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Engineering Procedure

SAEP-3102 19 November 2008 Equipment and Spare Parts Data Requirements for SAPMT Originated Requisitions Document Responsibility: Project & Strategic Purchasing Dept.

Saudi Aramco DeskTop Standards


Table of Contents 1 2 3 4 5 6 Scope............................................................. 2 Applicable Documents.................................... 2 Purpose.......................................................... 2 Responsibilities - SAPMT............................... 2 Responsibilities Materials Standardization Division (MSD)...... 4 Exemptions and Waivers............................... 5

Appendices......................................................... 6 A. Glossary of Terms B. Spare Parts Data Package Status Report (SPDPSR) Required Format C. Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for, or by Saudi Aramco D. Spare Parts Data Package (SPDP) Checklists E. SPDP Waiver Procedure

Previous Issue: 30 September 2003

Next Planned Update: 19 November 2013 Page 1 of 6

Primary contact: Bassam, Adnan Hamad on 966-3-8740620


CopyrightSaudi Aramco 2008. All rights reserved.

Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3102 Issue Date: 19 November 2008 Equipment and Spare Parts Data Next Planned Update: 19 November 2013 Requirements for SAPMT Originated Requisitions

Scope This procedure details the requirements for the acquisition of technical and catalog data for equipment, spare parts and operating materials, commonly referred to as a Spare Parts Data Package (SPDP), for all new equipment purchased by SAPMT in the execution of projects.

Applicable Documents The requirements contained in the following documents apply to the extent specified in this procedure: Saudi Aramco Engineering Procedure SAEP-31 Saudi Aramco Forms Form SA-1149 Used for Materials Cataloging (New SAMS Item) Corporate Equipment and Spare Parts Data Requirements

Purpose The purpose of this procedure is to outline the roles and responsibilities of all organizations involved in the cataloging data acquisition process, and to provide instructions for Saudi Aramco Project Management Teams (SAPMTs) and Contractors to ensure that complete and acceptable SPDPs are submitted in accordance with stipulated submittal schedule so that spare parts and operating materials are available when the new equipment is put in service.

Responsibilities - SAPMT The responsibilities of SAPMT are summarized but not limited to the following: 4.1 Designate a Spare Parts Coordinator (SPC) sixty (60) calendar days prior to the issue of first requisition. The SPC will be a senior level position in the organization and be a technically competent individual specifically dedicated to the spare parts data acquisition effort. Prepare and submit for MSD approval, a Spare Parts Plan (SPP) 30 calendar days prior to the issue of first requisition. The SPC will prepare the SPP which must include the following: 4.2.1 Scope

4.2

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3102 Issue Date: 19 November 2008 Equipment and Spare Parts Data Next Planned Update: 19 November 2013 Requirements for SAPMT Originated Requisitions

4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.2.7 4.2.8 4.2.9

Key definitions Responsibilities Spare parts instructions to be issued to suppliers during bidding and in PO's Procurement of capital spares, start-up spares and operating materials Identification of equipment requiring SPDPs A SPDP submittal forecast A description of the project specific process for SPDP status tracking, expediting, review, correction of deficiencies and final approval Procedures for progress and status reporting, including sample reports

4.2.10 Presentation of spare parts requirements in supplier bid-explanation and pre-award meetings 4.2.11 Technical review and approval of each Spare Parts Data Package (SPDP) 4.2.12 Procedures for resolving SPDP deficiencies and Noncompliance by suppliers 4.3 Provide Materials Standardization Division (MSD) with basic project purchase order information in a table format in accordance with Appendix B. This will be used to update MSD project tracking system. Ensure that all Requests For Quotations (RFQs) and purchase orders, including Supplier sub-orders, contain: 4.4.1 Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for or by Saudi Aramco (See Appendix C). SPDP checklists applicable to Mechanical, Electrical & Instrumentation equipment that are being purchased (See Appendix D Mechanical, Electrical & Instrumentation).

