 of Schedule G.
2. APPLICABLE DOCUMENTS
The requirements contained in the following document apply to the extent specified in this
procedure:
SAEP-3101 Equipment and Spare Parts Data Requirements for Contractor
Procured Equipment
3. PURPOSE
3.1 The purpose of this cataloguing Spare Parts Procedure is to outline responsibilities
of all organizations involved in the data acquisition process, and to provide
instructions to ensure that complete and acceptable Spare Parts Data Package’s are
submitted to COMPANY in accordance with a stipulated submittal schedule so that
spare parts and operating materials are available when new equipment is put into
service.
3.2 This Plan details the requirements for the acquisition of technical and catalogue
data for operating spare parts and operating materials commonly referred to as a
Spare Parts Data Package (SPDP) for all equipment purchased by CONTRACTOR
in the execution of the project. Approval process is shown in Attachment 1: Workflow
for the Spare Parts Data Package (SPDP)
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4. VOCABULARY
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"Operating Materials" are consumable materials that are required for the
continuous operation of the FACILITIES and are consumed in the normal course
of operations and, therefore, require periodic replenishment. Supplier shall quote
all required quantities of chemicals, filtration materials, lubricants, desiccants,
industrial gases, emulsifiers, batteries, transformer oil and other catalysts,
operating fluids, consumables, and shall provide the materials required for the
initial charge, pre-commissioning and start-up, commissioning and first ninety days
of operation of the FACILITIES.
“Spare Parts Data Package” is a package that contains Equipment and Spare Parts
Information required by COMPANY for cataloging purposes. Supplier shall provide n°
three (3) hard copies and n° three (3) sets of CD-Roms of original SPARE PARTS
DATA PACKAGE including complete component manufacturer spare parts and
operating materials data for each equipment item as specified below. Supporting
documentation specified herein shall consist of original documents.
The SPARE PARTS DATA PACKAGE shall be identified by a cover sheet
containing:
- Purchase Order Number and job order number.
- Company Dummy Purchase Order Number of parent equipment.
- Contractor’s tracking Purchase Order number, issue date, and line item.
- Equipment description.
- Equipment Manufacturers Name
- Saudi Aramco plant tag number(s).
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5. RESPONSIBILITIES
5.1 CONTRACTOR’S Engineering Department is responsible for including all spare parts
(Including Start-up, Spare Parts, Capital Spare Parts and the Operating Spare Parts
Data Package) requirements in the Material Requisition. The SPDPs shall be included
in the Material Requisition as a deliverable by the SUPPLIERs. The CONTRACTOR
Engineering Department shall review and approve that all component parts have been
included in the Spare Parts Data Package.
5.2 The CONTRACTOR’S Project Procurement Manager is responsible for ensuring the
SUPPLIER fully understands the commercial requirements of the SPDP and advises
SUPPLIER of financial penalties related to non-compliance.
The CONTRACTOR Project Procurement Manager is responsible for issuing
inquiries, negotiations, and subsequent Purchase Orders.
5.3 The CONTRACTOR ‘s Spare Parts Coordinator is responsible for:
- Ensuring that the Instructions to SUPPLIERs for providing Spare Parts and
Operating Materials data for new equipment are included in the Material
Requisition for quotation and in Material Requisition for procurement.
- Providing COMPANY, through the Procurement Status Report, with the list of
equipment that require SPDP.
- Ensuring that all bid explanations and pre-award meetings cover all spare parts
requirements in detail, emphasizing the importance of meeting the required SPDP
submittals dates and providing the complete hard-copy documentation.
- Obtaining the SPDP from the SUPPLIERs.
- Coordinating with the engineering disciplines the technical review and approval of
each SPDP.
- Reviewing Supplier’s SPDP submittals for accuracy, format and completeness, and
promptly resolve the deficiencies prior to send the SPDP to COMPANY.
- Submitting CONTRACTOR approved SPDPs to COMPANY according to the
planned priority schedule, ensuring the SPDPs are forwarded to the COMPANY’S
STANDARDIZATION DIVISION, as per SAEP-3101, tracking SPDP processing,
and resubmitting corrected SPDP, as required.
