Procurement Plan

Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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WASIT DOWNSTREAM PIPELINES PROJECT SAUDI ARAMCO GULF CONSOLIDATED CONTRACTORS CO. LTD. 6600025971 10-00918 September 18, 2013 0 PP04-505 7

PROCUREMENT PLAN

PROCUREMENT PLAN  1.0

SCOPE The scope and purpose of this document is to describe the Procurement Process operations and its responsibilities in order to guarantee that all the specifications and standards of Contract 6600025971Construction of Wasit downstream Pipelines are met. Thus, the Quality Assurance and Quality Control activities are determined and carried out during the Procurement phase. The overall objective is to assure that the materials and equipment purchased, meet the required standard during manufacturing and fabrication until delivery to site. In particular, this Procurement Plan addresses the ARAMCO requirements as per Contractual scheduleQ and ensure that the 1. ARAMCO’s specifications e.g., SAES, SAMSS, SAER-1972 etc are incorporated in the procedures and specifications prepared for the Purchase Orders. 2. Procedures and instructions are issued for the performance of all procurement activities. 3. Quality Document records serve as evidence that the manufacturer of the commodity items meets the specified prescriptions. 4. QC activities on materials and equipment during procurement phase are carried out by qualified inspector, as part of the quality system. This Procurement Plan also includes the following: • Description of the procurement processes and the way procurement information will flow from the quotation development through delivery to work-site; • A description of engineering/procurement/QA/QC/purchasing interface, corrective actions and procedures; • A description of all periodic reports to be produced and their submittal dates, including the Monthly Materials Procurement Status Report; • Standardization of material pursuant to Schedule ‘G and procedure for control of all material substitutions; • Procedure for safeguarding and controlling all GCC supplied and Client supplied materials, including storage, handling and issue for project use.

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PROCUREMENT PLAN

1.1 Documents Structure:

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PROCUREMENT PLAN

1.2 QA/QC Procurement Plan Control: GCCs Corporate QA/QC Manager, is responsible for the control of this plan and procedures contained herein. 1.3 Glossary of terms and definitions: In order to provide a uniform understanding, terms and definitions used in this procedure have the meaning as specified by ISO 9001: 2008. Definitions: • • • • • • • •

Contract: Agreed requirements between a supplier and customer transmitted by any means. Project: Unique process consisting of a set of coordinated and controlled activities with start and finish dates, undertaken to achieve an objective conforming to specific requirements, including the constraints of time, cost and resources. Type Test: Test or series of tests directed towards approval of a design conducted to determine that it is capable of meeting the requirements of the product specification. Witness Testing: Testing of a product in the presence of the customer’s representative or a third party. Procedure: Specified way to perform an activity. Product: Result of activities or processes. Quality Plan: Document setting out the specific quality practices, resources and sequence of activities relevant to a particular product, project or contract. Quality System: Organizational structure, procedures, processes and resources needed to implement quality management.

1.4 Applicable Documents The procurement procedures described in this plan shall be implemented in conjunction with or referred in the following procedures/documents: • Applicable Saudi Aramco Material Specifications (SAMSS), Engineering Standards (SAES), Engineering Procedures (SAEP); • Saudi Aramco SAER 1972 and corresponding SA Forms- 175 series and Inspection levels defined in attachment VI of Schedule “Q” • Saudi Aramco Non-Material Requirements (NMR); • Attachment II, Contract Schedule ‘G’; • Attachment III, Contract Schedule 'Q'; • Contract Documents, Schedule ‘A’ thru ‘H’ pertinent on procurement and materials; • Construction Specifications and IFC Drawings; • Contract Job Specification (Drawing No. WE-AG1005) • GCC’s Project Quality Plan 1.5 ACRONYMS: IAP FIDR TPI ITP

Inspection Assignment Package Final Inspection Disposition Reports Third Party Inspector Inspection and Test Plan

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PROCUREMENT PLAN RFQ NMR RVL IRC VIR MRR NCR PR PO SASO SAES SAMSS

Request for Quotation Non Material Requirements Regulated Vendors List Inspection Release Certificate Vendor Inspection Report Material Receiving Report Non Conformance Report Purchase Requisition Purchase Order Saudi Arabian Standard Organization Saudi Aramco Engineering Standard Saudi Aramco Materials System Specifications

1.6 CONTROL OF ARAMCO SUPPLIED MATERIAL Saudi Aramco supplied material or equipment are listed on attachment I to schedule ‘G’. GCC will make arrangements for taking delivery of such items from Saudi Aramco warehouses, and in installing, pre-commisioning and commisioning of the equipment and items. GCC will make arrangements, if necessary to inspect and test these materials to ensure they meet the requirements of the job specification. GCC shall establish system for recording and reconciling all Saudi Aramco supplied materials and equipment. The system will record: • Availability from Aramco • Location for acceptance • Quantity and date updated • Quantity and date delivered to fabrication yard/storage yard • Quantity and date delivered to worksite • Quantity and date returned to Aramco • Quantities in stock The documentation supporting the reconciliation will be maintained in a central file. 1.7 EVALUATION OF SUPPLIERS: RVL: GCC will request quotations and purchase materials and equipment from only the sources identified for those materials listed in the Saudi Aramco’s regulated vendor list (RVL) and the following Saudi Aramco engineering standards, unless otherwise approved by Saudi Aramco per paragraph 1.2 of Schedule G of the Contract. • • •

SAES-J-002 Technically acceptable instruments SAES-Y-100 Regulated vendors list for custody measurement equipment SAES- Z-002 Technically accepted process automation systems.

Non RVL: GCC will purchase materials from local vendors for non-inspectable non-RVL items. However such local vendors will be pre-qualified by GCC. SAPMT will advise GCC of proposed manufacturer during the purchase requisition.

