Procedure for Review of Documents From Vendor ,Contractor

TCE.M9-PCS-13

TCE Consulting Engineers Limited

SECTION: TITLE

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET i OF iii

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

FILE NAME: M9PCS13R1.DOC REV. NO.

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FILE NAME: F020R3.DOC

03-11-2006 TCE FORM NO. 020 R3

TCE.M9-PCS-13

TCE Consulting Engineers Limited

SECTION: CONTENTS

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET ii OF iii

CONTENTS SL. NO.

SH. NO.

TITLE

1.0

SCOPE

1

2.0

CATEGORISATION OF DOCUMENTS

1

3.0

RECEIPT AND REGISTRATION OF VENDOR DOCUMENTS

2

4.0

VENDOR DOCUMENT REVIEW

4

5.0

CONVEYING COMMENTS/APPROVAL TO VENDOR

7

6.0

RECEIPT AND REGISTRATION OF CLIENT AND COLLABORATOR’s DOCUMENTS

8

7.0

CLIENT AND COLLABORATOR’s DOCUMENT REVIEW

9

8.0

HANDLING AND STORAGE

10

APPENDIX NO. 1.

SH. NO.

TITLE VENDOR DOCUMENT REVIEW STATUS CODES FORMAT FOR STAMP AND STICKER

11

ISSUE R1 FILE NAME: F120R2.DOC

TCE FORM NO. 120 R2

TCE.M9-PCS-13

TCE Consulting Engineers Limited

SECTION: REV. STATUS

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET iii OF iii

REVISION STATUS REV. NO.

DATE

R0

22-03-2006

R1

03-11-2006

FILE NAME: F120R2.DOC

DESCRIPTION (a)

Document Number revised from TCE.M9-PCS-59 R6 to TCE.M9PCS-13 R0.

(b)

Document reformatted and revised based on inputs received from Bangalore, Matulya Centre and Vikhroli offices.

(c)

Substantial revisions made in paras 2.1, 3.14, 8.2.2 and 8.2.3. Paras 5.2 and 5.3 added.

(a)

Revised the document to be in line with the Organisation Structure effective 01-05-2006.

(b)

Para 8.2.3 added.

(c)

Paras 3.1, 3.2 and 8.2.2 revised. Appendix 1 revised.

ISSUE R1 TCE FORM NO. 120 R2

TCE.M9-PCS-13

TCE Consulting Engineers Limited

SECTION: WRITE-UP

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 1 OF 11

1.0

SCOPE

1.1

This procedure lays down guidelines for review and approval of documents from the Vendors or Contractors, Client and Collaborator. The Vendor or Contractor documents also include documents submitted by their sub-Vendors or subContractors.

1.2

The term ‘Vendor’ used hereinafter in this document shall mean the ‘Contractor’ also, wherever applicable. The abbreviation ‘VDR’ used in this document stands for ‘Vendor (or Contractor) Document Review’.

1.3

The vendor documents include engineering drawings, fabrication drawings, design calculations, data sheets, write-ups, catalogues, bills of materials, lists and schedules, inspection and test reports, quality assurance documents, erection and testing procedures, operation and maintenance manuals etc. All such documents shall hereafter be referred to as ‘Vendor Documents’. These documents are prepared by the Vendor after the issue of Letter of Intent (LOI) or Purchase Order (PO) or Work Order (WO) or after the award of the Contract and submitted to the Client and TCE for review and approval or information.

1.4

The documents received from the Client and Collaborator include site plan, Piping and Instrumentation Diagrams (P&I Ds), Equipment Layout (GA) drawings, process data sheets, equipment drawings etc.

2.0

CATEGORISATION OF DOCUMENTS

2.1

VENDOR DOCUMENTS

2.1.1

The vendor documents are categorised under two (2) heads as given below: (a)

Category FA

Documents which are to be reviewed, commented and/or approved.

(b)

Category FI

Documents which are for information and records only.

2.1.2

Categories of various documents to be submitted by the vendor are normally decided at the time of issue of the enquiry document or during the bid evaluation stage. The Project Engineer (PE) shall ensure that the vendor is informed about the categories of various drawings to be submitted by the time LOI or PO or WO is issued or the Contract is awarded.

