Instructions for filling the SPF-E: Spare Parts File form by Main Equipment.

Each VENDOR and SUPPLIER will have to issue a complete set of the Spare Parts documents he has produced for himself or his SUBCONTRACTORS
(Appendixes 1 to 3). The EPC will have to verify/complete all the Spare Parts documents issued from the VENDORS and SUPPLIERS (Appendixes 1 to 3). The
MIEC Contractor will have to compile and complete these lists in order to provide a complete set of Spare Parts documents for the whole project (Appendixes
1 to 6).

The instructions to fill in the SPF-E form are detailed below.

The abbreviations used below are as follow:

-->V&S = VENDOR or SUPPLIER
-->COMP. = COMPANY
-->MIE = MIEC Contractor
-->EPC = Engineering Procurement Contractor

The cells in the printed SPF-E form are numbered. The numbers correspond to the instructions in the following table.
All spare parts files must be drawn up by the VENDOR and SUPPLIER.
One electronic SPF-E (Excel file) will be created for each main equipment (V&S):
- One SPF-E for the main equipment (main tag or identical) or the group,
- As many SPL-E as needed for the different sub-equipment that constitute the main equipment,
- One SL for the main equipment.

The Excel files for main equipment will be named E-XXX-RR.xls.

With E for Equipment, XXX for numbering the file, RR for the revision.

Quality
No. Completion by Final review by Instructions
reviewed by
1 V&S EPC MIE SPF-E number as per the project document numbering specification.
2 V&S EPC MIE Page number and total number of pages of the file
3 V&S EPC MIE Revision number of the file with date of revision
4 V&S EPC MIE Number of the main order for equipment
Name and contact details of the VENDOR or SUPPLIER with whom main order for equipment has been
5 V&S EPC MIE
placed
6 V&S EPC MIE COMPANY project name with the logo
7 V&S EPC MIE Legal name of the subsidiary for which material is intended
8 V&S EPC MIE Relevant job number – no. of Maintenance Engineering Contract
9 V&S EPC MIE Name of the field on which the material is to be installed.
10 V&S EPC MIE Code or name of the section on the field
11 V&S EPC MIE Code or name of the oil system in which is the equipment
12 V&S EPC MIE Code or name of the unit in which is the equipment
13 V&S EPC MIE Name of the MIEC Contractor
14 V&S EPC MIE Description of main equipment ordered under the order number given in 4
15 V&S EPC MIE VENDOR or SUPPLIER of the main equipment
16 V&S EPC MIE Type or model of the equipment ordered
17 V&S EPC MIE Manufacturing serial number(s) of the equipment
18 V&S EPC MIE Equipment identification tag on the PID (or schematic)

Table of contents of the file (PID, section plans, section diagrams, documentation, etc.). The SPF-E must
19 V&S EPC MIE
enclose the PID(s) of the system(s) for which the equipment ordered in this SPF-E is intended

20 V&S EPC MIE Line by line = number of the SPL-E list for the relevant equipment or sub-equipment
21 V&S EPC MIE Number of pages in each list
Brief description of the equipment or sub-equipment to which the list applies, together with its PID
22 V&S EPC MIE
identification
23 V&S EPC MIE Name of the VENDOR or SUPPLIER of each equipment or sub-equipment
24 V&S EPC MIE Main order for the supplied equipment
25 V&S EPC MIE Sub order for the supplied equipment
26 V&S EPC MIE Revision number of each list
27 V&S EPC MIE Revision date of each list
28 MIE MIE COMP. Name, date and signature of the MIEC Contractor person in charge

29 COMP. COMP. COMP. Name, date and signature of the COMPANY person in charge (usually the project maintenance engineer)
30 V&S EPC MIE File name under which the SPF-E has been saved (right of header)
31 V&S EPC MIE Total of the amount of the SPF-E
 This document is the property of Totalfinaelf and shall not be disclosed to third parties or reproduced without permission of the owner 444812272.xls

30
REVISION MAIN ORDER PAGE

6 SPF-E no 1 3 4 2

List total amount : 31

VENDOR or SUPPLIER 15
ADDRESS
SUBSIDIARY 7
JOB 8 5
FIELD 9
SECTOR 10 EQUIPMENT Description: 14 PHONE
SYSTEM 11 MODEL: 16 FAX
UNIT 12 SERIAL no: 17 email
MIEC Contractor 13 TAG no: 18 CONTACT

FILE CONTENT SPARE PARTS LISTS SUMMARY

SPL-E no total of pages EQUIPMENT or SUB EQUIPMENT VENDOR or SUPPLIER MAIN ORDER SUB ORDER REVISION DATE

1. 20 21 22 23 24 25 26 27
2.
3.
4. 19
5
6.
7.

