Attachment I - Quality - H352921-0600-130-078-0001 - Rev 0

El Aouj Mining Company
El Aouj Project - FEED Quality Management - Plan

H352921 Quality Management System Requirements
Specification for Suppliers and Contractors
Revision Control
Date Rev No Description Revised By
2017-02-14 0 Approved for Use RC Gow
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© Hatch 2017 All rights reserved, including all rights relating to the use of this document or its contents.
Table of Contents
1. Purpose ........................................................................................................................................... 1
2. Scope ............................................................................................................................................... 1
3. Definitions ....................................................................................................................................... 1
4. Reference Documents .................................................................................................................... 4
5. Quality Management System ......................................................................................................... 4
5.1 General Requirements ............................................................................................................ 4

5.2 Quality Document Requirements ............................................................................................ 4
5.2.1 Quality Documents to be submitted with Tender ....................................................... 4
5.2.2 Quality Documents Required on Contract Award ...................................................... 5
5.3 Project Quality Management, Quality Assurance, Control and Inspection and Test
Programme ............................................................................................................................. 6
5.3.1 Project Quality Plan/Contract Quality Plan ................................................................ 6
5.3.2 Project Quality Assurance and Quality Inspection and Test Programs ..................... 9
5.3.3 Inspection and Test Plans (ITPs) .............................................................................. 9
5.3.4 Use of the ITP .......................................................................................................... 10
5.4 Document Control ................................................................................................................. 11
5.4.1 Document Submission and Review ......................................................................... 12
5.4.2 Quality Verification Records .................................................................................... 12
6. Management Responsibility ........................................................................................................ 13
6.1 Management Commitment ................................................................................................... 13

6.2 Customer Focus.................................................................................................................... 13
6.3 Project Quality Policy and Objectives ................................................................................... 13
6.4 Responsibility Authority and Communication ....................................................................... 14
6.5 Management Representative ................................................................................................ 14
6.6 Management Review/Project Reviews ................................................................................. 14
7. Resource Management ................................................................................................................ 14
7.1 General ................................................................................................................................. 14

7.2 Quality Man Planning and Organisation ............................................................................... 15
7.2.1 Organizational Chart ................................................................................................ 15
7.2.2 Competency Assessment ........................................................................................ 15
7.3 Infrastructure ......................................................................................................................... 16
8. Design and Development ............................................................................................................. 16
8.1 Design and Development Planning ...................................................................................... 16

8.2 Design and Development Inputs and Outputs ...................................................................... 16
8.3 Design Review, Verification and Validation .......................................................................... 16
8.4 Design Change Management ............................................................................................... 17
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9. Supply (Production/Fabrication) and Construction Management ........................................... 18
9.1 Planning for Production, Fabrication and Construction ........................................................ 18

9.2 Interface Management and Coordination ............................................................................. 20
9.3 Customer Related Processes ............................................................................................... 20
9.4 Permits, Licences and Statutory Provisions ......................................................................... 21
9.5 Certified Equipment, Authorised Inspection Authority .......................................................... 21
10. Procurement .................................................................................................................................. 21
10.1 Purchasing Process .............................................................................................................. 21

10.2 Purchasing Information ......................................................................................................... 21
10.3 Manufacturing or Construction Data Books and Release..................................................... 21
10.4 Subcontracting ...................................................................................................................... 22
10.4.1 Sub-supplier or Subcontractor Assessment and Selection ..................................... 22
10.4.2 Sub-supplier or Subcontractor Performance Evaluation and Review ..................... 22
11. Control of Manufacturing, Construction and Commissioning ................................................ 22
11.1 Shop and Site Access ........................................................................................................... 22

11.2 Manufacturing, Construction and Commissioning ................................................................ 23
11.2.1 Kickoff Meeting ........................................................................................................ 23
11.2.2 Inspection and Test Schedule ................................................................................. 24
11.2.3 Inspection and Test Notification .............................................................................. 24
11.2.4 Site Inspections ....................................................................................................... 24
11.2.5 Off site (Shop) Inspections ...................................................................................... 25
11.2.6 Inspection Interventions ........................................................................................... 25
11.3 Inspection and Testing .......................................................................................................... 26
11.4 Inspection and Test Status ................................................................................................... 26
11.4.1 Inspection Release .................................................................................................. 26
11.5 Special Processes ................................................................................................................ 27
11.6 Welding Procedures.............................................................................................................. 27
11.6.1 Specifications ........................................................................................................... 27
11.6.2 Weld Maps ............................................................................................................... 28
11.6.3 Client Approval ........................................................................................................ 28
11.6.4 Qualifications ........................................................................................................... 28
11.7 Inspection and Testing Laboratories Services ...................................................................... 28
11.8 Identification and Traceability ............................................................................................... 29
11.8.1 Material Traceability................................................................................................. 29
11.9 Material Certificates .............................................................................................................. 29
11.10 Control of Monitoring and Measuring Devices ...................................................................... 30
11.11 Preservation of Material and Equipment .............................................................................. 30
11.12 Data Books and Operating and Maintenance Manuals ........................................................ 31
11.13 Shipping ................................................................................................................................ 32
11.14 Transport............................................................................................................................... 32
11.15 Site Receipt Inspection ......................................................................................................... 33
11.16 Final Handover or Takeover and Acceptance ...................................................................... 33
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11.16.1 Supplier or Contractor or Contractor Initiated Handover ......................................... 33

11.16.2 Employer’s Personnel Initiated Takeover ................................................................ 33
12. Measurement Analysis and Improvement ................................................................................. 34
12.1 General ................................................................................................................................. 34

12.2 Hatch or Employer Audits ..................................................................................................... 34
12.3 Supplier or Contractor or Contractor Audits ......................................................................... 34
12.4 Quality Risks ......................................................................................................................... 35
12.5 Monthly Quality Reporting Requirements ............................................................................. 35
12.6 Customer Satisfaction ........................................................................................................... 35
12.7 Control of Non-conformances and Defects .......................................................................... 36
12.7.1 Defective Product or Nonconforming System Identified by Supplier or
Contractor or Contractor .......................................................................................... 36
12.7.2 Defective Product or Nonconforming Systems Identified by Hatch or El
Aouj Mining Company.............................................................................................. 36
12.8 Concession Request and Technical Queries ....................................................................... 37
12.8.1 Concession Request................................................................................................ 37
12.9 Field Engineering Queries .................................................................................................... 37
Appendices
Appendix A : Typical Inspection and Test Plan
Appendix B : Typical Data Pack Index
Appendix C : Inspection Notification
Appendix D : Non Conformance Report (NCR)
Appendix E : Concession Request
Appendix F : Field Engineering Query (FEQ)
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1. Purpose
The purpose of this specification is to define the minimum Quality Management Systems
Requirements with which Contractors and Suppliers shall comply in order to demonstrate
their ability to provide acceptable product, equipment and services as defined in the
Contract and all associated specifications, drawings, codes and standards.
2. Scope
The specification applies to all Contractors appointed on the El Aouj FEED Project.
3. Definitions
AIA:
Authorised Inspection Agency.
Audit:
Systematic, independent and documented process for obtaining audit evidence and
evaluating it objectively to determine the extent to which audit criteria are fulfilled.
Concession:
Agreement between the Supplier or Contractor and EL Aouj Mining Company or the
responsible Design Engineer to use a part of the works that is not in accordance with the
original acceptance criteria of the Contract.
Contractor:
Means a supplier or contractor, consultants or any person real or juristic that supplies,
fabricates, manufactures, installs, constructs or otherwise contributes material, plant or
services to El Aouj Mining Company in furtherance of the contract, the term Contractor
has the same meaning as applied to the term sub-supplier or subcontractor.
Contractor Data Requirement:
This refers to the documentation required to be submitted by the relevant Supplier or
Contractor in terms of the contract. These requirements are generally tailored to suit the
particular scope of work, although it also addresses the manner in which the
documentation is required to be submitted, e.g. hard copy, electronic copy, etc.
Data:
All drawings, documents, data, information, DPs and IOMs required to be supplied under
the contract.
Data Package (DP):
All documentation and certificates required to be issued by the supplier/contractor in order
to that take over can be certified by El Aouj Mining Company contracted Design Engineer.
A DP index shall be established by the supplier/contractor and accepted/approved by the
Employer’s personnel before work commences.
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Design Engineer:
The Engineer appointed by the Contractor responsible for the design of the specific
Works in terms of the Contract. Where Hatch is the responsible Design Engineer it is the
delegated Hatch lead design engineer.
EL Aouj Mining Company:
The Employer, the party or entity on behalf of whom the Contract or order is placed.
Employer’s Personnel:
The Engineer and all other staff, labour and all other employees of the Engineer and of
the Employer, and any other personnel notified to the Contractor, by the Employer or the
Engineer as Employers Personnel.
Engineer:
Person appointed by the Employer to act as the Engineer for the purposes of the Contract
Field Engineering Query (FEQ):
This refers to a document used by the Contractor to formally clarify and obtain approval
for construction related design changes prior to implementation.
Field Inspection Checklist (FIC):
A document that details the checks, requirements and test parameters for each type of
equipment to permit field installation and pre-commissioning of the equipment.
Intervention Points:
Are those controlled points indicated by the various controlling bodies concerned with the
implementation of a specific ITPs/ITP. These can be in the form of tests, inspections,
surveillances, witnessing and reviews.
Inspection Release Report (IRR):
A document issued to the Contractor by the Employer’s Personnel advising release of the
materials for shipment. This does not relieve the Contractor of its obligations in
accordance with the terms and conditions of the contract.
Inspection and Test Plan (ITP):
A tabulated activity specific document that plan the control and verification of quality
during fabrication, installation, commissioning and testing, compiled by the Supplier or
Contractor for each unique activity.
Inspection Waiver Report (IWR):
A document issued to the contractor by the Employer’s Personnel advising that the
Employer’s personnel has waived the inspection for the materials listed in this document.
The issue of this report does not preclude further inspection by the Employer’s Personnel,
is issued without prejudice and does not relieve the contractor from the guarantees and
obligations included in the contract.
Installation and Operating Manual (IOM):
A document prepared by the contractor providing relevant information applicable to the
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installation and maintenance of the specific equipment, including consumables (e.g. oils,
etc.).
Non Conformity:
A system, process or product related non fulfilment of a requirement related to the
intended or specified use.
Project Quality Plan:
A document that outlines the contractor’s strategy, methodology, resources allocation,
quality assurance and quality control coordination activities to ensure that material,
equipment, plant and services supplied meet or exceed the requirements defined in the
contract.
Quality:
The degree to which a set of inherent characteristics fulfils requirements
Quality Verification Record:
A document that stating results achieved and providing evidence of the activities
performed.
Reject/Scrap:
A disposition used when an item is unsuitable for its intended use and/or is economically
unfeasible to repair or rework. The item is discarded, scrapped, and is replaced with an
item that is full conformant.
Repair:
The process of restoring a non-conforming characteristic to a condition so that the
capability of an item to function reliably and safely is unimpaired, even though that item
still does not conform to the original requirement. Repair disposition requires the Design
Engineers approval.
Requirement:
Need that is stated, generally implied or obligatory.
Rework:
The process by which an item is made to conform to the original requirements by
completion or correction.
Contractor:
Means a Supplier or Contractor, Consultants or any person real or juristic that supplies,
fabricates, manufactures, installs, constructs or otherwise contributes material, plant or
services to El Aouj Mining Company(Employer) or purchaser in furtherance of the
contract, the term contractor has the same meaning as applied to the term sub-supplier or
subcontractor.
Use as Is:
A disposition permitted for a nonconforming item when it can be established that the item
is satisfactory for its intended use. Use As Is disposition requires the Design Engineers
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approval.
VDDR:
Vendor Document and Data Requirements.
Works:
All deliverables expected from the Contractor as per the scope of works requirements
specified in the Contract between El Aouj Mining Company and the Contractor.
4. Reference Documents
ISO 9001:2008 Quality Management Systems Requirements
DIN EN 10204 Metallic Products - Types of Inspection Documents
ISO 9000:2005 Quality Management Systems – Fundamentals and Vocabulary
ISO 9004:2000 Quality Management Systems – Guidelines for Performance
ISO 10005:1995 Quality Management – Guidelines for Quality Plans
ISO 10006:1997 Quality Management—Guidelines to Quality in Project Management
ISO 17025:2005 Competence of Testing and Calibration Laboratories
5. Quality Management System

