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Supplier Contract Quality Requirements

Specification

Title:

Supplier Contract Quality


Requirements Specification

Division

Unique Identifier:

QM-58

Area of Applicability:

Documentation Type:

PC

Revision:

Total Pages:

58

Next Review Date:

March 2015

Disclosure Classification:

CONTROLLED
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CONTENTS
Page
1. INTRODUCTION ...................................................................................................................................................... 4
2. SUPPORTING CLAUSES ........................................................................................................................................ 4
2.1 SCOPE .............................................................................................................................................................. 4
2.1.1 Purpose ..................................................................................................................................................... 4
2.1.2 Applicability................................................................................................................................................ 4
2.2 NORMATIVE/INFORMATIVE REFERENCES .................................................................................................. 4
2.2.1 Normative .................................................................................................................................................. 4
2.2.2 Informative ................................................................................................................................................. 4
2.3 DEFINITIONS .................................................................................................................................................... 5
2.3.1 Eskom Definitions ...................................................................................................................................... 5
2.4 ABBREVIATIONS .............................................................................................................................................. 7
2.5 ROLES AND RESPONSIBILITIES .................................................................................................................... 8
2.5.1 Division of Responsibilities ........................................................................................................................ 8
2.5.2 Eskom ........................................................................................................................................................ 8
2.5.3 Contractor .................................................................................................................................................. 9
3. ESKOM RIGHTS (NOT LIMITED TO THE FOLLOWING): ................................................................................... 10
3.1 GENERAL REQUIREMENTS ......................................................................................................................... 11
3.1.1 QUALITY MANAGEMENT POLICY ........................................................................................................ 11
3.1.2 IMPLEMENTATION ................................................................................................................................ 11
3.1.3 QUALITY MANAGEMENT IN ENGINEERING ....................................................................................... 12
3.1.3.1 Design Quality Plan ......................................................................................................................... 12
3.1.3.2 Design Planning and Control .......................................................................................................... 12
3.1.3.3 Design Quality Planning .................................................................................................................. 13
3.1.3.4 Criticality Assessment and Application ........................................................................................... 14
3.1.3.5 Design Inputs .................................................................................................................................. 15
3.1.3.6 Design Outputs................................................................................................................................ 15
3.1.3.7 Design Verification .......................................................................................................................... 15
3.1.3.8 Inter-discipline Check and Review (Squad Check) ......................................................................... 16
3.1.3.9 Design Validation (Including Software Validation) .......................................................................... 16
3.1.3.10 Design Changes ............................................................................................................................ 16
3.1.3.11 System and Sub-System Lists ...................................................................................................... 17
3.1.3.12 Design Element Identification, Traceability, and Composition Verification ................................... 17
3.1.3.13 Design, Safety and Model Reviews. ............................................................................................. 18
3.1.3.14 Constructability Maintainability, Operability Reviews .................................................................... 18
3.1.4 QUALITY MANAGEMENT IN FABRICATION & CONSTRUCTION....................................................... 18
3.1.4.1 General............................................................................................................................................ 18
3.1.4.2 Quality Audits and Related Quality Performance Reviews ............................................................. 20
3.1.4.3 Eskom Right of Access ................................................................................................................... 21
3.2 TENDER SUBMISSION PHASE ..................................................................................................................... 21
3.2.1 Contractor documents with the tender .................................................................................................... 21
3.2.2 The Contractor shall submit a draft Contract Quality Plan (CQP) with the tender. ................................. 22
3.3 TENDER EVALUATION, ADJUDICATION AND NEGOTIATION PHASE ..................................................... 23
3.3.1 Subcontracting......................................................................................................................................... 23
3.4 CONTRACT AWARD PHASE ......................................................................................................................... 26
3.5 CONTRACT AWARD AND QUALITY CONTROL PHASE ............................................................................. 27
3.5.1 Pre-contract execution ............................................................................................................................ 27
3.5.1.1 Supplier and subcontractor Quality Management Plan .................................................................. 27
3.5.1.2 Supplier and Subcontractor Inspection and Documentation Requirements ................................... 28
3.5.2 Contract execution .................................................................................................................................. 31
3.5.3 Inspection Reports .................................................................................................................................. 31
3.5.4 Non-conformance Reports and Log ........................................................................................................ 32
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3.5.5 Contractors inspection and testing ......................................................................................................... 33


3.5.6 Verification of purchased product ............................................................................................................ 33
3.5.7 Third Party Inspection ............................................................................................................................. 36
3.5.7.1 AIA ................................................................................................................................................... 36
3.5.7.2 Eskom appointed AIA organization ................................................................................................. 36
3.5.8 MATERIALS MANAGEMENT PROGRAM ............................................................................................. 37
3.5.8.1 General............................................................................................................................................ 37
3.5.8.1.1 Traceability .............................................................................................................................. 37
3.5.8.1.2 Positive Material Identification ................................................................................................ 38
3.5.8.1.4 Quantitative quality measurement tools .................................................................................. 38
3.5.8.1.5 Preservation ............................................................................................................................ 38
3.5.9 Expediting during contract execution ...................................................................................................... 41
3.5.10 Quality Control on Completion of the Contract...................................................................................... 42
3.5.10.1 Manufacturing Record Books. ....................................................................................................... 42
3.6 SUPPLIER QUALITY PERFORMANCE MONITORING PHASE ................................................................... 43
3.7 E-QUALITY TOOL (ACHIEVER PLUS) .......................................................................................................... 44
3.8 PAYMENT AND DELIVERY ............................................................................................................................ 44
4. AUTHORIZATION .................................................................................................................................................. 45
5. REVISIONS ............................................................................................................................................................ 45
6. DEVELOPMENT TEAM ......................................................................................................................................... 45
APPENDIX A : TENDER & CONTRACT QUALITY REQUIREMENTS .................................................................... 47
APPENDIX B : QUALITY REQUIREMENTS FOR ISO 9001 SERIES ..................................................................... 48
APPENDIX C : TEMPLATE FOR A TYPICAL CONTRACT QUALITY PLAN ......................................................... 49
APPENDIX D : DEFECT NOTIFICATION ................................................................................................................. 53
APPENDIX E : CAR ................................................................................................................................................... 54
APPENDIX F : CONCESSION ................................................................................................................................... 55
APPENDIX G : CONCESSION .................................................................................................................................. 56
APPENDIX H: REQUIREMENTS FOR A PRODUCT VERIFICATION PLAN .......................................................... 57
APPENDIX I: QUALITY CONTROL PLAN/INSPECTION & TEST PLAN ................................................................ 58

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1. INTRODUCTION
This specification is to specify and describe the minimum quality requirements for all existing and
potential Eskom Contractors and Suppliers, and to define the quality criteria for the evaluation, selection
and monitoring of same.

2. SUPPORTING CLAUSES
2.1 SCOPE
2.1.1 Purpose
The purpose of this specification is to specify the requirements by which Contractors and Suppliers shall
manage, implement, maintain and continually improve a quality management system (QMS) based on
ISO 9001:2008 (or latest applicable revision). The intention is that Contractors and Suppliers should
continuously adhere to Eskoms quality requirements in respect of the supply of products and related
services.
2.1.2 Applicability
This specification applies to all employees, entities, suppliers and Contractors involved in
Eskom new build and operating and maintenance programme (plant refurbishment, engineering,
procurement, manufacturing, installation, and commission works). When applied to a particular contract,
the relevant clauses of ISO 9001:2008 (or latest applicable revision) and the business processes
requirements are indicated on the enquiry/contract/order quality requirement forms (see Annexure A and
B)
This specification will be applicable to any type of contract, where the wording as well as applicable
aspects shall be customised to the specific contract, and reflected in the contract document to be signed
by Eskom and the supplier.
2.2 NORMATIVE/INFORMATIVE REFERENCES
Parties using this document shall apply the most recent edition of the documents listed in the following
paragraphs.
2.2.1 Normative
[1]

ISO 9001:2008 Quality Management Systems Requirements

[2]

ISO 9001:2005 Quality Management Systems Fundamentals and Vocabulary

[3]

ISO 10005:2005 Guidelines for Quality Plans Standard

[4]

ISO 10006:2003 Guidelines for Quality Management Systems in Projects

[5]

ISO 90003, Software Engineering Guidelines for the Application of ISO 9001

2.2.2 Informative
[6]

ISO 9004:2009 Managing for the Sustained Success of an Organization A Quality Management
Approach

[7]

NEC family of contract documents, as applicable to the specific contract


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FIDIC form of contract, as applicable to the specific contract

2.3 DEFINITIONS
2.3.1 Eskom Definitions
a. Supplier
The word supplier refers to the Contractor
b. Customer
The word customer refers to Eskom Holdings SOC Limited (in the context hereof referred to as
Eskom)
c. Contractor
A group of people and facilities (corporation, firm, enterprise, institution etc.) with an arrangement
of responsibilities, authorities and relationships. It also refers to supplier, consultant and service
provider
d.

Subcontractors
An organization or legal entity that provides a product to the supplier and/or that enters into a
subcontract and assumes some of the obligations of the supplier or prime Contractor

e.

Inspection Agency
An organization or person appointed by Eskom for the purpose of performing quality assurance or
quality control monitoring and or inspection services

f.

Approved Inspection Authority


An organization or person approved by the Chief Inspector, South African Department of Labour, in
terms of the Occupational Health and Safety Act 85 of 1993 and appointed by Eskom

g.

Regulatory body
A person or persons representing a statutory body as required by law

h.

Works
All deliverables expected from the Contractors as per the scope of works, requirements specified
in the request for tender

i.

Major plant items


Plant and Material items (e.g. components, works that have an impact on safety of staff or
equipment, the environment, plant reliability and availability and are of a high cost (Refer to
Guideline GGG 1099 General Plant level Classification). This also includes Transmission Primary
and secondary Plant items, and same for Distribution.

j.

Refurbishment
Restoration to a sustainable usable state or as near as possible to new state (within agreed limits)

k.

Quality Control Plan (QCP)


A document specifying the activities to be inspected throughout the execution of the project,
inclusive of test methods, procedures and acceptance criteria. (This term is equivalent to QIP and
ITP)

l.

Contract Quality Plan


A document compiled, as required by the Contract Quality Requirements Specification, by a
Contractor which spells out the aspects of the quality management system to be applied within a
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specific Eskom project, and the methods to be utilized to ensure quality assurance, control and
improvement of the identified activities that they will be carried out as stated in the Works
Information to ensure that the product/service meets Eskom requirements (This document can be
viewed as a combination of a PQP and QCP)
m. Intervention points
Intervention points are those control points indicated by the various controlling bodies concerned
with the implementation of a specific QCP / ITP. These can be in the form of tests, inspection,
surveillances, witnessing, reviews, failure and incident investigations)
n.

Hold points
An activity of an inspection and test plan which must be notified by the Contractor to Eskom and
beyond which work shall not proceed without the attendance of Eskoms representative or the
written approval of Eskom to proceed.

o.

Surveillance Point
Random monitoring of work processes and tests.

p.

Witness point
An activity on an inspection and test plan where work may proceed providing Eskom or
Authority/Agency has been notified as required and the latter has indicated that they will not
execute the intervention point

q.

Document review
A review of the records developed by a Contractor to ensure that the relevant activity has been
performed satisfactory and that contractual requirements have been met

r.

Project Quality Representative


The most senior person responsible for the management and administration of the Quality System
at the project/site/department. This includes an external Contractor appointed by Eskom to perform
this function

s.

Technical expert
This term refers to a person responsible for and fulfilling the role concerned with the technical
aspects and integrity of the project, service, or process in respect of the specific contract (e.g
Eskom Engineer , IT Specialist, Auditor)

t.

Advisory expert
This term refers to a person responsible for and fulfilling the role of providing specialist advice, as
may be determined and required in connection with any relevant aspect of the review (e.g. Legal
Advisor, Financial Advisor etc). This person is only called upon on a need basis

u.

Contract Manager/Expert
This term refers to a person responsible for fulfilling the role concerned with the contractual aspect
of the Eskom Commercial relationship with the Contractors in respect of the specific contract (e.g.
Package Manager)

v.

Quality Dossiers
An indexed file containing all applicable records, documentation, certificates, data package, and
other data applicable to the works. The Quality Dossier will be reviewed during the turnover
process)

w. Data Package
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All documentation and certification required to be issued by the Contractor in order that the
takeover can be certified by Eskom (An index of data packages must be established before
commencement of works)
x.

Criticality Rating
The risk ranking of structures, materials, equipment, components and/or systems determined on
the basis of either FMECA/FMEA, HAZOP studies/reports or any applicable risk and criticality
bases.

y.

FMECA
Failure Mode Effects and Criticality Analysis (PGZ 45-25 - FMECA Studies).

z.

HAZOP
Hazard and Operability Study (PGZ 45-24 - HAZOP Studies)

zz. Surveillance Point


Random monitoring of work processes and tests.
2.4 ABBREVIATIONS
Abbreviation

Description

AIA

Approved Inspection Authority

CV

Curriculum Vitae

CQP

Contract Quality Plan

ISO

International Standards for Organization

QC

Quality Control

ITP

Inspection and Test Plan

NEC

New Engineering Contract

OHSA

Occupational Health and Safety Act

PED

Pressure Equipment Directive

PER

Pressure Equipment Regulation

PQP

Product / Project Quality Plan

PVP

Product Verification Plan

QCP

Quality Control Plan

DRC

Document Return/Review Code

QIP

Quality Inspection Plan

QMS

Quality Management System inclusive of project requirements

SABS

South African Bureau of Standards

SANS

South African National Standard

NEC

New Engineering Contract

RFQ

Request for Quotation

MOC

Management of Change

CQP

Contract Quality Plan, including Project and any related Life Cycle Requirements

CAP

Contract Administration Plan


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Supplier Contract Quality Requirements Specification

Abbreviation

Approved Vendor List

NDT

Non Destructive Testing

NDE

Non Destructive Examination

O&M

Operating & Maintenance Manual


Notifying Body

NCR

Non Conformance Report

PMI

Positive Material Identification

PQR

Procedure Qualification Record

WQR

Welders Qualification Record

WPS

Welding Procedure Specification

HES

Health, Environmental, Safety

MRB

Manufacturing Record Books

BOD

Basis of Design

FEED

Front End Engineering Design

CFCCQMP
NORFI

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Description

AVL

NOBO

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Contractor Fabrication, Construction and Completions Quality Management Plan


Notification of Readiness of Inspection

CAP

Contract Administration Plan

I&TN

Inspection and Test Notification

RCA

Root Cause Analysis

2.5 ROLES AND RESPONSIBILITIES


2.5.1 Division of Responsibilities
The Division of Responsibilities section identifies the interactions and responsibilities of Eskom and the
Contractor during the performance of work. This document together with the Project Procedures
describes administrative and procedural requirements that the Contractor must satisfy in accomplishing
the work.
2.5.2 Eskom
2.5.1.1 Co-ordinate the work of the Contractor with activities of Eskom and other Contractors and service
providers directly hired by Eskom.
2.5.1.2 From reports compiled by the Contractor, evaluate the performance of the work of the Contractor,
suppliers and Subcontractors regarding schedule, quality, cost, safety and requirements for compliance
with the Contract and bring any deficiencies of which Eskom is aware to the attention of the Contractor
such review shall not relieve Contractor of its responsibilities.
2.5.1.3 Perform technical appraisal of the Contractors work efforts. Appraisal will be by specialist
personnel and will be co-ordinated with the aforesaid parties.
2.5.1.4 Furnish or cause to be furnished the services of any service Suppliers as Eskom may wish to
employ in connection with the Project.