4.4

4.4.2

4.5 4.6

Encourage the equipment suppliers to prepare Waiver Requests for any equipment previously supplied to Saudi Aramco (See Appendix E). Obtain and review the Supplier SPDP submittals for accuracy, format, and completeness, and promptly resolve deficiencies.
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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3102 Issue Date: 19 November 2008 Equipment and Spare Parts Data Next Planned Update: 19 November 2013 Requirements for SAPMT Originated Requisitions

4.7 4.8

Submit SPDPs to MSD for detailed review. Forward the SPDPs Review Sheets for rejected packages promptly to Suppliers to obtain the missing information. Provide all data requested by MSD to promptly resolve SPDP deficiencies as soon as possible, but no later than 30 calendar days after receipt of MSD's SPDP Review Sheet. Highlight to vendors the equipment and spare parts data requirements, and emphasize the importance of providing complete documentation and meeting SPDP submittal dates during all bid explanation and pre-award meetings. MSD can be invited to attend the bid explanation and kick off meetings to help clarify SPDP requirements. Review the monthly Spare Parts Data Package Status Report (SPDPSR). Refer to SPDPSR format in Appendix B for completeness and accuracy. Send the SPDPSR to MSD and the relevant Proponent/MRO organizations. Coordinate with MSD to arrange for SPDP kick-off meetings with suppliers. Obtain all necessary data, SPDP checklists, instructions how to assemble SPDP, and other information required to train the suppliers. Notify MSD immediately if an equipment PO is canceled. Initiate SPDP Waiver Requests if the new equipment is identical or nearly identical to equipment previously supplied to Saudi Aramco (See Appendix E for details).

4.9

4.10

4.11

4.12 4.13

Responsibilities - Materials Standardization Division (MSD) The responsibilities of MSD are summarized but not limited to the following: 5.1 5.2 5.3 5.4 5.5 Participate in the Project Kick-off and Bid Explanation meetings, as required. Conduct Spare Parts Kick-off meeting sixty (60) calendar days prior to the issue of first requisition. Review SPDP Waiver requests, and approve/reject as appropriate. Provide training to the SPC and to other concerned personnel on how to assemble complete and acceptable SPDPs. Review Monthly SPDPSR (Appendix B), for completeness and accuracy. Determine which items will require SPDPs. Send comments, if any, to the SAPMT.

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3102 Issue Date: 19 November 2008 Equipment and Spare Parts Data Next Planned Update: 19 November 2013 Requirements for SAPMT Originated Requisitions

5.6

Conduct timely reviews of the SPDPs upon receipt, and forward SPDP Review Sheet comments to SAPMT. The Review Sheet should provide specific comments on SPDP deficiencies. Maintain SPDP processing status reports and provide the information to SAPMT and Proponent/MRO organizations, as required. Catalog the spare parts and operating materials data and upload them in SAP/R3. Forward a copy of the completed Saudi Aramco Form SA-1149 (or equivalent) to the relevant Proponent/MRO organizations for information. Ensure that all items cataloged are extended to the appropriate Material Service Center and the Customer Plant.

5.7 5.8

5.9

Exemptions and Waivers 6.1 Exemptions: Equipment already covered under an existing Maintenance Services Contract where the Contractor is responsible for supplying spare parts. Waivers: Equipment identical or nearly identical to previously supplied equipment.

6.2

Detailed instructions to waive the SPDP submittal requirements are contained in Appendix E.

19 November 2008

Revision Summary Major Revision.

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3102 Issue Date: 19 November 2008 Equipment and Spare Parts Data Next Planned Update: 19 November 2013 Requirements for SAPMT Originated Requisitions

Appendices
A. B. C. D. E. Glossary of Terms Spare Parts Data Package Status Report (SPDPSR) Required Format Instructions to Suppliers for Providing Spare Parts and Operating Materials Data for New Equipment Purchased for, or by Saudi Aramco Spare Parts Data Package (SPDP) Checklists SPDP Waiver Procedure

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