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PROCUREMENT PLAN

Saudi Manufacturers: Preference for Saudi Manufacturers will be as per clause 4.0 Page G-3 of the schedule ‘G’ of the contract. In the event of suppliers not listed by ARAMCO, GCC shall pre-qualify each supplier and its specific manufacturing site as describe in Schedule-Q of the contract. GCC shall provide evidence of the pre-qualification for review to ARAMCO as per att. III to Schedule-Q. GCC shall notify ARAMCO at least 2 weeks ahead of all planned supplier surveys. 1.8 Control of sub-order and sub-vendor: • • • • • 2.0

Suppliers to submit names or sub-PO’s of their sub-vendors/sub-manufacturers and verify if included also in RVL. Supplier to source their sub-vendor from only SA approved manufacturer or RVL. Supplier shall be required to include their sub-vendor’s NMR 601/602 subject to prior approval and form part of PR submittal. If sub-vendor’s commodity item is categorized as “Level 1” and above, the same procedural process shall apply as in the case of main Supplier’s PRS processing of their direct supply. If sub-Vendors commodity item is categorized as “Level 0” or non-inspectable, supporting MTC shall be sufficient. If purchase from SA Stockiest with justification, SAEP-347 shall be followed. ORGANIZATION:

2.1 PROCUREMENT ORGANIZATION CHART: Please see section 12.0 Attachment/Forms of this PP04-505 2. 2

QC PERSONNEL DUTIES & RESPONSBILITIES: General: Functions and responsibilities of project key personnel are defined in the Project Quality Plan whereas Procurement Quality Control specific function and responsibilities are defined as per the following points: GCC’s QA/QC personnel shall be dedicated to the WORK described in Schedule-Q and shall perform no other function. Project QA Manager: Responsible for checking and verification of Purchase requisition submittals on the correct compliance to job specifications, NMR requirements, Inspection requirements and client’s quality requirements. Responsible for initiating action to prevent non-conformances, identify and record quality problems, issue NCR (Form No. QMP-F007/00/13) and monitors its resolutions and/or corrective action in accordance to appendix 13 of the Project Quality Plan. Monitoring of Non-conformances shall be registered in Form No.QMP-F008/00/13. He will be assisted by Procurement QC supervisor whose responsibilities include: •

Conducts checks on PRSs/MRs and ensures its full compliance to Client’s quality requirements

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PROCUREMENT PLAN • • • • • • • •

Vendor’s Work procedures, Inspection and Test Plans (ITPs), Welding Procedure Specifications/PQR, Non-Destructive Examination (NDE) procedures for endorsement to and approval by the SAPMT. Outsourced Third Party Testing agency to conduct test on welding including processes, mechanical, civil, electrical, instrumentation, positive material identification, NDE/DE and other tests relative to the execution of this project. Preparation of Inspection Assignment Packages (IAPs) for level 1 through level 4 inspection item categories and ensures all the required contents are completed. He is assisted by GCC’s pool of Vendor QC Inspectors duly approved by Client during the preprocess/raw materials, in-process, final inspection and documentation and associated quality control activities for the equipment and materials purchased intended for the project. Development of inspection procedures and checklists; Preparation of inspection schedules (i.e. two-week look-ahead schedule and 5-days notification for vendor inspection); Coordination to pre-inspection meetings for procurement of materials with level of inspection 2 and above; Planning, employing and seeking approval from Client qualified personnel for inspection activities.

The vendor inspectors will report to the Procurement QC Supervisor, and will be responsible for conducting the in-process and final inspections at the suppliers’ works and facilities. Assigned Inspector: He reports to the Project QA Manager. Within the limits of the relevant specialization and qualifications, his responsibilities include but are not limited to: • Verify the established quality on materials and equipment. • Verify the implementation of the applicable inspection requirements as per ARAMCO Form 175, approved ITP and GCC material requisition. • Participate to the required Inspection Meetings and witnessing the inspections and tests to monitor the work performance at the manufacturers’ shop. • Review with the support of the QA Manager and Project Specialist Leader the supplier’s suborder to ensure that relevant ARAMCO technical and inspection requirements are passed on to sub-suppliers. • Demonstrate by documented records that the work has been carried out and inspected to satisfy the required technical prescriptions. • Verify the adequacy of Vendor’s QC activities and methods used during manufacture and inspection. 2.3

SUPPLIER QUALITY PERSONNEL QUALIFICATION REQUIREMENTS: Supplier Quality Personnel who will perform the work shall meet, as a minimum, the requirement of Attachment I of Schedule Q.

3.0

INSPECTION AND TESTING:

3.1

LEVEL OF INSPECTION: As per clause 4.2 of SAER 1972, the level of inspection will be defined for the materials. Level 0: Documentation requirements only; no vendor inspection required. Level 1: Only final inspection required prior to shipping.

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PROCUREMENT PLAN Level 2: Includes, as a minimum, pre-inspection meetings, one or more unspecified “in progress” surveillance visits, all witness and hold points, final inspection, and release for shipment. Level 3: Same as level 2, except that “in progress” surveillance inspections shall be on a regular basis ( daily, weekly or bi-weekly) Level 4: Resident inspector continually monitoring the work. 3.2 PO Review: Purchase Order includes as a minimum, the following information: ™ Item number with complete item (material) description including specifications ™ Quantity of each item ™ 9COM number of the material allocated in the SA SAP system. ™ S.A. Dummy Purchase Order Number (sequentially incremented for the successive PO issued against the purchase requisitions, allotted SA dummy PO numbers) ™ Non Material Requirements (NMRs), 7900 series forms ™ Applicable Saudi Aramco Engineering Standards (SAES)-applicable to items ™ Applicable Saudi Aramco Material System Specifications (SAMSS)-applicable to items ™ Listing of supplier QA records to be prepared, submitted, or made available to GCC and Saudi Aramco for special process approvals ™ Inspection Level as assigned by SAVID ™ Inspection requirements as per applicable SA Form-175 ™ Listing of the Required Material Test Certificates ™ Compliance to specific International Codes/Standards ™ Spare Parts Data Package (SPDP)-if applicable to items ™ Location of use (delivery location) ™ Delivery conditions and delivery dates ™ Equipment Tag ™ Vendor/Manufacturer Name & Address ™ Vendor/ Manufacturer ID Number ™ GCC P.O. Number ™ Issuance Date of P.O. ™ Purchase Requisition Number ™ Milestone date of receipt of Vendor’s engineering documentation ( NMR 601/602/603). ™ Required delivery date of material ™ Required delivery date of Spare Parts, if applicable The PO will be reviewed by Procurement QC supervisor for completeness and correctness for all quality related information. 3.3 PO assignment to inspector: This activity ensures that the inspection level assigned to each PO is in conformance with the project needs, and the assigned inspector is experienced and qualified to perform inspections and tests on the material typology and complexity. QA Manager, with support of the Contractor’s QC Procurement Supervisor, shall evaluate the complexity and typology of the PO for selection of the Inspector to be assigned. The following data shall be taken into consideration for the same:

