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1.

Contract Documentation and Quality Management

1.1

Documentation
This section includes a listing of the technical documentation,
which will be submitted to the Employer. The following lists are
indicative only and will have to be adjusted to the actual project.

1.1.1

General Documents
Document / Subject

Document Submittal List

Weeks after
Signing of
Contract
4-6

Project Contract Schedule

Project Execution Manual

4-6

Project Quality Manual

4-6

QA Schedule

CONSULTANT Site Safety Program (Vol.

1+2)

4-8

Detailed Test/Commissioning Procedures

8 weeks prior to
testing

Operating and Maintenance Manual, draft

form

4 weeks prior to
testing

Operating and Maintenance Manual, final

form incl.:

TOC +
6-8

* As built corrected documentation

* Signed test sheet for test/commissioning

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1.1.2

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23

Civil Work Documentation

Document / Subject

Weeks after
Signing of
Contract

Basic Design:
Civil engineering basic calculations
(foundations and structures)

Basic drawings (plan and section) of each

building

12

Basic drawing of chimney/stack

12

Basic drawing and technical specification of

overhead crane

12

General specification of civil works, building

and installation system

12

Tolerances and survey

Doors and windows

Main gate

Material description

Detailed Design:
Site preparations (general leveling and subfoundation works)

12

Detailed calculations of structures and

connections etc.

12

Foundation drawings for buildings

16

Engine/alternator foundation, common sole

12

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Document / Subject

23

Weeks after
Signing of
Contract

plate
Engine/alternator foundation, upper block

12

Floor beds (including ducts etc.)

12

Structural steel (members and assembly

details)

16

Elevated floors - EDP floors

20

Balconies and galleries

20

Stairways

20

External wall structures

20

Roof structure

20

Internal walls

20

Room finishing schedules (surfaces, materials, equipment)

20

Paving (roads, walkways)

16

Foundations for external mechanical and

electrical equipment

20

External services (drainage, water supply

etc.)

20

Soil survey report

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Document / Subject

1.1.3

23

Weeks after
Signing of
Contract

Powerhouse floor plan measurement drawings

12

Detailed design of stack

20

Color codes

16

Cables and pipes in terrain

20

Mechanical Equipment Documentation

Document / Subject

Weeks after
Signing of
Contract

PI-diagrams incl. equipment, instrument,

valve, and fitting list

Diesel engine governor system

Diesel engine control and instrumentation

20

Dimensions outline for diesel-generator set

Dimension and lay-out drawings for mech.

aux. equipment

Capacity diagrams for all systems

Technical specifications for all major

equipment

Ventilation & A/C powerhouse, elec. room,

control room, specifications, and drawings

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Document / Subject

23

Weeks after
Signing of
Contract

Ventilation & A/C Other buildings, specs.,

and drawings

Fire fighting and alarm system, powerhouse

description, specs, and drawings

Diesel engine off-speed calculation

1.1.4

Diesel and alternator alignment calculation

Axial and torsional vibration calculation

Exhaust gas system, calculations, and

drawings

Noise study

Various standard specifications

Mechanical units and tank outline drawings

Control descriptions

20

Lubrication scheme

20

Electrical Equipment Documentation

Document / Subject

Weeks after
Signing of
Contract

List of electrical and central equipment

Overall single line diagram

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Document / Subject

23

Weeks after
Signing of
Contract

Single line diagrams for HV- and MVsystems

Single line diagrams for LV- and DCsystems

Lay-out for location of electrical equipment

Lay-out for indoor MV and HV switchgear

Lay-out for outdoor MV and HV switchyard

Front drawings for switchgear and panels

20

Technical specifications for transformers,

switchgear

Electrical panels and all further major

electrical equipment

20

Short circuit and fault level calculations

Auxiliary load balance incl. aux.

transformers

Discrimination and relay study

20

Calculations for cable dimensioning and voltage drop for main cables

20

Technical specifications for cables

Lighting and small power installation drawings, all built and outdoor installations

30

List of cables

25

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Document / Subject

Weeks after
Signing of
Contract

List of wiring, terminations

30

Main cable routing arrangement drawings

Protection earth system calculations, drawings, and lay-out

Diagram sets for switchgear, motor control

centers, control desks, panels, DCequipment etc:
- Front drawings
- One line diagrams
- Schematics
- Control circuit diagrams
- Terminals
- Bottom frame drawings