APPROVAL
MIEC Contractor Representative
NAME
DATE

VISA 28

Company Representative
NAME
DATE

VISA 29
 Instructions for filling the SPL-E: Spare Parts List form (by Equipment or Sub-Equipment).

Each VENDOR and SUPPLIER will have to issue a complete set of the Spare Parts documents he has produced for himself or his SUBCONTRACTORS (Appendixes 1
to 3). The EPC will have to verify/complete all the Spare Parts documents issued from the VENDORS and SUPPLIERS (Appendixes 1 to 3). The MIEC Contractor will
have to compile and complete these lists in order to provide a complete set of Spare Parts documents for the whole project (Appendixes 1 to 6).

The instructions to fill in the SPL -E form are detailed below.

The abbreviations used below are as follow:

-->V&S = VENDOR or SUPPLIER
-->COMP. = COMPANY
-->MIE = MIEC Contractor
-->EPC = Engineering Procurement Contractor

The cells in the printed SPL-E form are numbered. The numbers correspond to the instructions in the following table.

All SPL-E must be drawn up by the VENDOR and SUPPLIER, and completed/finalised by the MIEC Contractor.

Important:
The VENDOR and SUPPLIER must provide with the corresponding SPL-E all relative documentation (drawings, PID’s, overall views, exploded
views, sectional views, maintenance files, etc.).

No. Completion by Quality Final review Instructions

reviewed by by
1 MIE MIE COMP Name of the project
2 V&S EPC MIE SPL-E number as per the project document numbering specification.
3 V&S EPC MIE Page number and total number of pages of the SPL-E
4 V&S EPC MIE Revision number
5 V&S EPC MIE Revision date
6 V&S EPC COMP Revision description
7 MIE MIE COMP Leading discipline of the package
8 V&S EPC MIE SPL-E originator
9 MIE MIE COMP Approbation of the SPL-E by MIEC Contractor
10 COMP COMP COMP Approbation by COMPANY
11 V&S EPC MIE Name of the VENDOR or SUPPLIER of the package or main equipment
12 V&S EPC MIE Number of the main order
13 V&S EPC MIE Description of the main equipment (ex oil export boosting pumps)
14 MIE MIE COMP Tag number of the main equipment
15 MIE MIE COMP Tag number of the equipment or sub-equipment
16 V&S EPC MIE Description of the concerned sub equipment (ex centrifugal pump)
17 V&S EPC MIE Vendor or supplier of the equipment or sub equipment
18 V&S EPC MIE Model of the equipment or sub equipment
Serial numbers. If there are more than one piece of equipment of the same type, only one SPL-E will be
19 V&S EPC MIE produced for this type of equipment and therefore the serial number will become a list of serial numbers

Observations or further information in connection with the entries made on the form for clarification
20 V&S EPC MIE
purposes
21 V&S EPC MIE Item number of each spare part listed
22 MIE MIE COMP Revision of the data of the item
Component of the sub equipment on which the spare part is installed (ex bearing, casing, impeller, etc.)
23 V&S EPC MIE
24 V&S EPC MIE Name of the MANUFACTURER of the spare part
25 V&S EPC MIE MANUFACTURER reference of the spare part
26 V&S EPC MIE Name of the VENDOR or SUPPLIER of the spare part
27 V&S EPC MIE VENDOR or SUPPLIER reference of the spare part
Precise description of the material or spare part. Should allow complete identification of the material.
28 V&S EPC MIE (As per COMPANY procurement department requirements)

29 V&S EPC MIE Drawing number and reference on the drawing for the relevant spare part
Type of spare part, indicate:
·         for a wear part the letter U, for safety stock material S
30 V&S EPC MIE ·        for standard material: ST, for specific material: SP, and for spare piece of equipment SE