2.1.3

On issue of LOI or PO or WO or the award of the Contract, the PE shall obtain from the vendor a detailed Document Schedule with expected dates of submission. The categorisation as indicated in para 2.1.1 above shall be included in the Document Schedule. The PE shall review this and get it rectified, if found to be not in order.

2.2

CLIENT AND COLLABORATOR’s DOCUMENTS

2.2.1

The Client and Collborator’s documents are categorised under two (2) heads as given below: ISSUE R1

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TCE.M9-PCS-13

TCE Consulting Engineers Limited

SECTION: WRITE-UP

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 2 OF 11

(a)

Category A

Documents which are to be reviewed and updated by TCE during course of detailed engineering - for example P&I Ds, GA Drawings etc. like similar drawings prepared by TCE for systems completely engineered by TCE. Such documents are received as soft copies.

(b)

Category B

Documents which are to be reviewed, marked with comments, if any, and released by TCE to other agencies for further engineering - for example preliminary equipment drawings given by the Collaborator may have to be reviewed, marked up with revisions from point of view of indigenisation and compatibility and issued to vendors for preparation of detailed fabrication drawings and subsequent fabrication.

2.2.2

The project data may be given by the Client and the Collaborator through letters and Minutes of Meetings (MOMs). Such letters and MOMs shall not be registered in the Central Document Reference Library (CDRL). These shall be maintained the by PM and the PEs as per multi-disciplinary procedures TCE.M9-PCS-02 and TCE.M9-PCS-10.

3.0

RECEIPT AND REGISTRATION OF VENDOR DOCUMENTS

3.1

Registration and storage of vendor documents shall be carried out by CDRL. The guidelines given in this procedure shall be generally followed. However, the General Manager-Business Unit (GM-BU) or Office-in-Charge may authorise certain deviations by issuing an Office-Specific CDRL Procedure duly cleared by the Chairman-PCS Committee.

3.2

In case CDRL is not available in an office, the stipulated activities shall be carried out by staff members assigned by the GM-BU or Office-in-Charge.

3.3

All vendor documents, if received by Administration Section, shall be sent to the Project Manager (PM), who in turn shall send these to the CDRL for registration. Depending on the urgency for review of the vendor documents, the PM may distribute some copies of the documents for review directly to the concerned PEs and simultaneously send the remaining copies to the CDRL for registration. However, the PM and the PEs shall ensure that document numbers as allotted by the CDRL are subsequently written on the copies distributed prior to registration.

3.4

Vendor documents received by a PE on the job, may either be sent to the PM or directly to the CDRL for registration with intimation to the PM regarding receipt of such documents.

3.5

If the vendor documents are handed over during a meeting and the MOM lists out the documents, the MOM itself shall be forwarded to the CDRL along with the documents for registration. In the absence of MOM or a letter listing out the documents handed over, the PM or the PE may use TCE Standard Form No. 021 for forwarding the documents for registration to the CDRL.

3.6

Documents such as catalogues, printed brochures etc. are normally not to be ISSUE R1

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TCE Consulting Engineers Limited

SECTION: WRITE-UP

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 3 OF 11

registered. However, the PM or the PEs, in the interest of safe keep and retrieval for reference and use may advise CDRL to register such documents also in specific cases. 3.7

The CDRL shall verify the documents received against the forwarding letter from the vendor and record the shortages, if any, in receipt of documents on the forwarding letter and inform the PM immediately, who may follow up with the vendor.

3.8

All vendor documents shall be registered in the CDRL. Registration records shall be maintained in TCE Standard Form No. 002.

3.9

Coding Structure for vendor documents shall be as per multi-disciplinary procedure TCE.M9-PCS-01. The PE shall decide the System or Equipment Number and advise the CDRL before the coding is carried out. However, this field is optional and may be omitted. The PM shall decide the policy for a particular project and advise the CDRL well in advance of receipt of first document for the project.

3.10

If same vendor has more than one order and the PE intends to differentiate the documents under these, suitable abbreviated alpha-numeric vendor codes may be generated.

3.11

The document code number shall be boldly written on the document, preferably just above or by the side of the document title block, and the date of registration shall also be stamped by the CDRL.