5.1 General Requirements
The Contractor shall document and implement a quality management system (QMS) in
accordance with the requirements of ISO 9001: 2008.
The QMS shall be suitable for the scope of services, size of the organisation and
commensurate with the complexity of the services and products to be provided.
All outsourced processes shall be controlled and identified in the QMS.
The Contractor shall comply with the contractually agreed quality requirements as well as
those specified in technical specification and procedures that forms part of the Contract.
5.2 Quality Document Requirements

5.2.1 Quality Documents to be submitted with Tender
The Contractor shall submit at the time of tender the returnables as defined in the
applicable returnable schedule, which may include depending on the scope, some of, or
all of the following documents as part of their tender:
 Project quality plan/Contract quality plan (provisional for Works at time of tender)
 Typical quality control plans (provisional at tender and per discipline or type of work)
 Schedule or list of ITPs envisaged for the works
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 Quality policy
 Copy of current certificate of any third party certification/verification of the quality

system (ISO 9001 certificate if certificated)
 Quality manual (if not certificated)
 Quality management representative resume
 Organogram showing clearly the staffing arrangements for quality (head office and
site)
 Schedule, list or index of quality management and project procedures to be used for
the project, Contract or Works
 Procedure for the evaluation of sub-suppliers and sub-contractors
 Typical data pack indexes (Table of Contents)
 Approved sub supplier or sub-contractor list
 Programme of internal and external audits.
5.2.2 Quality Documents Required on Contract Award

The Contractor shall list all documents required for the effective implementation of the
quality management system and shall as a minimum provide (as applicable to their
scope, contract and within the contract scheduled or agreed dates) the following project
specific documents:
 Project specific quality plan (inclusive of objectives, policy, covering the applicable
scope: Design, Manufacturing, Construction and Commissioning)
 Inspection and test plans/Quality control plans – per discipline/activity identifying

specific inspection, test methods, acceptance criteria and defined inspection
intervention levels
 If applicable, Subcontractor ITP(s) for any subcontracted work
 Typical data pack index (reflecting deliverables similar to the example attached to this
document)
 Approved supplier/sub-contractor list
 Audit schedule
 Quality Management representative resume
 Project quality control procedures
 Project verification records per individual activity as referenced on ITPs
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 Manufacturing, construction and commissioning data books.
5.3 Project Quality Management, Quality Assurance, Control and

Inspection and Test Programme
5.3.1 Project Quality Plan/Contract Quality Plan
The Contractor shall compile and submit within the contractually agreed period from the
contract signature date, for approval of the Employer or Employer’s Personnel, a Project
Quality Plan (PQP), which covers the quality management system arrangements for the
project.
The PQP shall describe the overall quality management system for the project and shall
include and plan how the following (as applicable) on all phase of the project shall be
affected:
 Quality Management System
 Documentation Requirements
 General requirements
 Quality manual
 Control of documents
 Control of records
 Management responsibility:
 Management commitment
 Customer focus
 Quality policy.
 Planning:
 Quality objectives
 Quality management system planning.
 Responsibility authority and communication:
 Responsibility and authority
 Management representative
 Internal and external communication.
 Management review:
 General requirements
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 Review input
 Review output
 Resource management:
 Provision of resources
 Human resources
 Competence, awareness and training
 Infrastructure
 Work environment.
 Product realisation:
 Planning of product realisation
 Customer related processes
 Determination of requirements related to the product
 Review of requirements related to the product
 Customer communication.
 Design and development:
 Design and development planning
 Design and development inputs
 Design and development outputs
 Design and development review
 Design and development verification
 Design and development validation
 Control of design and development changes.
 Purchasing:
 Purchasing process
 Purchasing information
 Verification of purchased product.
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 Production and service provision:
 Control of production and service provision
 Validation of processes for production and service provision
 Identification and traceability
 Customer property
 Preservation of product
 Planning and programming
 Construction and commissioning
 Mechanical completion
 Testing
 Punch listing management
 Control of monitoring and measuring devices.
 Measurement analysis and improvement:
 Monitoring and measurement
 Customer satisfaction and complaints
 Internal and external audit
 Monitoring and measurement of processes
 Monitoring and measurement of product
 Analysis of data
 Improvement
 Continual improvement
 Root cause analysis
 Learning from incidents
 Corrective action
 Preventive action.
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5.3.2 Project Quality Assurance and Quality Inspection and Test Programs
All Works included in the Contract have to be included in a quality assurance and quality
inspection and test plans. Each plan shall include but not limited to the following:
 Quality objectives
 Scope of activities
 Description of what to be done, how, by whom, with what and when
 Description of the interrelation with other processes, contracts, projects or activities
 A risk analysis identifying, classifying and quantifying risks and mitigation measures
 Direct reference to general and specific safety plans
 Definition of what records are produced, when, by whom, how these records are
controlled and maintained and a plan for inspecting and testing what has been done
to determine if the objectives have.
5.3.3 Inspection and Test Plans (ITPs)

