KASHAGAN DEVELOPMENT EXPERIMENTAL PROGRAM

SUPPLIER DOCUMENTATION INSTRUCTIONS

KE01-00-000-AK-A-PR-0676-000

REVISION A01

NOVEMBER 2004

ABSTRACT
This document defines how Suppliers shall identify, format and submit
documentation for Company review.

A01 5/11/2004 Issued for Implementation MS KH MG

Note: All issues up to Rev P02 (8/07/2004) were generated by KDPC. Thereafter (from Rev A01 onwards)
the revisions were generated by Agip KCO.
P02 8/07/2004 IDC Comments Consolidated KH MS
P01 30/05/2004 Issued for review KH NZ
Supersedes Document –
KE01.00.000.KD.Z.PR.0004.000
REV. DATE REASON FOR ISSUE PREPARED CHECKED APPROVED

The copyright of this document is vested in Agip KCO NV, The Hague. All rights reserved. Neither the whole nor any part of this document may be reproduced,
stored in any retrieval system or transmitted in any form or by any means (electronic, mechanical, reprographic, recording or otherwise) without the prior
consent of the copyright owner,
Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01– November 2004
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Document Verification

RACIE Record

R esponsible: EPMT IMIS Manager (Nada Zdravkovic)

Signed:

Date:

A ccountable: KPD IMIS Manager (Stephen Airey)

Signed:

Date:

C onsulted: D. Stone; M. Gillan; M. O’Neill; P. Tomlinson; K. Halton;

I nformed: See Distribution List

E ndorsed EP Project Manager (Stefano Fomiatti)

Signed:

Date:

RACIE Terms
Responsible
R
The person who actually does the work and/or produces the document.
Accountable
A
The person who has to answer for success or failure of the work and/or the quality and timeliness of the document.
Consulted
C
Those who must be consulted during the work and/or before the document is published..
Informed
I
Those who must be informed in order to do the job and/or produce the document.
Endorsed
E
Those who must approve the work completion and/or document before publication.

Hold Record
Mark Page Number
<HOLD>

Supplier Documentation Instructions

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Rev. A01– November 2004
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Document Distribution
Date Copies No. Site Addressee / Position Holder Company
/Format
AKCO
5 Nov 04 ELEC LDN B. Surendran

AKCO
5 Nov 04 ELEC LDN B. Dunsmore

AKCO
5 Nov 04 ELEC LDN B. Twist

AKCO
5 Nov 04 ELEC LDN D. Sen

AKCO
5 Nov 04 ELEC LDN G. Gundy

AKCO
5 Nov 04 ELEC LDN M. Hellman

AKCO
5 Nov 04 ELEC LDN N. Grant

AKCO
5 Nov 04 ELEC LDN R. Barnett

AKCO
5 Nov 04 ELEC LDN R. Houston

AKCO
5 Nov 04 ELEC LDN R. Taylor

AKCO
5 Nov 04 ELEC LDN T. Jarvis

AKCO
5 Nov 04 ELEC LDN IMIS Coordinators

AKCO
5 Nov 04 ELEC LDN Package Managers

AKCO
5 Nov 04 ELEC LDN AGIPKCO Contracts and Procurement

5 Nov 04 ELEC LDN S. Rovelli AKCO

5 Nov 04 ELEC LDN A. Marzoli AKCO

5 Nov 04 ELEC LDN P. Blake KDPC

5 Nov 04 ELEC LDN M. Palmer KDPC

Total

Supplier Documentation Instructions

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TABLE OF CONTENTS
1 INTRODUCTION 6
1.1 SCOPE 6
1.2 DISTRIBUTION, INTENDED USE AND REGULATORY CONSIDERATIONS 6
1.3 DEFINITIONS 6
1.3.1 General definitions 6
1.3.2 Specific definitions 7
1.4 ABBREVIATIONS 7
1.5 CROSS REFERENCES 7
2. ROLES AND RESPONSIBILITIES 7
3. DOCUMENTATION REQUIREMENTS 8
3.1 SUPPLIER DOCUMENTS REQUIREMENTS SCHEDULE (SDRS) 8
3.2 SUPPLIER DOCUMENT INDEX (SDI) 8
4. DOCUMENT FORMATS / IDENTIFICATION OF DOCUMENTS 9
4.1 DOCUMENT NUMBERING 9
4.2 SUPPLIER DOCUMENT DECALS/SUPPLIER DOCUMENT A4 COVER SHEETS 11
4.3 QUALITY OF DOCUMENTS 11
4.4 TRANSLATION REQUIREMENTS 11
4.5 OTHER PROFORMAS TO BE USED 12
5. METHOD OF SUBMISSION FOR COMPANY REVIEW 12
5.1 ELECTRONIC FORMATS 12
5.2 ELECTRONIC FILE NAMING CONVENTION 12
6. COMPANY REVIEW / SUPPLIER RESUBMISSION 13
6.1 RETURN CODES 13
6.2 TIME ALLOWED FOR COMPANY REVIEW 13
6.3 METHOD OF RETURN TO SUPPLIER 13
6.4 SUPPLIER RESUBMISSION 13
7. TECHNICAL OPERATING AND MAINTENANCE MANUAL (TOM) AND EQUIPMENT /
MATERIAL PASSPORT 14
7.1 TOM MANUAL (SDRS CODE N01) 14
7.1.1 Format and content 14
7.1.2 Hard copies required / translation requirements 14
7.1.3 Electronic copy of TOM (SDRS Code N10) 14
7.1.4 Submission instructions 14
7.2 EQUIPMENT / MATERIAL PASSPORT (SDRS CODE M01) 14
7.2.1 Format and Content 14
7.2.2 Hard copies required / translation requirements 14
7.2.3 Electronic copy of Equipment / Material Passport (SDRS Code M03) 15
7.2.4 Submission instructions 15
7.3 PRESENTATION OF MANUALS 15
7.3.1 Binders 15
7.3.2 Supplier Document A4/A3 Cover Sheet 15
7.3.3 Supplier’s Title page 15
7.3.4 Indexing and page numbering 16
7.3.5 Insertion of drawings and documents 16
8. FINAL ELECTRONIC HANDOVER (SDRS CODE N11) 16
ANNEX A – TYPICAL SUPPLIER DOCUMENT REQUIREMENTS SCHEDULE (SDRS) 18