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2.5.1.5 Obtain support and agreement from Eskom finance and procurement organisations to establish
and manage the Project quality Budget.
2.5.3 Contractor
2.5.2.1 Provide Eskom with information as requested for appraisal of the Contractors, Sub-Contractors
and suppliers performance of the Project, including but not limited to, copies of calculations,
Construction Documents in preparation, purchasing and contracting documents, estimates, schedules,
progress measurements, cost reports, etc.
2.5.2.2 Evaluate and assume full responsibility for all design work including that performed by the Sub
suppliers, material/equipment suppliers and Sub-contractors including shop drawings and samples for
quality, conformance to design, and safety. The Contractor shall be responsible for construction means,
techniques, methods and procedures.
2.5.2.3 Maintain effective liaison as required to co-ordinate and expedite transmission and interpretation
of Construction Documents, to implement necessary design changes or modifications, and to resolve
technical problems. All formal communications with suppliers and Sub-contractors shall be through the
Contractor.
2.5.2.4 Conduct regularly scheduled meetings with Eskom to discuss status of various stages of the
Project, methods for resolving difficulties encountered or foreseen and other topics pertinent to the
Project. Record and issue minutes promptly after each meeting. Conduct regularly scheduled meetings
with Eskom to provide constructability input and other information regarding economy of design.
2.5.2.5 Process changes in accordance with the agreed Project change management procedure.
2.5.2.6 Issue monthly and quarterly progress reports to Eskom in accordance with agreed Project
requirements.
2.5.2.7 Maintain a comprehensive filing system in a format and location to be agreed with Eskom, to
provide a current basis for all documents, decisions, disposition of directives and inquiries, and
information exchanged among the parties including agreements and modifications thereto.
2.5.2.8 Formulate and implement procedures to protect Eskoms proprietary information during the
performance of the Project.
2.5.2.9 Administer work performed by the suppliers and Subcontractors and monitor for quality, cost,
schedule, progress, and safety.
2.5.2.10 Provide data, as required, to permit prompt resolution of technical problems and implementation
of any necessary changes and modifications.
2.5.2.11Submit to Eskom those items requiring advance approval, including but not limited to the
following: schedules, overtime requirements, submittals, travel plans for its personnel and its supplier
and Subcontractors personnel assigned to the field staff as well as for other personnel, schedules and
plans for temporary facilities, tools and equipment, and labour force build-up and run-down of the
supplier and Subcontractors.
2.5.2.12 Distribute correspondence originating with the Contractor in accordance with the
Correspondence Project Procedure.
2.5.2.13 Ensure all aspects of the Project are carried out fully in accordance with the requirements of the
Contract.
2.5.2.14 Ensure progress of the Project meets the requirements of the Baseline Control Project
Schedule and milestone dates, and the Control Budget.
2.5.2.15 Ensure that the Project Quality Plan is implemented and is effective in controlling the quality of
critical items in the Projects.
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2.5.2.16 Ensure that the Project Safety Plan is implemented and is effective in controlling the safe
implementation of the Projects.
2.5.2.17 Develop and provide reports to the Eskom Project Manager detailing the status and anticipated
completion of the Projects, in terms of cost, schedule, progress, earned value and quality. These reports
must be developed by the Contractor and formatted in accordance with Eskom requirements.
2.5.2.18 Liaise with the Eskom Project Manager regarding the status of the Projects and specific
problem areas.
2.5.2.19 In a timely manner, review with the Eskom Project Manager any aspect of the Projects or the
Project that the Contractor believes could have an impact on total cost, schedule, or quality of the Project
and agree to a course of action.
2.5.2.20 Liaise with local and regional authorities during approvals and ensure that all statutory
requirements are met. This shall include developing proposals and applications on behalf of Eskom for
statutory and third party approvals or submissions as may be required. (Some sites will require all
liaisons with local and regional Authorities to be addressed via their own Eskom representative.)
2.5.2.21 Provide Eskom with evidence and assistance in demonstrating the integrity of the design,
engineering and management services, and control over execution of the Project as may be required.
2.5.2.22 Ensure that timely and efficient procedures and work methods are adopted during the execution
of the Project. (These should be detailed for the individual project.) The Contractor is particularly
required to address areas of interfaces with other Eskom organisations and departments.
2.5.2.23. The Contractor shall, at least 90 days prior to the start of Construction, provide Eskom with a
detailed procedure for setting up the Project Bank Account. The procedure shall also describe a detailed
process to administer the account including the use of the application for funding

3. ESKOM RIGHTS (not limited to the following):

To expect that the Works will be conducted in accordance with the contract between the parties.

Access to Contractors information as determined by applicable legislation

Eskom reserve the right to oversee Contractor audit programs by participating in selected audits
as an observer, and by assessing Contractor at key work stages. Eskom will coordinate with
Contractor to develop an oversight schedule aligned with Contractor audit schedule.

To obtain access to any audit reports performed by the Contractor reflected in the audit
programme

To conduct independent quality audits during all phases of the contract and the contractor shall
provide all resources to support these activities.

Eskom shall have the right to participate or request for a technical investigation to be launched
and conducted on the Contractor and subcontractors premises or other sites, when risk to Eskom
products or service deliverables are identified.

To participate in and/or lead investigations related to incidents involving its products.

To require from contractors to be responsible for the cost of re-inspections

To withhold payment from Contractors as a result of outstanding non-conformances irrespective


of the agreed payment schedule and in accordance with the conditions of contract.
Shall be granted electronic and hard copy access to all quality plans, procedures, documentation,
and other quality records relating to the Work including but not limited to data extracts.

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Reserves the right to review, inspect and audit any or all parts of the Contractor QMS as well as
any documentation, materials or equipment associated with the Work, at any time or Project
Work location.

Shall carry out assessments and audits on all new Contractors and subcontractors

Reserves the right to appoint resident quality inspectors that can be based at the Contractor
or subcontractors premises and on site where the work is being performed.

Reserves the right to select witness and hold points within all developed Supplier QCP/ITPs for
Eskom oversight of selected functions and to perform surveillance or audits of the Work.

Shall be given access at all reasonable times before, during and after manufacture and before
delivery, construction, erection, commissioning to measure, test and inspect the products and
workmanship as necessary on the Contractors premises and on Eskom sites.

Reserves the right to suspend any pending deliveries, by the issuing of a cease delivery order at
any time and for any portion of the work that is not being performed in accordance with the
specified/agreed requirements.

To expect the Contractor to use Eskoms electronic system for the automation and management
of quality and other relevant aspects of the project (Achiever Plus).

3.1 GENERAL REQUIREMENTS


3.1.1 QUALITY MANAGEMENT POLICY
Contractor Quality Management Program shall be based upon a Quality Management Policy and a
series of Quality Objectives and a Project Quality Organizational Structure.
Contractor Quality Management Policy shall be based on the following Quality Management principles:

Meeting Customer expectations

Leadership

Involvement of people

Process approach

System approach to management

Continual improvement

Factual approach to decision making

Mutually beneficial Project - Supplier relationships

Contractor shall ensure efficient and effective communication of Project Quality Policy and Objectives to
Contractor and subcontractor organizations. Communication of and discussion around project Quality
Policy and Objectives shall be conducted at a frequency supportive of project management commitment
to workforce engagement and continual improvement
Contractor Project Quality Management System (QMS) is the system of processes by which Contractor
will provide Eskom with assurance that Contractor Work deliverables are in conformance with Contract
specifications
3.1.2 IMPLEMENTATION

Contractor QMS shall support Eskom and Contractor Project Management Objectives for safe,
efficient and effective implementation of all Work processes and procedures.
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Contractor CQP shall be implemented through utilization of a comprehensive QMS. The QMS
shall incorporate Quality management processes and procedures tailored to support Project
Quality Policy, Goals and Objectives in all Work functional areas and for all Work deliverables.
Project Work functional areas include Engineering, Procurement, Project Controls, Logistics,
Materials, Fabrication, Transportation, Preservation, Construction/Erection, Commissioning,
Quality, HES, Security, Informational Management and other functional areas under Contractor
Work scope.

The Contractor shall follow a graded approach and establish critical products and services, endorsed by
Eskom. Contractors, subcontractors and all other suppliers of such products and services shall ensure
compliance with QMS performance expectations.
Eskoms position is to contract with Contractors who fully demonstrate commitment to the development,
implementation and maintenance of a Quality Management System that conforms to the requirements of
ISO 9001:2008 (or latest applicable revision). or equivalent. The priority is to encourage Contractors to
continually improve their quality management system and enhance service delivery by obtaining ISO
9001:2008 (or latest applicable revision). compliance and certification.

It is the Contractors obligation to ensure that their operations and the products and services it
provides to Eskom comply with any applicable statutes and or regulations. Any non-compliance
by the Contractor and the resultant corrective actions shall be the responsibility of the
Contractor.

The Contractor shall ensure that he complies with the works information and that appropriate
quality requirements (as in the main contract) are included in subcontracts placed by
Contractors to ensure subcontractors compliance with the Works Information.

3.1.3 QUALITY MANAGEMENT IN ENGINEERING


3.1.3.1 Design Quality Plan
Contractor shall develop and implement an Engineering Design Quality Plan incorporating all processes,
procedures and supporting documents required to assure delivery of Engineering Work scope
deliverables in FEED, Detailed Design, Fabrication and Construction and commissioning.
Contractor Engineering Design Quality Plan shall obtain a minimum of DRC2 status and ready for
implementation within thirty (30) days of the date of Contract award. However, all documents must
obtain the DRC1 status prior to distribution for use.
3.1.3.2 Design Planning and Control
Planning, control, and verification of design activities shall be achieved by Contractor through use of
documented processes and procedures that describe the organizational and technical interfaces and
that define the necessary information to be documented, transmitted and reviewed as per the process
defined in Document Control and Exchange Specification.
The Contractor shall:

submit for Eskom review documented processes for the execution of the Engineering Work scope
including but not limited to the sequencing of Work

develop a list of Engineering deliverables and an Engineering Deliverables Responsibility Matrix.

Provide to Eskom within thirty (30) days following contract award the Engineering deliverables
and Engineering Deliverables Responsibility Matrix as per the process defined in Document
Control and Exchange Specification.

The Contractor shall further ensure that:


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Engineering deliverables and the Engineering deliverables responsibility matrix shall obtain a
minimum of DRC2 status and a DRC1 prior to distribution for use. Matrix should describe the
internal approval cycle for the Contractor.

Engineering Design Quality Plan processes shall define work processes including use of design
software, alternative calculation requirements, and responsibilities for design activities for each
Engineering discipline engaged in the design Work scope.

Organizational and technical design interfaces shall be identified and shall be controlled by
engineering work processes including assignment of personnel with appropriate authority to
assure coordination between Eskom, Contractor, subcontractors and Suppliers.

Engineering Design Quality Plan processes shall provide for Contractor discipline subject matter
expert systematic and controlled review of all design activities (e.g. establishing Basis of Design
(BOD) requirements, reviewing design inputs, approving design outputs, etc.). Contractor
discipline subject matter expert review and approval shall be documented prior to submittal of
engineering deliverables for Eskom review.

3.1.3.3 Design Quality Planning


The Contractor shall:

prepare an Engineering Design Quality Plan or equivalent listing all Quality-affecting activities
and deliverables to be performed by each engineering discipline. Design documents including
specifications, data and other information contained in the Work scope shall form the basis for
design planning.

utilize detailed review of the Work scope to determine deliverables, including deliverable Quality
activities, and delivery schedules represented in the Engineering Design Quality Plan. Based on
the activities identified, each engineering discipline shall identify, in a discipline specific plan, the
processes, procedures and work instructions to be followed to execute the discipline assigned
Work scope.

ensure that suitably qualified and experienced design engineers are assigned to perform
designated work. Contractor Engineering Design Quality Plan shall specify the position identity,
responsibility, and authority levels of engineering discipline team members to whom elements of
project engineering Work scope execution will be assigned.

The Contractor Engineering Design Quality Plan shall:

document the basis for checking deliverables and shall incorporate reference checklists and other
tools to be used for deliverables review.

document verification activities, such as inter-discipline squad checks and formal design review
requirements.

specify the engineering discipline or other technically qualified manager responsible for
verification that engineering discipline specific design plans are consistent with project Work
scope and are executed.

incorporate a design review and verification process to assure alignment between project
functional areas external to Engineering.

Plans, processes and procedures for management and control of project-related computer
hardware and software shall be described in Contractor Automation Plan. All computer software
deployed in support of Contractor design activities shall be systematically verified by Contractor
in accordance with ISO 90003, Software Engineering Guidelines for the Application of ISO 9001
prior to deployment to demonstrate fitness for purpose.
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Contractor Automation Plan shall receive DRC 1 status prior to implementation.


3.1.3.4 Criticality Assessment and Application
Contractor shall:
Utilize Quality Assurance and Quality Control activities (e.g. audits, assessments, verification and
testing processes and procedures) commensurate with assessment of Criticality. The level of
Supplier verification and oversight by the Eskom and/or Contractor is driven by criticality rating
that each item or piece of equipment receives.
Assess Criticality in compliance with Eskom Criticality Rating Program and shall obtain a DRC 1
status for Contractor criticality rating processes and process deliverables.
Utilize Criticality Process outputs in planning for and execution of verification of engineering,
design, procurement, construction, installation, hook-up and commissioning activities.
Obtain DRC 1 status for verification plans.
Ensure Criticality Ratings have been defined prior to issuing the first RFQ
Incorporate criticality process outputs into Contractor Engineering Design Quality Plan.
The criticality rating process should be used as a tool to reach an action plan that minimizes risk
to Eskom. The initial criticality rating may be amended (over-ridden) to a higher Criticality Rating
during the Supplier selection process based on their known current historical experience and
previous knowledge of the applicable potential Supplier and/or Sub-Supplier.
Contractor criticality process outputs shall be considered a key determinant in development of
Quality audit and surveillance schedules and in development of Quality Control Inspection and
Test Plans.
Eskom reserves the right to provide criticality rating for any or all Work scope deliverables.
The criticality rating system applied shall be commensurate with the following Eskom
classification of parts system described as follows:
Classification of Parts

Class-1 (Vital). Those parts that (1) have no redundancy and (2) are subjected to
significant fatigue loads, failure of which could cause a catastrophic effect to/loss of
equipment and/or life.