ITPs are the activity specific documents to plan the assurance, control and verification of
quality during fabrication, construction/installation and testing and shall be compiled by
the Contractor for each unique manufacturing, construction/installation and
commissioning activity, whether temporary or permanent works, or as required by the
Employer’s Personnel and shall describe in the following order:
 Process, inspection and testing activities in chronological order
 Process control (method statements or procedures) and quality control procedures
 Applicable design or contract specification
 Inspection intervention requirement
 Quality verification records (by document number) used to provide objective evidence
that the specified quality characteristic has been achieved
 Inspection or defect identification status
 Traceability to works and work commencement or completion date
 Contractor verification and Employer’s Personnel endorsement.
For manufacturing and construction activities, the Contractor may utilise their own, or their
sub-Contractors, standard ITPs, if they account for providing the requirements as stated
above, and facilitate the documenting of intervention requirements of Contractors, sub-
supplier, subcontractor, the Employer’s Personnel and the AIA. Alternately, the Contractor
may utilise the ITPs format as provided in Appendix A.
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All ITPs shall be submitted to the Employer’s Personnel for acceptance or approval and
insertion of the inspection requirements and approval of the proposed inspection or
testing verification records prior to their implementation.
Submittal dates of ITPs to the Employer’s Personnel shall be documented in the

contractor level 4 manufacturing and construction schedule. Works associated with ITPs
shall not commence until the Employers Personnel has approved the latter.
A register of ITPs shall be developed by the Contractor throughout the lifetime of the
project with the following:
 ITP document and revision number
 ITP titles (project name and project number)
 The relevant purchase order number
 ITP planned and actual submitted status to Employer
 Employer’s personnel approval status
 ITP revision status.
The register shall be provided in electronic format to the Employer’s Personnel/

representative on a weekly basis.
ITPs shall be completed as the work progresses.
Records, data, logging sheets, inspection reports, and Field Inspection Checklist (FIC)
shall where applicable support all ITPs.
Hatch or El Aouj Mining Company representative reserves the right to review ITPs at any
stage during execution of the works to ensure progressive completion of the latter.
Any changes to ITPs after the work has started shall be approved by the responsible
Design Engineer/ Hatch (the Engineer) or El Aouj Mining Company representative and
the prior working copy or version shall be retained and attached to the latest approved
version for record of any activity to the stage prior to change.
Alternately, minor changes to ITPs shall be done by marking up, adding and approval by
signature next to change by relevant contractor representative and Employer’s Personnel.
5.3.4 Use of the ITP

The approved copy of the ITP shall become the “working original ITP” and this copy shall
be kept current and have activities approved by:
 Contractor’s in-house quality representative
 The Employer’s Personnel
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 Third Party inspector (from statutory authority, external inspection and/or testing
agency when applicable)
 Design Engineer.
It is recommended that the working original ITP is held along with all the original
documentation, inclusive of materials certificates, in-house and external non-destructive
examination and non-destructive testing reports, approvals by statutory authorities,
dimensional checks, performance tests, weld procedure specifications, welder
qualifications or any other documents as required by the specifications or contract
documentation.
The signed, completed original ITP shall be submitted to the Client as part of the data
pack at the conclusion of the works.
5.4 Document Control

The Contractor shall document and implement a procedure for control of documents.
The Contractor shall store documents in a database that facilitates retrieval.
The Contractor documents shall contain the following (and submitted to the Employer’s
Personnel on a monthly basis in electronic format):
 Document number and revision
 Information specific to their objective
 Information in a readily comprehensive manner
 Can when required facilitate easily the measurement, analysis and trending data
 The Contractor or the Employer’s Personnel review and approval status.
The Contractor shall develop and document for Employer’s approval and implement a
process to define:
 The documents applicable to the supplier or contractor’s quality management system
 The format, structure and contents of documents
 The document numbering and revision system.
And the controls needed to:
 Approve documents for adequacy prior to issue
 Review and update as necessary and re-approve documents
 Ensure that changes and current revision status of documents are identified
 Ensure that relevant versions of document are available at point of use
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 Ensure that documents remain legible and readily identifiable
 Ensure that documents of external origin are identified and their distribution controlled
 Prevent the unintended use of obsolete documents and to apply suitable identification
to them if they are retained for any purpose.
Documents shall be submitted to the Employer’s Personnel for review or approval in their
native electronic file format.
5.4.1 Document Submission and Review

The Contractor shall use the vendor portal of Hatch’s electronic document management
system (also referred to as iPas DM) for transmitting documents formally to the
Employer’s Personnel.
The Contractor shall document a procedure/s that prescribes how documents shall be
reviewed and approved before their issue to the project for use. This procedure shall
define:
 Internal review and approval of documents by the Contractor team
 Review and approval of Contractor documents by the Employer’s Personnel
 The Employer’s Personnel shall approve the above procedure.
5.4.2 Quality Verification Records

The quality verification records that substantiates conformity of the works shall be
identified and listed for all works in a data pack that shall be submitted to El Aouj Mining
Company on delivery (for material and equipment) or completion of the Works.
The Contractor shall complete for Employers approval, a detailed VDDR that will specify
all document deliverables for all functions and disciplines and for all phases of the project
and to be handed over to El Aouj Mining Company on completion of the works.
The VDDR shall form the basis of monitoring Contractor performance on document
delivery and reporting of progress.
The Contractor shall provide record storage facilities for all documents and verification
records that will ensure:
 Protection from damage due to fire, theft or deterioration
 Controlled access by authorised personnel
 Controlled storage conditions such as temperature, humidity and air conditioning.
 Records shall be filed in accordance with a system that suites the different types of
works and indexed in order to facilitate ease of retrieval of records.
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All hard copy records shall be converted to electronic format through scanning and
storage on memory stick or extended drive.
All records shall be backed up based on a redundancy regime and a back-up server in a
different location to the main data servers shall be maintained. Back-up copies of all CD
disk shall be made and kept in a separate secure location.
Records shall be made available at the Supplier or Contractor or contractor record facility
for review by the Employer’s personnel as and when required.
6. Management Responsibility
6.1 Management Commitment
The Contractor’s management shall be committed to the implementation of the
established project QMS requirements and shall define the:
 Project quality policy
 Project quality objectives
 Provide the resources for implementing the QMS.
6.2 Customer Focus

The Contractor’s management in conjunction with their quality managers shall:
 Identify, document approve project KPIs for measurement and reporting in the
monthly report to be submitted in accordance with the Contract
 Measure analyse and trend the KPIs
 Institute a process for obtaining regular Employer’s feedback on the operation and
performance of the Contractor quality management system and satisfaction.
The Contractor shall ensure that all complaints from the Employer’s Personnel are
addressed in accordance with the contract and that the necessary corrective and
preventative actions are taken.
6.3 Project Quality Policy and Objectives

The Contractor shall define and document a Project quality policy and objectives at all
relevant functions and levels within their project organisation.
The quality objectives shall be measurable and aligned with the El Aouj Mining Company
objectives and the contract requirements and regular review of performance against
stated objectives shall be conducted by the Contractor or Contractor management.
The quality policy and objectives shall be communicated to all personnel upon
mobilisation on the project to ensure that they all understand how they contribute to
achievement quality.
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6.4 Responsibility Authority and Communication

The Contractor shall be responsible for the quality of fabrication, manufacturing
construction and commissioning as applicable to their contract and their respective scope
of work.
The Contractor shall define and document the responsibilities, authorities and lines of
communication for the project via plans, procedures, RACI matrices and job descriptions.
Contractor shall be responsible for the quality of works at any of their appointed sub-
supplier and subcontractors that they may have appointed.
6.5 Management Representative

The Contractor shall appoint a member of its own management as a project quality
manager who shall be responsible for implementation of the QMS and for reporting to the
Contractor management and the Employer on all matters related to quality.
6.6 Management Review/Project Reviews

The Contractor shall conduct documented management and project reviews of the project
at specified intervals (at least quarterly) and shall cover the following during such reviews:
 Suitability, adequacy and effectiveness of the QMS
 The need for any changes to the project QMS
 Any changes by the Employer that may impact the QMS
 Review of audit reports, non-conformance reports, Employer feedback and process

performance
 Recommendations for improvement.
Records of management and project reviews shall be maintained and made available to
the Employer’s Personnel upon request.
7. Resource Management
7.1 General
The Contractor shall employ sufficient personnel in all functional areas and disciplines to
ensure that the QMS requirements through all phases of the project will be effectively
implemented.
The Contractor shall ensure that all project personnel are:
 Verified as competent for their intended work function
 Trained in the project quality policy, objective and job requirements
 Employed in adequate number in all required functions and disciplines.
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 Records to substantiate the above shall be maintained.
7.2 Quality Man Planning and Organisation

Adequate quality assurance and quality control inspection personnel shall be provided
and manning requirements for quality assurance and quality control inspections shall take
into account the number of sub-supplier and subcontractors, proximity of manufacturing
facilities or sites and fabrication or construction schedules.
The Contractor shall employ sufficiently knowledgeable quality assurance, quality control
and inspection staff to assure, control and to verify the quality of manufacturing and
construction.
Quality control personnel shall be familiar with the applicable codes, specifications and
processes as well as the applicable verification and control documentation.
All quality staff shall be independent of those responsible for fabrication, construction and
commissioning activities and shall report to the supplier or contractor’s project quality or
site quality manager.
The Contractor shall submit the project quality manager or representative CV for approval
to the Employer’s Personnel.
Where the Employer’s Personnel is of the view that the Contractor has not provided the
quality resources as per the Contract, or insufficient resources to meet the contract quality
requirements, the Employer reserves the right to request that additional resources be
provided to satisfy the quality obligations in terms of the Contract. Alternately, the
Employer may elect to provide resources and recover the related cost from the
Contractor.
7.2.1 Organizational Chart

The Contractor shall prepare an overall project organisation chart, inclusive of a quality
department organisation chart depicting the names, titles and location as well as the
reporting relationships and inter relationships of all key personnel.
7.2.2 Competency Assessment

Personnel performing work affecting the QMS or product quality shall be competent
based on appropriate education, training, skills and experience.
The Contractor shall maintain and verify information for all personnel assigned to the
works consisting of:
 CV identifying qualifications and past experience
 A job description or profile
 A competency assessment
 Competency records for the all quality personnel shall be maintained.
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The Employer reserves the right to have any person that is deemed incompetent removed
from performing any work related to their scope.
7.3 Infrastructure
The Contractor shall provide and maintain all infrastructure needed to achieve conformity
to the contract requirements. Infrastructure includes as applicable:
 Buildings, workspace and associated utilities
 Plant and equipment
 Supporting services
 Work environment.
8. Design and Development