Supplier Documentation Instructions

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ANNEX B – TYPICAL EXAMPLE OF SUPPLIER DOCUMENT INDEX (SDI) 19

ANNEX C – SUPPLIER DOCUMENT DECAL 20
ANNEX D – SUPPLIER DOCUMENT A4/A3 COVER SHEET 21
ANNEX E – TOM & EQUIPMENT / MATERIAL PASSPORT FRONT COVER SHEETS AND SPINES 22

Supplier Documentation Instructions

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1 INTRODUCTION

This procedure defines how Suppliers shall identify, format and submit documentation for
Company review.
This document does not cover how Suppliers shall submit data or operations and
maintenance information. This is contained in Contractor Data Requirements Definition
KE01-00-000-AK-Y-LS-0001-000.
This document supersedes KE01.00.000.KD.Z.PR.0004.000 Supplier Documentation
Instructions. Additions or changes to information from the last document have been
highlighted, however changes to numbering have not.

1.1 SCOPE
This procedure applies for all documentation required from Suppliers in the execution of an
Enquiry Requisition and subsequently the Purchase Requisition.
The standards of presentation and quality defined herein apply to all submissions /
resubmissions of Supplier documents.
Where this procedure accompanies an Enquiry package, the term “Supplier” shall mean
“Bidder”.

1.2 DISTRIBUTION, INTENDED USE AND REGULATORY CONSIDERATIONS

This document is the property of COMPANY. Permission is required to share this with any
other party other than internal to the target party to whom it is originally distributed.
This document is prepared and owned by the IMIS Group on the Kashagan Project.
All discussion and interpretation of this document is to be coordinated through the IMIS
group located in Brentford London or through their COMPANY representative.

1.3 DEFINITIONS

1.3.1 General definitions

The Contractor is the party which carries out all or part of the design, engineering,
procurement, construction, commissioning or management of a project, or operation or
maintenance of a facility. The Company may undertake all or part of the duties of the
Contractor.
The Supplier (Manufacturer/Vendor) is the party which manufactures or supplies
equipment and services to perform the duties specified by the Contractor.
The Company is the party which initiates the project and ultimately pays for its design and
construction. The Company will generally specify the technical requirements. The Company
may also include an agent or consultant authorised to act for, and on behalf of, the
Company.
The word document shall mean both textual documents and drawings.
The word shall indicates a requirement.
The word should indicates a recommendation.

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1.3.2 Specific definitions

IMIS – A suite of systems provided through a web interface that collects project data from
different sources before consolidating it into a single set of project information.

1.4 ABBREVIATIONS

IMIS Integrated Management Information System

SDRS Supplier Document Requirements Schedule (SDRS) indicates what

documentation is required, when & by whom & the type of submission
required.
SDI Supplier Document Index
TOM Technical and Operating Maintenance (TOM) Manual

1.5 CROSS REFERENCES

Title: Document Numbering

Document Number: KE01-00-000-AK-A-PR-0001-000
Title: Supplier Document Requirements Schedule (SDRS) Overall List
Document Number: KE01.00.000.KD.M.LD.0008.000
Title: Supplier Document Descriptions
Document Number: KE01.00.000.KD.A.LD.0002.000
Title: Execution Contractor and Direct Supplier use of Electronic Document Management
System
Document Number: KE01-00-000-AK-A-PR-0726-000
Title: Contractor Data Requirements Definition
Document Number: KE01-00-000-AK-Y-LS-0001-000

2. ROLES AND RESPONSIBILITIES

Supplier is responsible for submitting documentation in accordance with the requirements

specified within this document. Documents received by Company, which fail to meet the
required standards, may be rejected by Company without review. Supplier shall ensure that
their Sub Supplier’s documentation also meets the required standard.
Where Supplier foresees that he cannot comply with this procedure he shall seek
permission from Company before deviating from the instructions contained herein.
Review and comment by Company representative or conversely failure to review, shall not
imply acceptance or shall relieve the Supplier of his responsibility for the quality or accuracy
of his documents.
Where Company issues this procedure to a Contractor for implementation, the Contractor
shall ensure that documents submitted by their Supplier(s) conform to the requirements of
this procedure. Under these circumstances, references to Company in this procedure shall
mean Contractor and references to Company systems shall mean Contractor’s own
systems.

Supplier Documentation Instructions

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3. DOCUMENTATION REQUIREMENTS

3.1 SUPPLIER DOCUMENTS REQUIREMENTS SCHEDULE (SDRS)

Company’s documentation requirements are identified in general terms in the Supplier

Documents Requirements Schedule (SDRS) included in the Purchase Order (refer Annex A
for example). The SDRS also identifies
• Required date of submission for each category of documents
• Documents required for Review or Information
• Documents to be reviewed at Supplier’s Works (typically certificates)
• Critical (stage payment) documents
• Documents required to be translated into Russian
• Documents required to be included in the manuals
Supplier is required to translate the requirements in the SDRS into a register of individual
documents known as the Supplier Document Index (SDI).

