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WASIT DOWNSTREAM PIPELINES PROJECT

SAUDI ARAMCO
GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
10-00918
September 18, 2013
0
PP04-505
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PROCUREMENT PLAN

PROCUREMENTPLAN
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. ARAMCOs 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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SAUDI ARAMCO
GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
10-00918
September 18, 2013
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1.1 Documents Structure:

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GULF CONSOLIDATED CONTRACTORS CO. LTD.
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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 customers 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)
GCCs 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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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 Aramcos 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
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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-POs 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-vendors NMR 601/602 subject to prior approval and form
part of PR submittal.
If sub-vendors commodity item is categorized as Level 1 and above, the same procedural process
shall apply as in the case of main Suppliers 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:
GCCs 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 clients 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 Clients quality requirements

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GULF CONSOLIDATED CONTRACTORS CO. LTD.
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Vendors 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 GCCs 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 suppliers 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 Vendors 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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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 Vendors 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 Contractors 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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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 ARAMCOs standards, and prior to start of the applicable WORK, the engineering
discipline Project Specialist Leader shall submit ARAMCOs 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 ARAMCOs Standards and Attachment-I of the Schedule-Q. GCCs 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. GCCs 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 GCCs 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 GCCs 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 GCCs 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-suppliers 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
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September 18, 2013
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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.
GCCs 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/manufacturers plant to conduct surveillance as per vendors/manufacturers 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 Vendors 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 Clients 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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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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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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SAUDI ARAMCO
GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
10-00918
September 18, 2013
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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 Inspectors 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 GCCs 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 weeks 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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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 vendors technical offer conforms to the specific requirements,
Engineering/SOFCON will approve the Vendors 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 Clients 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

GCCs 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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September 18, 2013
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This list shall contain the following information as minimum:
Item Description
Location of use and the plant number, if available.
Quantity
SAUDI ARAMCOs 9COM number.
SAUDI ARAMCOs 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 RFQs 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
GCCs 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
10-00918
September 18, 2013
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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 RFQs 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)

GCCs 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 Manufacturers 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 Vendors 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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September 18, 2013
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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;

GCCs 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 GCCs 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 GCCs 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 theres 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 GCCs and its Vendors 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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SAUDI ARAMCO
GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
10-00918
September 18, 2013
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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
POs.
GCC shall expedite all purchase orders, revisions and amendments (including vendors 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 GCCs 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 POs. 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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
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September 18, 2013
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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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SAUDI ARAMCO
GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
10-00918
September 18, 2013
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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 GCCs 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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SAUDI ARAMCO
GULF CONSOLIDATED CONTRACTORS CO. LTD.
6600025971
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September 18, 2013
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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 NCRs
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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GULF CONSOLIDATED CONTRACTORS CO. LTD.
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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)

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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

ENGG 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.

PURCHASEREQUISITIONDETAILS
PRNumberandSADummyNo.

PRItemDescription

P.R.from
P.R.
P.R.
F SOFCONto P.R.Release Approvedby Approvedby BidClosing Technical
bySAIR
Date
Evaluation
GCC
SAPMT
SAIR
A

PO
Remmend
byGCC

DRAFTPO
NMR'sVendor NMR601
Approved POPlaced
601DwgDue
Review
bySAPMT

F
A
s

F
A
s

F
A
s

F
A
s

F
A
s

F
A
s

F
A
s

F
A
s

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

Page1of1

NMR601
Approved

Report Date

NMR602
Recept

NMR602
Review

NMR602
Approved

IAP
Approved

PIMDate

VendorExWork
Date

DockSide Deliveryto
Date(ETA)
Site

JobSite
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

Resolution
Execution
Date

NCR Current
Status
C=Closed
O=Still Outstg.

Remarks/
Notes

Date of Last Entry

____________
DD / MM / YY