8.1 Design and Development Planning
To ensure adherence to the design objectives, criteria and all statutory and regulatory
requirements of the Works, all aspects of ISO 9001:2008, Design and Development shall
be analysed, planned and documented in an engineering management plan or equivalent
plan.
Where applicable, the scope of work for each Contractor office and the organisational
interfaces between them and Site shall be defined in the management plan.
8.2 Design and Development Inputs and Outputs

The Contractor shall ensure that all work is in accordance with the design inputs as per
the relevant codes, standards and project specifications.
All design inputs shall be controlled, maintained, and readily available for review by all
parties concerned including the Employer’s Personnel.
Design outputs such as calculations, data sheets, drawings, specifications technical data
and other deliverables shall be checked and approved by authorised personnel to confirm
compliance with the relevant codes, specifications and standards.
All design deliverables shall be maintained and readily available for review by all parties
concerned including the Employer’s Personnel.
8.3 Design Review, Verification and Validation

Project specific procedures for design review, design verification and design validation
work shall be documented and approved by the Contractor and the Employer’s
Personnel.
The Contractor shall document all formal design review activities including HAZOPS and
copies of design review minutes and documentation shall be submitted to the Employer’s
Personnel for information or approval as applicable.
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Design reviews shall be conducted at specified stages of design, the results of such
reviews shall be documented and design changes shall be effected accordingly. The
Employer’s personnel shall be invited to attend design reviews at appropriate stages to be
defined and agreed in the contract.
Design verification and validation of critical work elements may involve personnel other
than those having direct responsibility for the design of the work. The Contractor shall
identify those work elements defined as critical and requiring alternative verification.
The design shall be validated to ensure that it will deliver to the specified design criteria
and all design calculations shall be approved by a suitably qualified professional
Employer’s Personnel, and be reviewed and accepted by the Employer’s Personnel.
8.4 Design Change Management

The Contractor shall develop and implement a process for design change control for all
phases of the work.
Design change management shall be applied to all systems, subsystems and products to
ensure design and manufacturing variations, at source modifications, field modifications
and replacements are properly notified and authorised and that re-validation by test or
analysis, if necessary, is implemented and reported to the Employer’s Personnel.
Where the Contractor cannot comply with any of the specified design requirements and
offer an alternate a full justification shall submitted with an application for review and
acceptance by the Employer’s Personnel.
Design changes shall as appropriate be reviewed and approved by the responsible

Design Engineer and accepted by the Engineer/Employer’s Personnel.
The Contractor shall submit to the Employer’s Personnel a design change register on a
monthly basis with the following:
 Design change notice number
 Detail of the change
 Reference to drawings, specifications and calculations
 Status of design change – approved or disapproved
 Cost related to design change
 Date the change was initiated.
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9. Supply (Production/Fabrication) and Construction

Management
9.1 Planning for Production, Fabrication and Construction
The processes, activities, tasks and actions that influences or affect the quality of the
design, construction, commissioning and maintenance of the works shall be identified,
planned and documented.
The Contractor shall develop and document for Employer’s Personnel’s approval a
procedure which defines a risk based, criticality assessment approach during design,
manufacture and installation or construction as applicable to their scope.
The criticality assessment shall evaluate the combined effect of the likelihood of failure
and the consequences (impact) in order to determine the level of quality assurance,
quality control and inspection and testing required in order to optimise the use, effort or
effectiveness of the quality management program and resources.
All equipment processes and systems shall be assigned a criticality rating that is
determined by considering and scoring each of the following proposed criteria for
equipment, material and processes:
 Safety
 Environmental impact
 Operational significance
 Availability and accessibility for repair or replacement
 Complexity of manufacture, construction and installation
 Economics.
The following criticality ratings may be applied:
 Critical – quality is vital and shall not be compromised
 Major – quality of item is of significant importance
 Minor – quality of item is of moderate importance
 Standard – normal commercial quality is acceptable.
Subsequent to determining and documenting the criticality rating on an equipment list, the
Contractor shall determine and document the corresponding levels for:
 Level of documentation review to be applied
 For approval, for review and comment or information
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 Level of checking and escalation – self check, discipline check, inter-discipline check
or independent check
 The level of material certification to be provided (Refer to Section 11.9)
 The level of traceability to be provided (Refer to Section 11.8)
 The inspection level to be implemented during manufacturing, installation and

construction (Refer to Section 11.2.5)
 The level of meeting intervention to be conducted prior to manufacture and

installation and construction
 Post award clarification, pre-manufacturing kickoff, pre-inspection meeting,

construction kickoff meeting
 AIA involvement.
The Contractor shall submit for approval by the Employer’s Personnel the equipment list
containing the information as determined for:
 Criticality rating
 Level of document review
 Level of material certification
 Level of traceability
 Level of inspection
 Level of meeting intervention
 AIA required/or not.
This equipment list shall be re-submitted for Employer’s Personnel’s approval in the event
that new equipment is added.
The Contractor shall communicate all the quality requirements to sub supplier or
subcontractors inclusive of the conditions to be met because of the criticality rating
process.
The following as a minimum shall be applied:
 Equipment/process with criticality rating of critical and major: post-award quality

clarification meeting shall be held between the Contractor and his nominated supplier
and the Employer’s Personnel. For criticality level of minor the requirement for post
award quality clarification meeting shall be reviewed following the bid evaluation
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 Design reviews and design verification shall be provided for criticality level critical and
major Contractors and the Employer’s Personnel (delegated El Aouj Mining Company
representative/s) shall participate in all the design reviews
 Pre-production and pre-inspection kickoff meetings shall be held at the Supplier or

Contractor’s works, Contractor fabrication facilities and/or site for all criticality level
critical and major systems and equipment before any work commences. The
Employer’s Personnel (delegated El Aouj Mining Company representative/s) shall
participate in meetings
 The Contractor shall audit all sub-Contractors of equipment rated as criticality level
critical and major for compliance and copies of a recent audit shall be submitted to
the Employer’s Personnel (delegated El Aouj Mining Company representative) for
review. The Employer’s Personnel may perform his own capability assessment of all
Contractors of criticality level critical and major equipment, materials and works.
9.2 Interface Management and Coordination

The Contractor shall define and document the interfaces of its internal process and
procedures with those specified by the Contract, the Employer’s Personnel or third
parties.
Procedures that cover interfaces shall be documented and provided to the Employer’s
Personnel for approval and shall include but not limited to the following:
 Contractor project communication procedure
 Project changes (organisation, scope)
 Contractor invoicing, claims procedures
 Design liaison interface and design approval or acceptance
 Interface with AIA.
9.3 Customer Related Processes

The Contractor shall define the communication, administration and liaison requirements of
El Aouj Mining Company in a documented communication procedure for approval by the
Employer’s personnel.
All contractual communication shall be done via the appointed Contractor’s Contract
representative or agents.
The Contractor shall maintain a register of all incoming and outgoing communiqué related
to the contract.
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9.4 Permits, Licences and Statutory Provisions

The Contractor shall ensure that all statutes, regulations, licences and permits are
complied with and shall establish procedures for ensuring that the provision of the latter
and related approvals are incorporated in the quality management system.
9.5 Certified Equipment, Authorised Inspection Authority

The Contractor shall identify and provide the details of their preferred AIA who will
conduct statutory inspection of certified equipment for approval by the Employer’s
Personnel, prior to contracting.
The AIA shall discharge its duties in accordance with the provisions of the local
construction regulations, the contract and any local legislation that may apply.
10. Procurement
10.1 Purchasing Process
The Contractor shall give preference to those sub-contractors or subcontractors that have
implemented a quality management system that complies with the requirements of ISO
9001:2008, the Contract and project specific requirements as specified in this document.
10.2 Purchasing Information

The Contractor shall ensure and document via internal review, the adequacy of specified
purchase requirements prior to their implementation to their subcontractor or sub-
contractors.
Where applicable the Contractor shall ensure that El Aouj Mining Company Contract
requirements are transferred on a back-to-back basis in the contracts and purchase
orders placed on sub-supplier or subcontractors.
Unpriced copies of the purchase orders shall be provided to the Employer when issued to
sub-supplier or subcontractor.
10.3 Manufacturing or Construction Data Books and Release

When required in the VDDR, for correct interpretation by the ultimate owner/operator of
the equipment or material, a summary of the production process and specific reference to
the quality and NDE/NDT aspects shall be prepared together with the records noted
above. The records shall be logically sorted and indexed. The folio of records shall form
the Manufacturer’s Data Report (MDR).
The Contractor shall ensure that all manufacturing or construction data books (draft or
final) are available at the time of final inspection at the Contractor’s premises to facilitate a
review of applicable quality verification records.
The Contractor shall ensure that he has obtained and reviewed final inspection and test
records and/or material release certificate for all material and plant before incorporating
such items into the works.
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A copy of the final inspection report, release note and manufacturing or construction data
book shall be shipped with the equipment or material to the delivery destination.
At the completion of the work, the MDR book containing the original signed
documentation shall be forwarded without delay to the Employer.
Refer to Appendix B for a Typical Data Book Index.
10.4 Subcontracting
10.4.1 Sub-supplier or Subcontractor Assessment and Selection
The Contractor shall perform capability assessments on all sub-supplier or subcontractors
to establish whether they are capable to deliver services conformant with the contract
requirements.
Sub-supplier or subcontractor assessments shall be documented and provided to the