1.1.5

23

20

Control Equipment Documentation

Document / Subject

Weeks after
Signing of
Contract

Lay-out drawings for location of control

desks and panels in control room and
electronic rooms

Front drawings of control desks and panels

10

Schematics of control desks and panels

20

Technical specifications for I&C equipment

Technical specifications for UPS-system

Control system configuration drawings

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Document / Subject

1.1.6

23

Weeks after
Signing of
Contract

Control concepts

10

Alarm and control lists

10

3D CAD Engineering Documentation

Document / Subject

Weeks after
Signing of
Contract

Site plan, lay-out

Site plan, lay-out, sub area#1

Powerhouse ground floor, lay-out

Powerhouse 1st floor, lay-out

Powerhouse 2nd floor, lay-out

Powerhouse 3rd floor, lay-out

Powerhouse cross-section and longitudinal

section

Tank farm, lay-out

Fuel oil treatment, lay-out

Powerhouse ground floor, plot drawing

20

Powerhouse 1st floor, plot drawing

20

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Document / Subject

23

Weeks after
Signing of
Contract

Powerhouse 2nd floor, plot drawing

20

Powerhouse 3rd floor, plot drawing

20

Tank farm, plot drawing

20

Fuel oil treatment, plot drawing

20

Cables and pipes in terrain

Administration building lay-out plan and

section

Water treatment and fire building, lay-out

plan and section

Security gatehouse lay-out plan and section

Workshop and store lay-out plan and section

1.2

Quality Management

1.2.1

General
CONSULTANT Quality Management System is partly based on
the requirements in DS/EN ISO 9001 and covers internal
general QA/QC-procedures and procedures for project
execution.
It is within the framework of the system possible to vary the requirements on review, inspection, testing, verification, and
documentation, depending on specific agreed Employers
requirements or project specific requirements.

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1.2.2

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Quality Assurance Manual

The Quality Assurance Manual is the systems main document,
which describes the system and the general requirements to be
fulfilled to assure the specified quality. It also describes the
company organisation and the overall split of responsibility for
all QA/QC work.
The following essential Quality Management procedures are
included in the CONSULTANT QA-manual:
- Organisation and QA responsibility
- Planning general and detailed project quality planning
- Purchasing
- Quality assurance requirements for sub-suppliers / subcontractors
- Identification, marking, and handling procedures
- Document control and approval procedures
- Design and development
- Design review procedures
- Contract review procedures
- Execution of factory inspection/test
- Registration of QA/QC documentation from factory inspections
- Handling of non conformities
- Inspection and test at site
- Test and commissioning
- Test and measuring equipment
- Training of operation and maintenance crew
- Internal quality audits
Each quality sub-procedure is designed so that it is applicable
for any project. If so required or found necessary, these general

PAGE 11
procedures will
procedures.
1.2.3

OF
be

supplemented

23
with

project

specific

Project QA/QC
This section describes in general the Project Quality
Assurance, as it will be carried out for the project to ensure a
quality level as specified.
The execution of the detailed QA/QC work will be carried out
by the engine supplier respectively CONSULTANT, where each
party will follow their own detailed procedures and use own
formulas etc. as described in their respective company QA
manual systems.

1.2.3.1

Design and Engineering

The following main QA/QC activities will be included in the
design and engineering phase:
- Project Contract Review in connection with the sales
departments hand-over of contract documentation to the
project group.
- Planning of each design activity - essential design verification
activities will be included in the planning. The schedules will
identify the responsibility for each design activity. The
schedules will be updated as the design evolves.
- Design review when each technical department has finalised
its basic design and at other significant stages in the project
execution period.
- Document checking and verification to ensure that only
complete and appropriate documents will be distributed.
- Document approval by authorised persons as a verification of
documents complying with the specified requirements.
- Submittal of relevant technical documents to the Employer
and/or certifying authorities for review and approval.

1.2.3.2

Project Manuals
A Project Manual System will be established in the initial startup period for the project.
The Project Manual System will comprise:

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- Project Quality Manual

- Project Execution Manual
1.2.3.3

Project Quality Manual

The Project Quality Manual may include:
- Project Quality Plan
- Extracts from CONSULTANT Quality Manual
- Project Specific QA/QC procedures / inspection and test plans
- Other QA/QC documents (forms to be used)
Subjects not included in the Project Quality Manual will be dealt
with in accordance with CONSULTANT General Quality
Manual.

