EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

VENDOR DOCUMENTS
MANAGEMENT PROCEDURE

DE EXT IFI I

Eng. Phase Purpose Of Distribution (POD) Purpose Of Issue (POI) Owner's Action

Issued For Implementation

01 16.04.2020 M.Rohbani M.Azizi K.Shamsaei A.Kazemi
(Partially Revised)

00 08.12.2019 Issued For Implementation M.Rohbani M.Azizi K.Shamsaei A.Kazemi

Rev. Date Description Prepared by Checked by Approved by Authorized by

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

Change Index During Formal Issues

Internal
Page Issue First Second Third Fourth Fifth
Sixth Issue Reason of Latest Change
No. Issue Issue Issue Issue Issue
Rev. 0A Rev.00 Rev.01 Rev.02 Rev.03 Rev.04 Rev.05
1   Rev.01: Due to Change of format
2   of VDIS and Title block, Change of
para 5.5 and adding part 5.12
3   Communication Numbering
4 
5 
6 
7  
8 
9 
10  
11 

Att. 1 (Numbering System for Steel Structure\Grating shop Drawings)

1 
2 
3 
4 
Att. 2 (Vendor Document Index & Schedule)
1 
2  
Att. 3 (Sample of Title Blocks and Coversheets)
1 
2  
3  
4  
5 
Att. 4 (Project Document Types & Codes)
1 
2 
Att. 5 (Vendor Document Handling Workflow)
1 
2 
Att. 6 (Document Transmittal from PIDEC to Vendor)
1 
2 
Att. 7 (Final Book Binder and Labels)
1 
2 
3 
4 

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 2 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

Index Page
1. Purpose 4
2. Applicable Documents 4
3. Definitions 4
4. General Requirements 4

4.1 Language 5
4.2 Document Size 5
4.3 Electronic Documents 5
4.4 Drawing Formats 5

5 Procedure 5

5.1 Vendor Document Index & Schedule 5

5.2 Vendor Document Handling Cycle 6
5.3 Documents Requiring Approval or Review by PIDEC 7
5.4 Purpose of Issue (P.O.I) 7
5.5 Vendor Document Numbering System 7
5.6 Vendor Documents Revising 8
5.7 Returned Document Status 8
5.8 Documents Title Block 8
5.9 Vendor Transmittal Numbering 8
5.10 Reply Transmittal Numbering 9
5.11 Document Transmitted from PIDEC to Vendor 9
5.12 Communications Numbering 10

6. Final Vendor Data Book 10

6.1 Content of Vendor's Final Data Book 11

6.2 Quality Record Book (QRB) 11

Attachments Total Page

Attachment No. 1: Numbering System for Steel Structure\Grating shop Drawings 4

Attachment No. 2: Vendor Document Index & Schedule (VDIS) 2
Attachment No. 3: Sample of Title Blocks and Coversheets 5
Attachment No. 4: Project Document Types & Codes 2
Attachment No. 5: Vendor Document Handling Workflow 2
Attachment No. 6: Document Transmittal from PIDEC to Vendor 2
Attachment No. 7: Final Book Binder and Label 4

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 3 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

1. PURPOSE
Is to outline uniform technical document exchanging system between Vendor and EPs
Contractor (PIDEC) and to describe how, when and which documents shall be prepared
and issued by Vendor.
In other words it provides a basis for a controlled routing of vendor's data between the
relevant Contractor’s engineering disciplines and a proper coordination for reflecting
Contractor’s comments to the vendors until the final and certified Documents and Drawings
(Final Manufacturing Data Book) are received so that all purchased equipment conform to
agreed requirements.
The present document describes requirements to be followed by Vendor for the supply of
documentation listed in "Requirement for Documents (RFD)" which is attached to the
relevant Purchase Requisition.

