Projects Engineering Department Engineering Standard: BES-A004

Projects Engineering Department
Engineering Standard
BES-A004 03 September, 2008

Vendor Data & Documentation Requirements
Contents
1.0 INTRODUCTION ............................................................................. 3

2.0 VENDOR SUPPLY DATA AND DOCUMENTS ............................... 3
3.0 DATA AND DOCUMENT REQUIREMENTS ................................... 3
4.0 DELIVERY OF DATA AND DOCUMENTS ...................................... 4
ATTACHMENT 1 - DATA AND DOCUMENTS REQUIRED WITH TENDER . 6
ATTACHMENT 2 - MECHANICAL DATA AND DOCUMENTS ...................... 7
ATTACHMENT 3 - ELECTRICAL DATA AND DOCUMENTS ........................ 8
ATTACHMENT 4 - INSTRUMENTATION DATA AND DOCUMENTS ......... 10
Page 1 of 11
REVISION RECORD
Date Originator Reviewed Approved Description
27/08/06 ESD AKD AMA For implementation

03/09/08 ESD NOE AMA 1.1, 1.2, 3.2, 3.4, 3.6, 3.14, 3.17, and 4.2 added
Page 2 of 11
1.0 INTRODUCTION
1.1 PURPOSE
This is the general standard for the supply of VENDOR data and documents in accordance with applicable
project documents. VENDOR shall be responsible for the supply of all required data and documents in
accordance with the requirements stated in the purchase requisition.
1.2 DEFINITIONS AND ABBREVIATIONS
For the purpose of this standard the following definitions shall apply:
"PURCHASER" means the party or its duty appointed representative, which is contracted to purchase the
materials and or equipment as described by this specification.
"VENDOR" means the party, which is contracted to manufacture and/or supply materials, equipment and
services to perform the duties as described by this specification.
2.0 VENDOR SUPPLY DATA AND DOCUMENTS
2.1 The VENDOR shall deliver the manufacture, test and delivery schedules in linked bar-chart format. These shall
include as applicable: engineering and design, documentation review and approvals, ordering and delivery of
materials, fabrication and assembly, factory inspection, PURCHASER third party inspection, factory acceptance
test, painting and coating, packing and marking, shipment and arrival at place of destination.
2.2 The VENDOR shall deliver progress reports. These shall comprise VENDOR document register list, detailed
schedule with a status line of the date of issue, description of all activities executed in the last period, scheduled
to be done in the next period, reasons for delays (if any) and what measures will be taken to achieve agreed
delivery dates.
3.0 DATA AND DOCUMENT REQUIREMENTS
3.1 The VENDOR is required to supply the data and documents specified, in the quantities and format within the
submission time marked per position, all in accordance with these terms and instructions. The information
required may be combined within documents provided, however no concession is granted to a uniform and clear
interpretation of the required information.
3.2 The VENDOR shall be responsible for the supply of sub-vendor documentation/drawings to the PURCHASER.
The VENDOR shall ensure that his sub-vendors' documentation meets all the requirements set forth in the
purchase requisition and this specification prior to submittal.
3.3 All submitted data, drawings, and documents shall be recorded on a document register, which shall be kept up to
date by the VENDOR. The VENDOR shall prepare a document register, which shall be submitted with progress
reports.
3.4 The VENDOR shall prepare and maintain a document register and shall include all the relevant information
regarding documents and drawings. The number of the drawings shall be of the format,
BNV-A?-????? BNV - vendor drawing designation