1.2.3.4

Project Execution Manual

The Project Execution Manual will typically cover the following
items:
- Organisation chart for the project in question
- C.V. for key persons in the project execution group
- Specific quality and documentation requirements
- Approval procedures and document flow
- Reporting procedures for the project
- Local requirements
- CONSULTANT Site Safety Programme / Instructions
- Others relevant for the project

1.2.3.5

CONSULTANT Project Quality Plan

The CONSULTANT Project Quality Plan will be worked out as a
common schedule covering all major deliveries and systems for
the project.
The Project Quality Plan (a bar chart planning schedule) will
indicate the following activities:

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- Each foreseen factory inspection/test of purchased

materials/equipment for mechanical and electrical auxiliary
systems.
- Each planned factory inspection/test of diesel engines and
alternators.
- Each foreseen factory inspection/test of factory made
materials and equipment for the construction works (incl.
building installations).
- Main dates for site inspection/test of construction works.
- Main dates for site inspection/test of mechanical and electrical
erection works.
- Main dates for site test and commissioning.
The Project Quality Plan will currently be up-dated with the normal
progress reporting for the project and will thus be used for current
pre-notices for factory inspections/tests.
1.2.3.6

Detailed QA/QC Requirements for Sub-supplier Deliveries

CONSULTANT's Purchase/Logistics Department will evaluate the
QA/QC systems for new suppliers before placing of a purchase
order.
CONSULTANTs detailed requirements to quality documentation
and requested inspections/test will be specified in Factory
Inspection/Test Schedules and enclosed with the technical
specification for the purchase order.
The detailed requirements may comprise:
- Type test certificates, material
checklists and test certificates.

certificates,

inspection

- Inspections and pre-test during production.

- Final factory testing.
The requirements for advance notice for executing and
surveillance of factory inspections/tests defined will follow the
procedures as stated in the Quality Assurance Manual.

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1.2.3.7

Site QA/QC Works

1.2.3.8

Responsibilities for Site QA/QC Works

23

CONSULTANT's site manager has the overall responsibility for

the daily project execution including time, cost, safety and the
QA/QC activities to be carried out by CONSULTANT and
subcontractors at site.
The daily QA/QC responsibility will be delegated from the site
manager to the supervisors in question.
1.2.3.9

Sub-contracting
The mechanical-electrical and civil/building subcontractors shall
follow the procedures in CONSULTANT Project QA Manual.
In principle, each sub-contractor will be responsible for executing
the QA/QC procedures for his scope of works. The practical
execution and split-up of the QA/QC works and
administration/filing
etc.
between
the
contractor
and
CONSULTANT will be clearly stated in the sub-contract.
The subcontractors will be obliged to co-ordinate the site QA/QC
works with CONSULTANT's site manager and supervisors.

1.2.3.10

Site Inspection and Test

In order to verify compliance with engineering design and the
completion of erection activities, each major erection activity will
be subject to inspection before the commencement of Test &
Commissioning activities. The notification of the individual
inspections in the various locations/areas will follow the actual
progress of the erection works. Inspections/tests to be carried out
will be stipulated on the daily/weekly site meetings between the
Employers site resident engineer, representatives from the
subcontractor in question and the CONSULTANT site staff.
All executed inspections will be documented in relevant inspection
sheets and filed on the site.
The current status for the site inspections executed will form part
of the progress reporting from the site.
Significant deficiencies observed during the inspections will
immediately be reported from the site to the project manager.

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1.2.3.11

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Site Inspections for Civil Construction Works incl. Building

Installations
The site inspections activities for the complete construction works
will cover the following QA/QC activities:
- Receiving control of materials and equipment with respect to
sign of damages
- Running lab. test for earth works (compaction, back-filling)
and concrete works
- Running site tests (earth works, concrete, welding, setting out,
etc.)
- Finishing inspection
installation

1.2.3.12

for

each

building/area/equipment/

Site Inspections for Mechanical and Electrical Erection

Works
The site inspection activities for the complete mechanical and
electrical erection works and installations will cover the following
QA/QC activities:
- Receiving control regarding sign of damages
- Running inspection of erection works after finishing of the
erection / installation for each area/system/equipment/
installation

1.2.3.13

Test and Commissioning

- The test and commissioning phase comprises all:
- Pre-testing of mechanical and electrical systems
- Combined function tests of mechanical/electrical components/
systems
- Performance/guarantee test
- Building installation test
The test and commissioning manager will prepare detailed test
and commissioning schedules.