2. APPLICABLE DOCUMENTS
RFD : "Requirement for Documents" which is attached to the Purchase Requisitions
VDIS : Vendor Documents Index & Schedule which shall be prepared by vendor as per
RFD form requirements in Microsoft Excel in accordance with Attachment No. 02
3. DEFINITIONS
Owner : Zanjan Agricultural & Fertilizer Industries Company (ZAFIC)
Purchaser : TexTrade Maschinen-Handels GmbH (TTM)
PMC : Construction and Project Control Management Company (CCM)
EPs Contractor : Petrochemical Industries Design and Engineering Company (PIDEC)
Vendor : Any Company appointed by Owner/Purchaser to supply or
manufacturing of equipments/materials or services related to the
Purchase Requisition
Sub-vendor : Any Company appointed by vendor to supply or manufacturing of
equipments/materials or services wholly or partly as per related the
Purchase Requisition with consideration of prior approval of
Owner/Purchaser.
4. GENERAL REQUIREMENTS
For prompt identification, traceability and control of documents following attributes shall be
considered in cover sheet and subsequent sheets within title blocks of each
document/drawings prepared for the job. (Refer to Attachment No. 03)
- Owner/Purchaser name and logo
- EPs Contractor's name and logo
- EPs Contractor's Project number
- EPs Contractor's Document number (as per this procedure)
- Document title (as per approved VDIS)
- Sheets number
- Total number of sheets
- Document Revision No.
- Purpose of Issue (POI) or EPs Contractor’s Action (as per RFD Form and sub-clause 5.4)
- Date of issue (DD/MM/YYYY)
This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 4 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

4.1 LANGUAGE
All Vendor Documents shall be written in English language.
4.2 VENDOR'S DOCUMENT SIZE
Vendor Documents sizes shall be in accordance with following requirements:
All documents shall be as per "A" series of international Standard ISO 216 from A1, A2, A3
and A4.
Maximum size of drawings shall be A1 and minimum A4.
Those drawings in format A1, A2 or A3 shall be folded to A4 size in way that title block to
be on front (in case of hard copy required during fabrication and certainly at the end of order
completion)
All A4 documents format shall have a cover sheet (Refer to Attachment no. 03)
At right time, Contractor will supply all the necessary information such as formats, frames,
title block and comment logo in a native file for using and or insert to the required
documents.
Drawings and Documents which are not in accordance with the above instructions will be
rejected and considered as not received.
4.3 ELECTRONIC DOCUMENTS
The following commercial software as a minimum shall be used, unless otherwise approved
by PIDEC:
- AutoCAD Version 2007 and higher
- MS Office Version 2007 and higher
- Adobe Acrobat Version 9.0 and higher
Utilizing other version of above mentioned soft-wares shall be subjected to EPs Contractor's
approval.
4.4 DRAWINGS FORMAT
Drawings shall always be performed on a 1:1 scale using millimeters as unit of
measurement. Logical unit corresponding to millimeter in AutoCAD shall be used.
Dimensions shall not be exploded.
Text on drawings shall be in “Romans” font in AutoCAD and font size no smaller than 2.

5. PROCEDURE
5.1 VENDOR DOCUMENTS INDEX AND SCHEDULE (VDIS)
This form shall be filled up by Vendor, listing all documents and drawings to be submitted
with consideration of PIDEC needs which have been specified within RFD form which is
attached to the requisition. First issue of VDIS indicating all anticipated of all attributes which
has been specified within Attachment No.2

VDIS shall be submitted for PIDEC’s approval within two weeks after ordering or letter of
intent issuing. VDIS shall be updated and reissued together with Vendor’s monthly progress
reports if required. Sample of Vendor Document Index and Schedule (VDIS) is attached
here in Attachment No.2
This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 5 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

Important Note:
1: Each document must have a unique number.
2: Repeated document Number shall be checked and corrected in VDIS by vendor.
3: Any deletion and addition of documents in VDIS is subject to PIDEC's approval.
4: Deletion of documents which have already been issued to PIDEC and uploaded to VDMS
is not possible; these items shall be marked as a “Void”.