3.2 SUPPLIER DOCUMENT INDEX (SDI)

Supplier shall utilise Company supplied SDI proforma (for typical example refer Annex B).
The SDI shall be submitted 2 weeks after Purchase Order in electronic format (Microsoft
Excel or comma separated values .csv format).
The purpose of the SDI is to provide an agreed list of all the individual documents that
Supplier shall submit in connection of the Purchase Order. The SDI shall list all documents
and ancillary information in the format shown in Annex B. Once agreed the SDI effectively
replaces the SDRS. The SDI in itself is not used to record the status of documents, but to
provide the basic information for loading into Company’s document control systems which
are used to record receipt of documents and to report document status.
Each document submission (see section 5.1) shall be accompanied by file containing the
equivalent SDI details for loading into Company’s document control systems.
The following is a brief description of the SDI columns and their use:
Contract No. The Contract number allocated by Company to the requisition
Transmittal Number Supplier Transmittal number
Purchase Order No. The Purchase Order number allocated by Company to the
requisition
Project Document No. The document number allocated by Supplier in accordance with
section 4.1.2
Document Revision The document revision allocated by Supplier in accordance with
section 4.1.4. Only required when this index is submitted with
documents. See section 5.1
Supplier Document No. The Supplier’s own unique document number. See section
4.1.1
Supplier Document The Supplier’s own revision number. Only required when this
Revision index is submitted with documents. See section 5.1
Document Title The title as it appears on the document
Discipline The discipline code identified as part of the Project Document
th
No. This is the 4 character in the Purchase Order number
inserted in the Project document number. In the example shown
in section 4.1.2 this would be E.

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Submission Date The actual date of submission of the document. Only required
when this index is submitted with documents. See section 5.1
SDRS Code The SDR code allocated as part of the Project Document No.
See section 4.1.2.
Supplier Name The Supplier company name
Critical Document As identified on Company SDRS column 5. Should be Y or N
Equipment Passport As identified on Company SDRS column 6. Should be Y or N
TOM Manual As identified on Company SDRS column 7. Should be Y or N
Expected date The expected date for document submission
Translation Required As identified on Company SDRS column 8. Should be Y or N
Language Code This will identify the language of the document being submitted.
E=English, R=Russian, DL=Dual Language, ET= Explanatory
Translation. Only required when this index is submitted with
documents. See section 5.1
Expected Date The expected date for document submission.
Final Native File Format This column will be completed by Company to identify
Required documents required finally in native file format.

The SDI shall be considered to be a “live” document for the duration of the Purchase Order
and even when it has achieved Return Code F (refer section 6.1) it should be submitted
periodically (every 8 weeks) to identify any significant changes to the list of documents.

4. DOCUMENT FORMATS / IDENTIFICATION OF DOCUMENTS

4.1 DOCUMENT NUMBERING

Supplier is responsible for assigning document numbers to each document submitted. The
document numbers to be assigned shall be identified on the SDI. For each document there
will be 2 separate document numbers:

4.1.1 Supplier Document Number

This is the “original” document number assigned by the Supplier in accordance with his own
numbering system. This number must also be entered onto the proforma A4/A3 Cover
Sheet (refer section 4.2). The Supplier document number shall be listed in the SDI and shall
be used by Company as a cross reference to the Project document number.
The Supplier shall remove all punctuation (i.e. dashes, slashes, spaces etc.) from their
document number when referencing the number in the SDI.

4.1.2 Project Document Number

The Project Document number contains information to enable tracking / expediting of
documents during the submission / review cycle. This is the document number that will be
quoted on all status reports / correspondence between Company and Supplier. This
document number will be assigned by the Supplier and listed in the SDI. The Supplier will be
responsible for assigning this number in the dedicated space on the decal or A4 Cover
Sheet for each submission of each document.
Refer to KE01-00-000-AK-A-PR-0001-000 Document Numbering for details on how to
number documents.

Supplier Documentation Instructions

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The Project Document number will be formatted as follows:

Figure 4.1.2.1

A A N N - A N- A A A A N N A - A N N - N N N N-N N N

(vi) Sheet Nr

(v) Sequential Number

(iv) Document Type (SDRS) Code

(iii) Purchase Order Number

(ii) Sub-Project Code

(i) Asset Code

Note 1: The Asset Code will always be “KE01”

Note 2: The Purchase Order No is identified in the Purchase Requisition & will take the
following form:

KASH-AA01-PKDE01A
The underlined component PKDE01A is the PO Number structure that is used within the
Supplier document number.
Note 3: SDRS Code as per the Supplier Data Requirements Schedule (SDRS) included in
the Purchase Order.
Note 4: A sequential number from 0001 to 9999, starting with 0001 for each SDRS Code.
Note 5: For documents, the Sheet Number shall be 000. Assignment of Sheet Numbers to
drawings is explained in 4.1.3.

4.1.3 Assignment of sheet numbers to documents

Multi-sheet documents (e.g. procedures, reports, specifications, studies, etc.) shall be
allocated one unique number per document with “000” as the “Document Sheet Number”.

4.1.4 Assignment of sheet numbers to drawings

For multi-sheet A1, A2 or A3 drawings, Supplier shall allocate one unique document number
per sheet. Each sheet shall have the same sequential number (Figure 4.1.2.1(v)) but a
different sheet number (Figure 4.1.2.1 (vi)).
e.g Sheet 1 - Document Number KE01…0888-001
Sheet 2 - Document Number KE01…0888-002
Alternatively for multi-sheet A3 drawings, Supplier may assign one Project Document
number and use an A4/A3 Cover sheet to present this as a composite document. However,
Supplier cannot thereafter revise and submit individual sheets within this document. Any
revision to such composite documents must be submitted as complete documents i.e. all
sheets.
Single sheet drawings shall be allocated a sheet number of 001.