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PROCUREMENT PLAN 1.Knowledge and reliability of the VENDOR. 2. Product class and description of material ordered. 3. Copy of PO and technical annexes. 4. Applicable SA-175 inspection form. The inspection level and the assigned inspector shall be recorded in the inspection assignment sheet, duly complied by QA Manager. This document shall be transmitted to ARAMCO along with the IAP. 3.4 Review and approval of Manufacturing process: When required by ARAMCO’s standards, and prior to start of the applicable WORK, the engineering discipline Project Specialist Leader shall submit ARAMCO’s review and approval all supplier procedures for refractory installation, welding, welding repair approved by GCC welding specialist and, NDT, heat treatment and alloy verification, procedures approved by authorized third level inspector. Supplier and sub-supplier personnel for NDT, Positive Material Identification, and welding shall be qualified as specified by ARAMCO’s Standards and Attachment-I of the Schedule-Q. GCC’s authorized inspector shall review and approve such qualifications prior to the start of manufacturing. The qualification and certification of NDT personnel shall be in accordance with a nationally program as listed in SAEP-1142. GCC’s designated Level-III Inspector shall review and approve all supplier and subsupplier NDT personnel qualification and certification program as well as procedures prior to commencement of any NDT operations. The engineering discipline Project Specialist Leader shall make supplier and sub supplier NDT personnel records and Welder Qualification Records available to the ARAMCO Representative on request. 3.5 Inspection Assignment Package: The QA Manager, with the assistance of GCC’s QC Procurement Supervisor and Project Specialist Leaders all compile and forward to the ARAMCO Representative no later than (21) calendar days prior to the PIM and start of any fabrication, either at the prime supplier or a major sub-supplier, one electronic version on compact disc (CD) of the GCC’s IAP, and forward to ARAMCO one complete set via e-mail. For Inspection Level 1 and above, GCC shall submit the IAP (14) days before final inspection which shall include: 1. 2. 3. 4.

5. 6. 7. 8. 9. 10.

A complete copy of the GCC’s PO including Change Order(s) or sub-contract, material requisition, and attachments. (to be provided by QC Procurement Supervisor) IAP Checklist.(to be provided by QA Manager) Material Requisition. Copies of sub-supplier’s applicable PO (If these are not available, GCC shall provide them to the ARAMCO Representative upon placement by the supplier). (to be provided by QC Procurement Supervisor) Applicable ARAMCO standards (SAMSS/SAES) Inspection requirements as specified in the applicable ARAMCO Form 175. Inspection assignment sheet specifying the approved inspector(s) that will perform the inspections.(to be provided by QA Manager) Inspection and Test Plans. (to be provided by Project Specialist Leader) The level of GCC inspection (as required by SAER-1972 or Attachment-VI to this Schedule-Q). (to be identified by Project Specialist Leader) Agenda for each PIM where appropriate.(to be provided by QA Manager)

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PROCUREMENT PLAN

3.6 Inspection and Test Plan: GCC thru the concerned Project Engineers of Engineering Department shall require their VENDORS to prepare detailed Inspection and Test Plans (ITPs) for all equipment and materials having assigned a level 2, 3, 4 in Attachment-VI of Schedule-Q. GCC’s QA Manager shall review that the QA/QC requirements as called in all applicable ARAMCO standards and procedures listed in Attachment-II to Schedule-Q are included in the ITPs. Each ITP shall identify the inspection level and detail all witness, hold and certification review points as specified in each ARAMCO Form-175 (Inspection Requirements). 3.7 Pre-Inspection Meeting: The PIM shall be carried out in accordance with project procedure/IAP agenda, and/or per Schedule “Q”, para.3.18. PIM should take place prior to start of any fabrication. 3.8 Inspection Advance Notice: Inspection Notification for any subject materials shall be disseminated to al concerned parties ( SAVID, GCCs TPI) at least five (5) working days (in-Kingdom) and fifteen (15) working days (out-Kingdom) Vendor/Manufacturers plant source. The inspection notification shall be sent via e-mail to the SAIR. 3.9 ARAMCO Representative Presence at Supplier & Sub- Supplier Shops: Relevant to para.3.08 above, SAVID designated monitoring inspector shall be present at vendor/manufacturer’s plant to conduct surveillance as per vendor’s/manufacturer’s ITP. 3.10 Weekly Inspection Reporting: GCCs Procurement QC Supervisor shall submit a Two Week Look Ahead Plan schedule for procurement and Fabrication Status of Materials. 3.11 Inspection Release Report: Inspection Release reports, is covered by GCCs Third Party Inspector (TPI) final release notice/report. 3.12 Inspection Disposition Report: Within two (2) weeks after acceptance of the materials from Vendor, GCC shall prepare Final Inspection Disposition Report to SAPMT, which shall include: ™ ™ ™ ™ ™ ™ ™

Narrative details of Quality activities performed during manufacturing and fabrication of the equipment or material. Copies of Saudi Aramco approved Waivers (if applicable). All GCC Inspection Reports Copies of Vendors quality records as specified in NMR Form 7900 series, SA-175 and/or approved Vendor’s ITP. Copies of all NCRs with final dispositions and resolutions. Outstanding punch list items from pre-shipment inspections Copies of Inspection Release Certificates (IRC) as evidence of positive disposition on the inspected materials.