5.2 VENDOR DOCUMENT HANDLING CYCLE

Vendor shall issue document / drawing according to the agreed and approved VDIS.
Vendor documents shall contain comprehensive detail information of design and
engineering, manufacturing and fabrication, inspection and test, packing and shipping,
installation, operation, preservation, maintenance, and monitoring of progress status.
Vendor shall submit its own documents to PIDEC with consideration of following description
which can be discussed during Kick off Meeting (KOM) and has to follow the instruction till
end of order.
Whereas, PIDEC has designed and developed in-house software, named VDMS (Vendor
Document Management System) for exchanging vendor documents through uploading e-
file of documents in PDF format, Therefore vendor will be utilized by secured User Name
and Password in order to connect to the VDMS after order placement and getting approval
on VDIS.

Upon uploading vendor's documents based on the approved VDIS, Project Vendor
Document Coordinator (VDC), and other concerning people will be automatically informed
via e-mail from pidecerp@pidec.com, PIDEC is responsible to work on the first issue of
vendor documents and reflect their comments/approval to vendor by 14 calendar days and
9 calendar days for further issues with uploading comments to VDMS

Upon uploading PIDEC comments to the system, VDMS will automatically send back the
reply Transmittal to vendor and other concerning people via e-mail from
pidecerp@pidec.com.

Vendor has to consider all comments and incorporate them to the fabrication and
accordingly proceed to revise respective drawings by 14 calendar days with uploading new
revision to VDMS.

Important Note:

Uploading PDF file of Vendor Documents in the system is mandatory, because this is trigger
for sending automatic transmittal to all concerning people, if the vendor document file is
basically in the native format such as calculations, models and etc. a fake cover sheet in
PDF format shall be uploaded.
E-files of documents and drawings shall be named same as document/drawing number.
General work flow of Vendor document management is attached here in Attachment No.4.

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 6 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

5.3 DOCUMENTS REQUIRING APPROVAL OR REVIEW BY PIDEC

All documents listed in RFD form of each requisition marked as "R" and/or "A" shall be
subject to PIDEC’s Review and /or approval.

5.4 PURPOSE OF ISSUE (P.O.I)

Purpose of Issue (POI) for documents and drawings and submitted VDISs shall be specified
in Document’s Title Block with one of the following descriptions as specified in RFD form as
well:
Following descriptions as Purpose of Issue (POI) shall be used for document / drawings.
a) A: For those documents/ drawings that need PIDEC Approval, in this case fabrication
can't proceed till receiving PIDEC's comments or no comment.
b) R: For those documents/ drawings that need PIDEC review and comment, in this case
fabrication can proceed by responsibility of vendor.
c) I: For those documents/drawings that have been issued for PIDEC’s information
5.5 VENDOR DOCUMENT NUMBERING SYSTEM
Vendor data including drawings, spare parts list, performance curves, operating and
instrument books and miscellaneous items shall be numbered during procurement and
purchasing activities as follows:

VD – XXXX – XX - XXX(X) - XXX – XXX

A B C D E F
A: It means Vendor Document
B: 1231 as a Job No. for Zanjan Urea Fertilizer Project
C: Represent the General Code / Unit Code (i.e. 00, 01, 06, 10,……)
D: Represent the three (or four) last digit of Requisition number
E: Project Document Types & Codes (Refer to Attachment No. 04)
F: Represent the vendor drawing sequential number from 001, registered by the vendor,
for each specific requisition.

Example:
VD-1231-01-201A-DWG-001

Above mentioned example is defined as below:

First (001) Drawing (DWG) of Vendor Documents (VD) for Zanjan Urea Fertilizer Project
(1231) of Requisition No.1231-DE-01-PV-REQ-201A

Note: For any Coordination and Numbering of Steel Structures/Grating’s Shop Drawings
for domestic orders, reference shall be made to Attachment No.1.