Class-2 (Critical). Parts, the failure of which could lead to one or more of (1) structural
collapse, (2) a reduction or loss of functional capabilities, (3) unintentional operation or
system/equipment shutdown essential to the safe functioning of the equipment and/or (4)
injury to personnel. (Immediate action: system shut-down.)

Class-3 (Significant). Those parts (1) falling within Class-1 or 2, but with such high safety
margin that the probability of failure is so rare that it can be demonstrated only by
analysis, or (2) parts not within Class-1 or 2, but (a) the failure of which will cause
problems w.r.t. efficiency, or (b) the design philosophy and/or materials used in the
manufacturing process are so new that particular qualification tests are required to
demonstrate their reliability.

Class-4 (Non-Significant). All parts not covered by Class-1, 2 or 3.

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NOTE 1: Class-1 parts must be uniquely identified by a S/N, Class-2 parts should be
serialised, Class-3 parts do not normally require serialisation but may be identified by a
S/N, Class-4 parts do not require serialisation.
NOTE 2: Installations cannot be classified as vital. However, if a faulty component could
cause the loss of the equipment/life, this means that it contains a potentially vital
characteristic and an independent double check requirement (i.e. "dual inspection") must
be identified.
3.1.3.5 Design Inputs
Contractor Engineering Design Quality Plan shall:
Include processes and procedures to assure applicable design input requirements, including
latest local, state, national and international regulations, and applicable industry codes and
standards are identified, documented and reviewed for adequacy. Incomplete, ambiguous or
conflicting requirements shall be identified and referred to the appropriate authority for resolution.
Include processes and procedures to assure interfaces are reviewed for effectiveness in sharing
of information and in communication of design input detail, timing and quality of information
needs. Disciplines shall include both internal and external interfaces.
3.1.3.6 Design Outputs
Project design requirements shall be translated into specifications, drawings, data sheets, instructions,
etc., (referred to collectively as design documents) as necessary to enable subsequent detail design,
manufacture, installation and operation to be performed in accordance with Work specifications.
Contractor Engineering Design Quality Plan shall include processes and procedures to assure interfaces
are reviewed for effectiveness in sharing of information and in communication of design output detail,
timing and quality of information needs. Disciplines shall include both internal and external interfaces.
Contractor shall include design output milestones, solicitation of key internal and external enduser/customer comments, requests for clarification and requirements for design outputs.
Design output shall be prepared and maintained in a readily accessible format in accordance with Work
specifications. Request by Contractor or by Eskom for revision of design output format shall be subject to
formal review by Contractor and by Eskom project management. Authorization to proceed by Eskom
shall be required prior to execution of any request for generation of design output in a format not
provided for in the Work scope.
3.1.3.7 Design Verification
Contractor shall document processes for design verification including, but not limited to:

Check and approval of all design documents by suitably qualified and authorized personnel prior
to release for use

Levels of competency of engineering personnel having checking and approval authority.

Conducting technical audits/internal assessments.

Where required, witnessing of verification activities by specialist engineers or an authorized third


party in accordance with Contract, engineering code or specification or regulation.

Contractor Engineering Design Verification process shall include procedures for formal review and
approval of all design documents by suitably qualified and authorized personnel prior to design
document release for use.
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3.1.3.8 Inter-discipline Check and Review (Squad Check)


Contractor shall designate a Lead Discipline Engineer for each engineering discipline. Contractor Lead
Discipline Engineer shall be responsible for verification that interdisciplinary checks and reviews required
by the applicable discipline Engineering Design Quality Plan are performed by all affected internal and
external interfacing disciplines including Eskom. The issuing discipline will examine all comments
received and incorporate them into an updated design or other project document as appropriate. If the
issuing discipline disagrees with any comments, the issue will be discussed with the reviewer (discipline
organization) concerned until agreement on resolution is reached. No further work may be performed on
the disputed activity until satisfactory resolution has been achieved.
Responsibility for filing the original check prints or equivalent on which comments are recorded, including
documentation of issue resolution, will reside with the issuing Contractor Lead Discipline Engineer. Each
issuing discipline will maintain a file of inter-discipline review records where all comment copies are
maintained for the duration of the Project.
3.1.3.9 Design Validation (Including Software Validation)
Contractor shall develop and implement an Engineering Design Validation process.
Contractor Engineering Design Validation process shall:
provide for a documented, comprehensive, and systematic examination of design elements
serving to establish the extent to which Work scope deliverables have achieved compliance with
Project requirements.
incorporate but is not limited to design review, performance (simulation) testing, alternative
calculation methodologies, mechanical completion checks, commissioning and ready for startup testing.
include procedures for establishing qualification and competency of engineering personnel
assigned design development, design review and design approval authority.
include procedures for conducting discipline technical audits and internal Quality assessments as
work progresses toward identified schedule milestones.
include procedures providing for witnessing of verification activities by specialist engineers or by
an authorized third party in accordance with engineering code, project specification or regulatory
requirement.
Contractor Design Validation process and any performance (simulation) testing proposals shall obtain
DRC 1 status prior to implementation.
Contractor shall ensure performance (simulation) tests are witnessed by Contractor qualified specialist
engineers and shall provide a minimum of fourteen (14) days notice of proposed performance
(simulation) testing to facilitate observation by Eskom.
Contractor shall employ performance verified and validated computer software during design activities.
New computer software deployed in support of Contractor design activities shall be systematically
verified in accordance with ISO 90003, Software Engineering Guidelines for the Application of ISO
9001 prior to deployment to demonstrate fitness for purpose.
3.1.3.10 Design Changes
Contractor shall:
control all design changes and maintain a Design Change Log. All design changes and
supporting documents shall be subject to review by Eskom. Changes to Eskom approved

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preliminary design will be controlled, reviewed, and approved in the manner, and as far as
practical, by the Engineering team members responsible for the original design.
obtain written Eskom approval for post-design freeze design changes.
Supply risk assessment data with request
prepare a formal, written statement of rationale accompanied by a report detailing engineering,
operational, construction, health, environment, safety, and other relevant discipline
considerations for any post design freeze design change request.
ensure that any proposed design change is evaluated for adequacy, safety, conformance with
specifications, suitability to fulfil the purpose for which it is proposed and for cost and schedule
impact.
obtain Eskom Approval prior to commencement of detailed design change.
develop and efficiently and effectively implement a post-design freeze Design Management of
Change (MOC) process for any Eskom approved detailed design change. Contractor Design
MOC process shall incorporate validation of efficient and effective use of Engineering and other
discipline design processes and in particular shall ensure utilization of Contractor inter-discipline
check and review processes.
include in its processes for control of detailed design changes, a Process Safety Management of
Change Procedure to identify and review changes that occur on documents used for the Design
Hazard Review. The procedures shall be applicable to any changes in these documents through
turnover. Changes to documents used in process hazard analysis shall be controlled using
appropriate Eskom and/or national and international standards as a guideline e.g.US OSHA
1910.119.
All design changes shall be reviewed by the responsible discipline team member and approved by
Contractor discipline lead engineer and all other discipline leads that are impacted by the change.
Revised sections of design documents shall be marked and numbered for easy and quick identification.
A Detailed description of design changes shall be logged and recorded on the revised drawing or other
design document prior to submittal for Eskom review. On achieving approval of the change, revised
documents shall be re-issued in accordance with Contractor document distribution and control
procedures and DRC1 status achieved prior to implementation. Records of changes shall be kept for the
prescribed contract period agreed by all parties.
3.1.3.11 System and Sub-System Lists
Contractor shall complete System and Sub-System Lists during FEED, Detailed Design and prior to
issuance of work authorization for Fabrication and Construction. Identification of System and SubSystem and associated Quality verification documents shall be prepared prior to initial stages of
construction to facilitate development and implementation of Construction Contractor tracking systems.
During Construction, Identification of System and Sub-System Lists shall serve as the basis for tracking,
completing and compiling construction Quality verification documentation. Identification of System and
Sub-System Lists, and their Eskom Quality verification documents, shall be developed and maintained in
a format suitable for ease of incorporation into handover to operations Systems Dossiers.
3.1.3.12 Design Element Identification, Traceability, and Composition Verification
Contractor engineering design procedures shall include provision for unambiguous identification of
design elements including but not limited to materials, systems, equipment and other components.
Contractor shall comply with Eskom specification regarding traceability and Positive Material
Identification (PMI) for design elements identified as subject to Eskom requirements.
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Design elements identified for enhanced control, e.g. (Criticality 1, 2 and as required 3) systems or
system elements, shall be managed under Contractor product identification and traceability program
from completion of detailed design through all subsequent Project phases, including handover to
operations.
Contractor engineering shall ensure efficient and effective communication of design element
components subject to enhanced control through positive identification and traceability procedures to
project Procurement and Quality.
3.1.3.13 Design, Safety and Model Reviews.
Contractor shall:

document processes for conducting design, safety and model reviews. These processes shall
receive DRC1 status prior to implementation. Design and safety reviews shall include a process
hazards analysis using appropriate Eskom and/or national and international standards as a
guideline e.g.US OSHA 1910.119. Design, safety and model reviews shall be planned, formal
meetings during which an appropriately qualified multi-discipline team examines aspects of the
design. The reviews shall at minimum consider compliance with Eskom Safety in Design
standard and Eskom Operations Assurance Process requirements. Contractor process document
shall provide for and describe Eskom role in design, safety and model reviews.

provide Eskom a minimum fourteen (14) day notice of design, safety and model reviews to allow
for appropriate Eskom personnel representation. Design, safety and model Review timing shall
be reflected in the project schedule.

3.1.3.14 Constructability Maintainability, Operability Reviews


Contractor shall:
document processes for implementation of constructability maintainability, operability reviews
which include consideration for working at heights, safety in design, and other hazardous work
conditions. These reviews shall be planned, formal meetings during which an appropriately
qualified multi-discipline team examines aspects of constructability, maintainability and
operability.
provide Eskom a minimum fourteen (14) day notice of such reviews to allow for appropriate
Eskom personnel representation. The timing of constructability, maintainability, operability
reviews shall be reflected in the project schedule
document outputs from reviews and make these available to Eskom on request.

3.1.4 QUALITY MANAGEMENT IN FABRICATION & CONSTRUCTION


3.1.4.1 General

Contractor fabrication, construction and completions Quality Management organization shall be


independent from those performing the Work.

Fabrication, construction and completions Quality Management organization chart shall clearly
illustrate reporting relationship between Contractor fabrication and construction site project
Quality Management organizations and Contractor home office Quality Management
organization.

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Contractor shall document and make available for Eskom review a comprehensive fabrication,
construction and completions Quality Management Plan (CFCCQMP). CFCCQMP shall
include all Quality Management plans, processes, procedures and methods.

CFCCQMP and organization structure, including a bar chart representation of the schedule
proposed for personnel mobilization, shall be submitted for Eskom review not later than sixty (60)
days prior to start of Work at any Fabrication or Construction site. Such mobilization shall be in
compliance with Project Quality Personnel Qualification Specification.

CFCCQMP, Quality Management organization structure and mobilization schedule shall obtain
DRC 1 or 2 statuses prior to implementation.

CFCCQMP shall ensure Fabrication and Construction Quality Management requirements for
Work scope systems, system components, equipment, materials and other procured goods are
clearly and unambiguously documented, and are efficiently and effectively communicated to
Project Procurement, Logistics, Construction Management, Quality, Security and other Project
functional areas (as required for efficient and effective support of Fabrication and Construction
Work scope).

All applicable codes, standards, and relevant acceptance criteria documents are available at the
work location and that Eskom representatives on site shall have on going access to this
information. Workplace documentation shall be available in English and in any workforce
appropriate language.

Contractor fabrication, construction and completions Management shall develop and implement a
process for efficient and effective communication to Project Engineering, Security, Procurement,
Logistics and other Project functional areas regarding environmental, workforce, community,
government or other challenges, threats or factors which impose a need for change in Fabrication
or Construction site management process or procedure.

Key characteristic
Manufacturing processes can be improved through adequate planning and effective management
of key characteristic variation. The key characteristics focus is intended to improve confidence
for part features whose variation has a significant influence on end-products form, fit,
performance, service life and manufacturability.

What is a Key Characteristic? For a part, subassembly or system, it is defined as


selected geometrical, material properties, functional and/or cosmetic features, which are
measurable, whose variation control is necessary in meeting customer requirements and
enhancing customer satisfaction. Key characteristics are also selected measurable
parameters of a process whose control is essential to manage variation of part or system
key characteristics.

How are Key Characteristics defined? The key characteristics owner normally defines
them. The owner is either a person or function that recognizes the reasons for selection
of the key characteristic. Typically, these responsibilities are held by internal or external
design, quality or manufacturing engineering, and should be identified by a crossfunctional team.
Key characteristics shall be defined, by the OEMs and at the discretion of Eskom, to
direct Quality Control efforts.

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3.1.4.2 Quality Audits and Related Quality Performance Reviews

Quality Audits and related Quality performance reviews are intended to provide an objective
evaluation of compliance with performance expectations defined in this specification, in
Contractor CQP and in any other project Work scope specification.

Quality Audits and related Quality performance reviews include but are not limited to any Quality
or other project functional area audits, assessments, verification of compliance reviews,
surveillance, inspections, or other interim or final assessments of Work scope deliverables
provided by Contractor, subcontractors or Suppliers.

Quality Audits and related Quality performance reviews shall be carried out by trained, accredited
and experienced personnel in accordance with procedures documented in the CQP.

Contractor shall submit for Eskom review documented processes for conducting project Work
scope Quality Audits and related Quality performance reviews. Contractor Quality Audits and
related Quality performance review processes shall be designed to address evaluation of
progress toward completion of project functional area deliverables as well as final deliverable
quality.

Contractor shall provide a schedule of anticipated Quality Audits covering all functional areas and
related Quality performance reviews at the time of first post-contract award CQP submittal.

Contractor shall maintain an accurate Quality Audit and related Quality performance review
schedule and shall incorporate the current schedule as an attachment to the Contractor CQP.

Contractor Quality Audit and related Quality performance review schedule development process
shall be designed to incorporate consideration of information generated by previously conducted
audits and reviews, by input from project risk management evaluations (Risk Register) or from
Eskom, Contractor, or subcontractor subject matter expertise

Eskom reserve the right to oversee Contractor audit programs by participating in selected audits
as an observer, and by assessing Contractor at key work stages. Eskom will coordinate with
Contractor to develop an oversight schedule aligned with Contractor audit schedule.

Eskom will have right to obtain access to any audit reports performed by the Contractor reflected
in the audit programme

Eskom reserves the right to conduct independent Quality Audits scheduled and unscheduled during all phases of the Contract. Contractor shall provide all resources to support these
activities.

Eskom shall be given access at all reasonable times before, during and after manufacture and
before delivery, construction, erection, commissioning to measure, test and inspect the products
and workmanship as necessary on the Contractors premises and on Eskom sites.

