Engineering Procedure SAEP-3101 31 March 2014 Equipment and Spare Parts Data Requirements for Contractor Procured Equipment Document Responsibility: Responsibility: Project & Strategic Purchasing Purchasing Department Dep artment
Saudi Aramco DeskTop Standards Table of Contents
1 Scope............................................................ . 2 2 Applicable Documents................ Documents...... ...................... ................... ....... . 2 3 Purpose......................................................... . 2 4 Responsibilities Responsibilitie s - Contractors................ Contractors....... ................. ........ . 2 5 Responsibilities Responsibilitie s - SAPMT.................... SAPMT......... ..................... .......... . 4 6 Responsibilities Responsibilitie s - Materials & Services Standardization Division (M&SSD)................ . 5 7 Exemptions. …………….................................. ................................ 6 ......................................... ............................ ................ .. . 7 Appendices........................... A. Glossary of Terms B. Spare Parts Data Package Status Report (SPDPSR) Required Format C. Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for, or by Saudi Aramco D. Spare Parts Data Package (SPDP) Checklists
Previous Issue: 19 November 2008 Next Planned Update: 31 March 2019 Revised paragraphs are indicated in the right margin Primary contact: Al-Yami Mohammed Dawoud on +966-13-8740620 Al-Darwish Nedhal Ahmad on +966-13-8740586 Al-Mohammed Jamal Sadeq on +966-13-8740566 Copyright©Saudi Aramco 2014. All rights reserved.
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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101 Issue Date: 31 March 2014 Equipment and Spare Parts Data Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment
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Scope This procedure details the requirements for the acquisition of technical and catalog data for equipment, spare parts and operating materials, commonly referred to a s a S pare Parts Data Package (SPDP), for all new equipment purchased by Contractors in the execution of projects.
2
Applicable Documents The requirements contained in the following docu ments apply to the extent specified in this procedure:
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Saudi Aramco Engineering Procedures SAEP-31
Corporate Equipment and Spare Parts Data Requirements
SAEP-334
Retrieval, Certification and Submittal of Saudi Aramco Engineering & Vendor Drawings
Purpose The purpose of this procedure is to outline the roles and responsibilities of all organizations involved in the cataloging data acquisition process, and to provide instructions for Saudi Aramco Project Management Teams (SAPMTs) and Contractors to ensure that complete and acceptable SPDPs are submitted in accordance with stipulated submittal schedule so that spare parts and operating ma terials are available when the new equipment is put in service.
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Responsibilities - Contractors The Contractor is responsible to provide equipment, spare parts and operating materials data to Saudi Aramco in accordance with this procedure. These responsibilities are summarized but not limited to the following: 4.1
Designate a S pare Parts Coordinator (SPC) sixty (60) calendar days prior to the issue of first requisition. The SPC will be a senior level position in the organization and be a technically competent individual specifically dedicated to the spare parts data acquisition effort.
4.2
Prepare and submit for Saudi Aramco approval, a S pare Parts Plan (SPP) 30 calendar days prior to the issue of first requisition. The SPC will prepare the SPP which must include the following:
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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101 Issue Date: 31 March 2014 Equipment and Spare Parts Data Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment
4.2.1
Scope
4.2.2
Key definitions
4.2.3
Responsibilities of parties and personnel or positions executing the work
4.2.4
Spare parts instructions to be issued to suppliers during bidding and in PO's
4.2.5
Procurement of capital spares, start-up spares and operating materials
4.2.6
Initial identification of the SPDPs required and planned submittal schedule
4.2.7
Inclusion of the SPDP deliverables in Contractor requisitions and purchase orders
4.2.8
A description of the process for SPDP status tracking, expediting, review, correction of deficiencies and final approval
4.2.9
Procedures for progress and status reporting, including sample reports
4.2.10 Presentation of spare parts requirements in supplier bid-explanation and pre-award meetings 4.2.11 Technical review and approval of each Spare Parts Data Package (SPDP) by the Contractor's associated engineering disciplines 4.2.12 Procedures for resolving SPDP deficiencies and noncompliance by suppliers 4.3
Assign Saudi Aramco ID (SA-ID) numbers for all requisitions and purchase orders in accordance with SAEP-334 and Facility Data Management System (FDMS).
4.4
Produce a monthly S pare Parts Data Package Status R eport (SPDPSR ). Refer to Appendix B for the required format.
4.5
Provide Materials & Services Standardization Division (M&SSD) with basic project purchase order information in a table format in accordance with Appendix B. This will be used to update M&SSD project tracking system.
4.6
Ensure that all R equests for Quotations (RFQs) and purchase orders, including Supplier sub-orders, contain: 4.6.1
Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for or b y Saudi Aramco. (See Appendix C). Page 3 of 7
Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101 Issue Date: 31 March 2014 Equipment and Spare Parts Data Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment
4.6.2
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SPDP checklists applicable to Mechanical, Electrical & Instrumentation equipment that are being purchased. (See Appendix D – Mechanical, Electrical & Instrumentation).
4.7
Encourage the equipment suppliers to indicate on the SPDP the details of similar equipment previously supplied to Saudi Aramco to help accelerating cataloging process.
4.8
Review the Supplier SPDPs submittals for accuracy, format, and completeness, and promptly resolve deficiencies prior to sending the SPDP to the SAPMT.
4.9
Provide all data requested by Saudi Aramco to promptly resolve SPDP deficiencies as soon as possible, but no later than 30 calendar days after receipt of M&SSD’s SPDP Review Sheet.
Responsibilities - SAPMT The responsibilities of SAPMT are summarized but not limited to the following: 5.1
Ensure the Contractor designates a qualified SPC in accordance with paragraph 4.1.
5.2
Ensure the Contractor fully complies with the requirements of this procedure.
5.3
Highlight to contractors the equipment and spare parts data requirements and emphasize the importance of providing complete documentation and meeting SPDPs submittal dates during all bid explanation an d pre-award meetings. M&SSD can be invited to attend the bid explanation and kick off meetings to help clarify SPDP requirements.
5.4
Ensure the Contractor submits a SPP in accordance with paragraph 4.2.
5.5
Review and ensure that the SPP is complete and any deficiencies and omissions are promptly resolved.
5.6
Submit the SPP to M&SSD for review and approval.
5.7
Review the Contractor's Monthly S pare Parts Data Package Status Report (SPDPSR) for completeness and accuracy (Refer to SPDPSR format in Appendix B). Send the SPDPSR to M&SSD and to relevant Proponent/MRO organizations.
5.8
Request SA-ID numbers from Engineering Services in accordance with SAEP-334 and Facility Data Management System (FDMS).
5.9
Ensure that the Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for or by Saudi Page 4 of 7
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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101 Issue Date: 31 March 2014 Equipment and Spare Parts Data Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment
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6.7
Maintain SPDPs processing status reports online through SAP MDM.
6.8
Catalog the spare parts and operating materials data and upload them in SAP/R3.
6.9
Ensure that all items cataloged are extended to the appropriate Material Service Center and the Customer Plant.
Exemptions Equipment already covered under an existing Maintenance Services Contract where the Contractor is responsible for supplying spare parts.
31 March 2014
Revision Summary Revised the Next Planned Update, reaffirmed the content of the document, and reissued as major revision.
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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101 Issue Date: 31 March 2014 Equipment and Spare Parts Data Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment
Appendices A.
Glossary of Terms
B.
Spare Parts Data Package Status Report (SPDPSR) Required Format
C.
Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for, or by Saudi Aramco
D.
Spare Parts Data Package (SPDP) Checklists
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