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PROCUREMENT PLAN 4.0

DISPOSITION OF NON CONFORMITY 4.1

NCR Procedure:

Pre-defined non-conformance reporting (NCR) procedure will apply for any non-conformance in the quality by the suppliers/vendors. The issue of such NCR by GCC quality assurance and control managers will be enforceable and not contested by the vendor/supplier. Corrective action shall be proposed by the supplier within 48 hours of issue of the NCR, and on approval of the proposed corrective action, the suppliers shall ensure correction in the process to ensure quality at the earliest, without any relaxation in the scheduled delivery period specified in the PO/sub-contract. For Client’s issued NCR, GCC shall ensure that the corrective action proposed by GCC and suppliers will be approved by SAVID before the corrections are executed. Identification of Non-Conformance: GCC shall exercise proper control and disposition of identification and documentation of non-conformances, corrective actions and waivers of contract requirements. • Detection of non-conformance of materials is controlled by relevant procedures for materials classified as levels 1, 2, 3 & 4 that are inspected at Vendors source location following the Inspection Assignment Package. • Detection of non-conformances of all materials received at site due to material handling and other causes. • Issuance of non-conformance reports describing the non-compliance of the materials indicating the root cause, corrective actions and preventive actions and resolutions to the identified nonconformities. • A copy of each NCR shall be submitted to the ARAMCO Representative within 48 hours and distributed to the concerned department and personnel. • Issuance and Closure of the NCR shall be recorded on the approved NCR Register Form for document record and control. • Control of Non-Conformance Procedure (Doc. Code PP07-505) Appendix 13 of PQP shall be adhered with conjunction of this para.4.01 4.2

DETERMINATION OF DEGREE LEVELS OF NCR

a.

MAJOR NCR:

Non Conformity is considered major under the following case situations: 1. Repair by means of other procedures that is not yet proven or that requires qualification and/or approval by Saudi Aramco authorities. 2. Re-design of the material/s to comply with the requirements. 3. Major repair or replacement of product adversely affecting the project schedule and overrun on budgeted costs. 4. Waiver request application. b.

MINOR NCR:

Non Conformity is considered minor under the following case situations: 1. Rectification still possible and restoring the product in full compliance with the contractual specifications and standards. 2. Replacement having no impact on the project schedule or costs. 3. Completion of documentation, when it is the cause of non-conformity. 4. Minor Repair and can lead to full conformity of the product. 5. “Use-as-is”, if deviation does not impact the performance and/or functionality of the product.

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PROCUREMENT PLAN 4.3 -

ACTION:

Relevant to the nature of NCR, courses of action shall be as follows: Issuance of Non Conformance Report Identifying and stating a brief statement of non conformity. Addressee to find the root cause and analyze the non conformity. Addressee to propose a corrective action for disposition by the Originator. Preventive action shall be proposed to prevent recurrence of non conformity. NCR closure by Originator if the NCR was repaired and complied with the requirements/specifications. Originator to reject or put on hold material if the non conformity does not meet the requirements/specification. 4.4

Non Conformance Handling Flowchart:

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PROCUREMENT PLAN 5.0

WAIVER REQUEST: Requirements of inspection, testing or examination may be waived only with the written approval from ARAMCO. CONTRACTOR shall not waive the requirements of any CONTRACTOR Quality Plan or ITP previously accepted by the ARAMCO Representative without the express written consent of the ARAMCO Representative. Waiver from QC requirements shall be issued by means of SA Form 6409 by the concerned Project Engineer, approved by Technical Manager for submission to ARAMCO and copy shall be transmitted to QA Manager. Technical Manager shall initiate the Waiver Request in accordance to SAEP-302 and shall record each request of a waiver and the relevant result in the proper waiver log. The request of waiver shall always report the following: 1. Reference to job specification document which state the subject requirements. 2. Copy of documents as per point (1), with the subject requirement highlighted and the relevant 175 form. 3. The proposed change to the Job Specification/ 175 form QC requirement, shall be highlighted and shall include any clarification to the Job Specification/ 175 form QC requirement. 4. Justification for the waiver request including Vendor/ Constructor limitations and also the cost/schedule justification. 5. Identification of the project interested facilities, or separable portion of it, respective platform/system affected. The waiver from QC requirement shall always be agreed with the QA Manager before the issuance. The QC requirements waiver shall be submitted by the concerned Project Specialist Leader to GCC for approval. On the basis of the right of GCC to approve or reject the QC requirement waiver Project Specialist Leader shall instruct QA Manager and all concerned functions to act accordingly. In case of QC requirement waiver is approved by GCC, QA Manager shall instruct the Assigned Inspector of the waiver details, to coordinate with Vendor and enter the data in the non-conformance log, to avoid problems at the time of the issuance of the Inspection Release Report. If the QC requirement waiver is rejected by GCC, QA Manager shall instruct the Assigned Inspector accordingly to coordinate with Vendor to fulfill the QC requirement. If the waiver is rejected and deficiencies arise while rectification, non-conformance procedure shall be applied for the same.

6.0

TRAINING AND QUALIFICATION: 6.1 -

Familiarizing and training:

GCC personnel indoctrination and familiarization of relevant Saudi Aramco Standards, Industry Codes and International standards are being conducted in-house at GCC corporate office. Familiarization and training of GCC personnel shall be in adherence with GCC Competence, Awareness & Training program stated in PQP para.6.2.2 (Form No. ARD-F002/00/13) 6.2

Personnel Qualification:

Personnel performing QC Inspection activity in accordance with att. I of Schedule Q on the basis of education, training, experience or examinations against specific job requirements.

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PROCUREMENT PLAN Qualification shall be in accordance with specific job inspection activity to be assigned to inspectors. Qualification records for the same shall be made available to ARAMCO for review upon request. GCC shall prepare and maintain Inspector’s resume and qualification records, which shall include: 1. 2. 3. 4. 5. 6.

Educational Level Brief Professional History Training Examinations Experience (indicate duration of each work) Qualification / Certification records.