Enter therefore: UST or USP or USE, SST or SSP or SSE

31 V&S EPC MIE List of Units
32 V&S EPC MIE Number of identical parts per material or sub-equipment installed
33 V&S EPC MIE Number of sub-equipment installed
34 V&S EPC MIE Total quantity of installed spare parts
Quantity of commissioning / start-up spare parts recommended by VENDOR or SUPPLIER
35 V&S EPC MIE
36 V&S EPC MIE Quantity of capital spare parts recommended by Supplier
Quantity of consumption Operating spare parts during a minimum of 2 years of operations
37 V&S EPC MIE
recommended by VENDOR or SUPPLIER
Delivery time (ex works) for above parts expressed in weeks following the date of an order
38 V&S EPC MIE

39 V&S EPC MIE Unit prices of the parts must be indicated ex-works with standard packaging
COMPANY Material Master Code. The COMPANY will provide the list of the spare parts references
already existing in the affiliate. MIEC Contractor will use these references for spare parts already
40 MIE MIE COMP known, and will create new references (for preparation) for the spare parts specific to project. These
references will be used for the loading in the COMPANY stock management system.

Indicate (see appendix 7):- MM for Mini - Maxi,- MS for supervised stock,- SS for security stock
material,- no stock Qty for the not stored spare parts (but included in a BOM), or other
41 MIE MIE COMP abbreviations/codes used in the subsidiary's stock management software

Number of parts considered necessary to avoid being out of stock during the re-ordering period, for the
project only. The entity in charge of spare parts in the COMPANY subsidiary will have to update its own
42 MIE MIE COMP mini maxi quantities to take in account the new project equipment

Number of parts calculated on the basis of the economical order quantity, for the project only. The entity
in charge of spare parts in the COMPANY subsidiary will have to update its own mini maxi quantities to
43 MIE MIE COMP take in account the new project equipment

44 MIE MIE COMP Number of parts considered necessary for supervised stock and security stock
Quantity of spare parts the MIEC Contractor recommends to order. This number will be used to draw up
the Purchase Request. (for insurance or capital spare parts, which will be ordered with the equipment
45 MIE MIE COMP on a project budget, this number will systematically be 0)

The letter “A” will mean that the line is approved by the COMPANY representative (COMPANY
46 COMP COMP COMP
maintenance engineer)
47 V&S MIE COMP Total amount of the SPL-E
48 V&S EPC MIE File name of the SPF-E under which the SPL-E has been saved (right of header)
 48

SPL-E no: 2 Page: 3

1 SPL-E
List total amount : 47
Written by: 8
MAIN EQUIPMENT (main tag) EQUIPMENT or SUB EQUIPMENT Remarks: 20 Revision no: 4 Date: 5
Tag no: 15 Revision description: 6
Supplier or Vendor: 11 Description: 16
Main order: 12 Vendor or Supllier 17 Leading discipline: 7
Description: 13 Model: 18 MIEC Contractor Approval: 9
Tag no: 14 Serial no: 19 Company approval: 10

Installed Proposal MIEC Contractor Recommendation

Quantity maxi for MM

Quantity per material

Quantity mini for MM

Quantity for SU & SE

Unit price (Currency)
Number of materials

Delivery time (week)

Company approval
Company Material

Management type

Quantity to order
Comm. / Start-up
Item no.

Revised

Manufacturer Part Drawing no /

Total Quantity
Component Manufacturer name Vendor Vendor Reference Article description

Operating SP
Type of parts

Master Code
Number Reference

Capital
Unit
21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46
 Instructions for filling the ML: MANUFACTURER List form.

Each VENDOR and SUPPLIER must fill in the MANUFACTURER List to give their address, phone no., contact, etc and those of their SUBCONTRACTORS. The EPC
will have to verify/complete all the Spare Parts documents issued from the VENDORS and SUPPLIERS (Appendixes 1 to 3). The MIEC Contractor will have to
compile and complete all these lists in order to issue a complete suppliers list for the project.

The instructions to fill in the ML form are detailed below.