3.12

The CDRL shall also affix ‘VDR STATUS CODES’ stamp or sticker prepared as per the format given in Appendix 1 on each copy of the vendor document before forwarding these to the PM or the PE for further action. In case the documents are not to be stamped, the PM or the PE shall indicate so while forwarding the documents to the CDRL for registration. The stamp or sticker shall preferably be affixed on the front side of the document as close as possible to the title block so that it is visible without having to unfold a folded print of the document. If it is not possible to affix the stamp or the sticker on the front side of the document, it shall be so affixed on the back side, just behind the title block so that it can be conveniently referred without having to unfold a folded print of the document.

3.13

One copy of the document shall be stamped as CDRL COPY. In case the vendor submits only one copy of A3 or A4 size documents, one photocopy shall be taken by the CDRL and stamped as CDRL COPY.

3.14

In case the vendor submits only a soft copy of the document, the following procedure shall be followed. Needless to say that paras 3.1 to 3.13 above shall also applicable. (a)

The PM or the PE shall take white paper plots of the document and send these to the CDRL for registration.

(b)

The soft copy shall be retained by the concerned PM or the PE and shall be handled and stored in accordance with multi-disciplinary procedure ISSUE R1

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TCE FORM NO. 120 R2

TCE.M9-PCS-13

TCE Consulting Engineers Limited

SECTION: WRITE-UP

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 4 OF 11

TCE.M9-PCS-34. 3.15

After registration the CDRL shall forward all copies of documents, including the CDRL copies to the PM or the PE. It is the responsibility of the PM and the PE to forward the document to the concerned persons for review or information.

3.16

In case of insufficient number of copies, the PE shall arrange for additional copies either from the vendor or by printing and photocopying.

3.17

When revised issues of vendor documents are received by the CDRL, following actions shall be taken by the CDRL: (a)

Register the revised documents as per para 3.9 and other applicable paras above.

(b)

Stamp the CDRL copies and all other copies of the previous version of the documents as ‘SUPERSEDED’.

(c)

Forward all copies of revised version of documents, including the CDRL copies to the PM or the PE. It is again the responsibility of the PM and the PE to forward the documents to the concerned persons for review or information.

4.0

VENDOR DOCUMENT REVIEW

4.1

The review of vendor documents shall normally, be carried out by an Authorised Design Verifier (BD). However, at the discretion of the PE an Authorised Design Developer (AD) may carry out the review closely supervised by a BD. The PE may review the documents or closely supervise review by an AD, if the PE is a BD for the concerned system or equipment.

4.2

Preferably, the CDRL copy of the document shall be taken for review and shall have the original yellow and red mark-up by the reviewing engineer. This copy is retained in the CDRL and is the proof for proper review.

4.3

The following documents for the concerned equipment or system shall be referred to for review of vendor documents: (a)

Enquiry document along with all the appendices, attachments, enclosures, drawings and all amendments

(b)

Vendor’s bid document and all correspondence and MOMs with the Bidder upto the issue of LOI, PO, WO or award of the Contract

(b)

LOI, PO, WO or the Contract

(c)

All correspondence and MOMs with the Vendor after the issue of LOI, PO, WO or award of the Contract

(d)

Relevant national and international codes and standards as stipulated in the enquiry document, LOI, PO, WO or the Contract ISSUE R1

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TCE Consulting Engineers Limited

SECTION: WRITE-UP

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 5 OF 11

(e) 4.4

Specific VDR guides and checklists for the equipment or system, available as Discipline Standard Documents under TCE.M3 series

Before the technical contents of the document are reviewed, check whether following are indicated: (a)

Name of the Purchaser

(b)

Name of the Consultant - TCE Consulting Engineers Limited

(b)

Project title

(c)

Title of the document clearly identifying the equipment or the system

(d)

LOI or PO or WO or Contract number and date

(e)

Document number with revision numbers and date

(f)

Name of the vendor. In case of sub-vendor or manufacturer's document, check whether name of the vendor and sub-vendor or manufacturer are incorporated.

(g)

Document duly signed in checked and approved columns

(h)

Scale to which the drawing is drawn

(i)

Cross references to all relevant documents

(j)

Relevant notes

(k)

Abbreviations and legend to all notations used

(l)

Bill of materials, wherever required

4.5

Documents poorly drafted or engineered, seemingly incomplete or submitted out of sequence or without any signatures in checked and approval columns shall be returned to the vendor, without review, for necessary action. The reason for returning a drawing without review shall be stated in the memo attached to the Letter of Transmittal. Soft copies received from authentic source with initials in checked and approved columns shall be treated as signed.