A? - drawing size
????? - drawing number to be provided by the PURCHASER
3.5 The VENDOR document register shall contain the following information, as a minimum; PURCHASER’s order
reference number, document number, document description, tag, item or equipment number, revision number
with corresponding date, status of documents submitted by the VENDOR and commented and/or approval return
dates.
Page 3 of 11
3.6 The VENDOR shall prepare and maintain a bought out items schedule. This shall list all the items required for
the project, purchase requisition number, purchase order date, delivery details, sub-vendor details, latest status,
and remarks etc.
3.7 VENDOR shall submit data and documents clearly identifying their issue status i.e. “Information Only”,
“For Approval”, “Approved”, “Released for Construction” which will also be reflected in the document register.
3.8 VENDOR shall seek approval of documents in advance of the scheduled activities affected by those documents
by taking into consideration of 3 working weeks for data and document review. However, 4 working weeks shall
be allowed for review of certain key documents. Key documents shall be determined with the VENDOR after
contract award.
3.9 Documents that are “Not Approved” or “Approved except as Noted” shall be revised having taken the comments
into consideration. The revision and dates shall be increased and the documents shall be re-submitted “For
Approval” in the quantities as originally required.
3.10 Reviews, comments or approvals of documents does not alter any of the terms and conditions of the purchase
requisition nor relieve the VENDOR from any responsibility or liability for the accuracy and completeness of the
data and documents included therein, nor shall it be interpreted as an assumption or imposition on the purchase
requisition of any liability or responsibility as a result of such review.
3.11 All data, documents, drawings, and literature shall be in the English language.
3.12 For units of measurements the Imperial System shall be applied. Other applicable standards and units of
measurements i.e. Metric, System International SI, US shall be applied if indicated on data sheets or technical
specifications.
3.13 All drawings shall be prepared in A1, A2, A3, or A4 formats as appropriate.
3.14 All drawings shall be preferable prepared in AutoCAD (Release version to be confirmed with PURCHASER at
time of requisition).
3.15 The text on drawings shall be in block letters, which shall not be less then 3 mm high.
3.16 VENDOR is to leave space on drawings for the inclusion of a PURCHASER’s title block, of 150 x 75 mm, just
above the drawing title block.
3.17 Prior “Approval” of the applicable data and documents is required before commencing manufacture. If
manufacture commences before approval is received, then this shall be at the sole risk and to the account of the
VENDOR.
4.0 DELIVERY OF DATA AND DOCUMENTS
4.1 Prints (P) Hard copies suitable for photocopying or scanning;

For printed matter, original transparencies or digital files are required.
Transparencies (T) On polyester 3.5 mil/90 micron;
Digital Format (D) On CD
4.2 Final documentation includes the VENDORS data reports, drawings and documents at “Final” or “As Built”
status. Documents are to be prepared using MS Office software.
4.3 All documents in the final documentation shall be legible and of quality suitable for reproduction, size reduction
and scanning, irrespective of their origin.
4.4 All prints of documents and drawings that are to be included in the final documentation shall be reduced in size
to A4 and A3 size where reproduction results in legible copies, otherwise prints shall be supplied in A1 or A2
size (maximum) folded to A4 and supplied in clear plastic envelopes.
Page 4 of 11
4.5 Final documentation once approved, shall be dispatched by the VENDOR. Preparation, printing, binding,
mailing, and delivery shall be the VENDOR’s responsibility.
4.6 Final documentation shall be delivered as one complete package, indexed and sorted logically to equipment
number, tag number, etc. and compiled into 4 ring binders (or other binding as approved by the PURCHASER )
per set, front sheets and spine with project relevant descriptions, suitable for continued use and storage.
Page 5 of 11
Attachment 1 - DATA AND DOCUMENTS REQUIRED WITH TENDER
Vendor shall deliver, with the Tender, the following documents as indicated in the requisition.
Required Documents Prints With Tender

General company description
Photographs and brochures
Catalogue information
Prequalification information
Reference list of similar jobs (incl. Sub-vendors)
Quality plan
List of contact names (incl. Sub-vendors)
Manufacture, test- and delivery schedule
List of deviations
Construction, start-up, commissioning spares

Spare parts list for two years operation
Quotation for special tools
Completed data sheets

Noise level data
PFD
P & ID’s
Equipment list
Utility consumption requirements
General arrangement drawing
Dimensional drawings
Dimensional drawing with weights
Installation instructions
Operating instructions
Maintenance instructions
Page 6 of 11
Attachment 2 - MECHANICAL DATA AND DOCUMENTS
Vendor shall deliver the following data and documents as indicated in the requisition.
Required Documents Weeks No. of Weeks No. of Final

After Prints for After Prints for Documents
Award Approval Approval Final Issue
List of drawings
PFD
P & ID’s
Equipment list
Equipment data sheets
General arrangement drawings
Dimensional drawings with weights
Anchor bolt plan
Foundation drawings, loads, clearances
Assembly & sectional drawings
Fabrication & shop drawings
Piping drawings
Support drawings
Bill of materials
Design calculations
Stress calculations
Vibration calculations
Welding calculations
Welding procedures WPS & PQR
Nameplate details
Noise level data (actual)
Material certificates
Painting certificates
Test procedures
Test reports
Test curves
Fabrication reports
Storage instructions
Painting procedure / specification
Trouble shooting procedure
Part list, incl. Sectional drawings

Spare parts interchangeability records (SPIR)
Lubrication specification
Inspection procedures
Lifting details
Page 7 of 11
Attachment 3 - ELECTRICAL DATA AND DOCUMENTS
Required Documents Weeks No. of Weeks Number of Final

