SP-40-03 Rev 2

SPECIFICATION
SP-40-3 Revision 2

SPARE PARTS REQUIREMENTS

VALIDITY OF SPECIFICATION
This document will be valid by directly printing the document from Sasol Intranet and
validated by a registered Sasol Intranet user by completing the table below.
Validity automatically expires 3 months after verification. Reinstatement of a document
takes place by verifying pertinence and completing the next line in the table. If the
document is found to be obsolete, it shall be destroyed or marked as such.
It is forbidden to use obsolete or expired documents.

Sequence
Number
Control
Number
Initials
and
Surname
Signature
Date
of
Verification
Expiry
Date
1 2004-01-09
2
3
4
5
6
7
8

This Specification is protected by copyright and is the sole property of Sasol. The information is proprietary to Sasol and is for the sole use
of the identified project or defined scope of work. Any unauthorised use, disclosure or copying or any other means of duplication or
reproduction, is prohibited.
Copyright August 2003. Sasol. All rights reserved.

SASOL SPECIFICATION SP-40-3


Originator : (SIGNED)
JP NELL
Reviewer : (SIGNED)
CZ PRETORIUS
Approved by : (SIGNED)
JP NELL

Date : 15 OCTOBER 1986
ISSUE DATE : NOVEMBER 1986

For interpretation of Specification, the following person(s) can be contacted:
Dave de Bruin, Willie Joubert, Robbie Botes, Booyens Naud
SUBSEQUENT REVISIONS
The attached revised sheets are issued herewith. Destroy the superseded sheets and
replace with the attached.
A Revision Description sheet is included to assist in identifying the changes.

Rev No Issue Date Proposed By Reviewed By Approved By Date
. 2 Aug 2003 JB Naud RF Botes C Thirion 7 August 2003

This Specification is protected by copyright and is the sole property of Sasol. The information is proprietary to Sasol and is for the sole use
of the identified project or defined scope of work. Any unauthorised use, disclosure or copying or any other means of duplication or
reproduction, is prohibited.

Revision 2
August 2003



TECHNICAL COMMITTEE OF SPECIFICATION SP-40-3 Revision 2
NAME DEPARTMENT / COMPANY
GA BASSANNA Commercial, Sasol Technology
PW BORSTLAP Commercial, Sasol Synfuels
RF BOTES Mechanical, Sasol Technology
WP BRONKHORST Commercial, Sasol Synfuels
DSL DE BRUIN Management Systems, Sasol Technology
LC DICKS Procurement and Supply, Sasol Infrachem
T ERASMUS Electrical, Sasol Technology
JWA JORDAAN Natref
WF JOUBERT Commercial, Sasol Synfuels
JB NAUD Mechanical, Sasol Technology
A RUDOLPH Refining, Project Management

Page i of iii

Revision 2
August 2003



REVISION SHEET
REVISION 2
Specification SP-40-3, Revision 1 is completely revised.

Page ii of iii

Revision 2
August 2003



TABLE OF CONTENTS
PAGE
1 SCOPE.................................................................................................................................... 1
2 ABBREVIATIONS................................................................................................................ 1
3 SPARE PARTS ...................................................................................................................... 1
4 REQUIRED DATA................................................................................................................ 2
5 SPECIAL INSTRUCTIONS................................................................................................. 2
APPENDIX A INSTRUCTIONS FOR COMPLETION OF THE SPARE PARTS AND
INTERCHANGEABILITY RECORD (SPIR - DATA SHEET E979).............. 1

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Revision 2
August 2003



1 SCOPE
This Specification covers spare parts required for stock holding to assure continuous
operation of the equipment for two years. The requirement for start-up / commissioning
spares shall be addressed with the main equipment orders.
2 ABBREVIATIONS
FOB Free on Board
P&S Procurement and Supply
SI Systeme Internationale
SPIR Spare Part Interchangeability Record
3 SPARE PARTS
The manufacturer shall provide spare parts data listed in Section 3 with the equipment
quotation. Where final quotes for all spares cannot be supplied at this early stage the follow
up data to be provided not later than 6 weeks after placement of the purchase order or
otherwise propose a realistic acceptable time.

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SP-40-3
Revision 2
August 2003

4 REQUIRED DATA
The following data shall be furnished:
a. Spare Parts Interchangeability Record Data Sheet E979 completed in accordance
with Appendix A, including auxiliary equipment
b. Fully itemised sectional drawings of each item in reproducible form
c. Detailed parts list for each item cross-referenced with the itemised sectional drawing
and referenced to equipment
d. Manufacturers data sheets relevant to equipment listed
e. Complete descriptions of equipment listed, such as sizes, ratings and colours
f. Upon delivery the documentation that accompanies the spare part shall include:
i) Material Certificates
ii) Data Sheets (where applicable)
iii) Certification as required for the original equipment
5 SPECIAL INSTRUCTIONS
5.1 The manufacturer shall recommend spares for equipment parts that are subject to the
following:
a. Wear, corrosion or erosion during normal operation
b. Failure that would cause shutdown of the equipment
c. The manufacturer shall also consider the spare parts requirements of SASOL plants
situated outside the Republic of South Africa
d. Failure that could cause increased risk in operating the equipment
Page 2 of 4
SP-40-3
Revision 2
August 2003