QA Manager shall assure that only personnel with acceptable qualifications, as per the above requirements, are assigned to perform only inspectors that fulfill Schedule Q Att. I requirements are proposed to ARAMCO for approval. The inspection personnel will be GCC’s personnel or from qualified agencies. 6.3

ARAMCO Interview and testing:

QC Personnel/Agencies not previously qualified by ARAMCO that GCC need to involve in the project shall be submitted to ARAMCO for concurrence, prior to undertake their QC activity. ARAMCO. at its option, is entitled to conduct interviews and tests to GCC proposed QC candidates. QA Manager will assure that this complies with and only the inspectors who currently approved (in writing) by the Inspection Representative of this project will be assigned to the project. QA Manager selects approved inspectors to cover all required inspection discipline for multidiscipline materials. GCC shall make personnel changes required due to vacations, illness, temporary assignments, emergency level, resignations or other reasons as necessary to maintain required Quality coverage. ARAMCO shall advise the ARAMCO Representative of such personnel and quality coverage at least (30) calendar days in advance of scheduled absences or changes and as soon as possible for other changes. 7.0

QA/QC Meeting: Weekly meeting will be held by GCC with SAIR to resolve any outstanding NCRs and other open issues, to firm up the next two week’s look-ahead schedule and for expediting IAP submission, approval and other open pending processes.

8.0

PROCUREMENT STRATEGY: The action of GCC during the procurement stage shall consist of the following: 1. Design office (Sofcon) shall consolidate the material take-off from the drawings, and prepare material requisition indicating the material description, UOM, quantity and other specifications, data-sheets etc. 2. Prepare the complete bid package with the commercial terms and conditions, instructions to bidders (Vendors) and any technical descriptions of the materials and documents to be provided. This shall include also Spare parts requirements, Capital Spares (if applicable), Non-material Requirements and relevant QA/QC Documents. 3. Forward inquiries to Bidders (Vendors) and answer immediately their queries and clarifications.

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PROCUREMENT PLAN 4. Expedite the Bidders (Vendors) to submit their quotations on time (date as provided in the RFQ) 5. Host pre-bid vendor conference if required to clarify the technical issues and queries for engineering and complex equipments. 6. Join meeting with vendor, Project and Discipline Engineers, to match the technical conformity of the offered material/equipment. If the vendor’s technical offer conforms to the specific requirements, Engineering/SOFCON will approve the Vendor’s technical proposal. 7. Transmit to vendors any additional information and/or clarification that are not cleared nor complied in the MR/RFQ requirements. 8. Receive the commercial bids and evaluate the suitable bid considering the project schedule requirements and the price, and place LOI or PO to the successful bidder. 9. Issue the unpriced vendor acknowledged PO to SAPMT for review, approval and records. 10. If requested by SAPMT, the technical bids and the technical evaluations done therein will be issued for the review, approval and records of SAPMT. 11. The NMR 601 documents will be expedited from the vendor, and evaluated by Sofcon and GCC for the correctness of the material specifications, and if found acceptable, shall be stamped and returned to vendor for submitting the final certified drawings as NMR 602, and to proceed with manufacture. 12. For materials of inspection level 1 and above, Inspection assignment package will be compiled and issued to SAPMT for review and onward transmittal to SAIR for the review and approval. 13. Conduct Pre inspection meeting for inspection level-2 and higher items, and to conduct in-process inspections of such items, and to conduct the final inspection for the items of inspection level -1 and above. 14. Expedite the fabrication and delivery of the items, and to transport the items to site warehouse or to site, for storage, consumption or installation of the project material. 8.1

Material Substitutions

For any proposed material substitutions on cases the required specifications are not available in the market, GCC will still follow the same process (as described in this Procurement Plan) for the procurement of the equivalent and Client’s approved substitute. Necessary approvals as required from concerned divisions of Saudi Aramco such as CSD and proponents will be processed and obtained by GCC in sourcing such substitutes. In case the Vendor/Manufacturer for the substituted material is not listed in Saudi Aramco Regulated Vendor List (RVL) and Saudi Aramco SAP Listed, GCC shall pre-qualify this vendor & its source supplier and follow the requirements set forth in Schedule ‘Q” attachment III par. 1.2. On special cases one (1) vendor source approval can be pursued by GCC by adhering to the provision of SAEP 133 for one-time-use plant approval. However, such pre-qualifying the suppliers for the substitution of materials will be minimized to the maximum extent possible, and will be resorted only in extreme emergency situations where the project specified materials are not available in the market. 8.2

Detailed process overview:

Materials Requirement Identification GCC’s Engineering Department/SOFCON shall identify, take off and prepare a list of all the materials and equipment required as per the contract scope of work.

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

: : : : : : : : :

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PROCUREMENT PLAN This list shall contain the following information as minimum: ™ Item Description ™ Location of use and the plant number, if available. ™ Quantity ™ SAUDI ARAMCO’s 9COM number. ™ SAUDI ARAMCO’s Engineering Specifications/Standards (applicable to Items) ™ Compliance to specific International Codes / Standards ™ Recommendation for capital spare parts (if applicable) ™ Equipment Tag, if applicable ™ Inspection Level as assigned by SAVID GCC shall obtain approval or confirmation on the Level of Inspection for all commodities (Bulk Materials & Equipment) with the corresponding vendors/manufacturers from SAVID. The levels of inspection and CCC/9COM shall be referenced in each RFQ and Purchase Requisition Submittal. Priority Listing and Long Lead Items The master procurement list shall be reviewed by the Planning and Scheduling Unit to establish the priority listing as per the schedules. The Procurement Department identifies the long lead items from the master list. This list shall be the main basis for the preparation of procurement planning in relation to preparation of Request for Quotation (RFQ), Purchase Requisition (PR) and Inspection Assignment Package (IAP). IAP shall be prepared only for inspectable equipment & materials as enumerated in Contract Schedule ‘Q’ and other materials/equipment that SAVID may later assign as inspectable items. The long-lead items will be processed first, since the delivery of such equipments/items is expected to take more than 24-28 weeks, and the items mostly lie on the critical path, and such items require monitoring and control to avoid any slippage in the schedule delivery. Procurement division, GCC shall float advance RFQ’s for such items, without waiting for formal approved PR submittal reviewed and approved by SAPMT and VID, to cut down on the processing time for the PO issue. However, formal PO will be issued only after the approved PRS is made available to the procurement by the project team, along with the internal ERP generated Purchase requisitions. The critical items are those which are processed next, however the exact specification and quantities may be not firmed up till the date of IFC issue, such items will be processed only to the stage of draft PO issue, the firm PO will be issued after the specification and quantities are firmed up. The bulk materials will normally be processed after the issue of IFC, such materials are mostly available ex-stock, off-the shelves or with considerably less delivery times up to 6-8 weeks. The materials are subject to quantity variance due to design changes even after issue of IFC. Such items may be modified in the PR submittals, without review by SAVID. The IAP may be extended in such cases. Vendor Sources, Qualification and Quotation Request GCC’s Procurement Department shall select its Vendor sources from the list of SAUDI ARAMCO Regulated Vendors List (RVL) and to be verified by SAPMT Materials Specialist on Saudi Aramco SAP System. It shall be the responsibility of Procurement Department to ensure the technical and quality requirements, and sound financial capabilities of all Vendors prior to placement of any Purchase Order. SAPMT material specialist shall issue the RVL listing concerning the 9COM of the items, along with the contact details (e-mail and telephone numbers of contact persons) of the plant ID approved for the