The abbreviations used below are as follow:

-->V&S = VENDOR and SUPPLIER
-->EPC = Engineering Procurement Contractor
-->MIE = MIEC Contractor

The cells in the printed ML form are numbered. The numbers correspond to the instructions in the following tables.

Quality
No. Completion by reviewed by Final review by Instructions
1 V&S EPC MIE Name of VENDOR or SUPPLIER of the installed main equipment
2 V&S EPC MIE SPF-E number as per the project document numbering specification
3 V&S EPC MIE Revision number of the concerned SPF-E
4 V&S EPC MIE SPF-E Revision date
5 V&S EPC MIE Page number/total number of pages in the list
6 V&S EPC MIE Name of MANUFACTURERS
7, 8, 9,
V&S EPC MIE Address of MANUFACTURERS
10
11 V&S EPC MIE Contact person with MANUFACTURERS
12, 13,
V&S EPC MIE Telephone, fax numbers and email of MANUFACTURERS
14
15 V&S EPC MIE File name under which the list has been saved (right of header)
 MANUFACTURER LIST 15

VENDOR or SUPPLIER SPF-E no : SPF-E Revision no : SPF-E Revision Date PAGE no:
1 2 3 4 5

MANUFACTURER ADDRESS CITY ZIP CODE Country CONTACT TELEPHONE FAX email

6 7 8 9 10 11 12 13 14
 Instructions for filling the SPF-R: Spare Parts File by SUPPLIER (grouping from several main equipment)

The MIEC Contractor will have to issue a complete SPF-R. The MIEC Contractor will have to compile and complete this SPF-R in order to provide a
complete set of SPL-R for the whole project to prepare the spare parts purchase process.

The instructions to fill in the SPF-R form are detailed below.

The abbreviations used below are as follow:

-->COMP. = COMPANY
-->MIE = MIEC Contractor
-->EPC = Engineering Procurement Construction (Installation)

The cells in the printed SPF-R form are numbered. The numbers correspond to the instructions in the following table.

The SPF-R must be drawn up, completed and finalized by the MIEC Contractor.

An electronic SPF-R (Excel file) will be created for the project (MIEC Contractor):

The Excel file for SPF-R will be named R-XXX-RR.xls.

With R for grouping, XXX for numbering the file, RR for the revision.

No. Completion by Reviewed by Instructions

1 MIE COMP SPF-R number as per the project document numbering specification.
2 MIE COMP Name of the chosen SUPPLIER after the CFT
3 MIE COMP Revision number of the file
4 MIE COMP Revision date of the File
5 MIE COMP COMPANY project name with the logo
6 MIE COMP Legal name of the subsidiary for which material is intended
7 MIE COMP Relevant job number – no. of Maintenance Engineering Contract
8 MIE COMP Name of the field on which the material is to be installed.
9 MIE COMP Code or name of the section on the field
10 MIE COMP Name of the MIEC Contractor
11 MIE COMP Line by line = number of the SPL-R list for the relevant Manufacturer
12 MIE COMP Number of pages in each SPL-R
13 MIE COMP Name of the Manufacturers or main description (as per SPL-R)
14 MIE COMP Revision number of the list
15 MIE COMP Revision date of the list
16 MIE COMP Name, date and signature of the MIEC Contractor person in charge
Name, date and signature of the COMPANY person in charge (usually the project maintenance
17 COMP. COMP
engineer)
Name, date and signature of the Subsidiary person in charge of Procurement (as per approved
18 COMP. COMP
workflow)
Name, date and signature of the Subsidiary person with commitment authorization (as per approved
19 COMP. COMP
workflow)
20 MIE COMP SUPPLIER's offer number
21 MIE COMP Proposal date
22 MIE COMP Validity of the offer
23 MIE COMP File name under which the SPF-R has been saved (right of header)
 5

23
REVISION DATE
SUBSIDIARY 6 SPF-R 1 3 4
JOB 7 ADRESS
FIELD 8
SECTOR 9
SUPPLIER NAME 2
Phone
FAX
email
MIEC Contractor 10 SUPPLIER offer no.: 20 Proposal date: 21 Validity of the offer: 22 Contact

SPL-R no total of pages MANUFACTURER or MAIN DESCRIPTION REVISION DATE

11 12 13 14 15
APPROVAL
MIEC Contactor Representative
NAME
DATE

VISA 16

Company Representative
NAME
DATE

VISA 17

Procurement Representative
NAME
DATE

VISA 18

Autorisation for expenses

AMOUNT
NAME
DATE

VISA 19
Instructions for filling the SPL-R: Spare Parts List by MANUFACTER and SUPPLIER (grouping from several
main equipment).