The Contractor shall obtain access for Eskom to measure; test, witness tests, and inspects
products which are being manufactured by any subcontractor. This includes surveillances.

Assessments and audits shall be carried out on all new Contractors and its subcontractors.

Eskom shall have the right to participate or request for a technical investigation to be launched
and conducted on the Contractor and subcontractors premises or other sites, when risk to Eskom
products or service deliverables are identified.

Qualification requirements for Contractor and subcontractor personnel engaged in conducting


Quality Audits and related Quality performance reviews shall be defined in the Contractor CQP
and shall be in compliance with Project Quality Personnel Qualification Specification.

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3.1.4.3 Eskom Right of Access


Eskom:

shall be granted electronic and hard copy access to all quality plans, procedures, documentation,
and other quality records relating to the Work including but not limited to data extracts.

reserves the right to review, inspect and audit any or all parts of the Contractor QMS as well as
any documentation, materials or equipment associated with the Work, at any time or Project
Work location.

shall carry out assessments and audits on all new Contractors and subcontractors

Contractor:
Shall support Eskom effort to monitor, verify and/or witness any activities associated with the
Work at any time.
Shall cooperate with Eskom requests for documentation, records, and inspection and witnessing.
Eskom participation in audits, appraisals, assessment of plan and verification shall be conducted
at no extra cost to Eskom
Shall ensure supplier provides access to Eskom to all Work procedures, quality records, and to
all supporting documentation through provision of access to view and photocopy as required to
support verification of Work scope requirements. Access shall include the ability to photograph
Eskom equipment, systems, system components, materials, etc.
Provide access to all Quality related information pertaining to activities performed by itself or
subcontractors, which Eskom might not have participated in the witnessing of quality assurance
or control thereof (this refers to inspections, audits, etc., performed by the Contractor on its own
subcontractors)
Eskom shall be allowed to assess, audit, approve or reject any sub-contractors employed by
Eskom's Contractors/Suppliers to assist with the product and/or service delivery to Eskom.
Shall ensure above requirements are flowed down to subcontractors
3.2 TENDER SUBMISSION PHASE
3.2.1 Contractor documents with the tender
The Contractor shall submit the following documents with the tender:
(All documentation submitted shall be in English).
a1] The Contractor shall complete and sign Form A (Enquiry/Contract/Quality Requirements)
a2] The Contractor shall complete and sign Form B (Quality Requirements for Quality Management
ISO series)
a3] The Contractor shall attach the following:
a4]

A copy of the CV/Resume of the Contractors quality management representative

a5]

The Contractor shall attach a copy of ISO 9001:2008 (or latest applicable revision). certificate
or objective evidence (e.g. copy of a compliance audit report) of a QMS that complies with ISO
9001:2008(or latest applicable revision).

a6]

The Contractor shall attach a copy of the latest structure/organogram of the quality function/
department, including an abridged indication of qualifications of personnel. This structure
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shall indicate to whom the organizations quality management representative reports in the
organization
a7]

Information on similar work performed (at most within the last two years)

a8]

Sample CQP (including a QCP and ITP) from a similar project carried out within the last two
years.

a9]

A sample Non-conformance report shall be attached to tender

a10] A sample of a corrective and preventive action report shall be attached to tender
a11] A sample of an audit schedule and report on a sub-Contractor
a12] A detailed description of the process and procedure for the evaluation, selection and control of
suppliers and subcontractors shall be attached to the tender
a13] Any quality management accreditations (NDT/ NDE/ Welding) and special processes requiring
certification
a14] List of long lead items
a15] Preliminary manufacturing schedules
a16] Preliminary risk assessment data
a17] Preliminary list of critical characteristics
3.2.2 The Contractor shall submit a draft Contract Quality Plan (CQP) with the tender.
The CQP shall contain the following information (Refer Annexure C):
b1] A cover page containing the following information:
a. The draft contract title
b. The Eskom tender number
c. The draft contract commencement and completion dates
d. The names, designations, signatures, of personnel responsible for preparing and
approving CQP
e. Provision for Eskom acceptance of CQP
f. An index of contents
g. A full description of the Works Information
h. A description of the communication channels between the Contractor and Eskom
regarding all quality related issues (fixed contract meetings)
i.

An organogram showing the structure of the Contractor, which shall show the quality
management representative, and all other personnel responsible for control of quality
activities/processes

j.

An index of all the interfacing documents between the Contractor and Eskom

k. A schedule (Index) of documents / records that shall be:


i. Submitted to Eskom during the contract
ii. Captured on the Contractors QMS
iii. Submitted to Eskom prior to the completion of the works/contract
iv. A list of all sub-Contractors that shall be utilized during the contract.
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l. This list shall indicate:


i. the scope of supply of product and or service,
ii. a method of acceptance of these sub-Contractors by Eskom shall be indicated
iii. An indication of how the sub-Contractors shall be controlled and monitored during
contract execution
iv. Objective evidence that Contractors sub-Contractors will work to the specified
quality standard
v. An index of products that shall be:
a.

Manufactured by Contractor /subcontractor

b.

Refurbished by Contractor /subcontractor

c.

Purchased as a new product

vi. A list of products/processes for which QCPs, ITPs WILL BE and WILL NOT BE
prepared
vii. A list of products/processes/services that require special controls (e.g. welding,
NDT/NDE)
viii. A description of the interface of the sub-Contractors and Contractors/suppliers
QMS and applicable documents, procedures and work instructions
ix. An index of all standards, specifications for all processes, products, materials and
plant applicable to the works/contract
x. A description of how all quality records shall be controlled (e.g. identified,
completed, retained and disposition)
xi. A list of purchase orders for quality critical products showing purchase order
number and scope of supply
xii. Application for defects acceptance (concessions) registers to be updated during
the Contract.
xiii. A typical copy of the suppliers/ Contractors concession request register
which shall be updated during the project/contract
xiv. Databook index and O&M Manual
xv. Spare parts inter-changeability records
3.3 TENDER EVALUATION, ADJUDICATION AND NEGOTIATION PHASE
a)

Eskom shall carry out a full technical and QMS assessment on a Contractor.

b)

Eskom shall carry out an evaluation of quality documentation submitted with each tender.

c)

Eskom shall have the authority and right to assess all of the Contractors subcontractors
before Contract award and to reject any that do not meet its requirements.

3.3.1 Subcontracting
a)

Submission of subcontractors contract administration plan (CAP).


The Contractor shall compile and submit a contract administration plan for Eskoms
acceptance. The CAP must contain the following:
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a full schedule of subcontractors to be used during the lifecycle of the project. Such
schedule shall include past performance of subcontractors as well as capabilities
matrix

the portion of the works information or volume of work to be subcontracted to each


subcontractors with monetary value

a schedule indicating how subcontractors were or will be pre-qualified,

the form of contract that will govern and regulate relationships between the main
Contractor and all subcontractors including term and conditions of contract

subcontractors performance monitoring and control strategies

a risk register listing all foreseeable contractual risks associated with the usage of
subcontractors, sub consultants and suppliers with relevant and applicable risk
management strategy.

All risks/foreseeable risks must be listed under contract data provided by the Contractor. Risks
to be carried by the main Contractor shall be separated from those to be carried by
subcontractors

The risk management strategy must be aligned to actual costs and percentages stated in the
schedule of costs components
-

subcontractors respective high level programmes including subcontractors execution


statements and respective interfaces

subcontractors schedule of insurances

a contract communication plan whenever there is deviation from the communication


plan presented by Eskom and/or the NEC applicable contract

a guaranteed performance. This refers to the quality and conditions in which the works
will be upon completion and hand over to Eskom

subcontractors payment schedule processes

subcontractors change management processes

termination processes

b)

Pre-qualification of subcontractors by the Contractor

the Contractor shall pre-qualify all subcontractors in respect of overall competence and
capability and quality management system, by mean of a formal audit or assessment. All
subcontractors shall comply with the requirements of ISO 9001:2008 (or latest applicable
revision).or equivalent

c)

Supplier and subcontractor Qualification and Selection

Contractor shall develop and execute an effective and efficient program to ensure Project
Supplier and subcontractor qualification is conducted in compliance with Eskom Project
Supplier Qualification Program.

Eskom shall be allowed to assess, audit, approve or reject any sub-contractors employed by
Eskom's Contractors/Suppliers to assist with the product and/or service delivery to Eskom.

Contractors/Suppliers shall unambiguously acknowledge that Eskoms acceptance of the


quality credentials of sub-contractors does not relieve the Contractors/Suppliers from any
of their contractual and regulatory obligations. The Contractors/Suppliers remains fully
responsible for compliance with all the provisions of the contract and furnishing products/services
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which meet all applicable requirements of the contract, whether such products are manufactured,
processed, provided or procured by the Contractors/Suppliers for the contract.

Contractor shall source all services, materials, supplies, equipment, systems, system
components, etc. from firms identified in Eskom Approved Vendors List (AVL). Should Contractor
identify the need for sourcing from a firm or firms not currently included in Eskom AVL, Contractor
shall notify Eskom in accordance with process defined in Project Supplier Qualification Program
(Contractor Request)

Use of services, materials, supplies, equipment, systems, system components, etc. from unlisted
sources prior to receiving Eskom approval shall be subject to immediate incident investigation to
determine the origin and nature of deviation from procedure and system requirements. Proposed
incident corrective action shall be submitted to Eskom for approval. Repair and or replacement
expense shall be assigned to Contractor account.

Where corrective action includes independent testing, such testing may include: mechanical
testing (tensile strength, elongation, charpy, etc.), chemical composition (wet chemical analysis),
and any other supplemental testing required by the original material specification or Project
requirements. Contractor shall be responsible for the cost of additional testing regardless of test
results. Should Eskom elect to deny use of the material, all replacement material shall be
furnished at Contractor cost.
d)

Management of subcontractors during project execution phase

the Contractor shall submit the names of all proposed and qualified subcontractors for approval
by the Project Manager.

The Contractor doesnt appoint a subcontractor or make use of his services or allow him to
access site without prior written consent / acceptance of Eskom.

the subcontractor and the conditions and terms governing the contractual relationship between
the Contractor and subcontractors must also be presented to the Eskom for acceptance

the Contractor and all his subcontractors shall acts in accordance with the health and safety
requirements as stated in the works information

The Contractor shall, for the duration of the contract, maintain a list of approved
subcontractors including the scope of supply for which they are approved.

The Contractor shall at all times ensure that the following particulars in respect of all its
subcontractors are submitted to Eskom, within 4 weeks of contract placement. The Eskom
reserves the right to satisfy itself on the validity thereof:

Name and Address;

Portion of the Works Information to be subcontracted;

subcontractors QMS and certificate number (if certified) or audit report number (if not certified);

Current scope of supply as recorded on their ISO 9001:2008 certificate; or other proof

Previous experience in supplying identical or similar work;

Approved by Contractor: Yes/No; Date of Approval.

The Contractor shall not replace a subcontractor without informing Eskom

Changes of subcontractors or their details must be communicated to Eskom prior to execution

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3.4 CONTRACT AWARD PHASE


a)

Access to premises, facilities, documentation and information:


i. Eskom or its inspection agency shall be afforded access to all areas of the
Contractors and Subcontractors premises and facilities, to conduct quality audits,
surveillance, investigations, expediting and inspections to verify compliance with
the agreed requirements.
ii. Eskom reserves the right to participate in incident investigations if the quality and /
or technical characteristics of product and/or services to Eskom are affected,
irrespective of whether the incident occurred on an Eskom site or the contractors
premises.
iii. All quality system documentation, records, reports, etc., shall be made available
for review when requested by Eskom or its appointed inspection agency. The
Contractor shall give written permission to its product and quality management
system certification bodies, and/or any inspection/testing authority acting on its
behalf, to make available all information at its disposal, and without any
reservation, for review by Eskom, or by its appointed inspection agency
iv. The Contractor shall provide suitable facilities to Eskom or its appointed inspection
agency, and shall supply any assistance necessary for the performance of any
audit, surveillance, assessment and/or inspection activities to be conducted by
Eskom
v. The Contractor shall provide timely notification to Eskom of changes to any
agreed-upon request for inspection
vi. The Contractor shall ensure a safe working environment for Eskom or its appointed
inspection agency, by informing it of the necessary safety requirements and
possible safety hazards

b)

Eskom non-conformance & inspection defect/reject reports:


i. Non-conformance reports raised by Eskom and issued against the Contractor shall
be investigated by the Contractor as a matter of urgency, in order to determine the
root cause, corrective action and preventive measures as required, with the
implementation time-frames. Initial response within 3 working days.
ii. A formal response shall be prepared in respect of the defined criteria, and
submitted to Eskom for its review, evaluation and acceptance, within a maximum
of fourteen (14) calendar days from the date of issue of the non-conformance
report see note at bottom of page on hard copy
iii. Eskom may at its discretion request a response sooner, and in any case before the
supplier proceeds with any pending/further intervention or corrective action as may
be required by Eskom.
iv. Should Eskom or its inspection authority/agency identify any non-conforming
products/service during the conduct of its audits/surveillances/inspections, the
supplier shall be deemed to be in breach of contract, and shall be held liable for
any repair, rework and/or associated replacement costs. The Contractor may in
such instances also be held liable for the full costs associated with the conduct of
follow-up audits/surveillances/inspections
v. The nature, magnitude and/or frequency of non-conformance or inspection
defect/rejection reports raised by Eskom or its appointed inspection
authority/agency, shall form the basis of any action to rescind the suppliers
qualification status.
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3.5 CONTRACT AWARD AND QUALITY CONTROL PHASE


3.5.1 Pre-contract execution
3.5.1.1 Supplier and subcontractor Quality Management Plan
Contractor shall require Suppliers and subcontractors to submit project Quality plans and associated
documentation in accordance with requirements of Project Quality Management System processes
applicable to subcontractor or Supplier Work scope.
Contractor shall, where applicable based on Work scope Criticality, ensure Procurement documents
clearly and unambiguously require Supplier and subcontractor submission of a Supplier or subcontractor
CQP for Contractor and Eskom review. Supplier or subcontractor CQP shall achieve DRC 1 status prior
to implementation.
Contractor shall ensure Supplier or subcontractor CQP are developed and implemented in accordance
with ISO 10005 Quality Management System Guidelines for Quality Plans and with the applicable
provisions of this Exhibit. In addition to the elements specified in ISO 10005 and in this Exhibit, Supplier
or subcontractors CQP shall include:

A comprehensive QC/ITP in compliance with section 4.9.4

Management of records, including material tests, PMI testing, material certification, etc.

Provision for free and uninhibited access by Contractor and/or personnel at the time of
inspection.

Proposals for submission of final documentation the final Manufacturing Data Book prior to
shipment. (section 4.9.12)

Management of welder qualification (WQR), welding procedure specifications (WPS) and


procedures qualification records (PQR) that will be used in the performance of Work for
Contractor review and acceptance prior to commencing manufacture. Welders shall be qualified
to the specified Codes of Construction for the applicable procedures. The requirements for
qualification shall be specified by Contractor and welder records shall be maintained by Supplier
or subcontractor performing the Work.