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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PROCUREMENT PLAN materials and the details of local in-kingdom agent/partner of the concerned manufacturer to GCC procurement, to enable the Procurement Department to float the RFQ’s to such In-kingdom agents/partners wherever available. If Vendor are not listed in Saudi Aramco Regulated Vendor List (RVL) under Saudi Aramco SAP system and GCC intends to propose alternate vendor, GCC shall pre-qualify this vendor & its sourced supplier and follow the requirements set forth in Schedule ‘Q’ attachment III par. 1.2 on special case one (1) vendor approval can be pursued by GCC by adhering to the provision of SAEP 133 for onetime-use plant approval. For non-RVL items, GCC shall source such items from local or foreign vendors who have Saudi Aramco approved vendor ID for trading in materials. Preference will be given to local in-kingdom vendors.

Request for Quotation (RFQ) GCC’s Technical Unit (Engineering Dept.) shall initiate the initial RFQ for required material/ equipment, in which include the complete descriptions of the material/ equipment, applicable technical standards, project specification reference, project drawing reference, quantity, delivery time, method of packing, method of shipment, QA/QC requirements, inspection requirements per SA Form 175, special requirements and all other Non-material requirement. Purchase Requisitions (PRs) GCC/SOFCON shall attach to each Purchase Requisition, the SAUDI ARAMCO material specifications, equipment data sheets, standard drawings, Form 175 (Inspection and Test Requirements), NMR 7900 series and Approved Manufacturer’s product data sheets, catalogs and work procedures. The Purchase Requisition shall include the following as a minimum: ™

Vendor Name and Plant Location (Saudi Aramco approved included in the RVL);

™

Non-approved Vendor pre-qualified copy of approval of Saudi Aramco to be attached;

™

Item number with complete description of the material including specifications, CCC and 9COM number and Saudi Aramco Dummy P.O. Saudi Aramco Dummy P.O Number should be reflected on all documentations such as NMRs Drawings, Material Test Certificates and SPDP. Data Sheet (ISS and Standard Drawing as applicable);

™

Equipment Tag Number;

™

Inspection level;

™

Non-Material Requirement (NMRs);

™

Start-up and operating spare parts list (as applicable);

™

SPDP requirements;

™

Operating and maintenance manual requirements (not applicable for bulk items);

™

SAUDI ARAMCO Form 175

™

SAUDI ARAMCO Material equipment;

™

Shipping and Invoicing Instructions;

™

A requirement for Vendor’s submittals of all warrantee and guarantee information including requirement for Vendor Representative for site technical support during pre-commissioning, commissioning and start-up of the equipment.(as may be applicable);

System Specifications (SAMSS) for the ordered material /

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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PROCUREMENT PLAN ™

A requirement for Vendor to use English language for all information submitted;

™

A requirement for Vendor for special tools (if applicable);

™

A requirement for special packaging and recommended packing and preservation procedures while in storage awaiting installation. (If applicable);

™

A requirement for Vendor to submit QA records for GCC/SAUDI ARAMCO review and approval, i.e. welding, coating, refractory installation, NDE, welder qualification, etc.

™

Delivery Location;

™

Quantity of each item;

™

Delivery conditions;

GCC’s QA/QC Dept. will review the PR submittal for propriety to Vendor List, inspection level and thereafter will endorse officially to SAVID for approval. GCC can only proceed with placing of the purchase order upon receipt of the approval of the purchase requisition from SAVID. During the review process of PR by SAPMT and SAVID (at least 10 calendar days), it is assumed That GCC’s nominated Vendors/Suppliers (included in RVL) has not been dropped and/or put on HOLD at Saudi Aramco SAP System. In case this happened, SAVID shall notify GCC in writing to exclude the Vendor/Supplier that has been dropped and/or put on HOLD. GCC, upon receipt of this notification, reserves the right for an extension of time to obtain from another alternate approved Vendor/Supplier and re-submit the revised PR. Purchase Orders Purchase Order (P.O.) shall be prepared by GCC’s Procurement Dept. after receipt of Purchase Requisition package approval from SAPMT/SAVID and shall form part of Inspection Assignment Package submittals (For Inspection Level ‘1’, ‘2’, ‘3’ or ‘4’). In case the Vendor/Supplier is dropped and/or put on HOLD from Saudi Aramco SAP System after GCC had already issued a P.O. to this Vendor/Supplier, this will be resolved by following alternate options, i.e.: 1. P.O. can be cancelled if the commodity items has not yet undergone procurement and manufacturing process by Vendor/Supplier. GCC has the right to claim cancellation charges imposed by the Vendor/Supplier, if there’s any. 2. If the commodity item has started and/or already completed its manufacture, GCC to secure a waiver request from SACSD thru SAPMT/SAVID to accept the commodity item from the Vendor/Supplier. Otherwise, GCC reserve the right to reimburse from Saudi Aramco the corresponding cancellation charges and involved cost incurred. The un-priced PO acknowledged by the supplier/vendor, along with the sub PO issued by supplier/vendor on the suppliers of sub-assemblies, contact details of the supplier, location map of facility where the items are offered for inspection, shall be issued by document control, procurement to the QA manager, these shall form part of the IAP. Inspection Assignment Package (IAP) Refer to 3.5 Expediting GCC shall ensure that the Inspectors of Saudi Aramco and/or those appointed by Saudi Aramco shall have free access to GCC’s and its Vendor’s offices and works. During expediting, GCC shall be responsible for giving complete and reliable information on the purchase order status. GCC shall

