Procurement Plan Procedure

SIMULTANEOUS WATER AND NATURAL
GAS DISPOSAL (SWAN) PROJECT

VARIATION ORDER TO EOC WATER
REINJECTION PROJECT.
PROCUREMENT PROCEDURE
Approved ENGR
EX-DE 02 20 April 15 For
Construction TEAM C.A C.O T.S
Validation Prepared Checked Approved Contractor Company
Rev. Date Description
Status by by by Approval Approval
Company logo and business name Project name Company identification
REPLACEMENT OF 6”
SCH120 FLOWLINES FOR
EBOCHA PROJECT 3201.11.DBPF.10010
Contractor logo and business name Contract No. 4600016138/39/40
Vendor logo and business name

Facility Name Location Scale Sheet of Sheets
EBOCHA OIL CENTRE

LAND n.a. 1 / 24
Document Title Supersedes N.
Superseded by N.
PROCUREMENT PROCEDURE Plant Area Plant Unit
Projects Development, Engineering Division

This document is CONFIDENTIAL and the sole property of the Company. It shall neither be shown to third parties nor used for other purposes than those for which it has been
issued/sent. Any unauthorized attempt to reproduce it, in any form, is strictly prohibited.
Company Identification Contractor Identification Rev. index. Sheet of
4600016138/39/40 Validity Status Rev. No. Sheets
3201.11.DBPF.10010
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REVISION RECORD
02 23 Oct 14 Approved for Construction

01 29 Sep 14 Issued for Approval Comment Incorporated
00 02 Sep 14 Issued for Review First Issue
Rev. Date Reason for Revision Short Description of Changes
File Name : 401228693.doc
This document is property of NAOC Ltd. Who lawfully reserves all rights. Any unauthorised attempt to reproduce it, in any form, is strictly prohibited. NAOC will safeguard its
rights according to the civil and penal provisions of the law
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TABLE OF CONTENTS
1.0 GENERAL........................................................................................................................4
1.1 SCOPE.............................................................................................................................6
1.2 ABBREVIATIONS..............................................................Error! Bookmark not defined.
1.3 REFERENCE.....................................................................................................................7
2.0 EVALUATION AND CONTROL.........................................................................................8
3.0 PURCHASING PROCESS..................................................................................................8
4.0 EXPEDITING PROCESS..................................................................................................10
5.0 PURCHASE PLANNING..................................................................................................15
6.0 USE AND MANAGEMENT OF SUPPLIERS.....................................................................15
7.0 ISSUANCE AND DISTRIBUTION.....................................................................................16
8.0 ISSUANCE AND DISTRIBUTION OF ORDERS.................................................................17
9.0 Material Control...........................................................................................................18
9.1 Tracking of Materials....................................................................................................18
10.0 Materials Receiving (Local Purchased)........................................................................19
11.0 Forms...........................................................................................................................20
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1.0 ABBREVIATIONS
COMPANY NAOC
NAOC Nigeria Agip Oil Company
CONTRACTOR B+G&S Nigeria Limted
MRR Material Receiving Report
MRF Material Request Form
PO Purchase Order
RFQ Request for Quotation
RFP Request for Procurement
MDS Material Data Sheet
BEF Bid Evaluation Form
FEED Front End Engineering Design
LPO Local Purchase Order
RGIR Receipt of Goods Inspection Report
PM Project Manager
PD Project Director
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2.0 INTRODUCTION
The Nigerian Agip Oil Company intends to install an ejector for the simultaneous disposal of
produced water and low pressure gas which would otherwise be flared. The source of the low
pressure gas shall be from the gas outlet line of the LP-3 separator currently installed in
Ebocha Oil Center. The produced water to be utilized for this project shall be sourced from the
produced water reinjection package.
EPC Contractor shall ensure throughout detailed engineering that all hazards have been
identified, risks assessed and that appropriate measures to protect personnel, facilities and the
environment have been incorporated in the design, by means of activities such as HAZID,
HAZOP, and Constructability Review etc.
Contractor shall perform all activities including all Project management, detailed design
engineering, procurement and supply of materials including line pipes, fabrication, supply,
transport, construction activities, installation, restoration, testing and pre-commissioning
activities required to achieve the successful completion of the Work.
2.1 SCOPE OF WORK