Special installation procedures and other required fabrication or manufacturing procedures (i.e.
those required for post weld heat treatment, tube rolling, coatings, etc.) that will be used in the
performance of Work shall require Contractor review and acceptance prior to commencing
manufacture. Personnel carrying out special processes (e.g. NDE, welding, coating, heat
treatment, etc.) where the results cannot be fully verified by subsequent inspection and test shall
be suitably qualified and where applicable registered with statutory bodies as legally required ie.
as Radiographic workers to conduct Radiography. The requirements for qualification shall be
specified and personnel records shall be maintained in accordance with Project Quality
Personnel Qualification Specification and where applicable legal requirements.

Personnel required to perform Special Processes shall be certified competent through a


Certificate of Competency in accordance with the company's internal training management and
competency control procedures, or an external certification body (e.g. NDT).

All personnel who perform activities that affect quality shall have their training needs identified
and documented. The required training shall be implemented in accordance with the company's
training management and competency control procedures.

Instructions and requirements for equipment and materials storage, preservation, and
maintenance, including identification of materials required for preservation and maintenance, are
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to be provided sufficiently prior to receipt (prior to shipment or earlier) to ensure appropriate


resources are available at the time of delivery.
Supplier and subcontractor CQP shall comply with Eskom Mandatory Quality Requirements
Specifications and shall be submitted prior to the initial Work scope Kick-off or initial Pre-fabrication
meeting and prior to commencement of manufacturing, whichever is earlier.
3.5.1.2 Supplier and Subcontractor Inspection and Documentation Requirements
Contractor shall develop and implement processes and procedures which efficiently and effectively
monitor, verify and document Quality of Work scope deliverables. Contractor shall ensure that Supplier &
sub supplier QCP/ITPs are prepared at a level of detail sufficient to address all Quality Control related
activities in chronological order, from contract review through materials verification, manufacturing,
fabrication, assembly, final testing, documentation, and certification. In addition, Contractor shall ensure
compliance with the following requirements:

All stages of manufacture, fabrication, assembly and installation shall be controlled by a Supplier
QCP/ITP that clearly and unambiguously identifies the Quality verifications to be performed.
Special attention to controls related to critical products and services

All Supplier QCP/ITP activity shall be performed using an Eskom approved Supplier QCP/ITP.

Supplier QCP/ITP and all documents included with, referred to or incorporated by reference in
Supplier QCP/ITP shall be submitted for review and comment by Contractor and by Eskom within
fourteen (14) days after the award of the PO. All Contractor and Eskom comments shall be
resolved before commencing work.

Inspection and test activity shall not be initiated prior to receipt of DRC 1 status for the subject
QCP/ITP.

All applicable codes, standards, and relevant acceptance criteria documents are available at the
work location, and that Eskom representatives on site shall have on-going access to this
information. Workplace documentation shall be available in English and in any workforce
appropriate language.

Where activities subject to Inspection and Test protocols are to be undertaken by a subcontractor or
Supplier, the QCP/ITP shall make reference to this fact and shall include descriptive details of
subcontractors or Supplier involvement. A separate QCP/ITP shall be required for each subcontractor or
Supplier Work scope.
Contractor may authorize use of Supplier or subcontractor QCP/ITP format providing it is in compliance
with the above.
Contractor shall be ultimately responsible for the development and proper implementation of all Supplier
QCP/ITPs, including those reviewed or developed by subcontractors and Suppliers.
Eskom reserves the right to select witness and hold points within all developed Supplier QCP/ITPs for
Eskom oversight of selected functions and to perform surveillance or audits of the Work.
Completed ITPs with the Contractors intervention points will be submitted to Eskom to enable the latter
to fill in its preferred intervention points. Once signed, the ITPs and CQPs become addendums to the
main contract. These ITPs can be reviewed at Eskoms discretion based on its assessment of the
Contractors performance or other risks. The ITPs should cover materials certification, fabrication works,
in process inspections, final acceptance tests, packaging and pre- shipment/transportation,
shipping/transportation inspections where contracted, preservation, site acceptance tests, construction
and erection works, pre-commissioning and commissioning tests.
Quality Control Plan and an Inspection and Test Plan shall contain the following information:

Eskom contract number and title


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The Contractors order number

Identification of the area of works/contract

Description of the work with components, item number and activity date

QCP/ ITP unique number

The dates on which the activities are due to start and end

A list of the sequence of operations, including inspection and tests

The identification of the specification, drawing number, or procedure for each operation, with
reference to the relevant criticality risk rating, FMECA and or HAZOP information

The acceptance criteria with reference to the technical specification, in-house, national, or
international standard, with the relevant clause number for each operation

The inspection and test activities that the Contractor has nominated for his hold and witness
points

Provision for the inclusion of hold, and witness nominated by Eskom and or authority/agency

Provision for hold, and witness point acceptance by date, and signature for all parties having
intervention in the plan

Inspection and test records to be generated by the Contractor for each operation and an
indication of records to be provided to Eskom (as applicable)

Contractor shall require all Criticality 1, 2 and as required Criticality 3 Suppliers and subcontractors to
submit QCP/ITPs and associated documentation applicable to Supplier and subcontractor scope of
Work. Any changes made to QCP after submission must be resubmitted to Eskom for further review.
Contractor shall ensure that all Supplier and subcontractor QCP/ITPs are in compliance with Eskom
Mandatory Quality Requirements Specifications including but not limited to the following requirements:

Clear and unambiguous description of the equipment and location(s) at which each activity will
take place, including facility location(s)

Identification of Quality verification activity and stage

Details of reference documents, procedures or method statements to be utilized in performance


of the activity, including specific reference to actual sections and pages of procedures, standards,
instructions, specifications, etc.

Definition of acceptance criteria

Listing of certifying or verifying documents generated to provide evidence of compliance with


specified requirements. Documents are to be provided using the proper Eskom document
numbering requirements.

Identification of Contractor, subcontractor (where applicable) third party/AIA, and Eskom


inspection activities defined in terms of Witness, Hold, Document Review and Verification
Monitoring points and provision for sign off of each of the abovementioned parties for each
intervention point.

Qualification requirements for Quality Control inspectors, including any third party/AIA inspectors

Listing of all proposed test procedures

Acceptance criteria for each inspection or test in alignment with specified tolerances

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A section for signed acceptance of the QC/ITP by the Contractor, sub-contractor (where
applicable), third party, and Eskom prior to commencement of work.

Inspection or testing witness and hold points including but not limited to Factory Acceptance Test
and package acceptance test, witness and hold points

The Contractor must provide a written Procedure for notification of witness and hold points as
specified in Eskom Mandatory Quality Requirements Specifications

Provision for progressive review of MDR as fabrication/construction proceeds

A quality kick-off meeting will be held at the start of the contract and, if required, at the start of each
subsequent phase.

Contractor shall arrange Coordination meetings with Eskom prior to placement of orders for
Criticality 1 or 2 items or equipment to ensure all technical and commercial requirements are
clear and understood. Fourteen (14) days advance notice of meetings shall be given to Eskom

Pre-manufacture and pre-fabrication meetings shall be held at Supplier shop before


commencement of manufacture for all Criticality 1 and 2 and as required for Criticality 3 items
and equipment to review manufacturing plans and procedures and to ensure Work scope product
Quality verification requirements are clear and understood.

Contractor inspection personnel, including inspection agency personnel, shall be competent and
qualified to perform inspection and testing assignments. Mobilization of all such personnel shall
be in compliance with Project Quality Personnel Qualification Specification

Contractor shall ensure that Supplier and Subcontractor are provided with comprehensive, clearly written
and unambiguous inspection and testing protocols including processes, procedures and methods which
shall include but not be limited to the following:

Requirements for inspection checklists and inspection assignments with lists of items to be
inspected.

Inspection and testing report format, report content, schedule for report processing and
distribution and report retention requirements.

Inspection and test report results response tracking (log) and resolution of non-conformance in
inspection and test processes, procedures or methods and non-conformance identified in
inspection and test results.

Associated FMECA reports relating to the equipment and sub-systems (if applicable).

HAZOP study report as applicable

Contractor shall establish processes and procedures to ensure final pre-shipment verification of
deliverable Quality for Supplier and subcontractor sourced Criticality Level 1 and 2 Work scope
deliverables and, where requested by Contractor or Eskom, Criticality Level 3 Work scope deliverables.
Verification reports shall obtain DRC 1 status prior to shipment.
Contractor shall establish processes and procedures for formal assessment of Supplier and
subcontractor inspection and testing programs. These shall include review of Supplier and subcontractor
inspection reports and other Quality Control documentation. Additional formal assessment of
manufacturing, fabrication and assembly facility operations shall be conducted by Contractor to ensure
continuing suitability, adequacy and effectiveness of the Supplier and subcontractor inspection and
testing programs. Assessment frequency shall be established in consideration of Supplier or
subcontractor Work scope, Criticality of Work scope deliverables and performance information.
Assessment scope and schedule shall be developed in consultation with Eskom.
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Contractor processes and procedures for verification of Supplier and subcontractor purchased product
compliance with specifications shall obtain DRC 1 status prior to implementation.
The objective is to finalize any outstanding procedural or other issues before proceeding to deliver the
Works.
Eskom, in consultation with the Contractor, develops an agenda for the meeting.
Eskom will keep minutes of these meetings.
Mandatory pre-inspection meetings will be convened by Eskom or its Inspection Agency or AIA to be
attended by the Contractor and subcontractors representatives, including their Quality representatives
who will be involved with the Works and records to be kept.
Eskom reserves the right to appoint resident quality inspectors that can be based at the Contractor
or subcontractors premises and on site where the work is being performed. The Contractor is expected
to provide work space at no cost to Eskom, for the inspector as required.
Eskom may appoint any organization it prefers to perform quality assurance and quality control activities,
either in the capacity as an AIA or Inspection Agency, on the works contracted to the Contractor, and the
Contractor or his subcontractors may not object, prevent, hinder, undermine, circumvent, question,
discredit or in any way make it impossible for such organization to carry out its work on behalf of Eskom.
3.5.2 Contract execution
The Contractor shall submit the following documents within thirty (30) days after the contract date, prior
to the commencement of work, for acceptance by Eskom:

Contractors shall complete a QCP before contract award. This shall be reviewed and signed off
by Eskom

Contractors shall complete a CQP before contract is awarded. This shall be verified by Eskom

A Contract Quality Plan and ITP(s) for review and acceptance by Eskom prior to the
commencement of any work, inclusive of subcontracted work

Equipment lists and an indication of pressurised components and systems.

Method statements for works (describing how work will be executed)

Note:

These plans are to be compiled in line with Eskoms requirements and will have to be
discussed with, and approved by, Eskom prior to any work commencing.

Correspondence on any Quality aspects shall be directed to the Project Manager and at all times copied
to the nominated Project Quality Manager or its Quality representative for the contract.
Mandatory Quality Review meetings will be convened by the nominated Project Quality Manager or its
representative for the contract.
Monthly Quality performance and management reports will be prepared by the Contractor during
contract execution. The content of these reports shall be agreed by Eskom when submitted to Eskom on
a monthly basis.
3.5.3 Inspection Reports
The Contractor shall provide typed inspection reports to Eskom after each visit to the
vendor/subcontractor site by Contractor inspector or on a weekly basis if resident inspector.
Reports shall be submitted to Eskom within two (2) calendar days of submittal to Contractor and shall be
in English and in any workforce appropriate language.
Each report shall be assigned a unique identification number.
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A log of reports shall be maintained by the Contractor by Purchase Order.


Each report is to include but not limited to the following clearly identified sections:

Engineering status;

Material status;

Fabrication/production status (include scheduled starting and shipping dates);

Inspection performed during that visit;

Significant conditions found requiring rework, repair or replacement by vendor;

Action and punch list items (including who is responsible for taking action and when action is to
be completed);

Estimated completion percentage, and delivery dates;

Testing information (if applicable);

Safety observations; and

Areas of concerns.

Contractor shall add the following information as a minimum with the initial inspection report:
o Estimated start/finish dates;
o Shop work hours, days of week;
o (Shop) vacations and holidays;
o Overtime requirements;
o Number of subcontractors to the vendor; and
o Safety observations.
o Areas of concern Technical & administrative

Methods of documenting failures, deficiencies and reporting

Section for the inserting the criticality rating of the product/component. This rating will be
provided by the Contractor based on the FMECA and HAZOP studies and a documented work
procedure.

Definition of terms

Any other documents as prescribed by Eskom.

3.5.4 Non-conformance Reports and Log


All non-conformance reports (NCR) shall be timely maintained in book/binder form by Contractor. This
also includes NCRs of all sub-vendors/ subcontractors. Both the initial NCR issue and the dispositions
are to be included in the book/binder. This book/binder is to be readily available to any Eskom personnel
upon request.
Eskom shall be notified of the generation of any non-conformance reports (NCR) on a timely basis in
accordance with Eskom approved project quality plan (PQP), so that any Eskom input or guidance can
be rendered. In addition, an NCR log shall be maintained showing all NCR's and descriptions, along with
dates showing when the NCR was generated, resolved, and by the responsible personnel. The updated
log shall be issued weekly to Eskom and site representative.
Resolution of NCRs, shall be the responsibility of Contractor; however, Eskom shall be kept informed by
Contractor of all significant issues; e.g., major weld repair, test failures, non-conforming materials, etc.
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All dispositions requiring Eskom approval shall be sought by Contractor using Eskom approved
concession request process and form.
Recurring problems shall be addressed by Contractor. Eskom may possibly offer solutions/ideas to
minimize such occurrences.
Eskom reserves the right to audit the control of non-conforming products, including associated
documentation.
Prior to the commencement of work, Contractor NCR documentation requirements shall be reviewed,
discussed, and agreed upon between Eskom and Contractor. The results of this agreement shall be
documented and included in Contractor QA/QC plan.
Dispositions of conforms to requirements shall not be used for items that do not conform to stated
requirements. Eskom reserves the right to reject any equipment or component that does not fully comply
with these specifications or requirements at any stage in the project life cycle. Replacement of the
equipment or components shall be at Contractors expense
NCRs should be closed prior to the next phase if the subsequent process does not allow for compliance
to be achieved.
Root cause analysis is a mandatory function leading to effective preventative action if issued with NCRs,
Contractors/Suppliers shall attach a completed Root Cause Analysis (RCA) to all NCRs with critical and
major non-conformances. The RCA shall be similar to Eskom QMS procedure QM-56: "Quality Root
Cause Analysis".
3.5.5 Contractors inspection and testing
Contractor shall perform quality control inspections and testing in accordance with the Eskom review and
acceptance test plans for all activities affecting quality in procurement, fabrication, construction, pre
commissioning, commissioning and hand over operations.
Where the relevant ITP indicates attendance of an Eskom representative, at an intervention point, the
contractor shall issue an I&TN to the Eskom Quality Hub via Email to qualityhub@eskom.co.za at least 7
days prior to the inspection for inspections in South Africa and 21 days for inspections elsewhere in the
world.
Inspections carried out by Eskom or on behalf of Eskom shall not relieve the contractor of responsibility
for defects or omissions found at a later stage.
Contractor will be responsible to ensure that subcontractor inspections/tests are done, and the resolution
of any failures arising from these inspections/tests will be the responsibility of the contractor.
3.5.6 Verification of purchased product
Contractor shall perform quality control, inspections and testing in accordance with Eskom accepted
DRC1 status inspection and test plans for all activities affecting quality in procurement, fabrication,
construction, pre-commissioning, commissioning and handover for operations.
Contractor shall officially submit to Eskom individual inspection and test plans in compliance with
supplier mandatory quality requirements (criticality level 1 and 2), [2]. Eskom DRC1 status must be
achieved prior to start of the Work activity covered by any Plan for:

Shop fabrication and manufacture

Construction, installation, and hook-up subcontractors

Commissioning and start-up Work

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Contractor shall develop, document and implement processes and procedures for verification of
compliance with specifications for all purchased products, inclusive of equipment, services, materials,
systems, system components or other elements of Work scope procured. Processes and procedures
shall, at minimum, address compliance with specification elements identified below:

A Criticality rating based inspection program in compliance with Eskom Criticality Assessment
Program [1] shall be developed for all equipment, services, materials, systems, system
components or other elements of Work scope procured. Contractor criticality rating based
inspection program shall be utilized to determine Contractor, third party, and Eskom inspection
activities defined in terms of Witness, Interim Witness, Hold, and Document Review points.