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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PROCUREMENT PLAN ensure that the supplier/vendor will issue complete and reliable information and regularly updated schedule of production for the items. The information will include shipping schedule, issuance and progress status of any orders, critical orders and the expected arrival dates. GCC shall prepare and forward at regular intervals to SAPMT an up-to-date status report of the materials covered under the PO’s. GCC shall expedite all purchase orders, revisions and amendments (including vendor’s quotations, any applicable engineering design calculations, drawings, spare parts data, installation, operating and maintenance instructions, other Non-material requirements, invoices etc.) after placement of purchase orders. GCC shall verify with vendors, before placement of an order that their deliveries meet the required shipping schedule. GCC shall maintain control of delivery dates established for the project. GCC shall ensure that all vendors meet the applicable quality assurance requirements of Contract Schedule 'Q' and GCC’s Quality Assurance and Quality Control Procedures, as set forth in the Project Quality Plan. GCC shall expedite the review and approval of all Non-material requirements received from the vendors. These include, but are not limited to, design calculation, drawings, Spare parts data, special tools (if any), spare parts recommendations (if applicable) and other data generated by vendors requiring approval by SAPMT. GCC shall ensure that the NMR documents are issued by the supplier/vendor within the days specified clearly in the PO’s. The days specified for the submission of the NMR will be based on the complexity of the equipment/material and shall not in any case exceed 4 weeks. GCC shall ensure that the client and/or its designated design office/GES contractor reviews and approves the NMR within 14 days. GCC shall ensure that the vendor/supplier submits complete NMR documentation, duly filling up all the relevant fields in the data-sheets, ISS etc and submitting all relevant drawings applicable per NMR as specified in the NMR SA-79 forms included in the PO. 9.0

Procurement Process Flow: A flow chart of procurement process is prepared as a guide in the sequencing of activities and defining the responsibility of every department or section involved. It shows the logical interfaces among the entities on any major activity, “See overleaf for Flow chart”

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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PROCUREMENT PLAN

10.0

MATERIAL RECEIVING, HANDLING & STORAGE, ISSUANCE and PRESERVATION

Refer to Appendix “8” of PQP titled “Material Management Plan”.

In general, procedures for safeguarding and controlling all GCC supplied and Client supplied materials, including storage, handling and issuance for project use shall also observe the following: 1. Material receiving report will be prepared for all GCC supply and Saudi Aramco supply materials, itemwise listing the PO line items received, along with the inspection reports associated with the materials. 2. The materials which have not passed the inspection by QC inspector at site, will be kept at ‘quarantine’ area till the non conformances are rectified and cleared by the inspector.

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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PROCUREMENT PLAN 3. The cleared materials will then be offered to QC inspector for raising RFQ for the PID inspection. 4. Till the PID inspection and clearing of materials, the materials will be kept in the ‘receipt area’ 5. After PID clearance, the material will be issued to the ‘storage’ area, and record kept for the storage bin and area for the material, till they are issued to the project-site for installing. 6. Heavy items and equipments will be directly taken to the ‘storage area’ and area around the item will be marked as ‘quarantine’, ‘receipt’ and ‘storage’ depending on the state of the inspection of the equipment. 7. Very heavy skids and equipments and items such as pipes can be taken direct to site for direct installation in foundation and stringing, however the store keeper will maintain the records of such direct delivery of materials. 8. The packing of the items will be to extent possible restored, after the inspection of the item to ensure the items are not subjected to direct weather and other elements. 9. Hazardous materials will be stored per directions in the MSDS; such items will be separately identified and separately recorded and stored. 10. Items requiring air conditioning will be separately identified and recorded and stored in air conditioned storage containers. 11.0

STATUS REPORTS: Description of all periodic reports to be produced and their submittal dates. Materials Procurement Status Report Ensuring timely delivery of engineering equipment and materials, the following shall be observed and to be tracked in GCC’s Form WF-13 (see appendix) or Material Expediting Report Form (see appendix) and Saudi Aramco Contract Schedule provision (milestone completion) as follows; 1. Milestone identifying the timing for preparation of specifications and requisitions of all engineering equipment and materials 2. Purchase Requisition Submittals information (submittal and approval) 3. Brief description 4. Item and Tag number 5. Level of Inspection 6. CCC/9COM 7. Purchase Orders information ( PO no., issued date, vendor and manufacturer) 8. Estimated time of arrival at the port of entry into Saudi Arabia and at the Work Site 9. Non Material Requirements, i.e. NMR 601, NMR 602 & NMR 603 and SPDP 10. Inspection Assignment Packages 11. Delivery date 12. Receipt Date and Receiving inspection reports 13. Final Inspection Disposition Report A copy of monthly Procurement Status Report shall be highlighted during Weekly Progress Meeting and included in the minutes. Purchase order control log: GCC will issue a log of Purchase orders which will comply with attachment II to schedule ‘G’ and attachment III to schedule Q, and will include columns showing

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Project Title Client Contractor Contract No. B.I. No. Date Revision No. Document Code Appendix

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PROCUREMENT PLAN 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Whether the material/equipment is designated as critical by Saudi Aramco. Date material is required at worksite according to approved work schedule Original scheduled delivery date Current forecasted delivery date Actual delivery date Current status by which delivery is ahead or behind original scheduled delivery date. Date of receipt of O & M Manuals, vendor drawings and spare parts data Date spare parts received, if applicable, Identify if Saudi manufacturer equalization was required and if so whether performed. Most current date expeditor confirmed delivery details.