Contractor scope of work for EPC of Simultaneous Water And Natural Gas Disposal (SWAN)
Project shall include but not limited to procurement and supply of materials including valves,
fabrication, inspection and testing, transportation, construction and installation activities
required to achieve the successful completion of the project. In procuring these items: Piping
Fittings, Bolts and Nuts, Pipe Supports, Fittings, Valves Gasket.
COMPANY shall prepare the Project procurement Plan Procedures, which outline guidelines
for Procedures and Schedules to be implemented by all Contractor / sub-contractor and
applicable Suppliers for carrying out all procurement as contained in the Procurement
Packages Dossier (All Packages) and related services; however Contractor Sub-Contractor
shall purchase within their procedural requirements through their nominated
Vendors/suppliers. The Procurement Plan Procedure shall be prepared by CONTRACTOR
Project Engineer and the Procurement Officer. It shall be reviewed by the Project Manager
3201.11.DBPF.10010
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(PM) and approved by the Project Director (PD).
COMPANY / CONTRACTOR shall ensure the following standards and specifications are met:
 3201.11.DLST.14127- Technical Specification for Valves.
 3201.11.DLST.14129 - Technical Specification for Flanges, Anchor Flanges and
Gaskets and Bolting.
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3.0 REFERENCE
 3201.11.DGSP.10053 - QAQC Plan.

 3201.10.BGRV.10701- Scope of Work.
 3201.11.DLST.14127- Technical Specification for Valves.
 3201.11.DLST.14129 - Technical Specification for Flanges, Anchor Flanges and
Gaskets and Bolting
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4.0 EVALUATION AND CONTROL
The assessment and qualification of Vendors & suppliers shall be carried out in accordance
with the Contract and the CONTRACTOR procedure for managing vendors and suppliers in
the case of project materials for permanent structure, CONTRACTOR shall solicit bids from
Company’s approved Suppliers list in the approved Vendor List. The Contractor shall ensure
that Vendor and suppliers shall adopt and implement all inspection and Test plans in
accordance with company’s standard in all their activities on the project. No deviation from
the vendor/Supplier list shall be accepted without prior approval from Company, if the
Vendor/Supplier has been assessed against the appropriate Quality System standards and
approved by a third Party accredited national body, the Vendors/Supplier shall be requested
to return a copy of their current approval certificate and Quality Manual.
If the vendor/Supplier does not have an approved certificate for their Quality System but
does have a Quality Manual, the Vendor/Supplier shall be requested to return a current copy
of the Quality Manual, (unless CONTRACTOR Party is already in possession of the current
issue) together with a list of any government, national or major industrial bodies that have
formally approved Quality System in a recognized Quality Standard and any certificate
showing QC / product approvals, such as ASME, etc.
In addition, CONTRACTOR shall have firm control over its Vendors and suppliers and shall
cause them to adopt and implement all Inspection Test Plans relevant to the
vendors’/Suppliers’ specific activities on the project.
5.0 PURCHASING PROCESS

1.1 Purchased Goods / Material quality Requirements
CONTRACTOR’s purchasing process is tailored to ensure that goods and materials purchased
for project use are in accordance with the requirements of the contract. At each stage of the
purchasing process and depending on the overall effect of the decisions on the final product,
3201.11.DBPF.10010
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Company representative will be invited to agree with the decisions to complete the stage and
move to the next.
1.2 Purchasing Process Description
A comprehensive series of corporate Procurement Management Procedures and Work