Contractor shall require Suppliers of package equipment to participate in Contractor Criticality


Rating based inspection program to ascertain appropriate extent of Contractor and Supplier
involvement in product verification of Supplier lower tier or sub-Suppliers.

Contractor shall arrange Coordination meetings with Eskom prior to placement of orders for
Criticality 1 or 2 items or equipment to ensure all technical and commercial requirements are
clear and understood. Fourteen (14) days advance notice of meetings shall be given to Eskom
o Requirements for inspection checklists and inspection assignments with lists of items to
be inspected.
o Inspection and testing report format, report content, schedule for report processing and
distribution and report retention requirements.
o Inspection and test report results response tracking (log) and resolution of nonconformance in inspection and test processes, procedures or methods and nonconformance identified in inspection and test results.

Contractor shall establish processes and procedures to ensure final pre-shipment verification of
deliverable Quality for Supplier and subcontractor sourced Criticality Level 1 and 2 Work scope
deliverables and, where requested by Contractor or Eskom, Criticality Level 3 Work scope
deliverables. Verification reports shall obtain DRC 1 status prior to shipment.

Contractor shall establish processes and procedures for formal assessment of Supplier and
subcontractor inspection and testing programs. These shall include review of Supplier and
subcontractor inspection reports and other Quality Control documentation. Additional formal
assessment of manufacturing, fabrication and assembly facility operations shall be conducted
by Contractor to ensure continuing suitability, adequacy and effectiveness of the Supplier and
subcontractor inspection and testing programs. Assessment frequency shall be established in
consideration of Supplier or subcontractor Work scope, Criticality of Work scope deliverables
and performance information. Assessment scope and schedule shall be developed in
consultation with Eskom.
Contractor processes and procedures for verification of Supplier and subcontractor purchased
product compliance with specifications shall obtain DRC 1 status prior to implementation.

The Contractor shall ensure that all work associated with product destined for Eskom has been
fully inspected, tested in accordance with the specified technical requirements, and formally
accepted on completion of manufacture, transportation, erection and commissioning as defined
in the relevant quality plan(s). The Contractor shall compile, or acquire valid inspection
records/test certificates, in respect of each batch of product to be consigned. The contractor
shall implement a process where an unique identification stamping system is employed to show
objective evidence of the verification of product quality and material integrity. These stamps
shall be issued to individual authorised personnel who are responsible for verification. The
applicable company's procedure shall be equivalent to or exceed Eskom QMS Procedure No.
QM-61: "Issue and Control of Certification Stamps". Hard low stress stamps shall be used for
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identification of pressure retaining materials and witness verification of special tests, Rubber
inked stamps shall be used for documentation review processes).
Control of Special Processes
Definition. A manufacturing process for which results cannot be checked afterwards by means
of measurements or other objective inspections, but integrity is ensured solely through
employing qualified personnel, qualified materials with qualified equipment and qualified
process cycles in a qualified environment. (Examples: Heat Treatment, Surface Treatment,
Shot Peening, Welding, NDT, Composites.)

Contractors/Suppliers as well as their sub-contractors for criticality / class-1, 2 and 3 parts


shall maintain uninterrupted measurements over at least a 6-month period as proof that
their Special Processes are under complete control.

Eskom reserves the right to audit the control data and perform in-depth system audits on
any Special Processes that are involved in the product/service delivery to Eskom.

Eskom reserves the right to require the application of quantitative quality measurement
tools on any Special Process that are involved in the product/service delivery in order to
establish an understanding of the quality of the product or service about to be delivered or
delivered

Training and Competencies

Personnel required to perform Special Processes shall be certified competent through a


Certificate of Competency in accordance with the company's internal training management and
competency control procedures, or an external certification body (e.g. NDT).

All personnel who perform activities that affect quality shall have their training needs identified
and documented. The required training shall be implemented in accordance with the company's
training management and competency control procedures.

The Contractor shall ensure that measuring and test equipment shall be calibrated, documented
and traceable to agreed national standards and procedures. Calibration records will be
maintained and included in the MRB for critical tests and control measurements.

Supplier must communicate all inspection points agreed in the ITP. This should be done with
minimum 14 days prior to the required date on the Notification of Readiness for Inspection
(NORFI) form. This is required for both offshore and onshore manufactured products.

It is the Contractors responsibility to ensure that the ITPs have been marked up and approved
prior to any commencement of manufacturing.

Inspection resulting in NCRs, the supplier will then bear all future inspections costs. These costs
will be facilitated via the Eskom financial process and not directly with the inspection agency.

All inspections cancelled/postponed within 48hrs of the agreed date stipulated on the NORFI will
also be to the cost of the supplier/manufacturer.
Manufacturers/Suppliers shall not package /transport any product from their manufacturing facility
without an Eskom Release Note issued by an Eskom Quality inspector.

The Contractor shall assess all inspection/tests results obtained to determine absolute
compliance with all Eskoms specified requirements.

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A certificate of conformance shall be completed and issued for every batch of product upon
consignment.

Eskom will have the right to request supplementary information and documentation related to
results of inspections carried out by the Contractor on its own sub-Contractors or operations.

3.5.7 Third Party Inspection


Contractor shall document processes and procedures for engaging and supporting third party inspection
of equipment and materials as required by government authority and/or industry standard. Readily
demonstrable, documented compliance with government regulatory requirements is mandatory. Where
government authority and industry standards conflict, the more stringent expectation shall apply.
Contractor shall submit to Eskom (PQM) any proposed third party inspectors resume for review and/or
interview prior to their use. Submission shall be in compliance with Project Quality Personnel
Qualification Specification.
Contractor shall give Eskom fourteen (14) days notice of all visits to the Work site(s) by third party
inspectors, to facilitate planning for Eskom participation in such visits.
3.5.7.1 AIA
Eskom will appoint or approve an inspection agency and where statutory inspections are applicable, the
appropriate AIA.
3.5.7.2 Eskom appointed AIA organization
The Eskom appointed AIA organization is responsible for:

Advising on all aspects relating to statutory inspections and requirements

Verifying statutory inspections, if applicable.

Verifying the acceptability of the statutory aspects of the QCP/Works information, and to issue
non-conformance reports to the Contractor and its subcontractors as applicable.

Ensuring that specified requirements (e.g. designs, materials, etc.) relevant to any statutory
items, test methods, acceptance criteria, assurance and documentation are in compliance with
applicable statutory requirements.

Performing statutory duties, including inspections on behalf of Eskom where employed to render
such services

The Eskom appointed inspection agency will be responsible to carry out all activities associated
with product verification, including surveillances, to establish that work and products conform to
Eskoms specifications and requirements, and to certify products.

The agency is authorised to issue non-conformance reports to the Contractor and its
subcontractors.

The following documents shall be prepared and maintained for the duration of the contract, and shall be
submitted to Eskom or its inspection agency when requested:

QCPs/ITPs in accordance with Eskoms specified requirements

Contractors QC records

Material certificates

Eskoms approved concessions


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Corrective actions taken as the result of non-conformances raised by Eskom or the supplier

Contractors test certificates as per requirements of technical specification(s)

Contractors certificate of conformance

Typical test certificates

Inspection & Test Reports

NDE Operator Certification

Eskom approved ITP

Eskom approved drawings , connecting diagrams , bills of materials (latest Revisions of the
applicable documents)

Eskom approved procedures for complex tests and processes like Welding, NDT, High
Pressure test, cryogenic test, Hydro tests etc.

Any other documents as prescribed by Eskom.

NCR and concessions register.

3.5.8 MATERIALS MANAGEMENT PROGRAM


3.5.8.1 General

Contractor Materials Management Program shall be developed and implemented to effectively


steward investments in materials, ensuring adherence to specifications and availability for use
when needed.

Contractor materials management goals and objectives shall be documented in and implemented
through a single comprehensive Contractor Materials Management Plan.

Contractor Materials Management Plan shall include and be based on a statement of materials
management goals and strategies aligned with overall project and project Quality management
goals.

Contractor Materials Management Plan shall include project schedule-linked objectives for
demonstration of compliance with Plan goals.

Contractor Materials Management Plan shall document processes and procedures to be utilized
in achieving Plan defined objectives.

Contractor Equipment and Materials Management Program/Plan shall incorporate as a minimum


provision for Material Traceability Material, PMI, and Preservation

Contractor Materials Management Plan shall provide for comprehensive delineation of materials
management oversight responsibility from development of initial materials management
specifications through handover to facility operations of in-place and functional operating systems
or structures. To ensure consistency in management, Materials Management Program level
oversight responsibility shall be structured to transcend all project functional areas including but
not limited to Quality, Engineering, Procurement, Logistics, Project Controls, Fabrication,
Construction, Security, HES, and Information Management.

3.5.8.1.1 Traceability
Contractor shall develop and implement an effective and efficient program for identification, marking and
traceability of all Contractor or Eskom sourced or supplied material, components, equipment,
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subsystems, and systems in compliance with Eskom Traceability and Marking Specification for Material
and Equipment and Eskom equipment list specifications.
Contractor traceability and marking program shall describe how material, components, equipment,
subsystems, and systems are to be identified, marked and traced through Engineering, Procurement,
Logistics, Fabrication and Construction Work.
3.5.8.1.2 Positive Material Identification
Contractor shall develop and implement an effective and efficient program for conducting Positive
Material Identification (PMI) in compliance with Eskom PMI specifications.
Contractor PMI Program shall describe how equipment and material requiring PMI is to be identified,
marked and shall include in detail, the disposition of PMI records.
Positive Material Identification capability shall be provided at locations where material, components,
equipment, subsystems, and systems made of metallic alloys are received into Contractor or Eskom
custody.
3.5.8.1.4 Quantitative quality measurement tools
For some products/services the Contractor/Supplier may be required to conduct for example, SPC per
ISO 11462:2010: "Guidelines for Implementation of Statistical Process Control (SPC)"

The key characteristics may be determined by Eskom.


In addition, the Contractor/Supplier shall review Eskom specifications and processes in
order to identify and determine key characteristics.

The following requirements from Eskom shall be satisfied:

SPC monitoring should be done with IX-MR chart (i.e. individual and moving range) for
each key characteristic.

The Contractor/Supplier shall prepare and send SPC reports that include the charts and
pp/ppk (cp/cpk) reports for each applicable delivery to the Eskom Quality Performance
Analysis, Planning Feedback coordinator.

The required target for ppk (cpk) value shall always be 1.0, or as defined by Eskom.

Other measurement methods may be used subject to Eskom prior agreement


3.5.8.1.5 Preservation
Contractor shall develop and implement a comprehensive Preservation Program consisting of plans,
processes, procedures and actions undertaken for the purpose of planning for and maintenance of
material deliverables quality. Contractor Preservation Program scope includes but is not limited:

Engagement of personnel suitably qualified for oversight of and as required direct implementation
of Preservation Program requirements

Development and implementation of Preservation Program training appropriate to Work need

Eskom may make use of its appointed service provider tasked to provide a full suite of services
encompassing on-line monitoring system and asset tracking during at least but not limited to the
following stages: inspections, testing, shipping, transportation, storage and commissioning. The
contractor to enable full access during all these stages in order to allow the installation of the
devices on Eskom identified products and equipment, which include the suppliers testing
facilities, processing plant and any other processes deemed important towards effective and
efficient quality control. Eskom seeks the co-operation between the contractors designers and
those of Eskoms service provider in ensuring seamless installation of the device and other
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associated installations. Moreover there is also a need to integrate data flows and systems
between Eskom and the contractor. Further details are included in the Eskom specifications and
works information.

Review and tracking of compliance with Eskom and Contractor Engineering specification of
preservation requirements

Review and tracking of compliance with Supplier provided preservation requirements and
recommendations

Evaluation of prospective temporary and longer-term material storage sites for consistency with
Preservation Program expectations

Preservation Work plan development and plan execution performance evaluation of all parties
engaged for provision of material transportation, handing or storage services

Oversight of material quality preservation plan preparation and plan execution performance at all
Work locations

Development of a Preservation Program records management process, in compliance with


Eskom Information Management requirements, which comprehensively addresses generation,
maintenance and ready access by Eskom to all Preservation Program records

Contractor shall deploy a clearly defined documented program providing for identification of all
physical asset pre-operation preservation of quality requirements. In this reference, the term
physical assets should be understood to include bulk materials, including consumable items,
equipment systems, system components, and any other procured or supplied materials or
equipment transferred to project control but not yet deployed for operational purposes.

Where project responsibility for equipment and materials management has been formally
delegated, Contractor Preservation Program shall ensure clearly and unambiguous
communication of pre-operation preservation of goods quality requirements to subcontractors
and Suppliers.

Contractor Preservation Program shall clearly and unambiguously document processes and
procedures for efficient and effective monitoring of compliance with program requirements.

Compliance monitoring shall commence with ensuring comprehensive consideration of


preservation requirements in Engineering instruction and subsequent inclusion of said instruction
in Procurement documentation and shall be applicable until such time as equipment or materials
have been incorporated into an operating or operational system or structure.

Compliance evaluation frequency shall anticipate transfer of tactical level responsibility for
management of preservation responsibilities between project functional areas, e.g. Procurement
to Logistics, Logistics to Fabrication, Fabrication to Logistics, Logistics to Construction, etc. and
shall, in similar fashion, anticipate transfer of support for tactical level responsibility between
various subcontracted service providers.