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 7 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

5.6 VENDOR DOCUMENTS REVISING

All Vendor Documents shall be indicated with revision number. When any revision or
modification is made, a subsequent revision number shall be indicated (Rev.00, Rev.01 …
Rev. n).
The area in the documents/drawings where a revision or modification was made shall be
clearly highlighted with clouds and revision signs.
Previous revision marks shall be removed from the documents and drawings.
History of revisions/modifications shall be recorded by Vendor; such records shall be
received along with the concerned documents/drawings as “Revision History”.
5.7 RETURNED DOCUMENT STATUS
Documents will be returned with specifying PIDEC’s check results as of following
abbreviations and definitions:
a) No Comment: Means documents/ drawings were checked by PIDEC and further steps
can be followed. Upon putting No Comment on vendor documents by PIDEC, VDMS
will lock it and there is not possible to upload any new revision, in this case vendors
have to send their request through email to VDC for activating it.
b) Comments as Marked: Means documents/drawings were checked by PIDEC and
marked comments must be considered by Vendor. Vendor shall revise documents/
drawings as per comments and the new revision of documents/ drawings must be
reissued prior to fabrication.
c) Rejected: Means documents/ drawings were checked and it is not in comply with
purchase Requisition requirements.
d) Acceptable with Comments: Means documents/drawings were checked by PIDEC
and comments must be considered by Vendor. Fabrication can proceed accordingly.
Revised document to be issued either for review or as final certified. However PIDEC
will check the revised document for proper incorporation of comments.
The document which may not be returned to Vendor by PIDEC will be marked and
maintained by PIDEC as NR and it Means document was received for information and not
returned to the vendor. (It can be seen through VDIS form)
Note: The above checking results by PIDEC shall in no way relieve Vendor of any liability,
obligation and responsibility within the purchase order and the mutual written
agreements.
5.8 DOCUMENT TITLE BLOCK
Template of Document is being attached as Attachment No. 03
5.9 VENDOR TRANSMITTAL NUMBERING
After uploading each document in VDMS (PDF file is necessary) system will send an
automatic transmittal to PIDEC and other concerning people.
Each document has one Transmittal and it is numbered automatically as follows:

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 8 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

TS - XXXXX – PIDEC –1231 – XXX(X) –XXX–XXX–X

A B C D E F G H
A: "TS" as a Vendor Transmittal
B: Vendor Abbreviation (maximum 5 and minimum 3 Characters)
C: PIDEC as Abbreviation of Petrochemical Industries Design & Engineering Co.
D: PIDEC Project Number
E: Represent the three (or four) last digit of REQ number
F: Represent the Project Document Types & Codes (Refer to Attachment No. 03)
G: Represent the vendor drawing sequential number which exist in the document
H: Revision number of uploaded document

5.10 REPLY TRANSMITTAL NUMBERING

PIDEC shall return Commented / Approved document(s) via the same received Transmittal
which will be sent automatically by marked up Comments/Approval and adding letter “R” to
the Transmittal number same as above mentioned pattern as follows:

RTS - XXXXX – PIDEC –1231 – XXX(X) –XXX–XXX–X

A B C D E F G H
A: "RTS" as a Reply Transmittal
B: Vendor Abbreviation (maximum 5 and minimum 3 Characters)
C: PIDEC as Abbreviation of Petrochemical Industries Design & Engineering Co.
D: PIDEC Project Number
E: Represent the three (or four) last digit of REQ number
F: Represent the Project Document Types & Codes (Refer to Attachment No. 03)
G: Represent the vendor drawing sequential number which exist in the document
H: Revision number of uploaded document
5.11 DOCUMENT TRANSMITTED FROM EPS CONTRACTOR TO VENDOR
In case of sending any technical documents from PIDEC to Vendor, this transaction shall
be handled via a Transmittal (Attachment No. 7).
This Transmittal shall be signed by PIDEC’s authorized person.
Signed Transmittal and relevant attached document(s) shall be sent to Vendor via e-mail
and one copy of signed Transmittal by Vendor shall be send back via e-mail to PIDEC as
an acknowledgement and receipt. Issued transmittal shall be numbered according following
pattern:
T- PIDEC - XXXXX -XXX(X) - 001
A B C D E
A: "T" as PIDEC Transmittal
B: PIDEC as EPs Contractor Abbreviation
C: Vendor Abbreviation (maximum 5 and minimum 3 Characters)
D: Represent the three (or four) last digit of Requisition number
E: PIDEC Transmittal Sequential Number from 001