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Once a document has been listed on the SDI the Project document number shall not be re-
used if the document is superseded or issued void. If a document is superseded or issued
void then this shall be clearly indicated in the title space on the SDI.
4.1.5 Revision / Submission Indicators
In connection with the Supplier Document number defined above in section 4.1.1, Supplier
can use his own revision system to identify different issues of documents.
In connection with the Project Document number section 4.1.2 above, the Supplier shall
identify the submission of each issue of each document. Document submissions shall be
identified by Supplier on the Company supplied Decal or A4 Cover Sheet. The first
submission of each document is submission “01”, the second is “02”, the third “03” and so
on.

4.2 SUPPLIER DOCUMENT DECALS/SUPPLIER DOCUMENT A4 COVER SHEETS

Supplier shall ensure each document carries either a Company Supplier Document Decal
(Refer Annex C) or a Company Supplier Document A4/A3 Cover Sheet (refer Annex D).
Company will provide both these items for Supplier to use. The decal is to be used for all
drawings A2 or A1 size. The Cover sheet is to be used for A4 documents.
Supplier may use either the Decal or the Cover sheet for A3 size drawings or documents.
Usually single A3 drawings should carry a Decal whereas multisheet A3 schedules should
be prefaced with the A4/A3 Cover Sheet see Section 4.1.3 above. Annexes C & D identify
the information that must be completed by Supplier on each and every submission. As the
primary method of submission (refer section 5.1) is electronic, it is essential that the decal or
A4 Cover sheet must be included in each and every electronic file submitted by Supplier.

4.3 QUALITY OF DOCUMENTS

Supplier shall utilise the standard ISO sizes for documents and drawings ie A4, A3, A2 and
A1. Supplier shall not use A0 size drawings without Company’s prior permission.
All documents shall be fully legible in either hard copy or electronic format. Company shall
receive all documents as electronic files for printing and circulation in house. It is essential
that all electronic files received can be printed into a legible format without the need for
Company to make adjustments.

4.4 TRANSLATION REQUIREMENTS

All documents shall be supplied in the English language. The documents required to be
translated into Russian are identified in the SDRS. This requirement is transferred onto the
SDI so that each individual document required to be translated is identified. The Russian
translation is only required of the final English version accepted Code F. It is not required
during the review cycle.
Supplier is responsible for ensuring that the Russian version is accurate in terms of
translation and that the translation is of the correct Code F version. Where possible, the
Russian translation should be included as part of the English version i.e. as a composite
dual language document. Where the Russian translation is generated separately from the
English version, then when submitted, the Russian version shall be submitted together with
the English version.
Submission requirements (i.e. document formats and identification) for the final translated
Russian versions remain the same as for all other submissions.

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4.5 OTHER PROFORMAS TO BE USED

Company will provide a “starter kit” to Supplier containing, in electronic format, the following
proformas to be used when submitting documentation:
• Supplier Document Index proforma (Excel) SDRS Code A01
• Supplier Document Decal (CAD & Word)
• Supplier Document A4 Cover Sheet (Word & Excel)
• TOM & Equipment / Material Passport proforma Cover Sheets & Spines

5. METHOD OF SUBMISSION FOR COMPANY REVIEW

5.1 ELECTRONIC FORMATS

Apart from the manuals (refer section 7) and the final electronic handover (refer section 8),
Supplier shall submit all documents for Company review via IMIS (refer to Section 1.3.2) in
electronic format. This shall minimise mailing costs and delays. Electronic formats shall be
as follows:
Drawings: Adobe Acrobat pdf files (CAD files are NOT acceptable for review
purposes. These shall be required for final submission see section
8)
Textual documents: Microsoft Word files
Spreadsheets: Microsoft Excel files
Where documents comprise more than 1 file (for example, a Word document with an Excel
attachment) then the file must be submitted as a single Adobe Acrobat pdf file. It is essential
that the Decal or Cover Sheet (completed by Supplier) is included as part of the electronic
file.
Company describes the mechanism for the submission of these files in:

KE01-00-000-AK-A-PR-0726-000 - Execution Contractor and Direct Supplier use of

Electronic Document Management System.

Each consignment of documents shall be accompanied by an electronic transmittal or

attached to an email, which as a minimum identifies the documents being transmitted. The
documents must be identified on the transmittal by Project Document number, submission
and title. An SDI shall also be submitted containing details for the documents being
submitted.
The Company shall acknowledge receipt of submission of documents or if the document
cannot be accepted, the company shall issue a rejection notice.

5.2 ELECTRONIC FILE NAMING CONVENTION

All files shall be uniquely identified by bearing the same naming convention as the document
number structure indicated in 4.1.2. This information shall be presented in the following
manner:
Each document number component part shall be separated by the “hyphen” character (-)
and include the revision indicator, followed by the format separated by “dot” (.), thus:
The PDF file for Document Number KE01-C0-PAKL01A-J99-0001-000 revision 01 would
carry a file name of:
KE01-C0-PAKL01A-J99-0001-000-01.pdf

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6. COMPANY REVIEW / SUPPLIER RESUBMISSION

6.1 RETURN CODES

Where Company makes comments, these shall be applied to the Supplier document itself.
Company shall assign a Return Code for each submission of each document received for
review. The Return Code assigns a status to each document and identifies any further
action required by Supplier as follows:

CODE DEFINITION REMARKS

I Accepted for Information Only
R Returned with Comments. Supplier
to revise and resubmit for further
review.
Usually reserved for low priority
documents where a full technical review
by Company is deemed unnecessary
Company comments of a minor nature,
which will not inhibit Supplier
progressing the work. Company
comments must be resolved however.