4.6

Multi-disciplinary procedure TCE.M9-PCS-12 and multi-disciplinary guide TCE.M10-PCS-02 give guidelines for Preparation and Drafting of TCE Drawings. However, many of the guidelines given in these documents can be used for review of vendor drawings also.

4.7

Vendor’s design calculations shall be generally reviewed as per guidelines given in multi-disciplinary procedure TCE.M9-PCS-16. For computerised calculations check whether accredited and validated software has been used.

4.8

Documents shall be generally reviewed considering the following aspects: ISSUE R1

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PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 6 OF 11

(a)

Review for compliance with documents indicated under para 4.3 above in respect of scope, technical parameters or features, material of construction etc.

(b)

Review from the point of view of interfacing to ensure proper coordination between the vendor's engineering and TCE engineering and requirements of other vendors, if applicable

(c)

Review from the aspect of technical adequacy i.e., whether all the relevant technical particulars as applicable to the document have been shown in the document

(d)

Review from the point of statutory requirements as applicable for the project in general and to the system or equipment in particular

(e)

Review from the operational, erection and maintenance considerations

4.9

In addition to the review as indicated at paras 4.1 to 4.8 above, the PE shall review the documents like layout drawings etc. from the point of view of the project-specific and client-specific requirements which may not have been conveyed to the person reviewing the documents.

4.10

The review engineers may take directions from the PE or a specialist engineer in the event of: (a)

Deviations taken by the vendor from the documents indicated under para 4.3 above

(b)

Design changes adopted by the vendor

(c)

Interface or interference problems relating to system or equipment supplied by others

(d)

Any claim for additional compensation made by the vendor

4.11

For all subsequent revisions of the documents, it shall be ensured that all revisions are clearly identified with revision numbers marked on the documents. It shall also be ensured that general details of revisions are indicated for each revision in the revision blocks with revision numbers.

4.12

In case vendor’s previous document is rendered completely void due to submission of another document, the PE shall advise the CDRL to mark the previous document as ‘VOID’.

4.13

For all subsequent revisions of drawings after award of ‘VDR STATUS CODES’ ‘B’, ‘C’, ‘D’, ‘E’ and ‘F’, the review shall be carried out against comments on the previous issues of the documents as well as other revisions highlighted by vendor. However, sometime vendors carry out some additional revisions on their own without highlighting these either in the revision block or in their transmittal letter. To guard against such acts of vendors, comment ‘VDR STATUS CODE’ ‘H' shall be given. ISSUE R1

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TCE Consulting Engineers Limited

SECTION: WRITE-UP

PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

SHEET 7 OF 11

5.0

CONVEYING COMMENTS/APPROVAL TO VENDOR

5.1

Comments to be conveyed to the vendor shall be marked on another copy in red colour. If commented copies of the documents need to be sent to others, like the Client or the Collaborator, comments shall be marked in red colour on additional copies also. If comments are large in number, it is advisable to take photocopies of the commented document and send these to the Client or Collaborator. On the photocopies the marked-up comments shall be encircled in red with a thick sketch pen. If comments are large in number, comments shall be encircled on the original marked-up print before the photocopies are taken.

5.2

Comments to be conveyed to the vendor may also be made in the form a memo and attached to the Letter of Transmittal for Vendor Documents. Letter of Transmittal Number and date shall be indicated on the ‘VDR STATUS CODE’ stamp or sticker.

5.3

In case the comments to be conveyed are of very minor nature and need for further review of revised version of the document is not felt, the engineer reviewing the document shall obtain the PE’s concurrence and following shall be prominently marked close to the Title Block. CONFIRM ACCEPTANCE OF COMMENTS THROUGH LETTER, FAX OR E-MAIL. INCORPORATE COMMENTS IN ‘AS-BUILT’ DOCUMENT TO BE SUBMITTED AT THE END OF THE JOB.

5.4

A

Unmarked extra copies shall either be destroyed or retained in the CDRL with following warning prominently appearing close to the Title Block.

WARNING USE MARKED-UP CDRL COPY.

DO NOT USE THIS UNMARKED COPY.