Employer’s Personnel or El Aouj Mining Company on request.
The Contractor should be aware of the requirement for assessment of all Contractors that
will supply material or equipment with criticality rating of critical and major.
10.4.2 Sub-supplier or Subcontractor Performance Evaluation and Review

The Contractor shall monitor and periodically review the performance of all sub-supplier
or subcontractors to ensure they are providing work in accordance with the contract.
The Contractor shall institute corrective and preventative actions as required.
The Contractor shall stop any work that is not in accordance with the design at any of its
sub-Contractors or subcontractors and shall inform the Employer’s Personnel of such
event within 24 hours.
11. Control of Manufacturing, Construction and

Commissioning
11.1 Shop and Site Access
All El Aouj Mining Company representatives shall have free entry and access to all parts
of the Contractor’s shop or site while any work or test is in progress covered by the
Purchase Order/Contract. The same is applicable for Subcontractors. The Contractor
shall provide without additional cost all necessary reasonable facilities to satisfy the El
Aouj Mining Company Representative that the equipment is being satisfactorily fabricated
and tested. The El Aouj Mining Company representatives shall comply with all reasonable
directions by the Contractor and any subcontractor for safety whilst within their shop or
site.
It is the Contractor’s responsibility to advise the El Aouj Mining Company of any witness
of activity points in the ITP and allow adequate time for the Employer’s Personnel to
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attend. Failure to notify and/or allow the Employer’s Personnel time to attend may render
the Works (items/test) liable for rejection.
11.2 Manufacturing, Construction and Commissioning

The Contractor shall plan, document, and implement procedures to control manufacturing
construction and commissioning processes and submit the latter for approval to the
Employer’s Personnel.
Planning for manufacturing construction and commissioning shall include but not limited
to the following:
 Access permits/handover
 Environmental provisions (e.g. EA)
 Takeover and Handover certificates
 Handover punch listing (if applicable)
 Safe access and egress for personnel and equipment
 Availability of Employer’s Personnel approved ITPs, inspection and testing

procedures, and related quality verification records
 Availability of Employer’s personnel approved site installation/construction plans,

procedures, method statements, commissioning procedures and plans
 Availability of trained and competent personnel
 Competent and qualified quality control and inspection personnel
 Calibrated inspection and measuring equipment with substantiating calibration

records
 Materials and/or equipment certified as released
 Availability of plant
 Availability of AIA.
The Contractor shall introduce a process for verifying whether all the planning
requirements for the Works have been met prior to commencement of work.
11.2.1 Kickoff Meeting

After the Contract start date, and prior to manufacture or construction, El Aouj Mining
Company will require a kick off meeting with the Contractor to discuss fully the
implications of meeting El Aouj Mining Company quality requirements.
This meeting may be held as part of the Contractor kick off meeting for each package or
may be a separate meeting, subject to the critical or complex nature of the work. This
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requirement for a kick off meeting may be repeated when subcontractors of key
equipment are engaged.
11.2.2 Inspection and Test Schedule

Prior to commencement of work, the contractor shall submit an inspection schedule with
the proposed dates for inspections and tests nominated in the ITPs where Employer’s
Personnel’s witness and hold points are required.
The schedule shall be regularly updated with progress and issued to El Aouj Mining
Company to show the current inspection and test status.
11.2.3 Inspection and Test Notification

The Contractor shall formally notify the Employer’s Personnel by completing an inspection
notification request, within the contractually agreed period, of the advent of inspections or
tests that requires witnessing.
For inspections or tests within the country, arrangements shall be confirmed at least two
working days before the event. For inspection and tests outside of the country,
arrangements shall be confirmed at least seven working days before the event or as
agreed in the contract.
The Contractor may use the El Aouj Mining Company provided Inspection Notification
Request form (Appendix C), inspection notifications shall include the following essential
information:
 Contract number and project number
 Location of inspection or test (including nearest airport, station for off shore
inspection)
 Equipment or system description
 Type of inspection or test
 ITP number and inspection reference or activity number
 Date and time of inspection or test
 Expected duration of the test
 Name and telephone number of the supplier or contractor’s representative.
The Contractor shall confirm with Employer representative to whom all inspection
notification request forms shall be sent.
11.2.4 Site Inspections

The Site Inspection process will be dictated by the Site Inspection and Test Plan (ITP).
Ongoing surveillance and monitoring of site activities will be conducted by the Employer’s
quality personnel.
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Hold and Witness inspections to be notified in accordance with section 11.2.3 above.
11.2.5 Off site (Shop) Inspections

The following Inspection levels for shop fabrications have been assigned for the project:
 Level 0 – no inspection of item required by the Employer and a documentation review

of the relevant quality records are performed
 Level 1 – a Final conformity inspection (FCI) by the Employer’s Personnel of the

completed item is performed normally prior to closure of item for shipment, verification
requirements to be defined
 Level 2 – limited scope inspection. Requires that the appointed inspector performs
inspection at predetermined verification points (specific witness and hold points) and
shall include a Final Conformity Inspection (FCI) prior to closure of goods for
shipment and/or pre-shipment inspection (PSI)
 Level 3 – full scope inspection. Requires that the appointed inspector performs
regular surveillance in addition to inspection at predetermined verification points
(specific witness and hold points) and shall include a FCI prior to closure of goods for
shipment and/or PSI
 Level 4 – resident inspection. This level is required for critical and frequent
verification. The resident inspector will continuously monitor the work in progress and
verify the supplier or contractor’s data pack.
The Contractor shall verify the required level of inspection that applies to a particular
scope of work or part thereof with the Employer’s Personnel.
11.2.6 Inspection Interventions

The following inspection interventions types related to an activity specified on ITPs has
been defined:
 Surveillance Inspection (S) - random inspections are performed by the Employer’s

Personnel and in such instances formal notification of inspection is not required
 Witness Inspection (W) – conducted as set out on the ITPs and the Employer’s
Personnel shall witness the actual inspection or test. A formal notification of
inspection in writing shall be issued by the Contractor to the Employer’s Personnel
 Review (R) – conducted as set out in the ITPs and entails a review of the relevant
documents pertaining to the process, inspection or test. A formal written notification of
inspection to the Employer’s Personnel is not required
 Verify (V) - conducted as set out in the ITPs and entails a verification of a relevant
document or product characteristic. A formal written notification of inspection to the
Employer’s Personnel is not required
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 Hold (H) – conducted as set on the ITPs and means that a hold shall be applied to
the process or schedule until that process, inspection or test activity requiring
witnessing or actual testing by the Employer’s Personnel has been carried out and
the related quality documentation has been found complete. The Contractor shall
issue a formal notification of inspection in writing to the Employer’s Personnel. In the
event that the Employer’s Personnel cannot attend, the Contractor shall not proceed
with the process or schedule unless the Employer’s Personnel has issued a formal
written waiver of inspection that may be issued subject to a review of the quality
documentation.
11.3 Inspection and Testing

The Contractor is responsible for management of all internal inspections and tests, as
well as those at sub-supplier or subcontractor and this shall include:
 On time issue of inspection notification requests to appointed quality inspector
 Documenting inspection and tests result in inspection reports, ITPs, FICs and
certificates
 Progressively inspecting the quality of the scope of work performed, including that of
all sub-Contractors or subcontractors
 Inspecting to meet all contractual requirements, in number, type and form
 Inspecting day-to-day activities, material receipts, issue of material for installation, in-
process inspections, and final inspections.
Completed original ITPs inspection and test reports and FICs shall be submitted to the
Employer’s Personnel in the data pack.
11.4 Inspection and Test Status

11.4.1 Inspection Release
Upon completion of the scope of work and Contractor verification that the works is
conformant, either in total or in phases, the appointed inspector may upon its own
inspection issue an Inspection Release Certificate (IRC) or may elect, subject to
submission for review of the Supplier or Contractor verification documents, issue a waiver
of inspection.
The issue of either an inspection release or waiver of inspection does not relieve the
Contractor of its obligations under the contract.
The Contractor shall ensure a copy of the release note and final expediting release note
for transport, where appropriate, is attached to the delivery docket and accompanies the
work to the designated destination indicated in the contract.
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Items delivered to the Employer’s Personnel without a copy of these documents shall be
rejected.
A copy of the inspection release or waiver of inspection shall be included in the DP.
11.5 Special Processes

It is the Contractor’s responsibility to ensure that all processes which require pre-qualified
procedures and/or work methods are tested and qualified before work begins. This
typically covers such activities as:
 Welding Procedure Specifications
 Welder Qualification Tests
 Non-destructive testing
 Special fabrication techniques
 Painting procedures
 Rubber lining procedures
 Cleaning Procedures.
Technical specifications issued by the Employer for the Work shall be complied with.
Unless specified in the VDDR, such procedures are the Contractor’s responsibility and do
not require submission to the Employer before work begins. If such procedures are
requested on the VDDR, no work shall commence until the Employer approves
procedures.
It is the Contractor’s responsibility to ensure that all operators are qualified for the
processes in accordance with the procedure and/or applicable standards/codes. Records
of operator qualifications shall be maintained by the Supplier or Contractor and made
available to the Employer’s Inspector or representative when requested.
The Contractor in accordance with the applicable procedure, standard or code shall
maintain records of procedures and processes qualifications.
11.6 Welding Procedures