U Unacceptable - major comments. Where Company makes comments of a

Supplier to revise and resubmit for
further review. Work shall not
proceed in the affected areas until
comments are resolved
F Accepted – No Comments. Submit
Russian translation where
required.
T Russian translation accepted – No
Comments.
serious nature, then Supplier should
resolve the problem by the most
expeditious manner.
No further submission for Company
review is required. Submit Russian
translation where required.
No further submissions required.

6.2 TIME ALLOWED FOR COMPANY REVIEW

Company shall be allowed 15 working days to review Supplier’s documents and return
comments.

6.3 METHOD OF RETURN TO SUPPLIER

Company shall return comments to Supplier via IMIS under cover of an electronic transmittal
attached to an email which shall list the documents in the consignment. All returned
documents shall be in Adobe pdf format and shall clearly show any Company comments,
the Return Code and Company’s authorising signature. Documents coded I, F or T will
have the cover sheet only returned showing Company acceptance.

6.4 SUPPLIER RESUBMISSION

Supplier shall be allowed 10 working days to revise and resubmit documents returned at
Code R.
Supplier shall resolve Company comments on any document returned Code U immediately.
As Code U is reserved for major comments, Supplier should initiate dialogue regarding the
nature of the comments immediately.
Supplier shall ensure that all revisions to documents are clearly identified by triangles or, for
textual documents, a line down the right hand side of the page. The method of resubmission
is as per first submissions.

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7. TECHNICAL OPERATING AND MAINTENANCE MANUAL (TOM) AND

EQUIPMENT / MATERIAL PASSPORT

7.1 TOM MANUAL (SDRS CODE N01)

7.1.1 Format and content

The specific SDI documents to be included in the manual are identified in the SDRS. Refer
Section 7.3 for instructions regarding the presentation of this manual.

7.1.2 Hard copies required / translation requirements

Company requires 6 hard copies of the final accepted version of the TOM. This final
accepted version shall be in both English & Russian language. The Russian translation
version is required only after the manual has been accepted Code F, it is not required during
the review cycle.

7.1.3 Electronic copy of TOM (SDRS Code N10)

Company requires 2 electronic copies of the TOM manual. The electronic copies shall be
submitted on CD in Adobe Acrobat pdf format. Supplier shall ensure that the CD version of
the TOM accurately reflects the complete final hard copy version accepted Code F including
the Russian translation.
In recognition of the fact that the electronic TOM is a significant deliverable, it shall be
entered by Supplier on the SDI and assigned the appropriate Company document number.
Supplier shall ensure that the electronic version is suitable for use as an alternative to the
hard copy. Supplier shall ensure that the user can navigate easily between the various
sections of the manual by employing a comprehensive book marking method.

7.1.4 Submission instructions

Supplier shall first submit an index only (SDRS Code N02) of the TOM manual for Company
review. Should the first submission of the index be returned with Company comments then it
shall be revised and resubmitted until Code F has been achieved. Once the index has been
accepted Code F, Supplier can submit one hard copy of the complete manual (in English
language only) for Company review. Should the first submission of the complete manual be
returned with Company comments then it shall be revised and one further hard copy
resubmitted until Code F has been achieved.
Upon receipt of Code F, Supplier shall submit 6 further copies of the complete manual, both
in English & Russian. Supplier shall ensure that the copies supplied are the same as the
version accepted Code F.

7.2 EQUIPMENT / MATERIAL PASSPORT (SDRS CODE M01)

7.2.1 Format and Content

Equipment / Material Passports shall include, where applicable, mandatory Passports for
pressure vessels / heat exchangers, boilers and cranes, all in the formats prescribed within
the Purchase Requisition. The specific SDI documents to be included in the manual are
identified in the SDRS. Refer Section 7.3 for instructions regarding the presentation of this
manual.
7.2.2 Hard copies required / translation requirements
Company requires 3 hard copies of the final accepted version of the Equipment / Material
Passport. This final accepted version shall be in English with an explanatory Russian
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translation. The explanatory Russian translation version is required only after the manual
has been accepted Code F, it is not required during the review cycle.

7.2.3 Electronic copy of Equipment / Material Passport (SDRS Code M03)

Company requires 2 electronic copies of the Equipment / Material Passport. The electronic
copies shall be submitted on CD in Adobe Acrobat pdf format. Supplier shall ensure that the
CD version of the Equipment / Material Passport accurately reflects the complete final hard
copy version accepted Code F including the Russian translation.
In recognition of the fact that the electronic Equipment / Material Passport is a significant
deliverable, it shall be entered by Supplier on the SDI and assigned the appropriate Project /
Company document numbers.
Supplier shall ensure that the electronic version is suitable for use as an alternative to the
hard copy. Supplier shall ensure that the user can navigate easily between the various
sections of the manual by employing a comprehensive book marking / indexing method.

7.2.4 Submission instructions

Supplier shall first submit an index only (SDRS Code M02) of the Equipment / Material
Passport for Company review. Should the first submission of the index be returned with
Company comments then it shall be revised and resubmitted until Code F has been
achieved. Once the index has been accepted Code F, Supplier can submit one hard copy of
the complete Equipment / Material Passport (in English language only) for Company review.
Should the first submission of the complete manual be returned with Company comments
then it shall be revised and one further hard copy resubmitted until Code F has been
achieved.
Upon receipt of Code F, Supplier shall submit 3 copies of the complete Equipment / Material
Passport in English with the explanatory Russian translation. Supplier shall ensure that the
copies supplied are the same as the version accepted Code F.