Important Note: This transmittal shall be used only for PIDEC's own Technical documents
such as Requisition, Data Sheets, Specification and any other Technical documents except
Vendor's documents.
This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 9 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

5.12 COMMUNICATIONS NUMBERING

5.12.1 Communications with Vendors shall be numbered according following pattern:
1231 - XX(X) - XX(X) - XX - XXX(X) - XXX
A B C D E
A: Represent the Sender
B: Represent the Receiver
C: Represent the Discipline Code; i.e. PV, RE, …
D: Represent the three (or four) last digit of Requisition number
E: E-Mail Sequential Number from 001

1) Sender/Receiver
OT: OWNER / Tehran
TTM: PURCHASER / GERMANY
MT: PMC / Tehran
PS: PIDEC / Shiraz
XXX: Vendor Abbreviation (max. 5 and min.3 Characters) i.e. PKA as Petro Kimia Arvin

Example:

1231-PS-PKA-PV-213A-001 is first (001) E-Mail from PIDEC/Shiraz to Vendor (PKA) for

Zanjan Urea Fertilizer Project (1231) of Requisition No.1231-DE-10-PV-REQ-213A

5.12.1 Communications shall be replied by each parties within Five (5) working days from the
Date of receipt of the E-Mail.
6. FINAL VENDOR DATA BOOK
The purpose of this part of procedure is to give an adequate guidance to Vendors to prepare
the Final Vendor Data Book (VDB) and/or Quality Record Book (QRB) in a uniform format
to enable Owner/MC and PIDEC to compile the same and furnish the Project Final
Mechanical Catalogue Books (MC Books) of the plant as a important part of project records
and archives, therefore all the vendors are requested to follow this procedure and furnish
their share accordingly.
- All drawings and documents shall be legible with good copy/print quality.
- Vendor shall ensure that the information and data included in the Final Data Book is
sufficient and will serve the purpose of such document. List and index of binders shall be
agreed between vendor and PIDEC in advance, in this regard reference shall be made
to RFD form which attached to the requisition, approved Vendor Documents Index and
Schedule (VDIS) and other quality records which shall be prepared during manufacturing
and supply as per QCP /ITP and so on.
- Maximum size of drawings shall be A1 and drawings in format A1, A2 or A3 shall be
folded to A4 size in way that title block to be on front and to be inserted in A4 size plastic
cover preferably.
- Each set of the required documents shall surely be provided in separate Binder.
- The Hard Binders shall be of White colored and shall be labeled in colored font and logo
as per Attachment No.08.(Note: a binder is a hard cover with 4 metal rings inside which
will be used to hold bunch or loose pieces of papers as shown in att. No. 08)

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 10 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

- Upon order completion, vendor shall attend to submit one set hard copy Plus one set
CD/DVD of Final Vendor's Data Book for PIDEC's review and comment, obviously after
receiving PIDEC's approval, three (3) sets of approved Vendor's Data Books shall be
dispatched to the PIDEC's postal address and/or anywhere else that specified by PIDEC
Plus Two (2) sets CD/DVD (including same documents along with a clickable index so
that documents to be opened by clicking on index) which shall be sent to PIDEC's postal
address.
- The binders shall be packed in wooden or metallic boxes for overseas orders and strong
cardboard cartons for domestic orders to avoid damage during the seaworthy, air and/or
land transportation.
6.1 CONTENT OF VENDOR'S FINAL DATA BOOK
All Final Data Book shall be compiled in accordance with this procedure and approved VDIS
which is prepared as per "Requirements for Documents (RFD)", of each requisition plus
Quality Record Book (QRB).
6.2 QUALITY RECORD BOOK (QRB)
The vendor shall submit required numbers of copies of inspection reports, test records and
certificates, complete with identification and traceability records, when applicable, as the
Quality Record Book (QRB) in hard binders by the time specified in the purchase order as
a final documentation as described above to the attention of Owner/PMC or his assigned
representative.