11.6.1 Specifications
Where the Contractor’s scope of work includes fabricated weldments, Welding Procedure
Specifications (WPS) defining the method, preparation and sequences to be adopted to
achieve a satisfactory welded joint shall be provided for all weld types required in the
execution of the Contractor’s scope of work. The procedure shall be submitted to the
Employer when requested on the VDDR, and noted on the ITP.
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WPS shall include all welding essential and non-essential variables for each process
used, including appropriate test results and shall comply with the standard or code
pertaining to welding required in the execution of the Contractor’s scope of work.
Technical specifications issued by the Employer for the Work shall be complied with.
11.6.2 Weld Maps

When requested in the VDDR, a suitably marked “weld map” shall be completed by the
Contractor for all items to be fabricated. A summary of WPS shall be prepared and when
used they shall be identified on the weld map.
11.6.3 Client Approval

Where Employer approval is required, fabrication shall not start until written confirmation
of WPS and welding Procedure Qualification Record (PQR) acceptance by the Employer
is received by the Supplier or Contractor. No welding fabrication will be accepted that is
not covered by a Client approved WPS/PQR.
Welding Procedure Qualification (WPQ) Tests may be witnessed by the Employer and/or
an independent inspection authority. Testing of the specimens prepared during the WPQ
Tests shall be carried out by an approved testing laboratory independent of the Supplier
or Contractor.
Where actual weld deposit analysis and weld metal physical properties are required for
procedure qualification, the information shall be taken from the WPQ Tests. Data listed in
the catalogues of the manufacturer of welding consumables is not acceptable.
11.6.4 Qualifications
Welders/operators shall be qualified in accordance with specified welding code (e.g. AWS
D1.1) before starting production fabrication. Specific welder qualifications records will be
reviewed by the Employer in the Contractor’s workshop or premises and should not be
submitted for review.
A register of welders qualified to work and their qualification expiration date shall be
maintained by the Supplier or Contractor.
11.7 Inspection and Testing Laboratories Services

Where the supplier or contractor, for inspection or testing, employs independent
inspection and testing laboratory services, they shall comply with the following:
 The Contractor shall appoint and pay for the required inspection and testing to be
provided by testing laboratories
 Inspection and testing laboratories shall be accredited by a recognised accreditation

body to ISO 17025 as competent to conduct the required testing
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 Test reports shall be submitted to the Employer or the responsible Employer’s

Personnel indicating all observations an test results in compliance or noncompliance
with the contract requirements
 The Contractor shall provide samples of materials, design mix, equipment, tools,
storage and assistance as requested
 Retesting due to non-compliance with the specified requirements shall be performed

by the same independent laboratory and the Contractor shall bear the cost of all such
retesting at no additional cost to the Employer.
11.8 Identification and Traceability

The Contractor shall develop and implement a procedure for traceability of material and
equipment for incorporation of the Works to the extent required by the Contract,
specification and/or codes.
Where traceability is a requirement the Contractor shall control the unique identification of
the product and source material.
11.8.1 Material Traceability

Where, and to the extent that material traceability is required, the Contractor shall
implement procedures for the maintenance of material identification throughout all phases
of manufacture and construction.
Methods of identification, labelling, routines for re-stamping or stencilling as appropriate

shall be defined and agreed with the Employer.
Adequate records shall be maintained throughout construction enabling traceability of key

materials from final product back to original material certificates. The material traceability
records shall form part of the data pack.
The Contractor shall prepare a schedule of materials and equipment that are subject to
traceability requirements for approval by Employer’s Personnel.
11.9 Material Certificates

Where specified in the purchase order/contract, specification or other order
documentation, the following certificates are to be made available to the Employer’s
Personnel and placed in the MDR if one is specified in the VDDR:
Certificate Type Description

Type 2.1: A supplier’s declaration of compliance with the order. This certifies
EN 10204 Certificate 2.1 that the goods or services are supplied in compliance with the
order without the inclusion of any test results.
Type 2.2: Document in which the manufacturer declares that the products
EN 10204 Certificate 2.2 supplied are in compliance with the requirements of the order and
in which he supplies test results based on non-specific inspection.
Type 3.1: A certificate issued by a laboratory or test facility independent of
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Certificate Type Description

EN 10204 Certificate 3.1 the supplier’s works. It shall quote test results carried out on the
product supplied and state whether compliance with the relevant
technical standard, code etc. has been complied with.
Type 3.2: The same as certificate type 3.1, but the certificate is additionally
EN 10204 Certificate 3.2 validated by the Client’s authorized inspection representative or
the inspector delegated by the official regulations.
11.10 Control of Monitoring and Measuring Devices

The Contractors shall maintain an equipment list of all measuring and test equipment that
requires calibration. This list shall detail the following as appropriate:
 Instrument or device number
 Instrument make or type
 Calibration date
 Calibration expiry date.
A file containing all calibration certificates for listed equipment shall be maintained and
provided upon request.
11.11 Preservation of Material and Equipment

The Contractor shall comply with the project specification or instruction pertaining to
preservation that will be issued and referenced as part of the Contract.
The Contractor shall determine and document for Employer approval any special
requirements for equipment or material preservation including:
 Identification
 Handling and packing
 Storage and protection
 Shelf life duration
 Safe handling.
The Contractor shall preserve materials and equipment until the time of taking over by
providing:
 An equipment or material preservation schedule identifying the type and frequency of

preservation inspections
 An equipment or material preservation register (per location) wherein results of

preservation inspections are recorded.
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The preservation schedule shall be provided to El Aouj Mining Company after initial issue,
and every instance it is updated with additional equipment or material.
The Contractor equipment or material preservation register shall be provided to the El

Aouj Mining Company on a monthly basis on the first day of every month.
11.12 Data Books and Operating and Maintenance Manuals

The Contractor shall develop, document and implement a system for the collation of
quality verification records, including change management records into manufacturing,
construction and commissioning data books.
The procedure shall define the format, content and structure of data books and processes
of compilation and handover and shall as a minimum conform to the following:
 Data books shall be provided by the Contractor for:
 Manufacturing - for each individual purchase order
 Construction – prepared for each geographical area for civil works and for
systems/sub-systems for mechanical electrical systems
 Commissioning- prepared for each commissioned system.
 The Contractor shall include documents approved by the Employer’s Personnel
 Data books shall be written in English or provided with an English translation
 The data book index shall be provided to the Employer’s Personnel for approval
(Refer to Appendix B for a Typical Data Book Index)
 Data books shall be compiled as the works progresses with the original material,
installation, erection, testing, inspection and change management documents and
shall verify continued and accurate updating via weekly review and spot checking
against inspection performed that week
 Contractor shall report the status of data book compilation at frequencies to be

agreed or as determined by the contract
 Records shall be endorsed by stamp or signature and date by the Contractor

signifying completion and accuracy.
Each data book shall have a cover sheet of A4 size on which the following is provided:
 Title of document
 Name of project
 Project number
 Supplier or Contractor or contractor’s job code or number
H352921-0600-130-078-0001, Rev. 0,
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 Document number
 System number
 System description
 Supplier or Contractor or contractor’s number
 Name of supplier or contractor
 Address of supplier or contractor
 Column of signature by supplier or contractor’s representative.
Where items are fabricated at overseas Contractors, the DP shall be completed to reflect
the works performed up to shipment and upon satisfactory review by the Employer’s
Personnel, departure of shipment shall be authorised.
11.13 Shipping
shipping that will be issued and referenced as part of the Contract
The Contractor shall ensure that shipping of components is done in a way that will
prevent loss or damage.
The Contractor shall provide and inspector that will monitor the loading of all components
on the ship and releases every load prior to departure.
Where applicable loading and lashing procedure shall be specified and submitted to the
Employer’s Personnel for review and acceptance.
The Contractor shall perform an inspection of all items on docking and record all damage
that may have occurred during shipping in an inspection report that shall be submitted to
the Employer’s Personnel within 24 hrs of the inspection.
Similar inspection and reporting shall be performed during offloading for transport to the
relevant site location.
11.14 Transport
transportation that will be issued and referenced as part of the Contract.
The Contractors shall ensure that transporting of components is done in a way that will
prevent loss or damage.
The Contractor shall provide and inspector that will monitor the loading of all components
and releases every load prior to departure.
Where applicable loading and transport procedure shall be specified and submitted to the
Employer’s Personnel for review and acceptance.
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11.15 Site Receipt Inspection

The Contractor shall inspect all materials or equipment upon arrival at site and
immediately prior to installation, and reject damaged and defective items.
The Contractor shall verify that the data pack that substantiates conformity of the material
or equipment is completed and has been approved by the Employer’s Personnel prior to
the installation or incorporation into the works.
11.16 Final Handover or Takeover and Acceptance

