Engineering Procedure

SAEP-3101 31 March 2014

Equipment and Spare Parts Data
Requirements for Contractor Procured Equipment
Document Responsibility: Project & Strategic Purchasing Department

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Applicable Documents.................................... 2
3 Purpose.......................................................... 2
4 Responsibilities - Contractors......................... 2
5 Responsibilities - SAPMT............................... 4
6 Responsibilities - Materials & Services
Standardization Division (M&SSD)................. 5
7 Exemptions.…………….................................. 6

Appendices.......................................................... 7

A. Glossary of Terms
B. Spare Parts Data Package Status
Report (SPDPSR) Required Format
C. Instructions to Suppliers for
Providing Spare Parts and Operating
Materials Data for New Equipment
Purchased for, or by Saudi Aramco
D. Spare Parts Data Package (SPDP) Checklists

Previous Issue: 19 November 2008 Next Planned Update: 31 March 2019

Revised paragraphs are indicated in the right margin Page 1 of 7
Primary contacts: Al-Yami Mohammed Dawoud on +966-13-8740620
Al-Darwish Nedhal Ahmad on +966-13-8740586
Al-Mohammed Jamal Sadeq on +966-13-8740566

Copyright©Saudi Aramco 2014. All rights reserved.

Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment

1 Scope

This procedure details the requirements for the acquisition of technical and catalog data
for equipment, spare parts and operating materials, commonly referred to as a Spare
Parts Data Package (SPDP), for all new equipment purchased by Contractors in the
execution of projects.

2 Applicable Documents

The requirements contained in the following documents apply to the extent specified in
this procedure:

 Saudi Aramco Engineering Procedures

SAEP-31 Corporate Equipment and Spare Parts Data
Requirements
SAEP-334 Retrieval, Certification and Submittal of Saudi
Aramco Engineering & Vendor Drawings

3 Purpose

The purpose of this procedure is to outline the roles and responsibilities of all
organizations involved in the cataloging data acquisition process, and to provide
instructions for Saudi Aramco Project Management Teams (SAPMTs) and Contractors
to ensure that complete and acceptable SPDPs are submitted in accordance with
stipulated submittal schedule so that spare parts and operating materials are available
when the new equipment is put in service.

4 Responsibilities - Contractors

The Contractor is responsible to provide equipment, spare parts and operating materials
data to Saudi Aramco in accordance with this procedure. These responsibilities are
summarized but not limited to the following:

4.1 Designate a Spare Parts Coordinator (SPC) sixty (60) calendar days prior to the
issue of first requisition. The SPC will be a senior level position in the
organization and be a technically competent individual specifically dedicated to
the spare parts data acquisition effort.

4.2 Prepare and submit for Saudi Aramco approval, a Spare Parts Plan (SPP)
30 calendar days prior to the issue of first requisition. The SPC will prepare the
SPP which must include the following:

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment

4.2.1 Scope

4.2.2 Key definitions

4.2.3 Responsibilities of parties and personnel or positions executing the work

4.2.4 Spare parts instructions to be issued to suppliers during bidding and in

PO's

4.2.5 Procurement of capital spares, start-up spares and operating materials

4.2.6 Initial identification of the SPDPs required and planned submittal schedule

4.2.7 Inclusion of the SPDP deliverables in Contractor requisitions and

purchase orders

4.2.8 A description of the process for SPDP status tracking, expediting,

review, correction of deficiencies and final approval

4.2.9 Procedures for progress and status reporting, including sample reports

4.2.10 Presentation of spare parts requirements in supplier bid-explanation and

pre-award meetings

4.2.11 Technical review and approval of each Spare Parts Data Package
(SPDP) by the Contractor's associated engineering disciplines

4.2.12 Procedures for resolving SPDP deficiencies and noncompliance by

suppliers

4.3 Assign Saudi Aramco ID (SA-ID) numbers for all requisitions and purchase
orders in accordance with SAEP-334 and Facility Data Management System
(FDMS).

4.4 Produce a monthly Spare Parts Data Package Status Report (SPDPSR). Refer to
Appendix B for the required format.

4.5 Provide Materials & Services Standardization Division (M&SSD) with basic
project purchase order information in a table format in accordance with
Appendix B. This will be used to update M&SSD project tracking system.

4.6 Ensure that all Requests for Quotations (RFQs) and purchase orders, including
Supplier sub-orders, contain:

4.6.1 Instructions to Suppliers for Providing Spare Parts and Operating

Materials Data for New Equipment Purchased for or by Saudi Aramco.
(See Appendix C).

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment

4.6.2 SPDP checklists applicable to Mechanical, Electrical and Instrumentation

equipment that are being purchased. (See Appendix D – Mechanical,
Electrical and Instrumentation).