5.5

The BD who has reviewed the document or who has closely supervised the review by an AD shall tick the appropriate boxes in the ‘VDR STATUS CODES’ stamp or sticker affixed on the document, fill the details and sign against the appropriate column. The AD if associated with the review, shall also sign. In addition, the PE shall sign if involved in the review.

5.6

The documents after review and mark-up as explained above shall be sent to the vendor and others under Letter of Transmittal for Vendor Documents TCE Standard Form No. 390. Applicable ‘VDR STATUS CODES’ need to be ticked on the Letter of Transmittal for Vendor Documents also. Distribution of documents shall be as per the Coordination Procedure (COP).

5.7

‘VDR STATUS CODES’ ‘A’ to ‘I’ also appear on the Letter of Transmittal for Vendor Documents. Additional code ‘J’ signifying ‘Print Not Enclosed’ also appears on the Letter of Transmittal for Vendor Documents. This code may be used along with code ‘G’.

5.8

Letter of Transmittal for Vendor Documents shall be issued in respect of all ISSUE R1

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documents received by TCE whether under categories FA or FI. The transmittal shall be prepared by the reviewing engineer and signed by the PE. 5.9

In case of documents are under FI category, the transmittal shall be sent promptly on receipt of such documents, with code ‘G’ and ‘J’.

5.10

Even if the documents are approved across the table, this shall be followed by a transmittal along with commented documents showing the status of approval and appropriate codes. The transmittal shall also refer to the MOM by which approval was given.

5.11

When comments or approval on vendor documents are transmitted by a fax or email with the transmittal and the drawings as attachments, a formal transmittal, which shall show the appropriate ‘VDR STATUS CODES’ along with the documents, shall be sent through normal mail.

5.12

One copy of the transmittal together with marked-up CDRL and non-CDRL copies of the documents shall be sent to the CDRL for safe keeping of documents and for entering the ‘VDR STATUS CODES’, date and transmittal reference number in TCE Standard Form No. 002.

6.0

RECEIPT AND REGISTRATION OF CLIENT AND COLLABORATOR’s DOCUMENTS

6.1

All the Client and Collaborator’s documents shall also be registered in the CDRL. Registration records shall be maintained in TCE Standard Form No. 002.

6.2

Requirements for receipt and registration of vendor documents as indicated in para 3.0 above, shall generally be applicable for receipt and registration of the Client and Collaborator’s documents also. Paras 6.4 to 6.7 below indicate some variations for registration of the Client and Collaborator’s documents.

6.3

Coding Structure for the Client and Collaborator’s documents shall be same as indicated in para 3.9 above.

6.4

For Category ‘A’ documents for which soft copies are received, the following procedure shall be followed.

6.5

(a)

The document shall be plotted on a white paper by the PM or the PE and sent to the CDRL. The document number shall be written by the CDRL on the document and the date of registration shall be stamped. The CDRL shall also stamp it as a CDRL COPY.

(b)

The ‘VDR STATUS CODES’ stamp or sticker shall not be affixed.

(c)

The soft copy shall be retained by the concerned PM or the PE and shall be handled and stored in accordance with multi-disciplinary procedure TCE.M9-PCS-34.

For Category ‘B’ documents for which soft copies are received, the following procedure shall be followed: ISSUE R1

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PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

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(a)

The document shall be plotted on a white paper by the PM or the PE and sent to the CDRL. The document number shall be written by the CDRL on the document and the date of registration shall be stamped. The CDRL shall also stamp it as a CDRL COPY.

(b)

The ‘VDR STATUS CODES’ stamp or sticker shall not be affixed.

(c)

The soft copy shall be retained by the concerned PM or the PE and shall be handled and stored in accordance with multi-disciplinary procedure TCE.M9-PCS-34.

For Category ‘B’ documents for which only prints are received, the following procedure shall be followed. (a)

The document number shall be written by the CDRL on the prints and the date of registration shall be stamped. One copy of the document shall be stamped as ‘CDRL COPY’.

(b)

The ‘VDR STATUS CODES’ stamp or sticker shall not be affixed.

7.0

CLIENT AND COLLABORATOR’s DOCUMENT REVIEW

7.1

Category ‘A’ documents shall be handled in accordance with multi-disciplinary procedure TCE.M9-PCS-12. The CDRL copy shall be retained in the CDRL in ‘As Received’ unmarked condition for records.