Practices exist to satisfy the project execution methodology whilst providing a sound
management basis at all times.
The Procedures and Work Practices are formalised in manuals for each main discipline group
and provide a clear and positive indication of the controls employed in the normal day-to-day
execution of the procurement management activities. Documentation is of a formalised
nature and uses standardised formats (e.g. Proposal Requests, Proposal Status Reports,
Proposal Summaries, Purchase Orders, Order Variations and Amendments, Cost Allocation,
Expediting Requests and Reports, Inspection Requests and Reports, overall material status
reporting, document transmittals, etc.). These Procedures and Practices forms the basis of
the project specific documents and forms that will be produced to identify and incorporate
the unique requirements of Company Project specific. “General Purchase Conditions” and
“Instructions to Bidders” are prepared by the project team members in consultation with
Department Heads, which also incorporate the Company requirements regarding
documentation, inspection, commissioning assistance, warranty and spares. These are
included in the RFP, which is sent to the vendors for submitting a quotation.
Technical questionnaires are sent to the vendors by the Procurement department and a
Technical Bid Analysis is prepared, based on these, purchase orders are placed by procurement
manager. Preference is given to vendors with proven track record or in the vendors list issued
by Company Quality Control. Engineers from CONTRACTOR and Vendors also firm up the
detailed quality control plan (witness, hold and review stages). Items procured from within
Nigeria are inspected by CONTRACTOR’S QA department. However, for majority of other
imported items, external inspection agencies are appointed to work with CONTRACTOR
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Internal Quality Management team to ensure that all purchase specifications are complied
with. Only approved & certified TPI will be appointed for third party inspection.
The import department of CONTRACTOR handles all commercial matters related to the imports
such as opening of letters of credit, payment to suppliers, etc. The procurement Officer
keeps in touch with the import department to coordinate these activities. The procurement
officer has a single point responsibility for all the items purchased. He closely monitors all the
activities related to the procurement via floating enquiries, locating the right vendor, technical
evaluation, commercial negotiations, purchase specification approval, drawing approval,
expediting, inspection calls to external inspection agencies and Company’s inspectors, sea
freight, customs clearance and local transport; and closely liaises with all other departments
and consultants to remove any possible bottlenecks in the timely delivery of goods.
6.0 EXPEDITING PROCESS
All RFPs are issued by the Procurement department where technical bids from
vendors/suppliers are also received and analysed/ evaluated. The technical discussions with
the vendors are held with the Procurement Officer and or Manager, and the commercial part of
all procurement is handled by the procurement team. Priorities will be given to
Vendors/Suppliers who have agents in Nigeria. The scope of procurement covers all
permanent materials and equipment required by the project, excluding Company furnished
materials.
The scope of procurement and deliveries are maintained by employing methods used by
international Contractors for such jobs, such as:
 Preparation for start of engineering prior to award, to avoid delay afer
contract award;
 Making commitments for critical materials
 Using materials from stock yards at higher cost, if
necessary;
 Air-freighting items when necessary,
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 Working round-the-clock, including weekends and holidays.

 Monitor / expedite deliveries by vendors and deputing
expeditors at each of such work centers.
This approach calls for operating flexibility and de-centralized decision making, which CONTRACTOR
shall adopt for the project. Familiarity with international procurement procedures is essential. Refer
to flow chart below for a typical expedited purchasing processes developed by CONTRACTOR.
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Identity
Requirement
PM/CM raise
purchase order
Purchasing
Manager Logs
Request
Purchasing Manager Reveiws

Requirement to know the level of local
and foreign procurement
Yes Only Local No

Purchases
Required
Check for Suitable Approved Forward instructions to Corporate
Suppliers in Company Listing office in PHC to arrange Purchase
No Purchasing carried out per corporate

office QA procedure for purchasing
Source suitable
suppliers
Formally review
and approve new
suppliers
Yes
Select suppliers from

which to obtain prices
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Arrange Shipment Where

Analyze Bids (Prepare
Applicable
Analysis of Options)
Negotiate with Suppliers and

Settle any Bid Anormalies Transport From Port To
Required Delivery Point
Final Selection of
Supplier
Prepare PO and get PO

Approved
No
P.O.
Approved?
Yes
Place Purchase
Order
Monitor
Manufacturing /
Supplier Process
Ensure Any required

Inspection Test Plan is Carried
out
Transport from Supplier to

Required Delivery Point
Check Purchased Item on Delivery at Required Delivery

Point, Client’s Inspection as Required
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Item No
satisfactor
y?
Yes Yes No
Purchase by
site office
Advice supplier of problem Advice PHC office with regards to problem
PHC office to follow up matter with supplier

Purchasing manager will
and resolve
follow up with supplier and
resolve problems
No No
Problem
Resolved? No
yes Item satisfactory inspection by Client if yes