MIEC Contractor will have to issue spare parts list for all Spare parts grouped by MANUFACTURER and SUPPLIER to prepare the spare parts
purchase process.

The instructions to fill in the SPL -R form are detailed below.

The abbreviations used below are as follow:

-->COMP. = COMPANY
-->MIE = MIEC Contractor

The cells in the printed SPL-R form are numbered. The numbers correspond to the instructions in the following table.

All spare parts lists must be drawn up, completed and finalised by the MIEC Contractor.

Important: A lot of informations are issue from SPL-E

No. Completion by Reviewed by Instructions

1 MIE COMP Name of the project with the logo

2 MIE COMP SPL-R number as per the project document numbering specification.
3 MIE COMP Page number and total number of pages of the SPL-R
4 MIE COMP Revision number
5 MIE COMP Revision date
6 MIE COMP Revision description
7 MIE COMP Leading discipline of the package
8 MIE COMP SPL-R originator
9 MIE COMP Approbation of the SPL-R by MIEC Contractor
10 COMP COMP Approbation by COMPANY
11 MIE COMP List total amount
12 MIE COMP MANUFACTURER's name of the concerned SPL-R
13 MIE COMP SUPPLIER's name of the concerned SPL-R (selected after CFT)
Observations or further information in connection with the entries made on the form for clarification
14 MIE COMP
purposes
15 MIE COMP Item number of each spare part listed
16 MIE COMP Revision of the data of the item
Component of the sub equipment on which the spare part is installed (ex bearing, casing, impeller, etc.)
17 MIE COMP

18 MIE COMP MANUFACTURER reference of the spare part

19 MIE COMP FINAL SUPPLIER's reference of the spare part
Precise description of the material or spare part. Should allow complete identification of the material.
20 MIE COMP (As per COMPANY procurement department requirements)

21 MIE COMP Drawing number and reference on the drawing for the relevant spare part
Type of spare part, indicate:
·         for a wear part the letter U, for safety stock material S
22 MIE COMP ·        for standard material: ST, for specific material: SP, and for spare piece of equipment SE

Enter therefore: UST or USP or USE, SST or SSP or SSE

23 MIE COMP List of Units
24 MIE COMP Quantity maxi installed on one equipment
25 MIE COMP Total quantity of installed spare parts
Quantity of commissioning / start-up spare parts recommended by VENDOR and SUPPLIER
26 MIE COMP

27 MIE COMP Quantity of capital spare parts recommended by Supplier

Quantity of consumption Operating spare parts for a minimum of 2 years operations recommended by
28 MIE COMP VENDORS and SUPPLIERS (be careful that an item can be concerned by more than 1 equipment)

Delivery time (ex works) for above parts expressed in weeks following the date of an order
29 MIE COMP

30 MIE COMP Unit prices of the parts must be indicated ex-works with standard packaging
COMPANY spare parts references. The COMPANY will provide the list of the SP references already
existing in the affiliate. MIEC Contractor will use these references for spare parts already known, and
31 MIE COMP will create new references (for preparation) for the spare parts specific to project. These references will
be used for the loading in the COMPANY stock management system.