7.3 PRESENTATION OF MANUALS

This section applies for the final handover hard copies of both the TOM Manuals and
Equipment / Material Passports.

7.3.1 Binders
The manuals shall be presented in sturdy white A4 sized 4 ring binders suitable for a shelf
life of 40 years. Supplier shall insert Front Cover sheets and Spines into the binder cover as
per Company provided formats (refer Annex E).

7.3.2 Supplier Document A4/A3 Cover Sheet

The first page inside the manual shall be a copy of the Supplier Document A4/A3 Cover
Sheet that has been signed off by Company at Code F. Company’s signature must be
visible.

7.3.3 Supplier’s Title page

The second page inside the manual shall be the Title page in Supplier’s own format, which
shall show as a minimum:
• Model or type designation of the equipment
• Equipment Tag Nos
• Contact information (ie Supplier’s name, address, telephone, Email & Fax nos)

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01– November 2004
Page 16 of 22

7.3.4 Indexing and page numbering

The manual must be fully indexed in a consistent and logical manner. Where there is more
then one volume then each volume and the total number of volumes shall be clearly
identified on the Front Cover and spine each binder (eg Volume 3 of 8). Each volume shall
contain a contents index.
Sections shall be clearly identified and partitioned by dividers. All pages in the manual shall
be numbered in a consistent and logical manner.

7.3.5 Insertion of drawings and documents

Where a Section is dedicated to reference drawings / documents, then the Section shall
include a full list of the drawings / documents. The list shall show as a minimum the Project
document number, submission and title.
Supplier shall ensure that any documents included in the manuals, which have been subject
to Company review, are the final versions signed off by Company, with Company’s signature
and Return Code visible.
A3 size copies of drawings are acceptable for inclusion into manuals as long as they are
legible. They shall be folded to A4 size with the title visible. Where A2 or A1 size drawings
are to be included, then they shall be folded to A4 size (title visible) and placed in individual
plastic wallets, which shall be secured in place within the binder.

8. FINAL ELECTRONIC HANDOVER (SDRS CODE N11)

The electronic formats required during the review cycle are identified in section 5.1. As an
aid to long-term maintenance of equipment, Company requires a final electronic copy of key
documents, all in native file format.
Company has determined a set of standard electronic formats for native document
submissions as follows. Any deviation from this list is only acceptable if agreed specifically
with Company before submission.
• Microsoft Office (Word, Excel, Power Point – MS Office 2000 or above)
• Bentley Microstation – Version 7.1 (all reference files bound-in)

Use of non-standard /customised MS Office or CAD fonts is not acceptable.

Electronic files with macros and/or composed of multiple files linked through any
methodology are not permitted without explicit approval from Company. Such approval shall
be granted on a case by case basis for individual documents.
The documents required in native file format will be identified by Company on the SDI and
will typically be key documents, which might require updating by Company at some future
point in time.
The native files shall be cut to CD by Supplier at Purchase Order completion and mailed to
Company. This electronic deliverable shall be entered by Supplier on the SDI and assigned
the appropriate Project / Company document numbers. Any CD’s received by Company
which fail to meet the required standards will be returned to Supplier for revision and
resubmission.
Supplier shall ensure the native files are the latest versions accepted Code F or T by
Company and contain the decal or A4 Cover sheet with all necessary details completed.
Supplier shall include on the CD the SDI for these document (refer Annex B and Section
3.2) with all columns completed.
Where a document consists of multiple native files (e.g. a Word document with an Excel
attachment) then both files shall be submitted in a zip file or folder.

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01– November 2004
Page 17 of 22

Note: Where it is not possible for the Supplier to provide documents in the above formats
alternatives may be proposed but only by exception and with explicit approval from
Company.

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01– November 2004
Page 18 of 22

ANNEX A – TYPICAL SUPPLIER DOCUMENT REQUIREMENTS SCHEDULE (SDRS)

SUPPLIER DOCUMENT REQUIREMENTS SCHEDULE

PROJECT : KASHAGAN DEVELOPMENT EXPERIMENTAL PROGRAM
EQUIPMENT : (TO BE COMPLETED FOR EACH ITEM OF EQUIPMENT.)
TAG NO. (TO BE COMPLETED FOR EACH TAG NUMBER.)
REQUISITION NO. (TO BE COMPLETED FOR EACH REQUISITION.)

KEY COLUMN 1 DENOTES DOCUMENTATION REQUIRED WITH BID (Y = YES)

COLUMN 2 SUBMITTAL DATE POST ORDER IN WEEKS, (D) DELIVERY, (T) TEST
COLUMN 3 SUBMISSION FOR REVIEW (A) / FOR INFORMATION (I) / REVIEW AT SITE (AS) OR WORKS (AW)
COLUMN 4 CRITICAL SUPPLIER DOCUMENTATION LINKED TO FIRST STAGE PAYMENT (Y = YES)
COLUMN 5 MANDATORY DOCUMENTATION TO BE INCLUDED IN PASSPORT CODE M01. (Y = YES)
COLUMN 6 DOCUMENTATION TO BE INCLUDED IN TECHNICAL OPERATING AND MAINTENANCE MANUAL (CODE N01) (Y=YES)
COLUMN 7 RUSSIAN TRANSLATION OF FINAL DOCUMENTS REQUIRED. DL= DUAL LANGUAGE, ET=EXPLANATORY TRANSLATION