5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
The manufacturer shall consider recommending stocking of rough machined forgings for
forged steel parts which may require unusually long lead times.
For small, easy to replace items, the manufacturer shall consider recommending complete
units. Component wearing spare parts for the units shall also be recommended. Economical
impact to be indicated between complete unit and parts.
The manufacturer shall recommend special tools required for field maintenance and repairs.
The manufacturer shall advise in writing the availability of expensive special tools for loan
or rental.
Where the manufacturer uses his own code numbers to describe component parts purchased
from sub-suppliers, he shall include the name of the manufacturer of the components and this
manufacturer's part numbers to assist in maintaining interchangeability with other equipment
to permit ordering spare parts.
All spare parts quoted shall be new and identical to the parts furnished on the original
equipment.
All spare parts shall be packed and cushioned to prevent damage from shock, vibration and
rough handling. Spare parts which are not obtained locally shall be export boxed and
prepared for ocean shipment with an acceptable rust preventative coating where applicable
and wrapped in a heavy moisture proof material.
The spare parts shall be preserved and packed in such a manner as to prevent corrosion and
any other kind of degradation during transport and long term storage in a warehouse.
When manufacturer's equipment does not require spare parts, the manufacturer shall submit a
written statement to this effect.
Page 3 of 4
SP-40-3
Revision 2
August 2003

5.10
5.11
5.12
The manufacturer shall state, in writing, the price validity, delivery time, FOB point, and
shipping point. This letter shall be submitted with the Spare Parts and Interchangeability
Record. The request for quotation shall require a quote validity for operating spares of at
least 90 days.
Units and measurements shall be expressed in SI units where possible.
The manufacturer shall not make partial shipments without prior approval from SASOL.

Page 4 of 4
SP-40-3
Revision 2
August 2003
SPARE PARTS REQUIREMENTS APPENDIX A

APPENDIX A INSTRUCTIONS FOR COMPLETION OF THE SPARE PARTS AND
INTERCHANGEABILITY RECORD (SPIR - DATA SHEET E979)
GENERAL INFORMATION
SPIR forms (see Data Sheet E979) must be legibly prepared on the original A3 size page
preferably typed.
SPIR forms must be complete and if there is any doubt about the correctness of the information
on the form, it shall be referred back to the person who completed the form.
All parts lists, cross-section drawings and data sheets relevant to the equipment listed, shall be
attached to the SPIR form. Every attachment must be marked with the project name.
Information given on the SPIR must be clear so that spares can be identified and a purchase and
catalogue description prepared for updating the Sasol Materials System Catalogue.
Descriptions of spare parts must not only be done with a part number but be described to enable
SASOL to identify for possible existing inventory.
Local suppliers of spare parts should be indicated.
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SP-40-3
Revision 2
August 2003

The following is a description of data required in the fields of the SPIR form (Data Sheet E979):
FIELD
NUMBER
INFORMATION REQUIRED APPLICABILITY
FIELD 1 Site number can be obtained from the responsible project
engineer
Compulsory for
Sasolburg sites
FIELD 2 Equipment number Compulsory for
Secunda and Natref
FIELD 3 Manufacturers model number must be provided by the
contractor. The manufacturers model number is a unique
number that is allocated to certain items by the manufacturer
for future identification and purchase. The model number is
used for a specific compound unit or item and will consist of
smaller spares with individual part numbers
Compulsory
FIELD 4 Manufacturers serial number must be indicated by the
supplier or product engineer. The manufacturers serial or
reference number is a unique number that is used by the
manufacturer as a follow-up number and is allocated to the
product for identification between identical equipment
Compulsory
FIELD 5 Number of units This field shows the total identical units of
equipment that are installed on the project.
Compulsory
FIELD 6 Total number of identical parts installed Compulsory
FIELD 7 Total identical parts on standby (e.g. PUMP B) Compulsory
Page 2 of 5
SP-40-3
Revision 2
August 2003

FIELD
NUMBER
FIELD 8 Description of parts The spare parts name and description
with technical identification information such as size, rating,
colour code, etc., must be given as complete as possible in this
field
Compulsory
FIELD 9 Manufacturer drawing number Compulsory
FIELD 10 Manufacturer drawing item number Compulsory
FIELD 11 Manufacturers identification number - The part number is a
unique number that is used by the manufacturer to identify his
product. Suppliers who do not manufacture the product are not
allowed to use their own part number
Compulsory
FIELD 12 Material specification - The material specification of the item
must be detailed fully. All pressure equipment or parts thereof
must be accompanied with a material certificate when
delivered
Where required
FIELD 13 Manufacturers usage estimation in 2 years - The manufacturer
must provide a usage estimation for each item
Compulsory
FIELD 14 Items shelf life in weeks The manufacturer must give the
items shelf life in weeks
Compulsory
FIELD 15 If ex-stock, supply lead time in days The manufacturer must
fill in the lead time if stock is held by supplier and not at Sasol
Stores
Compulsory
FIELD 16 If item is refurbished, lead time in weeks Compulsory
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SP-40-3
Revision 2
August 2003