7.2

Category ‘B’ documents shall be reviewed as follows : (a)

The documents shall be reviewed generally as a vendor document as indicated in para 4.0 above. However, review shall be more from the point of view of adequacy, completeness of information for detailed engineering and procurement, availability of indigenous and equivalent materials and compatibility.

(b)

After the review, the CDRL and non-CDRL copies of the documents shall be marked as follows and signed with date, by the concerned AD, BD and the PE. ‘RELEASED FOR FURTHER ENGINEERING’ OR ‘NOT RELEASED FOR FURTHER ENGINEERING’

FOR COMMENTS, REFER LETTER NO. TCE.JOB NUMBER-…………....DATED…………………. (c)

Documents shall be sent to the Client, Collaborator, Vendor and other agencies through a covering letter. Copies of such letters shall not be sent to CDRL. ISSUE R1

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8.0

HANDLING AND STORAGE

8.1

JOB IN PROGRESS

8.1.1

While the job is in progress and till the issue of Job Completion Report (JCR), all the Vendor, Client and Collborator’s documents shall be handled and stored by the CDRL as per guidelines given below.

8.1.2

The CDRL copies of all versions of vendor documents shall be retained. For example if document number 4356A-SMNS-03 R2 is received, CDRL copy of superseded version 4356A-SMNS-03 R1, whether marked with comments or not, shall be marked as SUPERSEDED and shall be retained by the CDRL.

8.1.3

Non-CDRL copies of only latest versions of vendor documents shall be retained. For example, if document number 4356A-SMNS-03 R2 is received, non-CDRL copies of superseded version 4356A-SMNS-03 R1, whether marked with comments or not, is considered ‘SUPERSEDED’ and shall be destroyed by the CDRL.

8.2

AFTER COMPLETION OF JOB

8.2.1

After completion of the job and issue of the JCR, only the CDRL copies of all the versions of the documents shall be stored by the CDRL for a period of one (1) year from the date of issue of the JCR. All other copies of documents shall be destroyed after issue of the JCR.

8.2.2

The PM with the assistance of the PEs, and in consultation with the Vertical Head (VH) or GM-BU or Office-in-Charge, shall identify typical vendor, client and collaborator documents, which could be retained as exhibits for showing to prospective clients. If soft copies of such documents are available, these shall be retained by the System Administrator (SA). If soft copies are not available, scanned soft copies shall be retained by the SA. Actions taken by the PM in this regard shall be well recorded in the JCR.

8.2.3

During each periodic review, as indicated in the multi-disciplinary procedure TCE.M9-PCS-34, the SA shall decide on subsequent retention of soft copies in consultation with the VH or GM-BU or Office-in-Charge.

8.2.4

After completion of one (1) year from the date of issue of the JCR, the PM shall check with the Client whether the CDRL copies of all the latest versions of the documents stored by the CDRL could be sent to the Client. The transfer of such documents shall be well documented. Rest of the documents shall be destroyed.

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PROCEDURE FOR REVIEW OF DOCUMENTS FROM VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR

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APPENDIX 1 VENDOR DOCUMENT REVIEW STATUS CODES FORMAT FOR STAMP AND STICKER

TCE Consulting Engineers Limited VENDOR DOCUMENT REVIEW STATUS □

A

Document approved as submitted; proceed with fabrication/ construction.

□

B

Document approved subject to comments noted; proceed with fabrication/construction considering our comments.

□

C

Our comments are noted on this marked-up print.

□

D

Our comments are noted in the memo attached to the letter of transmittal No. TCE.................................... dated ......................

□

E

Correct original of this document to reflect our comments and resubmit for approval.

□

F

Correct original of this document to reflect our comments and resubmit for records.

□

G

Documents of this category are for information only and not for approval. Information furnished on the document is noted.

□

H

Document reviewed against our previous comments and other revisions highlighted and identified by the vendor.

□

I

Document returned without review.

Approval conveyed herein neither relieves Vendor/Contractor of his contractual obligations and his responsibilities for correctness of dimensions, materials of construction, weights, quantities, design details, assembly fits, system/performance requirements and conformity of supplies with Indian statutory Laws as may be applicable, nor does it limit the Purchaser’s rights under the contract. Reviewed by:…………………………………………… Date:………………………..

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