Contractor Engineering shall ensure Preservation requirements for Work scope systems, system
components, equipment, materials and other procured goods are clearly and unambiguously
documented and that Preservation requirements are efficiently and effectively communicated to
Project Procurement, Logistics, Construction Management, Quality, Security and other Project
functional areas as required for efficient and effective implementation of Preservation
requirements. This shall take the form of a Preservation Program applicable to all systems,
system components, equipment, materials, customer supplied materials and other goods
procured or managed under the Work scope.

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Contractor Preservation Management Program shall encompass identification, planning,


acquisition of materials and services, and performance monitoring of all preservation
management systems, processes, procedures, methods, work practices, etc.

Contractor Preservation Management Program shall clearly and unambiguously address temporary, long
term and in-transit preservation requirements including but not limited to:

Requirements for protection or insulation from atmospheric conditions, sunlight, temperature, soil,
dust, humidity, salt spray, corrosive atmospheres or other physical environment conditions

Detailed procedures for application, use, monitoring and maintenance of coatings, coverings,
fasteners, lines and other components for internal and external weather proofing

Requirements for electrical grounding or isolation

Requirements for internal or external environment creation, e.g. inert gas charging, heating,
cooling, etc. inclusive of gas storage, electric power supply, etc.

Detailed procedures for initial set-up, charging, activation, and maintenance of internal
atmosphere generation, regeneration, monitoring and relieving systems, e.g. inert gas
management systems

Requirements for protection or insulation from vibration or long period cyclical motion in transit,
e.g. wave generated movement during sea transport

Internal and external structural integrity protection, e.g. internal and external bracing, padding,
framing, chocking, etc.

Support structure requirements, e.g. stools, pads, or other device, substrate or support required
to ensure in-storage and in-transit stability of systems, system components, equipment, and
material or other discrete unit or item

Provision for physical separation and or barriers to prevent airborne or direct transmittal of
contaminants between work areas or between work areas and storage areas, e.g. prevention of
carbon steel grinding or cutting debris impact on stainless steel elements, airborne drift of blast
aggregate into vessels or machinery, etc.

Provision for and final disposition of temporary and longer term storage or transit required
supports and related binding devices, e.g. stools, stands, sea fasteners, platforms, chocks,
spacers, cabling, etc.

Provision of requirements for temporary work platform or other support structures required to
ensure provision of Preservation services, e.g. provision of self-elevating work platform for
periodic access to elevated fittings, gauges, man ways, etc.

Requirements for protection or insulation from contact with other objects, e.g. padding or other
protection for external tubing, fittings or other impact sensitive structures or components

Clear physical delineation of temporary and longer term storage areas supplemented by hard and
soft barriers as required to maintain a protective perimeter.

Documented agreements with storage facility and transportation provider management regarding
security management including but not limited to facility access and egress control and control of
access to Project goods and materials within facility boundaries or aboard vehicles or vessels

Detailed procedures for inspection and testing to verify performance of preservation procedures
and to provide for timely notice and corrective action to maintain preservation status

Contractor Preservation Management Program scope shall encompass management of


preservation requirements from initial transfer of ownership or management responsibility to

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Project scope of responsibility through any period of temporary or longer term storage, through
any period of transit including transit for final delivery at point of active use or installation.

Contractor Preservation Management Program shall clearly and unambiguously address


processes and procedures to ensure storage and control of materials is accomplished in
accordance with manufacturer recommendations, specifications and project specific
requirements.

Contractor Preservation Management Program shall incorporate special precautions to address


preservation and control of valves, electrical motors and components, mechanical and rotating
equipment, piping and fittings, instrumentation, flange faces, gaskets, coatings, insulation, and
other materials. Special precautions include but are not limited to Supplier specified maintenance
procedures related to engines, electric motors, pumps, compressors, etc. such as periodic shaft
rotation, engine turnover, lubrication, etc.

Contractor shall ensure that clear and unambiguous requirements for Preservation of system,
system components, equipment, materials and other procured goods are clearly and
unambiguously documented in purchase orders, work authorizations and other communications
between Contractor, Suppliers and subcontractors.

Where Supplier or subcontractor expertise is utilized in determination of Preservation protocol,


Contractor Procurement processes shall ensure clear and unambiguous documentation of
Supplier and subcontractor input to Preservation Management Program requirements.

Contractor Procurement shall ensure Preservation requirements for Work scope systems, system
components, equipment, materials and other procured goods are clearly and unambiguously
documented and that Preservation requirements are efficiently and effectively communicated to
Project Logistics, Construction Management, Quality, Security and other Project functional areas
as required for efficient and effective implementation of Preservation requirements.

Contractor shall ensure comprehensive, clear and unambiguous designation of Supplier and
subcontractor responsibility for execution of all Preservation Management Program elements
including but not limited to all systems, processes, procedures, methods, ready access to
records, provision of equipment, tools or services essential to efficient and effective execution of
the Preservation Management Program.

Contractor shall ensure that Preservation Management Program responsibilities are clearly and
unambiguously defined within the project team and efficiently and effectively implemented in all
project Work scope locations. Inclusion of Supplier and subcontractor Work scope in
development and implementation of Preservation Management Program shall be considered
essential to efficient and effective Preservation Management Program execution.

Contractor shall ensure clear and unambiguous designation of project team responsibility for
oversight and management of Preservation Management Program elements during every stage
of project development.

Contractor Preservation Management Program shall obtain DRC 1 status prior to placing the first
PO.

Contractor shall ensure Eskom has free and unrestricted access to all preservation records for
inspection and audit.

3.5.9 Expediting during contract execution


The Contractor will ensure reasonable access to his suppliers and sub suppliers for the purpose of
monitoring manufacturing activities. The Contractor will also provide during contract execution the
following supplier and sub-supplier documents and information:

Drawing/document schedules detailing submission dates


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Detailed manufacturing programme

Details of long lead items

Raw material status report

Unpriced sub-orders

Monthly progress reports

Non-conformance reports

COCs upon delivery

Release reports

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3.5.10 Quality Control on Completion of the Contract


3.5.10.1 Manufacturing Record Books.
Contractor shall provide Supplier with MRB requirements based in Vital Documentation and Data
Deliverables Specification and this document. Any matter of perceived conflict between Vital
Documentation and Data Deliverables Specification and this specification must be resolved prior to start
of work. These requirements shall form part of all RFQs and POs and shall be communicated to all
Contractor Quality Representatives. Contractor shall document process for review of Supplier proposals
for MRB content and compilation, Contractor mechanism for communication of MRB requirements to
Suppliers and Contractor Quality Representatives, Contractor proposals for monitoring the effective and
timely compilation of the MRB and Contractor controls for ensuring completeness of the MRB prior to
shipping the equipment.
Contractor Quality Representative shall periodically check the on-going compilation of the MRB. During
each visit, Contractors Quality Representative shall ensure that the Supplier is inserting records on
completion of each event to ensure currency of the MRB at all times. Contractor Quality Representative
shall sign, date and stamp each record that is found acceptable. Contractor Quality Representative shall
review the MRB file for compliance with requirements prior to authorization for final release. Progressive
review at specified % of completion to be built into ITP/QCP.
Contractor MRB reviews for bulk materials can be done on a shipment-by-shipment basis, prior to
materials release. Supplier shall insert a copy of the applicable shipment Release Note into the MRB to
complete MRB compilation.
Contractor procedural direction to Supplier shall clearly and unequivocally state that shipment is not
authorized without an applicable Release Note.
Contractor procedural direction to Supplier shall clearly and unequivocally state that shipment is not
authorized without an official notification of shipping instruction from Contractor.
The Contractor shall provide the following Quality records on completion of the contract for addition to
the Data Book. The data book shall contain as a minimum the following quality records after completion
of the contract:

Table of contents

Summery list of the equipment and materials supplied in the contract

Completed original QCP / ITPs for all processes and products

All Eskom approved drawings and procedures used during the execution of the contract.

Material certificates as per technical requirements

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Type test certificates and statutory/legal certificates (as applicable for a particular equipment like
boilers)

All the inspection reports/witness reports/minutes of inspection as issued by the Eskoms


inspector/Contractors QC

All Eskom approved concession permits

All the Non-Conformance reports raised by Eskom or Contractor during the contract along with
the corrective action taken reports and the subsequent closure of the said Non-conformance.

Corrective actions taken as the result of non-conformances raised by Eskom or Contractor

Contractors certificate of conformance register

A copy of Eskoms inspection release form

Data Book signoff and acceptance sheet

Copy of calibration records associated with tests and inspections

Any other documents as prescribed by Eskom.

3.6 SUPPLIER QUALITY PERFORMANCE MONITORING PHASE


During the contract execution phase, Contractors will be monitored by Eskom for performance on quality
related aspects.
The outcomes of such monitoring will enable Eskom to take any appropriate actions pertaining to the
supplier (e.g. curtail orders, reduce scope, suspend usage of a supplier, etc.).
Monitoring shall be carried out periodically by Eskom or through pre-determined intervals during the
execution of a contract.
Monitored Key Performance Areas include:

Quality

Delivery

Design

Cost

Management System

Subsequent Key Performance Indicators associated with these areas will include:

Non Conformance Monitoring

Eskom Audit and Assessment Evaluation scoring

Management System compliance and accreditation

Achievement of delivery targets as per contractual agreements

Purchase Price Variance

Process improvements

Corrective and Preventive Action response and closure.

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3.7 E-QUALITY TOOL (ACHIEVER PLUS)


Eskom has implemented an electronic system for the automation and management of quality and other
relevant aspects of the project. The system will enable collaboration within Eskom and between Eskom
and its Contractors, through workflow, on matters applicable to the quality system of the project.
Contractors are therefore obliged to have access to and to use this system.
Therefore:

The Contractor will use Eskoms quality management software system Achiever Plus.NET during
contract execution. It is the responsibility of the Contractor to acquire access to the system from
Eskom within 30 days after contract award.

Eskom will arrange for access and training of relevant personnel to the Achiever Plus System.

Relevant system functionalities to be used, information to be captured and outputs to be


produced via the system will be communicated to the Contractor.

The Contractor is at liberty to extend this requirement to its Subcontractors, in which case Eskom
needs to be notified.

Details such as names, Qualifications, accreditations, of all Contractor and Subcontractor staff
performing Quality functions (inspections, NDT, Audits, QA, document and Record
Management), specialised processed such as Welding, Engineering, Project Management and
their teams, shall be captured in the Eskom e-System (Achiever Plus) module , and maintained
by the Contractor.

The Contractor will also use this system to schedule and track attendance of certain mandatory
courses/awareness/induction programmes run by Eskom for the benefit of the Contractor

The Contractor will be responsible to ensure that all records as per agreement are captured
(this will include subcontractor records)

3.8 PAYMENT AND DELIVERY


Eskoms appointed/authorized quality representative will support approval of all invoice(s) for payment
before any such payment will be made to the Contractor.
Delivery:

Eskom accepts or rejects items only after the inspection and review of the Quality Data
Package and the verification of conformance with the contract requirements.

Eskom does not accept items by confirmation of delivery.

Eskom reserves the right to suspend any pending deliveries, by the issuing of a cease delivery
order at any time and for any portion of the work that is not being performed in accordance with
the specified/agreed requirements. When such an order is issued by Eskom, the Contractor
shall immediately stop deliveries of defined product to all destinations, and shall not resume
until written authorization is again given by Eskom.

Eskom reserves the right to withhold payment for products/work due to outstanding nonconformances, irrespective of the agreed payment schedule and in accordance with the
conditions of contract.

All Replacement, Repair and Rework activities shall be undertaken by the Contractor at its own
cost and expense.

Eskom may, by written notice to the Contractor, reject any Deliverables which are incorrectly
supplied or found to contain a Defect when inspected, tested or delivered. The notice shall
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specify the reasons for rejection. Rejected Deliverables shall either be returned to the
Contractor for corrective action or corrected on Site in accordance with the provisions of this
clause. Unless otherwise instructed by Eskom the Contractor shall promptly Replace, Repair or
Rework any deliverables which need to be re-supplied. In either case, all expenses incurred by
Eskom shall be for the Contractor's account, set-off against any payments due by Eskom to the
Contractor.

Deliverables rejected after Delivery will be held and returned at the risk and expense of the
Contractor. Written notice of rejection by Eskom will specify whether the Deliverables shall be
re-supplied or whether the contract in respect of the rejected Deliverables shall be terminated
without liability to Eskom. If Eskom has paid any part of the Price of rejected Deliverables, the
Contractor shall refund such payment, interest thereon and any other expenses incurred by
Eskom in respect of such rejection, on demand.

4. AUTHORIZATION
This document has been seen and accepted by:
Name

Designation

Sipho Tjabadi

General Manager GC Quality Management

Naresh Singh

General Manager Eskom UK Office

Roy Nolan

Manager QC Local

Emmanuel Matlala

Manager QC Transmission Projects

Pat Mnguni

Manager System Assurance and Audits

Antonette Hunter

Manager Procurement Quality Assurance

Mike Bottom

Manager Quality Engineering

Pamela Dondashe

Manager Quality Assurance

5. REVISIONS
Date

Rev.

Compiler

December 2011

A Hunter

Remarks
New Document

6. DEVELOPMENT TEAM
The following people were involved in the development of this document:

Doug Hardie

Pamela Dondashe

Antonett Hunter

Julie Kabasele-Nkombua

Tabu Mocke

Danie du Plessis

WaWa Xaluva

Serge Mufengi
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Thabita Joubert

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APPENDIX A: TENDER & CONTRACT QUALITY REQUIREMENTS

Doc. no.

TENDER/CONTRACT QUALITY
REQUIREMENTS

Ref. no.

Rev. 0.0

Doc. type: FORM

Page 1 of 1

Enquiry/contract no:
Equipment/service
Indicate with an X as applicable in box below or N/A
Section A: General Requirements

Section B: Tender Submission Phase

Section C: Tender evaluation, adjudication and negotiation phase

Section D: Contract Award Phase

Section E: Contract Execution and Quality Control Phase

Section F: Supplier Quality Performance Monitoring

Section G: e-Quality Tool

X
Section H: Payment and Delivery
ADDITIONAL/ALTERNATIVE QUALITY INFORMATION SUBMITTED BY CONTRACTOR
REFERENCE NUMBER

TITLE OF STANDARD/SPECIFICATION/GUIDELINE

Employer

Name:

Signature:

Date:

Contractor
Employers quality representative

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APPENDIX B: QUALITY REQUIREMENTS FOR ISO 9001 SERIES


QUALITY REQUIREMENTS FOR
QUALITY MANAGEMENT ISO 9001
SERIES

Doc. no.:
Ref. no.:

Rev. 0

Doc. type: FORM

Page 1 of 1

Enquiry/contract/order no.: ..Plant: .