DOCUMENT TITLE 1 2 3 4 5 6 7
A - CONTROL DOCUMENTS
A01 SUPPLIER DOCUMENT INDEX 2 A Y
A02 FABRICATION / PRODUCTION SCHEDULE Y 2 A
A03 SUB-ORDER SCHEDULE / SUB ORDER COPIES 4 A
A04 WEEKLY PROGRESS REPORT 4 I
A05 MONTHLY PROGRESS REPORT 4 I
A06 SUB-SUPPLIER LIST Y 4 A
A99 MISCELLANEOUS NOTE 5
B - GENERAL ARRANGEMENTS
B01 GENERAL ARRANGEMENTS Y 6 A Y Y Y DL
B02 ACCEPTABLE NOZZLE LOADS (can be included in B01) 10 A Y ET
B03 INTERFACE & CONNECTION SCHEDULE (can be included in B01) Y 10 A Y Y DL
B04 FOUNDATION LOADING DIAGRAM & SUPPORT DETAILS (can be included in B01) 8 A Y Y DL
B05 LIFTING BEAM / FRAME / SLING DRAWINGS / LIFTING ARRANGEMENT DRAWINGS D-6 A Y DL
B06 EQUIPMENT SKID PIPING 12 A Y ET
B07 CIVIL/STRUCTURAL ARRANGEMENT DRAWINGS 6 A Y Y DL
B99 MISCELLANEOUS NOTE 5
C - SYSTEM DIAGRAMS & SCHEMATICS
C01 INSTRUMENT / ELECTRICAL LOGIC DIAGRAM 10 A Y DL
C02 PFDS AND HEAT MASS BALANCE. 6 A Y DL
C03 PIPING & INSTRUMENTATION DIAGRAM Y 8 A Y Y DL
C04 BILL OF MATERIALS 8 A Y DL
C05 OPERATING PHILOSOPHY 12 A Y DL
C06 CAUSE & EFFECT CHARTS 12 A Y DL
C07 CONTROL PHILOSOPHY & BLOCK DIAGRAM 12 A Y DL
C08 OIL SYSTEM OPERATING PHILOSOPHY 12 A Y DL
C09 ELECTRIC / ELECTRONIC / PNEUMATIC / HYDRAULIC SCHEMATIC 8 A Y ET
C10 SPECIFICATION FOR LINES 12 A Y ET
C11 ELECTRICAL EQUIPMENT LIST 12 A Y DL
C12 PIPING MATERIAL SPECIFICATION 12 A
C99 MISCELLANEOUS NOTE 5
D - DATA SHEETS
D01 UTILITIES SCHEDULE Y 10 A Y DL
D02 WEIGHT DATA SHEET 12 A Y DL
D03 EQUIPMENT DATA SHEETS Y 8/16 A Y Y DL
D04 NOISE LEVEL DATA SHEET 8 A Y DL
D05 TECHNICAL SPECIFICATIONS 10 A Y DL
D06 INSTRUMENT DATA SHEETS 12 A Y DL
D07 MOTOR DATA SHEETS 12 A Y DL
D08 SAFETY (COSHH) DATA SHEETS. 20 A Y DL
D99 MISCELLANEOUS NOTE 5
E - ELECTRICAL / INSTRUMENTATION
E01 INTERCONNECTION DIAGRAMS 8 A Y DL
E02 INSTRUMENT TERMINATION & HOOK UP DETAILS 16 A Y DL
E03 PANEL CABINET LAYOUT 16 A Y DL
E04 TERMINAL BLOCK DIAGRAMS 20 A Y DL
E05 DISTRIBUTION BOARD SCHEDULE 10 A Y DL
E06 COMPUTER SYSTEM DOCUMENTATION 20 A Y DL
E07 ELECTRICAL SINGLE LINE DIAGRAM 20 A Y DL
E08 ELECTRICAL TERMINATION AND HOOK-UP DETAILS 8 A Y DL
E09 LOOP DRAWINGS 12 A Y DL
E10 INSTRUMENT LAYOUT DRAWINGS 16 I Y DL
E11 INSTRUMENT OUTLINE DRAWINGS 16 I Y DL
E12 INSTRUMENT INDEX 8 A Y DL
E13 CABLE SCHEDULE 16 A Y DL
E14 LOAD / MOTOR LIST 8 A Y DL
E15 BIT MAP / SERIAL LINK PROTOCOL 12 A Y DL
E16 HAZARDOUS AREA EQUIPMENT SCHEDULE 12 A Y DL
E17 HAZARDOUS AREA CLASSIFICATION 12 A Y DL
E18 INPUT / OUTPUT LIST 12 A Y DL
E19 CABLE TECHNICAL DATA 10 A Y ET
E20 TRACE HEATING DRAWING / ISOMETRICS 12 A Y ET

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01 - November 2004
Page 19 of 22

ANNEX B – TYPICAL EXAMPLE OF SUPPLIER DOCUMENT INDEX (SDI)

Only required with

register submission

Final Native
Contract Transmittal Purchase Document Submission Critical Equipment Translation Language File Format
No. Number Order No. Project Document No. Revision Supplier Document No. Supplier Document Revision Document Title Discipline Date SDRS Code Supplier Name Document Passport IOM Manual Required Code Expected Date Required
Below is a worked example for a fictional package
SUPPLIER
2003-0111 PAKM01A KE01-A1-PAKM01A-A01-000 01 3408H512035 00 DOCUMENT M 01-May-2004 A01 John Smith Ltd N N N Y E 07-May-2004 Y
SCHEDULE
Company As per Project Document The current expected date for
Company As per Project Document Date must be in As per Project Document
Supplier allocated As per Project Document Numbering Numbering procedure KE01-00- As defined on the As defined on the SDRS As defined on the As defined on the As defined on the submission of the next revision For Company to
allocated Contract Numbering procedure KE01- XXXXXXXXX (no dashes, slashes spaces etc) As shown on the document following UK format as Numbering procedure KE01-
transmittal number Purchase Order procedure KE01-00-000-AK-A-PR-0001-000 000-AK-A-PR-0001-000 (The 4th SDRS (Y/N) (Y/N) SDRS (Y/N) SDRS (Y/N) SDRS (E/R/D/ET) of this document. Date must be complete (Y/N)
Number 00-000-AK-A-PR-0001-000 above.DD-MMM-YYYY 00-000-AK-A-PR-0001-000
Number character of the PO number) in UK format as above.