Final handover and acceptance shall take place on completion of commissioning in
compliance with the quality, contractual requirements and upon final acceptance of the
DP by the Employer’s Personnel.
11.16.1 Supplier or Contractor or Contractor Initiated Handover

The Contractor shall develop, document and implement a process for effectively
handover of the works as set forth in the contract
The Contractor shall upon completion of the contractual works:
 Verify that work is complete and conformant
 Ensure that a complete data book demonstrating compliance with the contract is
compiled
 Produce an index of all handover quality records
 Formally apply to the Employer’s Personnel to issue a handover certificate for works.
The Employer’s Personnel shall upon application perform a review of the:
 Data book
 Completed as-built records
 Change management documentation (if applicable)
 Defect management documentation (if applicable).
Based on the results of the review the Employer’s Personnel shall either accept or reject
the request for handover.
Where hand over has been rejected the Contractor shall undertake the necessary rework
and re-apply for handover as per the contract.
When accepted the Employer’s Personnel shall issue a handover certificate.
11.16.2 Employer’s Personnel Initiated Takeover

Where the Employer’s Personnel requires taking over the works or a portion of the works,
the Employer’s Personnel shall identify the work or portion thereof.
H352921-0600-130-078-0001, Rev. 0,
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When the agreed portion of the work is, complete and conformant the Contractor shall
process as per Section 11.16.1 above and the Employer’s Personnel shall issue the
relevant certificate.
12. Measurement Analysis and Improvement

12.1 General
The Contractor shall develop, document via procedures for the Employer’s Personnel
approval and thereafter implement a monitoring, measurement, analysis and
improvement process needed:
 To demonstrate conformity of the product
 To ensure conformity of the quality management system
 To continually improve the effectiveness of the quality management system.
 This shall include determination of the applicable methods, including statistical

techniques and the extent of their use.
12.2 Hatch or Employer Audits

The Employer reserves the right to perform an audit on any aspect of the works. The
Contractor shall make available all such records and evidence as required. The audit
shall be by arrangement after the Employer has provided formal written notice to the
Supplier or Contractor.
The Employer’s Personnel shall audit the Contractors quality management system as and
when required.
Notification of such planned audits shall be done at least seven working days in advance
to the Contractor.
The audit report shall be issued within 14 workings days of completion of the audit to the
Contractor.
Audit findings shall be risk ranked by the auditor as high, low, medium and shall be
responded to by the Contractor within five, 10 and 20 days respectively from the date of
issue.
12.3 Supplier or Contractor or Contractor Audits

The Contractor shall develop and document a procedure that defines the procedure for
internal and external, quality management system, technical and product audits, to be
implemented for the full duration of the project.
A full schedule for planned internal and external audits to be undertaken during the
duration of the project shall be documented.
Audit reports shall be provided to the Employer on request.
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12.4 Quality Risks

The Contractor shall identify quality risks by analysing NCRs, concessions, inspection
and assessment results, internal complaint, external complaints originating from El Aouj
Mining Company and sub-supplier or subcontractors.
These risks shall be incorporated into the Contractors risk register where applicable and
the register shall be issued to the Employer on a monthly basis
12.5 Monthly Quality Reporting Requirements

The Contractor shall submit a monthly quality report on the contractual delivery date for
each month from contract start date. The requirements for quality reporting shall include
as applicable, but not limited to the following:
 Summary of quality performance including achievements and major quality problems
 Audits conducted on the works and summary of findings
 List of approved ITPs for the works
 Latest document register (Supplier or Contractor document register)
 Updated nonconformities register (NCR)
 Major quality problems at fabricators and site (as applicable)
 FEQ – Register
 Design changes – design change register
 Concessions - register
 Inspections performed (inspection register)
 Inspection schedule (forward view of at least two weeks)
 Photo records and logistics
 Data book status report.
12.6 Customer Satisfaction

The Contractor shall collate, analyse and trend complaints and feedback from El Aouj
Mining Company as a method for measuring customer satisfaction.
The Contractor shall provide feedback and respond to all customer complaints as per the
relevant contract requirements.
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12.7 Control of Non-conformances and Defects

12.7.1 Defective Product or Nonconforming System Identified by Supplier or Contractor or
Contractor
Defective product and system non-conformances shall be documented via a Non-
conformance Report (NCR).
The Contractor shall ensure that product which does not conform to product requirements
is identified and controlled to prevent its unintended use or delivery. A documented
procedure shall be established to define the controls and responsibilities for dealing with
nonconforming product. The Contractor shall deal with nonconforming product by one or
more of the following ways:
 By taking action to eliminate the detected nonconformity, returning the product to full
compliance to the contract
 By authorizing its use or acceptance under an approved concession
 By taking action to preclude, its original intended use or application on the contract
 When nonconforming product is corrected it shall be subject to re-verification to

demonstrate conformity to the requirements (records of re-verification shall be
maintained)
 Contractor shall identify repeat defects and nonconformities as systematic failures of

their quality management system and shall initiate a corrective action report and
undertake root cause analysis. In such cases quality management system
rectification measures shall be introduced immediately.
The Contractors shall maintain and provide a native file copy on a weekly basis to the
Employer’s Personnel of the supplier or contractor’s non-conformance register.
The register shall account for the Contractor, Employer’s Personnel’s and El Aouj Mining
Company non-conformances reports.
Non-conformance shall be included as part of the quality records and included in the
manufacturing, construction and commissioning data books by the Contractor.
12.7.2 Defective Product or Nonconforming Systems Identified by Hatch or El Aouj Mining

Company
Defective product and non-compliance with systems, identified, shall be documented by
the Employer’s Personnel’s by of a non-conformance report, which shall be issued to the
Contractor.
The Contractor shall investigate the matter and respond in writing to the appointed
Employer’s Personnel on the original NCR within seven days of receipt detailing:
 Proposed disposition or alternatively, document reasons why it is not a nonconformity
H352921-0600-130-078-0001, Rev. 0,
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 Proposed defect correction measures and proposed correction date
 Traceability of nonconforming product by unit, area and item description
 Risk ranking of the impact of the non-conformance relative to schedule, safety,

functionality, performance, operability and serviceability
 Technical and quality authority’s verification of accuracy of detail and defect

correction measures.
By the definitions of this specification, all “repair” and “use as is” dispositions will require
the issuance of a request for concession form as they deviate from the requirements to
the contract.
The Contractor completion of the proposed defect correction and the Employer’s
Personnel’s approval shall be identified via the issue of an inspection and test notification
by the Supplier or Contractor. The Employer’s Personnel’s verification of the completion
of proposed defect correction measures shall be documented on the inspection and test
notification report and original non-conformance report.
Refer to Appendix D for a Typical NCR Form.
12.8 Concession Request and Technical Queries

12.8.1 Concession Request
Where a Contractor requests a concession to deviate from the requirements of the
Contract or specified requirements, the Contractor shall raise the request with the
Employer using the format as shown in Appendix E or Contractor equivalent form.
The concession requests shall clearly identify all elements of the proposed deviation
together with any resulting technical, cost, commercial and/or schedule impacts.
Completed original and approved concession requests shall be included in the DP.
The Contractor shall maintain and provide a native file copy on a weekly basis to the
Employer’s Personnel of the supplier or contractor’s concession register.
12.9 Field Engineering Queries

For clarification of construction related design changes/technical issues (only), supplier or
contractors may submit a Field Engineering Query (FEQ) (see Appendix F) to the
Employer’s Personnel or Employer in accordance with the Contract.
The FEQ shall clearly identify all elements of the query, and all supporting documentation
and/or drawings shall be attached where appropriate.
Changes shall be implemented upon approval of the FEQ by the Employer’s Personnel.
Completed original FEQs shall be included in the DP.
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The Contractor shall maintain and provide a native file copy on a weekly basis to the
Employer’s Personnel of the supplier or contractor’s FEQ register.
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Appendix A :
Typical Inspection and Test Plan
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H352921 Quality Management System Requirements Specification for Suppliers and Contractors
ITP NO.: REV: DATE

ISSUED:
CONTRACT NO.: DESCRIPTION: ITEM
NO.:
SUPPLIER/ LOCATION:
SUPPLIER/
CONTRACTOR:
Activity No. Activity Procedure Reference/Code Specification Verifying Intervention
Description Specification Acceptance Document/Report Supplier or Hatch Eskom
Criteria Certificate Contractor/
Contractor
Action Sign Action Sign Action Sign
Rev Date Reason for Revision
Approval Name Designation Date Intervention

Subcontractor/ H - Hold, Mandatory Hold Point R - Review
Sub Supplier or V - Verify
Contractor W – Witness S - Surveillance
Supplier or NOTE: H & W points require formal notification to Hatch
Contractor/
Contractor
Hatch
H352921-0600-130-078-0001, Rev. 0,
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Appendix B :
Typical Data Pack Index
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No. Section Title Mandatory (Y/N)
1 Section A: Quality Control Plans (QCP)