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Before test and commissioning of any component or system can

be initiated, the final site testing/inspection of the component or
system in question shall be completed and all essential
deficiencies carried out.
The test and commissioning manager will manage the coordination of the test and commissioning with the Employer
ensuring correct notice to the parties involved.
1.2.4

Traceability and Samples

Only where found relevant or specifically required, traceability of
materials and components will be applied.
Samples of materials will in general not be supplied and only if no
other means of material verification can be applied.

1.2.5

QA/QC Documentation
All QA/QC documents may finally be collected in a special
Quality Manual.
The complete QA/QC documentation will cover:
- All QA/QC documents from factory inspection/tests as
described in this section
- All QA/QC documents from site inspections/tests for civil and
building works
- All QA/QC documents from site inspections/tests
mechanical and electrical erection works

for

- All documents from the final function test and commissioning

Copy of extracts from this documentation necessary for operation
and maintenance of the plant will be placed in the relevant
parts/sections in the Operation & Maintenance Manual. These
extracts may cover relevant test results, adjustments, and settings
of the equipment.
1.3

Operation and Maintenance Manual

1.3.1

General
The Operation and Maintenance Manual will be supplied as
follows:

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2 sets of preliminary manuals to be handed over 30 days prior to

commencement of test and commissioning.
Agreed set of Final (As-built version) Operation and Maintenance
Manuals will be supplied 60 days after TOC.
The Final Operation and Maintenance Manual will include Asbuilt drawings for the following:
- P&I diagrams
- Control descriptions
- Plot plans and equipment arrangement
- Single line electrical diagrams
- Wiring lists
- Power and control concepts
- Underground piping and electrical cables
- Site layout
As-built drawings may be delivered in electronic form.
Drawings not provided in electronic form will be supplied as
transparencies.
The contents in the manuals will be collected in CONSULTANT
standard Operation and Maintenance Manual binders.
1.3.2

Composition and Content of O&M Manual

1.3.2.1

Parts (Main Divisions)

The manuals will be divided into the following main parts:
Part A:

General Safety Precautions and Codes & General

Operating Instructions

Part B:

Description, Maintenance, and Project Documentation

for Diesel Engine and Mechanical Systems.

Part C:

Description, Maintenance, and Project Documentation

for Alternator and Electrical Systems.

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Part D:

Description, Maintenance, and Project Documentation

for Instrumentation and Control Systems.

Part E:

Description, Maintenance, and Project Documentation

for Civil Works and Building Installations.

Part F:

Site Final Tests and Commissioning Documentation.

Part G: Spare Parts and Special Tools (not specified in Parts B E)

Part H:

Supplementary Brochures and Leaflets (not in Parts B E)

A detailed List of Contents covering the complete manual for the

plant will be placed in Part A, Chapter 1.
In each volume an overall Table of Contents and the Table of
Contents for the part which it belongs to will be enclosed.
1.3.2.2

Volumes
The contents of the parts will be placed in a number of volumes.
The volumes will be numbered from 1 to X.
If an extra volume is required, this is numbered as X-1
Ex.:

Part C

Part C

Electrical

Electrical

Volume 9

Volume 9-1

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23

Sections
Each volume is divided into sections.
Examples: Volume 9, Section 3.4
(in which "3" indicates the section and "4" the sub-section)

1.3.3

Lubrication Schedules
30 days prior to commencement of pre-commissioning of the
plant a lubrication schedule will be provided. The schedule will
include specification of details regarding shipping, storage and
definition of coatings and lubricants applied to the equipment
included in the total plant.

1.4

Registration and identification of Documents and Approval

procedures

1.4.1

General
BWCSs document control system will be used to ensure a
controlled handling of all essential technical documents.