Equipment/service:
The following areas of ISO 9001 quality management systems will be mandatory as indicated: (Yes
or No)
Quality management system:
General requirements
Document requirements
Management responsibility:
Management commitment
Customer focus
Quality policy
Planning
Responsibility, authority, and communication
Management review
Resource management:
Provision of resources
Human resources
Infrastructure
Work environment
Product realisation:
Planning of product realisation
Customer-related processes
Design and development
Purchasing
Product and service provision
Control of monitoring and measuring devices
Measurement analysis and improvement:
General planning
Monitoring and measurement
Control of non-conforming product
Analysis of data improvement
Requirements accepted by:

Name:

Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Signature:

Date:

Employer
Contractor
Employers quality representative

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APPENDIX C: TEMPLATE FOR A TYPICAL CONTRACT QUALITY PLAN

CONTRACT TITLE:
CONTRACTOR:
ESKOM ENQUIRY/CONTRACT NUMBER:
COMMENCEMENT DATE:
COMPLETION DATE:

CONTRACTOR

Name

Designation

Name

Designation

Signature

Revision

Compiled by:

Approved by:

ESKOM APPROVAL

Signature

Revision

Reviewed by:

Approved by:

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CONTRACT QUALITY PLAN SAMPLE


INDEX
SCOPE OF WORK
COMMUNICATION CHANNELS BETWEEN CONTRACTOR & ESKOM
ORGANOGRAM
INDEX OF INTERFACING DOCUMENTS
INDEX OF DOCUMENTS / RECORDS THAT ARE SUBMITTED TO ESKOM DURING PROJECT
A LIST OF SUPPLIERS & SUB-CONTRACTORS
MONITORING OF SUB-CONTRACTORS
PROOF THAT SUPPLIERS SUB-CONTRACTORS WORK TO SPECIFIED QUALITY STANDARDS
INDEX OF ITEMS TO BE MANUFACTURED, REFURBISHED AND NEWLY PURCHASED
ITEMS THAT NEED QCP OR NOT
AREAS AND PROCESSES REQUIRING SPECIAL CONTROLS
INTERFACE OF SUB-CONTRACTORS WITH THE QMS OF CONTRACTOR
INDEX OF ALL STANDARDS & SPECIFICATIONS
HOW QUALITY RECORDS WILL BE CONTROLLED AND RETAINED
LIST OF PURCHASE ORDERS FOR QUALITY CRITICAL ITEMS
CONCESSION REGISTER UPDATED
DATABOOK INDEX AND O & M MANUAL
SPARE PARTS INTER-CHANGEABILITY RECORDS
1.

SCOPE OF WORK
(Full description of the Works Information)

2.

COMMUNICATION CHANNELS BETWEEN CONTRACTOR & ESKOM


(Communication regarding all quality related issues i.e.
Documentation/ E-mails/Minutes of Meetings/Fixed Contract Meetings/Weekly Progress Meetings
All documentation will be submitted per transmittal).

3.

ORGANOGRAM
(Include organogram showing structure of Contractor, which shall show the Quality Management
representative and all other personnel responsible for control of Quality activities/processes)

4.

INDEX OF INTERFACING DOCUMENTS

5.

INDEX OF DOCUMENTS /RECORDS THAT SHALL BE SUBMITTED TO ESKOM DURING


PROJECT
(Example):
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NUMBER

Submitted to Eskom during the contract


Method statements
QCP / ITP
Captured in the QMS of the Contractor / supplier
Quality Manual
Quality Policy
QCP / ITP
Submitted prior to completion of the works
Method statements / procedures
QCP / ITP from suppliers
Certificates of compliance

6.

A LIST OF SUPPLIERS & SUB-CONTRACTORS


(Example):
Suppliers
Eskom
A
B
C
D

Product/Service

Scope of Work Sub-Contractors


Eskom
Scope of Work
A
B
C
D
(PS: Include method of acceptance of sub-Contractors by Eskom)
7.

MONITORING OF SUB-CONTRACTORS
(Description of how sub-Contractors will be monitored, i.e. procedure)

8.

PROOF THAT SUPPLIERS SUB-CONTRACTORS WORK TO SPECIFIED QUALITY


STANDARDS
(e.g. Description of Sub-Contractor Surveillance method/procedure)
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9.

Unique Identifier:
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INDEX OF ITEMS TO BE MANUFACTURED, REFURBISHED AND NEWLY PURCHASED


ITEM DESCRIPTION

MANUFACTURED

REFURBISHED

PURCHASED

10.

ITEMS THAT NEED QCP OR NOT


(Description of all products/processes which will be monitored by an approved QCP)

11.

AREAS AND PROCESSES REQUIRING SPECIAL CONTROLS


(Description of all products/processes/services which will require special controls, i.e. welding,
NDT/NDE)

12.

INTERFACE OF SUB-CONTRACTORS WITH THE QMS OF CONTRACTOR


(Description of the interface of the sub-Contractors and Contractors/suppliers QMS and applicable
documents, procedures and work instructions)

13.

INDEX OF ALL STANDARDS & SPECIFICATIONS


(For all processes, products, materials and plant applicable to the works/contract)

14.

HOW QUALITY RECORDS WILL BE CONTROLLED AND RETAINED


(Description of how all quality records shall be controlled (e.g. identified, completed, retained and
disposition)
LIST OF PURCHASE ORDERS FOR QUALITY CRITICAL ITEMS
(Indicate purchase order number and scope of supply)

15.

16.

CONCESSION REGISTER UPDATED


(Include typical copy of the suppliers/Contractors concession request register which shall be
updated during the project/contract)

17.

DATABOOK INDEX AND O&M MANUAL

18.

SPARE PARTS INTER-CHANGEABILITY RECORDS

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APPENDIX D: DEFECT NOTIFICATION

Doc. no.:

DEFECT NOTIFICATION

Ref. no.:

Rev. 0

Doc. type: FORM

Page 1 of 1

2. CONTRACTOR:
3. CONTRACT/ORDER NO.

4. AUDIT/SURVEIL./INSPECT. NO.

5. DESCRIPTION OF THE WORKS

6. QUALITY REQUIREMENT

EMPLOYER

7. DESCRIPTION OF DEFECT

8. NOTIFIED BY:

ORIGINATOR NAME:

SIGNATURE:

9. FOR DEFECT NOTIFIED BEFORE * COMPLETION

10. REPLY DATE:

DATE:

FOR DEFECT NOTIFIED AFTER * COMPLETION

EMPLOYER CONTRACTOR

EMPLOYER
CONTRACTOR

11. DEFECT CORRECTION PERIOD IS:

12.DEFECT CORRECTION PERIOD ENDS ON:

13. RESPONSE REQUIRED FOR: (A) CAUSE, (B) CORRECTIVE ACTION, (C) PREVENTING RECURRENCE,
(D) IMPLEMENTATAION DATE
14. ORIGINATOR NAME:
SIGNATURE:
15. EVALUATION OF PROPOSED RESPONSE

*ACCEPTED

DATE:

18. COMMENTS

*REJECTED

14. ORIGINATOR NAME:

SIGNATURE:

16. RESPONSE VERIFIED AS IMPLEMENTED

18. COMMENTS

DATE:

NAME: SIGNATURE:
ORIGINATOR NAME:

SIGNATURE:

17. DEFECT NOTIFICATION CLOSE-OUT

18. COMMENTS

*ACCEPTED

DATE:

*REJECTED

ORIGINATOR NAME:

SIGNATURE:

DATE:

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APPENDIX E: CAR

Doc. no.:

CORRECTIVE ACTION
REQUEST (CAR)
Recipient

Ref. no.:

Rev. 0

Doc. type: FORM

Page 1of 1

Name of Supplier / Business Unit/Department


Order number
Line reference
National contract number

Project name
Location
Site

Description of product or service


Description:

Address

Reference documentation

Drawing / Item number

Originator's name

Signature

Date

Response date

E-mail address

Telephone

Cell

Facsimile

Recipient's representative: acknowledgement of understanding of above non-conformance


Recipient's name

Signature

Title

Date

E-mail address

Telephone

Cell

Facsimile

Internal use only: Management Representative


INTERNAL
SUPPLIER

Safety

Environmental

Technical

Management Representative

Functional Department:

Commercial

Signature

(B) Immediate correction / Risk measures

Business Unit
Date

Quality
Contact Number

(C) Action to prevent recurrence / occurrence

(A) Root cause / Risk impact









Man
Machine
Material
Management
Method
Money

(D) Implementation date of (B):

(E) Implementation Date of (C):

Recipient's name

Signature

Originator: evaluation of (B)

Title
Accepted

Date
Rejected

Comments
Name

Signature

Management Representative: Follow-up and close-out of (B)

Title
Accepted

Date
Rejected

Comments
Name

Signature

Title

Date

Signature

Title

Date implemented

Confirmation: Functional Responsible Manager:


Recipient's name

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APPENDIX F: CONCESSION

Doc. no.:

APPLICATION FOR DEFECT


(CONCESSION) ACCEPTANCE

Ref. no.:

Rev. 0.0

Doc. type: FORM


PROJECT/STATION/SITE

REGISTER NO.:

ORGANISATION:

DATE:

ESKOM:

DATE:

Page 1 of 1

CONTRACTOR/SUPPLIER:
SUBCONTRACTOR IF APPLICABLE:
CONTRACT/ORDER NO.:

SPEC. NO. AND REV.:

KKS NO.:

PLANT/MATERIAL/SERVICE DESCRIPTION:
REASON FOR APPLICATION:

NCR REF. NO.:


CAR REF. NO.:

CONTRACTOR

PROPOSED SOLUTION/REPAIR:
SUPPORTING DOCUMENTS:
REQUESTED BY:
PRINT NAME

SIGNATURE

EFFECT ON:

POSITION

DATE
N

SAFETY

LIFE*

DOCUMENTATION*

SAFETY (NUCLEAR)

INTERCHANGEABILITY*

COMMERCIAL

STRENGTH*

FUNCTION*

WARRANTY*

MAINTENANCE*

MATERIAL*

COST*

EMPLOYER

CONTRACTOR/SUPPLIER*:
PRINT NAME

SIGNATURE

POSITION

DATE

SIGNATURE

POSITION

DATE

FOR ESKOM:
PRINT NAME

REVIEW: PROJECT MANAGER


ACCEPT/REJECT

QUALITY MANAGER

ENGINEERING MANAGER

REVIEW REGISTER

ACCEPT/REJECT

EMPLOYER

PRINT
SIGN
POSITION
DATE

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APPENDIX G: CONCESSION

Doc. no.:

CONTRACTOR'S APPLICATION FOR


ESKOM INSPECTION OF THE
WORKS/PART OF THE WORKS

Enterprises
ORIGINAL TO:

Contractor

COPIES TO:

Employer

Ref. no.:

Rev. 0.0

Doc. type: FORM

Page 1 of 1

CONTRACTOR REF. NO.:


Documentation Centre/contract file

PROJECT:

CONTRACTOR:

ENQUIRIES:

PHONE NO.:

CONTRACT/ORDER NO.:

CONTRACT ITEM NO.:

APPLICABLE MODIFICATION NO.(S):


UNIT NO.:

KKS CODE/PLANT NO.:

PLANT/ITEM:
SECTIONAL/WHOLE OF WORKS COMPLETION DATE:
QA REVIEW: HAVE ALL APPLICABLE NCRS, DCRS, AND CONCESSIONS BEEN CLOSED OUT?
*

YES

NO

IF NO, INDICATE APPROPRIATE NUMBERS, AND ATTACH


COPIES:
QA REPRESENTATIVE:
PRINT NAME

SIGNATURE

DATE

ARE THERE ANY CONTRACTUAL SPARES, MANUALS, AND/OR TOOLS INVOLVED?


*

YES

NO

NOT APPLICABLE

CONTRACTOR

THE CONTRACT WORKS HAVE BEEN INSPECTED AND FOUND ACCEPTABLE:


SUPERVISOR
PRINT NAME

SIGNATURE

DATE

QA REPRESENTATIVES VERIFICATION OF CONTRACTORS QA REVIEW:


*

ACCEPTANCE

REJECTION

IF REJECTED, STATE REASONS:


QA REPRESENTATIVE:
PRINT NAME

SIGNATURE

DATE

DECISION TAKEN BY ESKOM

EMPLOYER

ARE CONTRACT WORKS ACCEPTABLE TO ENABLE


COMPLETION INSPECTION TO BE PLANNED?

YES

NO

IF NO, STATE REASONS:

PRINT NAME

SIGNATURE

DESIGNATION

DATE

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APPENDIX H: REQUIREMENTS FOR A PRODUCT VERIFICATION PLAN

Purpose
o To define precisely the extent and type of inspection and testing during manufacture and
erection of statuary operating plant equipment and components.
Scope
o All pressure parts, welds in pressure parts and welds of non-pressure parts, to pressure
parts of the entire plant.
Responsibilities
It is the responsibility of the assigned Inspection Authority, to establish the Product
Verification Plan and submit it to Eskom for approval. Eskom shall verify and introduce his
own interventions. It is the Contractors responsibility, to provide proof of compliance with
the Product Verification Plan, e.g. through records, Quality control plans, NDE reports and
Third Party inspections.
References
o

In addition to the specifications referenced in the Specification the type and extent of
inspections and testing per PVP should be based on an internationally recognized
manufacturing specification, e.g. VGB-Guidelines (typically R 501 H for Boilers etc) or
equivalent. The Product Verification Plan shall reference the relevant international,
national and Eskom Specifications ruling the applicable method of tests and the approval
criteria.
Product Verification Plan Structure
o As a general guidance the Product Verification Plan shall be structured similar to the
proven system used for the previous Eskom Power Stations, but adjusted to present
regulations and material, welding and testing specifications.
o

The following essential aspects should be covered in the Product Verification Plan, but are not
limited to:










personnel qualifications
welding qualifications and verified manufacturing capabilities
stamp transfer agreements
component quality control plans
type and extent of inspections
type and extend of NDE/DE
approval criteria
all Third Party interventions and certification requirements
documentation and records

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Contract/Order Number -

Subcontractor Order Number -

QCP Number -

Page 1 of

Item/Plant/Material Description -

Section -

Rev Number -

Date -

Quality Control Plan Approvals

Name

Signature

Contractor Subcontractor Client Approved Inspection Authority (AIA) -

Activity
No.

1
2
3
4
5
6

Intervention Points
Requirements

Activity Date

Supplier

Eskom

Category
(S=Statutory /
N=None
Statutory)

Inspection and Test Methods


Method

Controlling Documents

Acceptance Criteria

Supplier Inspection
AIA/NOBO

Internal/TPI

Eskom Inspection
AIA/NOBO

Internal/TPI

Records

Supplier Contract Quality Requirements Specification

Quality Control Plan Template

7
8
9
10
11
12
13
14
15
16
17
18
19

Unique Identifier:
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APPENDIX I: QUALITY CONTROL PLAN/INSPECTION & TEST PLAN