1.1 QCP Register
1.2 QCP
2 Section B: Certificates
2.1 Material Certificates
2.2 All Test Certificates
2.3 Welding Consumables
2.4 Corrosion Protection Certificates
2.5 Calibration Certificates
2.6 Other
3 Section C: Reports
3.1 Inspection Reports
3.2 Test Reports (FAT)
3.4 NDE Reports
3.5 Corrosion Protection Reports
3.6 Punch list reports & signed off
4 Section D: Concessions
4.1 Register
4.2 Reports
5 Section E: Non-conformance Report
5.1 Register
5.2 Reports
6 Section F: Release Notes
6.1 Trail assembly report
6.2 Contractors Release Report
6.3 Client Release Report
7 Section G: Design
7.1 Design Change Note
7.2 Data Sheets
7.1 Technical Query Notes
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Appendix C :
Inspection Notification
H352921-0600-130-078-0001, Rev. 0,
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NAI
VQS Code: Doc Sub Project No. Package/PO Author Sequence Revision
Type Initials No.
Vendor Details:
Date: <YYYY-MM-DD> Equipment/Tag No:
Vendor Name and

Location
Vendor Contact:
Contact Telephone Contact Email:
No.:
Location of (Complete only if different to the above address)
Inspection:
Inspection Location:
Contact at location:
Contact Telephone Contact Email:
No.:
Inspection Details:
Requested Inspection <YYYY-MM-DD>
Date:
ITP No: ITP- ITP Line No:
ITP Witness (W) Point ITP Hold (H) Point NCR Corrective Action Inspection
Unscheduled Request Outside ITP Requirements Other …………………………..……
Goods to be Inspected:
Drawing/Item No: Description Qty
Inspection Request By: (Vendor person requesting the inspection must fill in and sign this section)
By requesting this inspection the Vendor is confirming that all inspections and tests required to verify
compliance has been completed by their quality representative and the product is in a state ready for
project VQS to attend the nominated inspection.
<YYYY-MM-DD>
Name Title Signature Date
H352921-0600-130-078-0001, Rev. 0,
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Inspection Waiver: (To be signed by the Project VQS Coordinator only when the project is
waiving part or all inspection requirements specific to this NAI)
This inspection waiver once signed by the project VQS Coordinator and returned to the Vendor
representative, is considered a formal notification to the vendor that this specific scheduled inspection
has been waived to the extent identified below:
Project VQS Inspector will not attend this scheduled inspection.
Vendor is not required to perform the inspection and test for the scheduled inspection and
tests identified in this NAI.
Vendor must continue with the inspection and tests as planned and to then on completion
forward their inspection report to the project VQS Coordinator.
Additional clarification or comments:
<YYYY-MM-DD>
Name VQS Coordinator Signature Date
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Appendix D :
Non Conformance Report (NCR)
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Non-conformance Report Page 1 of 2

Project Name:________________________ Project Number: ____________
NCR Number: ____________________ Date: _______________
Section A – Initiating a Non-conformance Report

Sub-Contract
PO/Contract No: (if applicable)
No:
Supplier or
Contractor/Contractor:
Description of Non-conformance
Non-conformance Classification
Construction Commissioning Design Documentation Complaint
HSE Manufacture Materials System/Procedure Other
Non-conformance Severity
Minor Major Critical
Disposition: Scrap/Reject Rework Repair Use as Is Other
Name:
Signature: Date:
Supplier or Contractor/Contractor Rep
Name:
Signature: Date:
Hatch Approval of Disposition
Section B – Supplier or Contractor/Contractor Proposed Corrective Action
Cause:
Corrective Action:
Action to Prevent Recurrence:
Acknowledgement of Receipt by Supplier or Contractor/Contractor

Name: Signature: Date:
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Non-conformance Report Page 2 of 2

Section C –Review and Recommendations
Hatch Comments/Recommendations/Instructions
Name: Signature: Date
Section D – Verification
Comments (if applicable)
Concession Required Yes No
Section E – Close-Out
Hatch – Signoff when NCR is completed
Name: Project Quality Lead Signature: Date:
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Appendix E :
Concession Request
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Request for Concession No: _____________________

PROJECT NAME: PROJECT No.:
A. SUPPLIER/CONTRACTOR SUPPLIED INFORMATION
SUPPLIER/CONTRACTOR NAME: P/O /CONTRACT No.:
SUPPLIER/CONTRACTOR CONCESSION No.: DATE:

Required concession applicable to: (Item/Material/Equipment/Area)
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Quantity Affected: ________________________________________________________________________
Original Requirements: ____________________________________________________________________

_________________________________________________________________________________________
_________________________________________________________________________________________
Description of Concession – Revised Requirements: ___________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Justification: _____________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
(NOTE: This concession will be rejected if the following information is not provided):
(i) VALUE OF BENEFIT (ii) AGREE TO AN YES NO (iii) ANY IMPACT ON NO YES
TO CLIENT EXTENSION OF THE SCHEDULE?
WARRANTY
$/R………………… IF “YES” WHAT PERIOD? IF “YES” WHAT PERIOD?
(Weeks)
References:
Original Requirements reference: _______________________________________________________________
Drawing No.: _______________ Rev.: _________ Specification No.: __________________ Rev.: ________
Attached applicable documentation: _____________________________________________________________
Requested by: (Supplier or Contractor / Contractor)
Name: __________________ Title: _______________ Signature: __________________ Date: ___________
H352921-0600-130-078-0001, Rev. 0,
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B.SITE ADMINISTERED CONTRACT?: Yes No Go to “D”

Possible QC implications:
____________________________________________________________________________________________________________
Recommended Rejected
Recommendations with the following Conditions:
_____________________________________________________________________________________________________
Area Manager: __________________________ Signature: ____________________ Date: __________
Resident Design Employer’s Personnel:__________________Signature:________________ Date: ___________
C. RECOMMENDATION BY CONTRACT ADMINISTRATOR:
Name: ____________________________ Signature _________________Date:________________
D. RECOMMENDATION BY EMPLOYER’S PERSONNEL:
Recommended Rejected Conditional, with the following recommendations:
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
Package Employer’s Personnel:___________________Signature: ___________________Date: __________
Lead Discipline Employer’s Personnel: _____________Signature: ___________________Date: __________
Employer’s Personneling Manager: _____________Signature: ___________________Date: __________
Comments:
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
E.HATCH AREA MANAGER: Accepted Rejected
Name: ______________________ Signature ________________ Date:________________
F. PROJECT MANAGER: Accepted Rejected
G. CLIENT REPRESENTATIVE: Accepted Rejected

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Appendix F :
Field Engineering Query (FEQ)
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FIELD ENGINEERING QUERY

Project Name: Project Number:
Supplier or Contractor/Contractor: FEQ No: Date:
Contract No: Contract Title:
Details of Query: Initiated By:______________
References:
Document No. Rev. Title
Proposed Solution by Supplier or Contractor/Contractor/Initiator:
Supplier or Contractor/Contractor Engineering Rep: ___________________ Date:

______________
Projects Response:
Project Lead Discipline Engineer:

Name:________________________ Signature_______________ Date:_____________
Project Site Supervisor:

Name:_______________________ Signature_________________ Date:______________
H352921-0600-130-078-0001, Rev. 0,
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El Aouj Mining Company

El Aouj Project - FEED Quality Management - Plan

4. Reference Documents .................................................................................................................... 4

5. Quality Management System ......................................................................................................... 4

5.1 General Requirements ............................................................................................................ 4

6.1 Management Commitment ................................................................................................... 13

7.1 General ................................................................................................................................. 14

8.1 Design and Development Planning ...................................................................................... 16

9. Supply (Production/Fabrication) and Construction Management ........................................... 18

9.1 Planning for Production, Fabrication and Construction ........................................................ 18

10.1 Purchasing Process .............................................................................................................. 21

11. Control of Manufacturing, Construction and Commissioning ................................................ 22

11.1 Shop and Site Access ........................................................................................................... 22

11.16.1 Supplier or Contractor or Contractor Initiated Handover ......................................... 33

12.1 General ................................................................................................................................. 34

5. Quality Management System

All outsourced processes shall be controlled and identified in the QMS.

5.2 Quality Document Requirements

 Schedule or list of ITPs envisaged for the works

 Copy of current certificate of any third party certification/verification of the quality

 Quality manual (if not certificated)

 Quality management representative resume

 Procedure for the evaluation of sub-suppliers and sub-contractors

 Typical data pack indexes (Table of Contents)

 Approved sub supplier or sub-contractor list

 Programme of internal and external audits.

5.2.2 Quality Documents Required on Contract Award

 Inspection and test plans/Quality control plans – per discipline/activity identifying

 If applicable, Subcontractor ITP(s) for any subcontracted work

 Approved supplier/sub-contractor list

 Quality Management representative resume

 Project quality control procedures

 Project verification records per individual activity as referenced on ITPs

 Manufacturing, construction and commissioning data books.

5.3 Project Quality Management, Quality Assurance, Control and

 Quality Management System

 Quality management system planning.

 Responsibility authority and communication:

 Responsibility and authority

 Internal and external communication.

 Competence, awareness and training

 Planning of product realisation

 Customer related processes

 Determination of requirements related to the product

 Review of requirements related to the product

 Design and development:

 Design and development planning

 Design and development inputs

 Design and development outputs

 Design and development review

 Design and development verification

 Design and development validation

 Control of design and development changes.

 Verification of purchased product.

 Production and service provision:

 Control of production and service provision

 Validation of processes for production and service provision

 Identification and traceability

 Planning and programming

 Construction and commissioning

 Punch listing management

 Control of monitoring and measuring devices.

 Measurement analysis and improvement: