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VES-1100 General Requirements for Third Party Inspection Services

VES-1100 General Requirements for Third Party Inspection Services

VES-1100 General Requirements for Third Party Inspection Services

TS-ENC-STD-0002

‘Helping me do my job better’

VICO Indonesia

VES-1100 General Requirements for Third Party Inspection Services

Author

A.R. Thanura(Discipline Engineering Section Head)

Reviewer

A.Rastiarsa (E&C Manager)

 

Approver

P.Stegers (Technical Support Vice President) / Vania De Stefani (Engineering Authority)

 

VMS Primary Element Reference

11.3

VMS Secondary Element Reference

 

Date of Issue

31-Jul-2013

Next Review Date

31-Jul-2016

Revision Number

B.01

Document Level

2 - Standard

 

NOT CONTROLLED WHEN PRINTED OR DOWNLOADED

 
VES-1100 General Requirements for Third Party Inspection Services

VES-1100 General Requirements for Third Party Inspection Services

VES-1100 General Requirements for Third Party Inspection Services

TS-ENC-STD-0002

‘Helping me do my job better’

VICO Indonesia

Revision History

Amendment Date

Revision

Amender Initials & Job Title

Amendment

Number

Related Documents

Document Number

Document Number Document Name

Document Name

Document Number Document Name

Document Roles

Role

Name

Job Title

Reviewer

   

Approver

   

Consulted

   

Informed

   

──────────

VICO INDONESIA

──────────

DOCUMENT

:

VICO ENGINEERING STANDARD

NUMBER

:

VES-1100

TITLE

:

GENERAL REQUIREMENTS FOR THIRD PARTY INSPECTION SERVICES

7

11/02

Changed Virginia Indonesia Company to Virginia Indonesia Company LLC and changed BPPKA/PERTAMINA to BP MIGAS

Isdiarso K.

Sukiswanto

6

04/93

Converted from Word Processor # 201 to Word Perfect 51

Djarot S.S.

Lukman M.

5

04/90

Changed HES to VES

Herriwanto

D.S. Newson

4

05/89

Combined with MTA-1100, added section 4.7

B.

Gadjuli

D.S. Newson

3

02/89

Sections 2.0, 3.2d, 4.5i, 4.5j, 8.1c

B.

Gadjuli

D.S. Newson

2

11/88

Defined types of services, revised payment terms, revised data sheet

J.

Carlson

D.S. Newson

1

9/86

General Revision, Add HES No.

J.

Carlson

L.W. Smith

0

2/86

Original Issue

J.

Carlson

L.W. Smith

NO.

DATE

REVISION

 

PREPARED

APPROVED BY

VES-1100

VES-1100

GENERAL REQUIREMENTS FOR THIRD PARTY INSPECTION SERVICES

TABLE OF CONTENTS

Page

1.0

SCOPE

3

2.0

DEFINITIONS

3

3.0

GENERAL REQUIREMENTS

3

4.0

DOCUMENTATION

5

5.0

COMMUNICATION WITH COMPANY

6

6.0

COMMUNICATION WITH VENDOR

7

7.0

COST OF INSPECTION SERVICES

7

8.0

PROPOSAL DOCUMENTATION

8

VES-1100

1.0

SCOPE

This standard defines the minimum requirements for inspection of equipment and materials by a third party inspection company. This standard must be used in conjunction with the latest revision of Company Standard VES-1000 and all the requirements defined in the Purchase Order for the material and/or equipment.

2.0

DEFINITIONS

Throughout this Standard, the terms used shall be as defined in VES-1000 with the following exceptions:

Inspector

-

The third party inspection company and all his subcontractors, if any, and all employees of these contractors responsible for performing the services defined in this Agreement.

Agreement

-

Company's "Contract Short Format", or any other type of contract between Company and Inspector which includes this Standard, VES-1000, and all terms, conditions, documents, drawings, etc. referenced therein.

3.0

GENERAL REQUIREMENTS

3.1 Inspector shall furnish international third-party inspection services to perform progress inspection and expediting, to witness testing and to perform final inspection services in the various manufacturing facilities associated with the Company Purchase Order(s) as defined in the Inspection Document (See Section 4.0) and as specified on the Third Party Inspection Services Data Sheets. These inspection services are required to ensure that the goods to be supplied for Company's use are in complete compliance with the requirements defined in the Purchase Order, and all specifications, data sheets, standards, codes, drawings and other documents referenced therein.

3.2 The various types of inspection and expediting services required have been divided into the following general categories:

a) Final Inspection - Inspector shall provide the services necessary to visually inspect all the equipment, materials and supporting documentation at point of manufacture, after manufacturer has stated that the equipment is complete and ready to ship to ensure that all the requirements of Company's Inspection Document, including all referenced specifications, drawings and other documents referenced herein, have been satisfied. Final inspection typically includes dimensional checks, inspection of mill certificates, material test reports, test reports for hydrostatic and performance testing and visual inspection of completed equipment to verify compliance with Company's requirements.

b)

- equipment and materials during the manufacturing process which shall include witnessing of tests performed by the manufacturer on various components and assemblies of the equipment and visual inspection of the manufacturing process of

Inspector shall provide services for the inspection of

Progress Inspection

VES-1100

the equipment and its components to satisfy the requirements defined in Company's Inspection Document. When Progress Inspection is specified, the services specified above for Final Inspection shall also be provided by Inspector. Progress inspection typically includes such activities as welding inspection/NDT, witnessing hydrostatic and performance testing, inspection of mill certificates and material test reports, dimensional checks and functional tests.

c)

Packing Inspection - Inspector shall provide inspection services during the preparation of equipment and materials for shipment, including visual inspection of the packing operations, physical checking of all packing lists and review of all shipping documentation.

d)

Migas Certification - Inspector shall provide all the services necessary for verification and compilation of all documents, calculations, radiographs, hydrotest reports and all other documents necessary to obtain certification of equipment by BP MIGAS, for further transmittal to BP MIGAS by Company. Inspector shall provide all additional information and answer all questions or comments as required by MIGAS until such time as the certification is officially approved.

e)

Expediting - Inspector shall provide expediting services to ensure timely completion of the manufacturing process. These services shall include meeting with manufacturers to establish production schedules, telephone progress checks (minimum once per week), visits to location of manufacturer and sub-suppliers (minimum once every 2 weeks) to verify actual progress and preparation of weekly expediting reports for Company.

3.3

The type of services required will be specified on the Third Party Inspection Services Data Sheet. Inspector shall perform all the services described in Section 3.2 for the types specified on the data sheet plus all other inspection and testing requirements defined in Company's Inspection Document.

3.4

Inspector shall be authorized to act as Company's inspection representative during any inspection at Vendor's manufacturing facility, within the limits defined in the Purchase Order. Inspector will have the authority to stop manufacture if non-compliance with the Purchase Order is discovered. However, a delay in manufacture of more than four working days resulting from such an action will require written concurrence from Company. It is preferred that inspection visits not be scheduled on Fridays due to this four day turn around.

3.5

Inspector is not authorized to approve any changes which affect the price, delivery, technical or commercial requirements defined in Company's Purchase Order. However, in the event that changes which may improve price and/or delivery come to the attention of the Inspector, he shall immediately notify Company that such changes are possible.

3.6

During or upon completion of inspection of items under manufacture, Inspector shall immediately notify Company, by telex, of any deficiencies which may have been discovered during the inspection.

3.7

Inspector shall not, under any circumstances, release goods for shipment until he has received written or telex permission from Company to do so.

VES-1100

4.0

DOCUMENTATION

4.1

For each Purchase Order, Company will furnish Inspector with an Inspection Document consisting of the following:

a)

Complete copy of the Purchase Order and all Change Orders, if any.

b)

Complete set of specifications and all other documents and/or drawings referenced by the Purchase Order.

c)

Complete copy of Vendor's proposal.

d)

Complete set of all correspondence between Purchaser and Vendor.

e) Complete set of Vendor drawings, if available.

f) Name, address, telephone number and telex number of Vendor's contact.

g)

Letter from Company outlining Contractor's authority.

h)

Name of Company's authorized project representative.

i)

Company's Third Party Inspection Services Data Sheet.

4.2

This document shall be in the possession of the Inspector's representative at Vendor's facility during each inspection visit.

4.3

For progress inspections, some of the information, such as Vendor's drawings, may not be available. It will be Company's responsibility to update and revise the Inspection Document as required throughout the term of the Agreement.

4.4

Inspector shall furnish all referenced international (principally American) codes and standards, such as those published by the American Petroleum Institute (API), American National Standards Institute (ANSI), American Society of Mechanical Engineers (ASME), American Society of Testing and Material (ASTM) and other international standards organizations when these documents are referenced on Company Purchase Orders, specifications and drawings. Inspector shall be familiar with the requirements of these various codes and standards and shall have access to the referenced documents at all times during each inspection visit.

4.5

All visits by Inspector to any Vendor's facility and all Final Inspections shall be documented by an Inspection Report prepared by Inspector. These reports shall include, but not be limited to the following information:

a)

Purchase order number

b)

Manufacturer's order number, shop order number, etc.,

c) Name of Inspector

d) Name of manufacturer's representative

e)

Location of manufacturer's facility (address, telephone number, telex number)

f)

Date of inspection

g)

Production status of order at time of inspection

h)

Complete description of all inspection activities and the result of these inspections

i)

Certified copies of all Vendor's test records, radiographs, instrument calibration sheets, loop

 

test sheets, etc.

j)

Inspector's update of Vendor's fabrication schedule and best estimate of Vendor's completion date

VES-1100

k)

Complete description of any defects, deficiencies, deviations from specifications or any other irregularities discovered

l)

Inspector's interpretation of any NDT results including radiographs

m)

Photographs of the equipment and/or materials during the various phases of fabrication including a complete set of as-built photographs

n)

Inspector's signature

4.6

The Inspection Report from each visit must be mailed by Inspector via a courier service to the attention of Company's project representative no later than three working days after completion of the inspection. The Inspection Report must reach Company within seven working days after completion of the inspection. Inspector may request additional time only if required for test result interpretation, or because of unusual circumstances surrounding inspection activity.

4.7

When Migas Certification (Section 3.2, d) is specified, Inspector shall provide the following documentation, in addition to all other documents which may be required by Migas for issue of an operating license:

a)

Manufacturer's Data Reports

b)

Assembly and Detail Drawings

c)

Calculation Sheets - signed by engineer

d)

Welding Procedure Specifications, Qualification Test Records

e)

Inspection Specifications

f)

List of Material Mill Certificates (Showing location, heat number)

g)

Mill Test Certificates

h)

Manufacturers Inspection Results - signed by inspector

- Actual Dimensional Records

- NDT

- Hydrostatic/Pneumatic Test Record Charts

- Post Weld Heat Treatment Record Charts (when applicable)

- Hardness Test Records (when applicable)

i)

Name Plate Rubbing

5.0 COMMUNICATION WITH COMPANY

5.1 All communication between Inspector and Company shall be through Company's Project Representative as defined on the Third Party Inspection Services Data Sheet.

5.2 Inspector is required to notify Company's Project Representative by telex prior to any inspection visit. Company will then authorize the inspection by return telex. Any inspection visit not previously authorized by Company will be for Inspector's account.

VES-1100

5.3

Upon completion of each inspection visit, Inspector is required to notify Company by telex, within one working day after completion of the inspection. This telex notification shall include a brief summary of the inspection visit, including an outline of any proposed shipping schedules.

5.4 Company's address and telex number are as follows:

VIRGINIA INDONESIA CO., LLC c/o Supply Chain Management

Plaza Kuningan Menara Selatan, Lantai 6, Jln. H.R. Rasuna Said, Kav. C11-14, Jakarta.

Telex :

Fax

62458, VICO IA (021) 523-6340/6100

:

Attention :

(Project Representative as defined on Third Party Inspection Services Data Sheet)

6.0

COMMUNICATION WITH VENDOR

6.1 Upon award of this Agreement, Company will notify Vendor(s) that Inspector has been appointed as Company's Inspection Representative.

6.2 Subsequent to this notification by Company, all future communication required to schedule and coordinate inspection and testing visits shall be by Inspector, with a copy of all communications to Company's project representative.

6.3 Once a tentative inspection date has been agreed upon by Vendor and Inspector, Inspector shall telex Company as required by section 5.2 of this standard. Inspector shall allow at least one week after notification of Company for receipt of approval to proceed with the inspection visit.

7.0

COST OF INSPECTION SERVICES

7.1 Bidders shall submit a lump sum price to perform all the inspection services required by Company's Inspection Document and by the Third Party Inspection Services Data Sheet. This lump sum price shall cover all costs to perform the services, including transportation, living expenses, correspondence (letter/telexes/phone calls), testing equipment and all other costs associated with providing the inspection services.

7.2 The nature of third party inspection requires a means to provide for additional services when problems, such as failure of a test which then requires repair and reinspection, occur. To provide for such an occurrence, Bidder shall include a Provisional Sum in his lump sum price equal to the percentage defined on the Third Inspection Services Data Sheet. This Provisional Sum will only be paid if additional services are authorized in writing by Company and then only for the additional services actually performed. If no additional

VES-1100

services are required to complete the work, then the Provisional Sum will not be paid.

7.3

Bidders shall define units rates on the Third Party Inspection Services Data Sheet in terms of Transportation Costs per inspection visit, Operating Cost per day at site of inspection and Living Cost per man-day basis, in the proposal. Provisional Sums, if authorized, will be based on these unit rates for only those services actually performed.

a)

Transportation cost shall be defined as a single per round trip cost to cover all air and surface transportation costs for Inspector to travel to Vendor's manufacturing facilities.

b)

Living Cost shall be defined as a single per man day cost to cover all living expenses, including housing, meals, laundry and all other costs necessary to provide the services specified in this Standard.

c)

Operating Cost shall be defined as a single per man day cost for Inspector's personnel, including all inspection and test equipment, telex, telephone, courier service and all other costs necessary to provide the required inspection services.

7.4

Since Company requires telex notice before and after any inspection visit, these costs can be easily verified. However, Inspector is required to document each invoiced inspection visit against the Provisional Sum with copies of airline tickets, hotel bills, and other receipts to verify physical presence at site during time for which the invoice is applicable.

7.5

Inspector shall not, under any circumstances, perform services which exceed the maximum lumpsum price as defined in the Agreement. Any invoices submitted by Inspector which cause the price for these services to exceed this maximum lumpsum value will be to Contractor's account.

7.6

Invoicing for all services rendered shall be submitted to Company, Attention: Accounts Payable, with a separate copy to Company's Project Representative. All invoices shall show the following:

a)

AFE No.

b)

Service Agreement No.

c)

Purchase Order No.

d)

Project Title

e)

Type of Equipment or Material Inspected

f)

Completion Report

g)

Inspectors Name

8.0 PROPOSAL DOCUMENTATION

8.1 Bidders shall provide the following information in their proposals:

a) Completed copies of Company's Third Party Inspection Services Data Sheets.

b) Company's Inspection Document furnished with Request for Quotations.

c) Completed copies of Company's Contract Short Format "Request for Quotation" Forms.

d) A written resume defining the expertise and experience of the inspector(s) proposed for this work.

VES-1100

e)

A written document defining the scope of services which Inspector proposes to satisfy Company's inspection requirement. This document will be used to evaluate the Inspector's interpretation of Company's Purchase Order requirements and his ability to provide the inspection services required.

f)

Name

and address of Inspector's facility nearest to Vendor's facility from which services will be provided.

8.2

Bid received which do not include all this information may be disqualified.

VES-1100

VICO INDONESIA THIRD PARTY INSPECTION SERVICES DATA SHEET

AFE No.

:

Revision:

Date

:

Prepared By

:

Company Project Representative Title

 

:

Approved By

:

:

────────────────────────────────────────────────────────────────── INSPECTION SERVICES ──────────────────────────────────────────────────────────────────

       

LOCATION

 

LUMPSUM PRICE INCLUDES

NO. OF

P.O. NO.

DESCRIPTION OF EQUIPMENT AND MATERIALS

QUANTIT

TAG NO.

       

PERSONNEL

Y

MFRG.

INSPECTOR'S

NO. OF TRIPS

NO. OF DAYS

 

POINT OF

ORIGIN

 

TYPE OF SERVICES REQUIRED

 

UNIT RATE

   

LUMSUM PRICE COMPOSITION

 

[

]

Final Inspection Only

 

Price Unit

 

Total Quantity

Total Price

[

]

Progress Inspection

   

[

]

Packing Inspection

Transportation

:

Per Trip

Transportation

:

Trips

[

]

Migas Certification

Living

:

Per Trip

Living

:

Days

[

]

Expediting

Operating :

Per Trip

Operating :

Days

[

]

Other :

   
 

Sub Total

Provisional Sum

:

% of Sub-Total

 

TOTAL LUMPSUM PRICE :

 

Notes :

1)

This Data Sheet must be used in conjunction with Company Specification VES-1100.

 

VES-1100