List of drawings
PFD
P & ID’s
Equipment list
Equipment data sheets
General arrangement drawings
Dimension drawings with weights
Hazardous area classification drawing
Single line diagrams
Consumers list
Cable list
Block diagrams
Selective/coordination protection diagrams
Layout drawings
Layout sub stations and buildings
Layout electrical equipment
Cable routing drawings
Terminal box drawings
List of component drawings
List of nameplates
Logic diagrams
Circuit diagrams
Wiring diagrams
Sizing cables calculations

Lighting calculations
Battery & charger size calculations
Cathodic protection calculations
Heat tracing calculations
Earthing calculations
Certificate of compliance
Test certificates
Type test certificates
Enclosure and IPP certificates
Authorization app. test
Functional test
Performance test curve
Painting certificates
For continuation see next page -- -- -- -- --
Page 8 of 11
Attachment 3- ELECTRICAL DATA AND DOCUMENTS (cont’d)
Required Documents Weeks No. of Weeks No. of Final

Storage instructions
Painting procedure / specification
Part list, incl. Sectional drawings

Lubrication specification
Page 9 of 11
Attachment 4 - INSTRUMENTATION DATA AND DOCUMENTS
Required Documents Weeks Number of Weeks No. of Final

List of drawings
PFD
P & ID’s
Equipment list
Cause and effects diagrams
Hazardous area drawing
Instrument index
Instrument data sheets
Alarm and trip setting list

Cause and effect diagram
Dimensional drawing with weights
Control and functional block diagrams
Functional logic diagrams and write-up
Instrument loop/sequence diagrams
Instrument location layouts
Junction box schedule, connections, layouts
Hook-up drawings
Interconnection diagrams
General layout drawings

Control room layout drawings
Control equipment layout drawings
Wiring drawings
Cabinet layouts (internal/external)
Installation drawings
Cable list
Cable termination diagrams
Cable schedules
Cable layouts
Noise level data (actual)

Sizing calculations
Vibration calculations
Air consumption calculations

Power supply calculations
Reliability calculations
Heat dispersion calculations
Sample transport calculations
I/O lists
List of nameplates (including details)
Graphic layouts
Report layouts
For continuation see next page --- --- --- --- ---
Page 10 of 11
Attachment 4- INSTRUMENTATION DATA AND DOCUMENTS (cont’d)
Required Documents Weeks No. of Weeks Number of Final

Certificate of compliance
Compliance with NACE requirements
Calibration certificates
Enclosure and IP certificates
Test certificates
Functional test procedures

Performance procedures
Painting procedures / specification
Part List, incl. sectional drawings

Page 11 of 11

Projects Engineering Department Engineering Standard: BES-A004

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Projects Engineering Department Engineering Standard: BES-A004

Uploaded by

Copyright:

Available Formats

Projects Engineering Department

BES-A004 03 September, 2008

1.0 INTRODUCTION ............................................................................. 3

Date Originator Reviewed Approved Description

27/08/06 ESD AKD AMA For implementation

1.2 DEFINITIONS AND ABBREVIATIONS

2.0 VENDOR SUPPLY DATA AND DOCUMENTS

3.0 DATA AND DOCUMENT REQUIREMENTS

BNV-A?-????? BNV - vendor drawing designation

4.0 DELIVERY OF DATA AND DOCUMENTS

4.1 Prints (P) Hard copies suitable for photocopying or scanning;

Attachment 1 - DATA AND DOCUMENTS REQUIRED WITH TENDER

Required Documents Prints With Tender

Construction, start-up, commissioning spares

Completed data sheets

Attachment 2 - MECHANICAL DATA AND DOCUMENTS

Required Documents Weeks No. of Weeks No. of Final

Part list, incl. Sectional drawings

Attachment 3 - ELECTRICAL DATA AND DOCUMENTS

Required Documents Weeks No. of Weeks Number of Final

Sizing cables calculations

For continuation see next page -- -- -- -- --

Attachment 3- ELECTRICAL DATA AND DOCUMENTS (cont’d)

Required Documents Weeks No. of Weeks No. of Final

Part list, incl. Sectional drawings

Attachment 4 - INSTRUMENTATION DATA AND DOCUMENTS

Required Documents Weeks Number of Weeks No. of Final

Alarm and trip setting list

General layout drawings

Noise level data (actual)

Air consumption calculations

Attachment 4- INSTRUMENTATION DATA AND DOCUMENTS (cont’d)

Required Documents Weeks No. of Weeks Number of Final

Functional test procedures

Part List, incl. sectional drawings

You might also like