4.7 Encourage the equipment suppliers to indicate on the SPDP the details of similar
equipment previously supplied to Saudi Aramco to help accelerating cataloging
process.

4.8 Review the Supplier SPDPs submittals for accuracy, format, and completeness,
and promptly resolve deficiencies prior to sending the SPDP to the SAPMT.

4.9 Provide all data requested by Saudi Aramco to promptly resolve SPDP
deficiencies as soon as possible, but no later than 30 calendar days after receipt
of M&SSD’s SPDP Review Sheet.

5 Responsibilities - SAPMT

The responsibilities of SAPMT are summarized but not limited to the following:

5.1 Ensure the Contractor designates a qualified SPC in accordance with paragraph 4.1.

5.2 Ensure the Contractor fully complies with the requirements of this procedure.

5.3 Highlight to contractors the equipment and spare parts data requirements and
emphasize the importance of providing complete documentation and meeting
SPDPs submittal dates during all bid explanation and pre-award meetings.
M&SSD can be invited to attend the bid explanation and kick off meetings to
help clarify SPDP requirements.

5.4 Ensure the Contractor submits a SPP in accordance with paragraph 4.2.

5.5 Review and ensure that the SPP is complete and any deficiencies and omissions
are promptly resolved.

5.6 Submit the SPP to M&SSD for review and approval.

5.7 Review the Contractor's Monthly Spare Parts Data Package Status Report
(SPDPSR) for completeness and accuracy (Refer to SPDPSR format in
Appendix B). Send the SPDPSR to M&SSD and to relevant Proponent/MRO
organizations.

5.8 Request SA-ID numbers from Engineering Services in accordance with

SAEP-334 and Facility Data Management System (FDMS).

5.9 Ensure that the Instructions to Suppliers for Providing Spare Parts and
Operating Materials Data for New Equipment Purchased for or by Saudi

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment

Aramco (See Appendix C) and applicable equipment checklists (shown in

Appendix D) are included in Contractor RFQs and Purchase Orders.

5.10 Coordinate with M&SSD to arrange for SPDP kickoff meetings with contractor
and supplier. Obtain all necessary data, SPDP checklists, instructions how to
assemble SPDP, and other information required to train the Contractor.

5.11 Ensure the Contractor and his Suppliers submit complete and acceptable SPDPs
in accordance with the SPDP submittal schedule.

5.12 Review SPDPs for completeness and forward them to M&SSD for detailed
review. Forward M&SSD’s Review Sheets, for rejected SPDPs, promptly to
Contractors to obtain the missing information.

5.13 Discuss and expedite SPDPs submittal with the Contractor during the weekly
progress meeting.

5.14 Conduct detailed weekly meetings, as required, with the Contractor to review
the status and progress of SPDPs. Expedite SPDPs according to the SPDPs
submittal schedule and issue progress reports.

5.15 Submit the Saudi Aramco tag numbers list of all equipment to M&SSD at the
early stage of the project.

6 Responsibilities - Materials & Services Standardization Division (M&SSD)

The responsibilities of M&SSD are summarized but not limited to the following:

6.1 Participate in the Project Kick-off and Bid Explanation meetings, as required.

6.2 Conduct Spare Parts Kick-off meeting within sixty (60) calendar days after the
contract award, as deemed necessary.

6.3 Review and approve SPP.

6.4 Provide training to the contractor SPC and to other concerned Contractor /
Supplier personnel on how to assemble complete and acceptable SPDPs.

6.5 Review Monthly SPDPSR (Appendix B) for completeness and accuracy.

Determine which items will require SPDPs. Send comments, if any, to the
SAPMT.

6.6 Conduct detailed reviews of the SPDPs, within thirty (30) calendar days from
receipt, and forward SPDP Review Sheet comments to SAPMT. The Review
Sheet will provide specific comments on SPDP deficiencies.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment

6.7 Maintain SPDPs processing status reports online through SAP MDM.

6.8 Catalog the spare parts and operating materials data and upload them in
SAP/R3.

6.9 Ensure that all items cataloged are extended to the appropriate Material Service
Center and the Customer Plant.

7 Exemptions
Equipment already covered under an existing Maintenance Services Contract where
the Contractor is responsible for supplying spare parts.

Revision Summary
31 March 2014 Revised the Next Planned Update, reaffirmed the content of the document, and reissued as
major revision.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3101
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for Contractor Procured Equipment

Appendices

A. Glossary of Terms

B. Spare Parts Data Package Status Report (SPDPSR) Required Format

C. Instructions to Suppliers for Providing Spare Parts and Operating Materials Data
for New Equipment Purchased for, or by Saudi Aramco

D. Spare Parts Data Package (SPDP) Checklists

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