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01 - November 2004
Page 20 of 22

ANNEX C – SUPPLIER DOCUMENT DECAL

Doc No KE01-xx-xxxxxxx-xxx-xxxx-xxx* Rev xx*

P/O No PXXXXXX* Contract No. 2004-xxxx* Tag No. *

Reviewing
Date
Engineer

I ACCEPTED FOR INFORMATION ONLY. SUBMIT RUSSIAN TRANSLATION IF REQUIRED

R RETURNED WITH COMMENTS. REVISE AND RESUBMIT FOR FURTHER REVIEW

UNACCEPTABLE – MAJOR COMMENTS. REVISE AND RESUBMIT FOR FURTHER REVIEW.

U
WORK SHALL NOT PROCEED IN THE AFFECTED AREAS UNTIL COMMENTS ARE RESOLVED

F ACCEPTED – NO COMMENTS. SUBMIT RUSSIAN TRANSLATION IF REQUIRED.

T RUSSIAN TRANSLATION ACCEPTED – NO COMMENTS

NOTES:

A) THIS DECAL SHALL BE USED FOR ALL A1 / A2 SIZE DRAWINGS.

B) ALL BOXES MARKED * SHALL TO BE COMPLETED BY SUPPLIER

C) THIS DECAL IS OVERSIZE FOR CLARITY. OPTIMUM SIZES ARE AS

FOLLOWS:

• A1 / A2 SIZE DRAWINGS = 100MM X 100 MM

• A3 SIZE DRAWINGS = 70 MM X 70 MM

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01 - November 2004
Page 21 of 22

ANNEX D – SUPPLIER DOCUMENT A4/A3 COVER SHEET

KASHAGAN DEVELOPMENT
EXPERIMENTAL PROGRAM

AGIP KAZAKHSTAN NORTH CASPIAN OPERATING COMPANY

A4 / A3 COVER SHEET
DOCUMENT TITLE *

P/O DESCRIPTION *

PURCHASE ORDER * CONTRACT NO *

NO

SUPPLIER DOCUMENT * SUPPLIER *

NUMBER DOCUMENT REV

SUPPLIER *

TAG NUMBER *

I ACCEPTED FOR INFORMATION ONLY. SUBMIT RUSSIAN TRANSLATION IF REQUIRED

R RETURNED WITH COMMENTS. REVISE & RESUBMIT FOR FURTHER REVIEW

U UNACCEPTABLE- MAJOR COMMENTS. REVISE & RESUBMIT FOR FURTHER REVIEW.

WORK SHALL NOT PROCEED IN THE AFFECTED AREAS UNTIL COMMENTS ARE
RESOLVED.

F ACCEPTED – NO COMMENTS. SUBMIT RUSSIAN TRANSLATION IF REQUIRED

T RUSSIAN TRANSLATION ACCEPTED – NO COMMENTS.

REVIEWING ENGINEER’S NAME (PRINT), SIGNATURE & DATE:

NAME: SIGN: DATE:

PROJECT DOC NO. & SUBMISSION TO BE COMPLETED IN THE BOXES BELOW

KE01 xx * xxxxxxx* xxx* xxxx* xxx* xx*

ASSET SUB PURCHASE SDRS CODE SEQUENCE NO SHEET REV

PROJECT ORDER NO NUMBER

NOTES:
A) THIS COVER SHEET SHALL BE USED FOR A4 / A3 SIZE DOCUMENTS OR
DRAWINGS. IT SHALL NOT BE USED FOR A2 / A1 SIZE DRAWINGS

B) ALL BOXES MARKED * SHALL TO BE COMPLETED BY SUPPLIER

C) THE A4 COVER SHEET SUPPLIED WILL BE PROVIDED AS A FULL SIZE A4.

Supplier Documentation Instructions

Agip KCO KE01-00-000-AK-A-PR-0676-000
Rev. A01 - November 2004
Page 22 of 22

ANNEX E – TOM & EQUIPMENT / MATERIAL PASSPORT FRONT COVER SHEETS

AND SPINES

FIGURE E.1 - COVER SHEET FOR TOM MANUAL & EQUIPMENT / MATERIAL
PASSPORT AS APPLICABLE
NOTE1: THIS PROFORMA TO BE SUPPLIED IN A4 SIZE

AGIP KAZAKHSTAN NORTH CASPIAN OPERATING COMPANY

KASHAGAN DEVELOPMENT – EXPERIMENTAL PROGRAM

TECHNICAL OPERATING AND MAINTENANCE MANUAL / PASSPORT

COMPANY DOCUMENT NUMBER:

NUMBER OF VOLUMES:

EQUIPMENT DESCRIPTION:

EQUIPMENT TAG NOS:

SUPPLIER’S NAME:

PURCHASE ORDER NO:

FIGURE E.2 - SPINE FOR TOM MANUAL / PASSPORT AS APPLICABLE

NOTE 1: SPINE FOR EQUIPMENT / MATERIAL PASSPORT IS IDENTICAL IN LAYOUT

TECHNICAL OPERATING AND MAINTENANCE MANUAL / PASSPORT VOLUME N OF N

EQUIPMENT DESCRIPTION:

Supplier Documentation Instructions