Required
yes
Purchased by
Office?
Outstanding payments are made Formally advise PHC office that the
to supplier and PO closed in PO has been completed
Purchasing system satisfactorily
Review supplier’s performance and Outstanding payments are made

take any action necessary with to supplier and PO closed in
regards to supplier status Purchasing system
Purchasing process completed
7.0 PURCHASE PLANNING
The Procurement Department and the Project Management and the Quality Department is
responsible, for planning and monitoring of purchases. The supply system must be put in
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place to make it possible for availability of products and reliable suppliers and ensure the
fulfillment of the requirements ofs service.
 Supplies planning
When planning supply, quality management and examination of product, the
following topics should be discussed:
 Development of supply
 Requirements to be applied to various types of supply
 Planning of supply
 Qualification of new suppliers of products / services
 Renewal of the qualification of suppliers
 Information required for planning and monitoring of purchases

The need for new products / services and the planning of purchases are regulated by
Contract/QA dept. through:
 Market research
 Processing and analysis of data related to customers
 Analysis of non-compliance
8.0 USE AND MANAGEMENT OF SUPPLIERS
 Suppliers to be used
The Vendors/Suppliers to be used are those indicated in the Company’s approved Vendors
list. The use of new Vendors/Suppliers shall be in accordance with process of evaluation,
qualification and approval
 Documents governing the relationship of supply

The documents governing the relationship of supply are:
 Specific orders
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 Contracts
 Letters of intent
 Purchase of goods or services

Procurement / Quality dept is responsible for defining requirements, terms and conditions
contents to be applied in the supply of products and services. When it may be necessary
to use a new supplier, the name must be reported to Quality dept. with all the information
necessary for its qualification.
9.0 ISSUANCE AND DISTRIBUTION
 Issuance of RFP (Request for Proposal)

The purchase request is issued in written form by the Procurement officer and must
indicate:
 The type of goods or services
 The quality requirements to which must respond
 The quantity
 Delivery time
 Order Issue
The purchase order shall be signed afer the Company and Contractor have agreed on the
RFQ before sending to suppliers/vendors.
10.0 ISSUANCE AND DISTRIBUTION OF ORDERS
The purchase order must be signed by Project Director, Project Manager and the
Procurement Manager or persons designated by them before sending to suppliers.
 Contents of purchase orders

The order must necessarily include the following:
 Purchase order number and date of order
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 Sender
 Job number (optional)
 The recipient: Name, Name of Supplier (optional address and phone)
 Name, of the person to whom to refer (i.e. attention of Mr xxx ... in case of
prior agreements)
 The object (material or description of service required)
 Quantity and product number (if any)
 Precise description (for “catalog” products copy description from the catalog
itself)
 Price (from list or catalog, or from agreed offer)
 Any discounts or special conditions agreed
 In the case of an offer by telephone, return the phrase "as in telephone talks
with your Mr. xxxxxx ... .. the price of ... .... (list conditions agreed).
 Time of delivery and payment
 Mode of transport and in charge of whom ("transport by courier" ... .. "Port
assigned" or "free port", etc..)
 OBLIGATORY signature of Project Director, Project Manager and the
Procurement Manager.
 Order transmission
Purchase orders are made in written form and sent to suppliers by mail, by courier or fax. Any
purchase orders by telephone, are always confirmed in writing (except for particular
circumstances and urgent need) and transmitted to suppliers in the above rules, or by written
order confirmation of the supplier.
 Order Confirmation by suppliers

In the case where suppliers have a continuous relationship, it is considered that the
confirmation of acceptance of an order is implied. In other cases, afer a certain time without
having received confirmation, PD/PM will have to activate and obtain it.
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This approach calls for operating flexibility and de-centralized decision making, which
CONTRACTOR is equipped with, as a professionally managed company. It also calls for
familiarity with international procurement procedures.
 Purchasing Organization
Refer to Project Organizational Charts in the Project Execution Plan 3208.20.GBPG.00001 as
attachment 1
11.0 Material Control
11.1 Tracking of Materials
A material control chart (a Microsof work sheet program) is prepared which contains all the
necessary information about the procurement of goods from Purchase Order data covering
through the period of shipment and arrival date. This work sheet is available in Contractor’s
created Dropbox account and is periodically updated.
 Recording of receipts for goods