Indicate (see appendix 7):- MM for Mini - Maxi,- MS for supervised stock,- SS for security stock
material,- no stock Qty for the not stored spare parts (but included in a BOM), or other
32 MIE COMP abbreviations/codes used in the subsidiary's stock management software

Number of parts considered necessary to avoid being out of stock during the re-ordering period, for the
project only. The entity in charge of spare parts in the COMPANY subsidiary will have to update its own
33 MIE COMP mini maxi quantities to take in account the new project equipment

Number of parts calculated on the basis of the economical order quantity, for the project only. The entity
in charge of spare parts in the COMPANY subsidiary will have to update its own mini maxi quantities to
34 MIE COMP take in account the new project equipment

35 MIE COMP Number of parts considered necessary for supervised stock and security stock
Quantity of spare parts the MIEC Contractor recommends to order. This number will be used to draw up
the Purchase Request. (for insurance or capital spare parts, which will be ordered with the equipment
36 MIE COMP on a project budget, this number will systematically be 0)

The letter “A” will mean that the line is approved by the COMPANY representative (COMPANY
37 MIE COMP
maintenance engineer)
38 MIE COMP File name of the SPF-R under which the SPL-R has been saved (right of header)
 38

SPL-R no: 2 Page: 3

1 SPL-R
List total amount : 11
Written by: 8
SPL-R main description: 39 Remarks: 14 Revision no: 4 Date: 5
Rev description: 6

MANUFACTURER: 12 SUPPLIER: 13 Leading discipline: 7

MIEC Contractor Approval: 9
Company Representative approval: 10

installed Proposal ME Recommendation

Quantity maxi installed on

Company Material Master

Total Quantity on all the

Quantity maxi for MM

Quantity for SU & SE

Unit price (Currency)

Quantity mini for MM

Delivery time (week)

Company approval
Revised
Item no.

Management type

Quantity to order
Comm. / Start-up
Manufacturer Part Supplier Drawing no /
Component Article description

one equipment
number Reference Reference

Operating SP
Type of parts

equipments

Capital

Code
Unit
15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37
 Instructions for filling the EL: Equipment List.

MIEC Contractor will have to issue Equipment Lists for each SPL-R to make sure that all the equipments parts issued from SPL-E and the
SPL-R have been taken into account.

These Equipment Lists are the documents which permit to follow the items in all the different lists.

The instructions to fill in the EL form are detailed below.

The abbreviations used below are as follow:

-->COMP. = COMPANY
-->MIE = MIEC Contractor

The cells in the printed EL form are numbered. The numbers correspond to the instructions in the following table.

All Equipment Lists must be drawn up, completed and finalised by the MIEC Contractor.

No. Completion Reviewed by Instructions

by
MIE COMP SPF-R number as per the project document numbering specification from which is issue the Equipment
1
List.
2 MIE COMP Name of the Manufacturer
3 MIE COMP Adress of the Manufacturer
4 MIE COMP Phone number of the Manufacturer
5 MIE COMP Fax number of the Manufacturer
6 MIE COMP E-mail address of the Manufacturer
7 MIE COMP Name of the Manufacturer’s contact
8 MIE COMP COMPANY spare parts references
MIE COMP Precise description of the material or spare part. Should allow complete identification of the material.
9 (As per COMPANY procurement department requirements)
10 MIE COMP Part number in the nomenclature reference
11 MIE COMP Typical description of equipment (e.g. reciprocating pump)
12 MIE COMP Serial number
13 MIE COMP Model of the part in the nomenclature reference
14 MIE COMP Numbers of all the SPF-E which in is the relevant Spar Part.
15 MIE COMP Numbers of all the SPL-E which in is the relevant Spar Part.
16 MIE COMP Item number of each spare part listed in the relevant SPL-E named in N°13
MIE COMP Tag number of each spare part of the equipments of the relevant SPL-E named in N°13
17

18 MIE COMP File name under which the EL has been saved (right of header)
19 MIE COMP EL originator
20 MIE COMP Revision number
21 MIE COMP Revision date
22 MIE COMP Revision description
23 MIE COMP Leading discipline of the package
24 MIE COMP Approbation of the EL by MIEC Contractor
25 MIE COMP Approbation by COMPANY Representative
26 MIE COMP Name of the project with the logo
 18
EQUIPMENT LIST
26 SPF-R no 1

SUPPLIER 2 Written by: 19

ADDRESS 3 Revision no: 20 20
Rev date: 21
Rev description: 22
Leading discipline: 23
PHONE 4 MIEC Contractor Approval: 24
FAX 5 Company Representative approval: 25
email 6
CONTACT 7

Company Material Master

Description Part Number Typical description Serial number Model SPF-E no SPL-E no Item no Tag no
Code

8 9 10 11 12 13 14 15 16 17