Bi-monthly Material progress and status report: The report with following details will be submitted to the ARAMCO representative twice a month. 1. An updated copy of PR and PO log. 2. Identifying any actual or potential delays or lags in delivery, shipping or delivery to site. 3. Any changes in status compared to previous month. 4. Special actions being implemented to improve and correct the delays. 5. Resolution status of NCR’s 6. List of materials delivered to worksite 7. Itemized report of any damage or short deliveries 8. SPDP development status and progress. Purchasing files: GCC will establish separate file for each procurement valued more than 10000 USD, which will contain PR, attachments and specifications, bidders’ list, quotation request, bidders’ quotations, a bid summary identifying all bidders, evidence of technical review, the placement recommendation, record of all clarification meetings, copy of PO and each subsequent change order and record of their attachments and specifications. The file will also identify start up spare parts if any ordered and contain the vendor spare parts data package required under schedule ‘G’ GCC will allow Saudi Aramco unrestricted access to un-priced copies of all documentation included in these purchase files. Electronic contractor procurement report: GCC will complete to Aramco at end of every month, from the month in which first PO is placed until the month in which the last PO is placed, a detailed item-level report for the placed purchase orders valued more than USD 10000 by utilizing the program and in format provided by Saudi Aramco. Software for the CPR will be provided to GCC by Aramco. Quality Management Reports Pursuant to Contract Schedule ‘Q’ par. 7.7, GCC shall prepare and submit monthly quality management report to Saudi Aramco covering the following, for distribution to concerned SA Units. ™ ™ ™

Listing of quality audits completed (internal and subcontractor), in progress, and planned for the next month. Status of open corrective actions for non-conformance reports, audits and management reviews. Listing and status of engineering waivers requested.

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PROCUREMENT PLAN ™ ™ ™ ™ ™ ™

12.0

Quality personnel listing as specified in Schedule ‘Q’ par. 5.11. Listing of Pre-Inspection Meeting conducted and planned for the next month. Listing of supplier inspections performed and those planned for the next month. Non-conformance reports issued to vendors: number issued, close out, and pending for the month. Listing and disposition of all defective or rejected material or equipment received at job site by and subcontractor, Welding rejection rate reported on a per joint basis for piping, structural, and alloy welds. A chart showing the historical performance during the project shall be included.

ATTACHMENTS/FORMS •

Procurement Organization Chart

•

Procurement Status Report Form

•

Non-Conformance Report (NCR) (Form No. QMP-F007/00/13)

•

Register of Non-Conformance Reports (NCRs) & Status (Form No. QMP-F008/00/13)

•

Two Week Look Ahead Test & Inspection Schedule (Form No. QMP-F006/00/13)

Page 22 of 22

GULF CONSOLIDATED CONTRACTORS CO. LTD. WASID DOWNSTREAM PIPELINES PROJECT CN 6600025971

PROCUREMENT ORGANIZATIONAL CHART

AFZAAL SHAHID CORP. QA MANAGER

KHURRAM SHAHZAD PROJECT QA MANAGER

NAJIB FOUAD GHANDOUR PROCUREMENT DIRECTOR

M. SALIM BEHIM PROJECT PROC. SUPERVISOR

FRED AGCOLICOL

SAMIUDDIN CHUGHTAI PROJECT MANAGER

ENG’G MANAGER

SIBI SUNNY MATHEW MATERIAL ENGR/ SPDP COORDINATOR

ALEX N. LALAP

PROCUREMENT QC SUPERVISOR

MATERIAL COORDINATOR

ARMAN I YMSON VENDOR INSPECTORS

EXPIDATOR

Revision: Rev. B Date: March. 1, 2011 Description: Issued for Client Review/Approval Issued By: Rodolfo A. Loyola Approved By: Arshad Anwar

PROCUREMENT STATUS REPORT Project Title: WASID DOWNSTREAM PIPELINES PROJECT BI- 10-00918 Contract Number: 6600025971

SL,  NO.

PURCHASE REQUISITION DETAILS PR Number and SA Dummy No.

PR Item Description

S

P.R. from  P.R.  P.R.  F SOFCON to  P.R. Release  Approved by  Approved by  Bid Closing  Technical  by SAIR Date Evaluation GCC SAPMT SAIR A

PO  Remmend  by GCC

DRAFT PO  NMR's Vendor  NMR 601  Approved  PO Placed 601 Dwg Due Review by SAPMT

s

1

F A s

2

F A s

3

F A s

4

F A s

5

F A s

6

F A s

7

F A s

8

F A s

9

F A s

10

F A s

11

F A s

12

F A s

13

F A s

14

F A s

15

F A

S=SCHEDULE F=FORECAST A=ACTUAL

Page 1 of 1

NMR 601  Approved

Report Date

NMR 602  Recept

NMR 602  Review

NMR 602  Approved

IAP  Approved

PIM Date

Vendor Ex‐Work  Date

Dock Side  Delivery to  Date (ETA) Site

Job Site  Require  Date

FLOAT       + ‐           Category Days

Manufacturer  Vendor

Remarks

Project Title: Wasid Downstream Pipelines Project

Client: Saudi Aramco

Contract No.: 6600025971

Contractor: GCC

BI No. : 10-00918

DATE:

PROCUREMENT PHASE : TWO - WEEK LOOK AHEAD INSPECTION SCHEDULE Covering Period:

Serial No.

Activity Description

Week Period:

1.0

PRE-INSPECTION MEETING

2.0

VENDOR SOURCE INSPECTION (IN-PROCESS)

3.0

FINAL INSPECTION AND/OR ISSUANCE OF RELEASE CERTIFICATE

Week Period:

NOTE:

LEGEND: Tentative Schedule of Inspection or PIM

Schedule of Meeting

Witness/Hold Inspection

Submittal Date

Monitoring

Noted by:

Prepared by:

QA/QC Engineer Distribution: 1-S.A.VID; 1-Corporate QA Manager;1-Project QA Manager QMP-F-0006/00/13

Date

Project QA Manager

Date

REGISTER OF NON-CONFORMANCE REPORTS (NCRs) AND STATUS Sl. No.

NCR Originator and Issued Date NCR Addressee Source Name of GCC's Issued Dept./ Name of I-Internal OrigiNCR Date Unit Responsible E-External nator assigned No. Person

LEGEND : QMP-F008/00/13

A - Accepted as it is B - Repaired to Contractual Specs

NCR Brief Description

C - Repaired with concession of Contractual Specs D - Rejected or Scrapped

Project Contract No. B. I. No. Client Contractor Addressee's Target Date of Resolution

: : : : : Resolution Code A

B

C

D

Resolution Execution Date

NCR Current Status C=Closed O=Still Outstg.

Remarks/ Notes

Date of Last Entry ____________ DD / MM / YY