1.4.2

Registration of Project Documentation - Document List

The registration and follow up upon technical documents will take
place by means of Document Lists.
These lists will:
- be worked out in the starting-up phase of the project.
- cover all expected technical documentation for the project.
Further unforeseen documents worked out later in the project
phase will be added to the list.
All revisions of documents will be stated in the list and the last
stated revision will be identical to the as-built version of the
document.

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23

Numbering of Drawings and Other Technical Engineering

Documentation
All documents made by CONSULTANT will be numbered in
accordance with CONSULTANT Document Identification System.

1.4.4

Document Submittal
Documents may be forwarded as:
- Hard-copy paper documents submitted by telefax, courier,
airmail or carried by personnel traveller.
- Electronic
documents
submitted
per
submitted/carried as diskettes or CD-ROMs.

e-mail

or

Agreed procedures will be established for each project to ensure

that electronic documents are transmitted in a safe way
(confirmation of receiving and precautions against changing of the
original version).
Such agreements will state in which way electronic documents
are covered by re-submittal of hard copies (or telefaxes) of the
same documents.
1.4.5

Letter of Transmittal (LOT)

All documents submitted either as electronic documents or as
hard copies will be submitted and registrated with LOT May be a
CONSULTANT Standard LOT or general covering letter.
For each document the following will be stated in the LOT:
- The revision number
- The status of the document ( ex. For Approval, Revised).
The LOT will be used for all submittals of documents to clients,
sub-consultants, suppliers, contractors, and to the site.

1.4.6

Recording of Approvals, Status, and Transfer of Technical

Documents
All submittals and receipts of documents incl. the given status for
each revision and the date for submittal/receiving will be recorded
in the Document List.

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Approval Procedures
For each project detailed approval procedures will be worked out.
In the initial start-up stage for a project, it will be agreed:
- Which parts of the technical documentation, the Employer
(and other relevant parties) is requesting to be submitted for
information, comments and approval.
- The amount of documents to be transmitted between all
involved parties in the project organisation. If local
authorities require approval of specific equipment/systems,
such submittals shall form a part of the agreed procedures.
The approval time will be maximum 10 calendar days.
Approval of major technical documentation will be incorporated in
CONSULTANTs planning as separate activities in relation to the
planning for engineering and purchase activities.

1.4.8

CONSULTANT
Consultant)

Submittal

to

Employer

(and

Employers

Technical documents submitted by CONSULTANT to

employer client will be given a status indication as follows:

the

CONSULTANT given
status for submitted
technical documents

Explanations, notes, and actions to follow:

FOR INFORMATION

Documents will be marked PRELIMINARY

to avoid confusions with later submittals.

(PRELIMINARY)

Documents will be submitted for information

only and shall be considered as preliminary.
No reply is expected.
FOR COMMENTS
(PRELIMINARY)

Documents will be marked PRELIMINARY

to avoid confusions with later submittals.
Documents will be submitted as preliminary
and with specified request for Employers
comments on specific items/subjects.
Employers reply is expected.

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Documents will be submitted to Employers

and/or Local authorities for approval.
Reply is requested max. within the agreed
time.

REVISED

1.4.9

Document will be submitted to Employer with

revisions made according to Employers
remarks on previous submitted documents.

Drawings
Drawings will be in sufficient details for providing adequate design
information for project activities. The scales will be established
during the actual design process by CONSULTANT.
Drawing sizes will be in accordance with ISO 5457 (DS/ISO 5457)
i.e. ISO A format
A0 841 x 1189 mm
A1 594x 841 mm
A2 420 x 594 mm
A3 297 x 420 mm
A4 210 x 297 mm
Drawings above A4 will be folded to A4 size: 8.27 x 11.69 (210 x
297 mm).

1.4.10

CONSULTANT Releasing of Site Construction and Erection

Drawings and Documents
Documents Approved or Approved with Comments by the
Employer, will be reviewed and/or re-designed by CONSULTANT
before submittal of these documents to the site.
The documents will be marked with the status indication Certified
for Construction and may only be used with this status indicated.
Copies of such documents will be submitted for information to the
client and to relevant sub-contractors.

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The collection of documents to be Certified for Construction will

cover all major construction and erection drawings.
It will be stated and agreed between CONSULTANT and subcontractors, if specific types of documents of minor importance
could be released from this requirement.