Receive and inspect goods for damage during transport and complete the Good reciept
Inspection Report (GRIR). This GRIR is transmitted to procurement specialists for action
based on findings, if required.
 Custom Clearance
In coordination with CONTRACTOR team, only approved companies who are based in
Nigeria shall handle all customs clearance and forwarding.
 Traceability of goods upon receipt

The traceability of goods upon receipt is followed as per stores procedures for receipt and
issue.
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 Storage of goods
Adequate space will be provided at the port & site facilities to store goods in line with
Manufacturers recommendations
 Stock/inventory control
The stock and inventory are controlled as per stores procedure for receipt, storage & issue.
 Inspection and expediting

Inspection shall be carried out as per the approved quality plan of the project with
expediting being done on a regular basis.
10.0 Materials Receiving (Local Purchased)
All locally purchased materials are delivered to the warehouse, accompanied with original
local purchase order(LPO), original delivery note, three invoices (one original and two
copies); and received by the warehouse supervisor or his designated representative. The
warehouse supervisor will inspect the material to ensure that the quantity and price (if
applicable), match the LPO. Additionally, he will ensure that the quality of items meet the
QC requirements, when items delivered to the warehouse does not meet the requirements,
the warehouse supervisor rejects the materials and inform the local purchase office. When
items are accepted, the warehouse supervisor signs the vendor’s delivery note/waybill. The
vendor will provide the warehouse supervisor with original delivery note or original local
purchase order. The warehouse supervisor will forward these documents to the local
purchase office and copy the Construction Manager.
The Project manager will review the price, description of goods received by signing on the
delivery note/waybill. He will also initial his name on the LPO and invoice, and then forward
the documents to the warehouse administrative department.
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12.0 FORMS
2 BGS FORM-PP-001 - Over Short and Damaged Report
3 BGS FORM-PP-002 - Materials Receiving Report
4 BGS FORM-PP-003 - Supply Issue Voucher
5 BGS FORM-PP-004 - Non-Conformance Report
BGS FORM-PP-001 - OVER, SHORT, DAMAGE REPORT

Job No: Ref No: BGS FORM-PP-001 O.S & D.No:
Client: Shipper: Date Prep:
Port of Origin: Rec. Point: P.O. No:
Del: Truck No: D.M.I. No:
Way Bill No: Date Rec’d: M.I.V. No:
ABOVE SHIPMENT RECIEVED IN FOLLOWING CONDITION
Overage or Substitution
Shortage in packing package in apparent good order but contents short
Shortage in delivery No of pcs. On W B No of pcs. rec’d
Shortage in shipment package damaged. Appears opened on repacked
Content short Damaged visible damage to material.
Any damaged goods recieved notify QA/QC Dept. For Inspection.
Damaged – concealed damage – package in apparent good order
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P.O. Item No. Quantity Quantity Unit Description

Ordered Recieved
Recommendation: Repair in Field Return to shipper/vendor Replace

Estimated cost of repair damage or replace:
Project Engineer notified on: Action By
Deliver Document Attached? Yes Recieving Report attached Yes No
Was damage or loss due to poor packing: Lack of precautionary packs? Other reason?
Explain.............................................................................................................................................
Prepared By: Approved By:

BGS FORM-PP-002 - MATERIALS RECIEVING REPORT
Project: No. Delivery order Number Ship Recieving
Report No.
Client:
Contract Number:
Job Number: BGS FORM-PP-002
Date
Remarks:
Part
Item# Qty. U/M Number Description O.S.D
Report
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Key:
O- over S- Short D- Damaged
Signed: Date Prepared/recieved by: Date (QA/QC) Rep.
BGS FORM-PP-003 - SUPPLY ISSUE VOUCHER
FROM:
REQ:
TO: JOB NO: BGS FORM-PP-003
EQUIP NO.
ITEM QTY U/M PART NO. DESCRIPTION IMPORT LOCAL
TOTAL
ISSUED BY: RECIEVED BY: CONFIRMATION
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W/H MGR W/H SUPERVISOR