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6. CONTENT of SPDP
The Spare Parts Data Package shall contain Equipment and Spare Parts information
required by COMPANY for cataloging purposes.
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completed for each equipment item and the associated spare parts and
operating materials, and grouped into a parts list per equipment.
True component manufacturer (original component manufacturer – OCM)
manufacturer name and address, including contact name, telephone number,
fax number, and e-mail address.
True component manufacturer's (OCM) unique reference number(s), such as
unique part number, catalogue number, drawing/item.
Original Equipment manufacturer’s (OEM) unique reference number(s), such
as unique part number, catalogue number, drawing/item
Equipment application, such as type of service.
Unit price and applicable currency. Price information shall be budgetary prices
valid at the time the data package is submitted.
Installed quantity of each part per equipment.
Issue unit, such as each, box, kit, kilogram.
Weight in kilograms (Kg).
Purchasing lead time in months.
Shelf life in months (where applicable).
Contents of 'Kit' and 'Set', including description, quantity, and part number for
each component.
Estimated annual usage quantity per parent equipment (operating materials
only).
Recommended replacement cycle in months (operating materials only).
Pack size (where applicable).
Noncompliance with these instructions will result in the withholding of payment to the
Supplier and will affect the Supplier original component manufacturer's consideration
on other equipment quotations and evaluations until these requirements are met to
the satisfaction of Contractor.
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Non-Material Requirements (NMR item Nos. 601,602 and 603 on COMPANY 7900
Series Forms) are an integral part of these requirements as are the complete spare
parts packages and as such, notwithstanding the terms of payment provision in the
Purchase Order, Purchase Order payment up to the full purchase order price may be
withheld until all non-material requirements and spare parts data packages are
delivered and accepted by COMPANY.
Supplier shall provide original manufacturer source information for all material and
spare parts supplied on each purchase order including but not limited to
manufacturer’s name, address, sales order number, sales contract name, telephone
number, fax number and e-mail address.
6.3. Initial Identification of the SPDPs required and planned Submittal Schedule
6.3.1 The SPDP checklist included in Appendix D of SAEP-3101, "Checklist for
Specific Equipment Items" shall be followed.
6.3.2 For non engineered equipment, CONTRACTOR shall submit the SPDP within
90 calendar days after drawing approvals, or if drawings approvals are not
required, the SPDP shall be submitted 90 days after placement of the
purchase order.
6.3.3 For engineered equipment, CONTRACTOR shall submit the SPDP within 120
calendar days after drawing approvals but in no instance shall the SPDP be
submitted later than 90 days prior to the shipment date of the equipment.
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6.3.4 CONTRACTOR shall review the SPDP for completeness and accuracy.
CONTRACTOR immediately obtain documentation from the SUPPLIER to
cover any deficiencies.
6.3.5. CONTRACTOR shall submit the SPDP to COMPANY for Review/Acceptance.
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The Spare Part Data Package (SPDP) shall be shown as a separate deliverable
on CONTRACTOR’S Material Requisition and Purchase Order.
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7.5 Reports
The SPC shall develop and maintain a "Parent Equipment Purchase Order"
and "Spare Part Data Package Log" for progress and status reporting.
The Monthly SPDP Status Report shall contain at least:
- CONTRACTOR Order number.
- COMPANY Dummy Number.
- P.O. placement date.
- SPDP Cycle date.
- CONTRACTOR's parent equipment unpriced purchase requisition.
- Description of the equipment.
- SUPPLIER's name.
- SUPPLIER’s Contact person name.
- SUPPLIER’s telephone number.
- Country Code.
- Due Date SPDP shall be submitted.
- Date SPDP received from vendor.
- Date SPDP delivered to COMPANY.
- SPDP due date.
- PMT log number.
- SPDP Status.
- Remarks.
This SPDP Status Report shall be continuously updated and submitted to COMPANY
on a monthly basis, or as requested.
8. REFERENCES
ISO 9001 - 2000: ISO 9001 ed. 2000 Quality management systems – Requirements.
Guidelines for Preparation of Spare Parts Data Packages (SPDP) as per schedule G
of the contract.
A00-ZA-E-0009001 - Project Execution Plan
A00- ZA-E-0009080 - Document, Equipment and Material Numbering Procedure
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9. ATTACHMENTS
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