FIELD
NUMBER
FIELD 17 Manufacturers normal lead time Compulsory
FIELD 18 If ordered on breakdown Supply, lead time in days Compulsory
FIELD 19 Maintenance usage estimation in 2 years - The maintenance
engineer must fill this in
Compulsory
FIELD 20 Spare parts included in equipment purchase order - To be
completed by contractor
Compulsory
FIELD 21 Recommended Stock Holding - The Sasol cataloger to
determine the quantity of items to be held in stock by Sasol
Compulsory
FIELD 22 Material number The Sasol cataloger must complete this field
(previously called Sasol Stock Code)
Compulsory
FIELD 23 Item mass for bin allocation-The supplier must fill in the
approximate mass of the item
Compulsory
FIELD 24 Item outside dimension for bin allocation-The supplier must
fill in the dimensions
Compulsory
FIELD 25 Downtime cost per item per hour The Production Manager
must fill in the production loss (in Rands) if the item fails
and/or is not readily available
Compulsory
FIELD 26 Unit of purchase-The supplier must specify eg kit, set, each,
packet or bag etc.

FIELD 27 Unit Price The supplier must fill in the price of the item in
the relevant currency
Compulsory
Page 4 of 5
SP-40-3
Revision 2
August 2003

FIELD
NUMBER
FIELD 28 Total Price The Sasol cataloger must fill in the total price of
items in the relevant currency
Compulsory
FIELD 29 Remarks - The original manufacturers identification number
for bought out items from sub suppliers (such as ball bearings,
o-ring seals, mechanical seals, couplings fuses etc.)
NOTE: For anti-friction bearings also show equivalent SKF,
Torrington, Timken etc part numbers to facilitate bearing
interchangeability
Compulsory
Project Number The project engineer must fill in the charge number
Manufacturer The supplier must fill in the manufacturers name and telephone number
Supplier The supplier must fill in his name and telephone number as well as the contact persons
name
The SPIR form must be signed by the person who completed it as well as the discipline engineer,
project engineer, maintenance engineer, production manager and Procurement and Supply catalogue
department. They must also state their names, telephone numbers and dates when they signed it.
Page 5 of 5

PROJECT NUMBER:
EQUIPMENT DESCRIPTION:
___________________________________________________________
01
1
S
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N
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PROJECT NAME: _____________________________________________________________________________________________
___________________________________________________________
MANUFACTURER __________________________Tel.: _____________
SUPPLIER: ________________________________TEL:_____________
CONTACT PERSON: _________________________________________
02
2
E
q
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t

N
o

Note: 1. Quote in Column 29 original identification numbers for all items of third party
manufacture ( boughtout items such as anti friction bearings, Oring seals, mechanical seals,
couplings, etc)
E-MAIL ADDRESS: ___________________________________________
03
3
M
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Reminder: Attach to this form all parts lists and cross sectional drawings as listed in
Column 9
04
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DESCRIPTION OF PARTS:
To include all parts
recommended to be stocked for
start-up and 2 years operation
Manuf.
Drawing
Number
Manuf
Drawing item
No
Manuf
Identification
Number.
Material
Specification
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05 5
No
Units
6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29

18 COMPLETED BY: __________________________________ TEL: ___________________ DATE: ________________ PRINT _____________________

19 SIGN
22 Rev. No._____________________________ APPROVED BY:
PROJECT ENGINEER : ____________________________________ TEL. __________________
SIGN
DATE: ________________ (PRINT: ____________________Total: R
DISCIPLINE ENGINEER ____________________________________
SIGN
TEL. __________________ DATE: ________________ (PRINT: ____________________Save : R
MAINTENANCE ENGINEER (Plant) : ____________________________________
SIGN
TEL. __________________ DATE: ________________ (PRINT: ____________________Revision: Sheet No of
PRODUCTION MANAGER : ____________________________________
SIGN
TEL. __________________ DATE: ________________ (PRINT: ____________________Date
23

O
R
D
E
R

N
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B
E
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P&S CATALOGUE DEPARTMENT : ____________________________________
SIGN
TEL. __________________ DATE: ________________ (PRINT ____________________SPIR No.
THE UNDERSIGNED MUST ENSURE THAT ALL THE RELEVANT INFORMATION REGARDING THEIR REQUIREMENTS ARE COMPLETED AS INSTRUCTED IN SPECIFICATION SP-40-3, REVISION 2
06
07
08
09
10
11
12
13
14
15
16
17

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