WHITE: WAREHOUSE NUMERICAL FILE BLUE: MECHANICAL DEPARTMENT
PINK: WAREHOUSE SECURITY + REQUISITIONER GREEN: WAREHOUSE REFERENCE COPY
BGS FORM-PP-004 - NON CONFORMANCE REPORT

(1) LOCATION (2) NCR NO: BGS FORM-PP-004
(3) CONTRACT/JOB (4) DATE:

(5) RESPONSIBLE PARTY (6) AUDIT NO: (IF APPLICABLE)
(7) REFERNCE, SPECIFICATION/PROCEDURE
(8) DESCRIPTION OF NON-CONFORMANCE:
Block 1 to 8 completed by Initiator of NCR

(9) PROBABLE CAUSE OF NON-CONFORMANCE
Block 9 completed by QA/QC Manager or Designee
(10) SUGGESTED (Engineering decision requires date & signature in this block)
CORRECTIVE ACTION:
USE-AS-IS ( ) REWORK ( ) REPAIR ( ) REJECT ( ) SCRAP ( ) OTHER ( ) {DEFINE BELOW}
Block 10 Completed by Project Manager or Designee
(11) QA/QC Manager:
Sign: Date:
(12) CORRECTIVE ACTION TAKEN
Block 12 Completed by Project Manager
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(13) VERIFICATION OF CORRECTIVE ACTION: (14) DISTRIBUTION TO:

PROJECT DIRECTOR [ ]
PROJECT MANAGER [ ]
QA MANAGER [ ]
Completed by QA/QC Manager PROJECT ENGINEER [ ]
or QA/QC Engineer Date: NCR LOCATION [ ]
FILE [ ]
Representative
Completed by QA/QC Mgr or Designee

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SIMULTANEOUS WATER AND NATURAL

GAS DISPOSAL (SWAN) PROJECT

Contractor logo and business name Contract No. 4600016138/39/40

Vendor logo and business name

EBOCHA OIL CENTRE

Projects Development, Engineering Division

Projects Development, Engineering Division

02 23 Oct 14 Approved for Construction

File Name : 401228693.doc

Projects Development, Engineering Division

File Name : 401228693.doc

Projects Development, Engineering Division

File Name : 401228693.doc

Projects Development, Engineering Division

2.1 SCOPE OF WORK

Projects Development, Engineering Division

(PM) and approved by the Project Director (PD).

File Name : 401228693.doc

Projects Development, Engineering Division

 3201.11.DGSP.10053 - QAQC Plan.

File Name : 401228693.doc

Projects Development, Engineering Division

4.0 EVALUATION AND CONTROL

5.0 PURCHASING PROCESS

Projects Development, Engineering Division

1.2 Purchasing Process Description

A comprehensive series of corporate Procurement Management Procedures and Work

File Name : 401228693.doc

Projects Development, Engineering Division

6.0 EXPEDITING PROCESS

Projects Development, Engineering Division

 Working round-the-clock, including weekends and holidays.

File Name : 401228693.doc

Projects Development, Engineering Division

Purchasing Manager Reveiws

Yes Only Local No

No Purchasing carried out per corporate

Select suppliers from

File Name : 401228693.doc

Projects Development, Engineering Division

Arrange Shipment Where

Negotiate with Suppliers and

Prepare PO and get PO

Ensure Any required

Transport from Supplier to

Check Purchased Item on Delivery at Required Delivery

File Name : 401228693.doc

Projects Development, Engineering Division

Advice supplier of problem Advice PHC office with regards to problem

PHC office to follow up matter with supplier

yes Item satisfactory inspection by Client if yes

Review supplier’s performance and Outstanding payments are made

Purchasing process completed

7.0 PURCHASE PLANNING

Projects Development, Engineering Division

 Information required for planning and monitoring of purchases

8.0 USE AND MANAGEMENT OF SUPPLIERS

 Documents governing the relationship of supply

Projects Development, Engineering Division

 Purchase of goods or services

9.0 ISSUANCE AND DISTRIBUTION

 Issuance of RFP (Request for Proposal)

10.0 ISSUANCE AND DISTRIBUTION OF ORDERS