This shall generally include, but not be limited to, the followings with respect to the
requisition requirements; however the final contents of QRB shall be agreed with the
Owner/Purchaser or his assigned representative:

- Table of contents (This table shall be reviewed by the Owner/MC or his assigned
representative in advance to completing the QRB)
- Copy of Inspection Release Notes signed by authorized inspector (if required.
- Manufacturer’s certificates of Conformance
- Material test certificates with the list to identify the certificates against the parts listed
below:

- All low alloy and high alloy materials including those for internal parts.
- Pressure retaining parts attachments of pressure vessels, which are directly,
welded on the pressure retaining parts, such as reinforcing pads, parts for
skirt/saddle, excluding minor parts.
- Carbon steel for low temperature services
- Special materials such as non-ASTM/ASME materials.
- Any non ASTM/ASME materials indicating equivalent ASTM material.
- Other parts and materials specified in the Requisition.

- Radiographic reports and other NDE reports with weld map

- Heat treatment chart with referenced map, Hardness test and PMI record, if specified
- Hydrostatic and other test reports
- Mechanical running test, performance/function chart/ table/ test reports, etc.
- Dimensional Inspection records
- Painting & Surface finish records
- Copy of completed ASME U-1 Form, when applicable.
- Copy of name plate

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 11 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical
Industries Design & Vendor Documents Management Procedure
Engineering Company
(PIDEC)
Doc. No.: 1231-DE-00-DC-PCJ-001 Rev.: 01
Project No. : 1231 Project No. : 214

- All other reports as specified in respective specification and approved inspection and
test plan.
- Welding procedure specification (WPS) with weld map for itemized pressure vessels,
tanks, heat exchangers and fired heater coils.
- Welding procedure qualification records (PQR) for itemized pressure vessels, tanks,
heat exchangers and fired heater coils.
- Welder qualification records (WQR) for itemized pressure vessels, tanks, heat
exchangers and fired heater coils and so on.

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 12 of 11
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Coordination & Numbering System for
Engineering Company Steel Structure \ Grating Shop Drawings)
(PIDEC) Att. No. 1
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 1)
COORDINATION & NUMBERING SYSTEM FOR
STEEL STRUCTURE\GRATING SHOP DRAWINGS

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 4
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
 EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Coordination & Numbering System for
Engineering Company Steel Structure \ Grating Shop Drawings)
(PIDEC) Att. No. 1
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

1. Following settings shall be arranged with Steel structure Vendors as a minimum When
vendor’s scope is to prepare the shop fabrication drawings:
a. Define suitable steel structure connections in Tekla software based on the project standard specifications.
b. Set the quality of Materials and profiles based on design requirements in Tekla software. “Standard Profile”
or “equivalent built-up section” shall be considered based on the contract.
c. Tekla version shall be agreed upon and same version shall be used for all structures.
d. Title of Models shall be agreed. Part of model name shall be model revision (Rev00, Rev01…).
e. Type of Bolts, nuts and washers shall be defined correctly in Tekla based on the agreed standards which
is mentioned in the respective specification. The Weights shall be specified and defined correctly in Tekla.
f. All “prefixes”, “Piece tags” and part numbering system shall be defined and agreed.
g. Templates for “General Arrangement Drawing”, “Assembly Drawings”, “Single Parts Drawing” and etc. shall
be defined based on the project formats.
h. Template and kind of “Fabrication Reports” shall be specified.
i. Review and finalizing all attributes of connections particularly for special connections.
j. General and common notes for all drawings such as “General Arrangement Drawings” and “Assembly
Drawings” shall be coordinated.
k. All requirements under clause (1) shall be considered, before modeling of any structure. In special cases
and because of time limitation, only items “1.d”, “1.g” and “1.h” could be done in parallel with the modeling
of the structures. All the other items shall be finalized before modeling.

2. In this stage and after completing the model with consideration of clause “1”, vendor shall
upload the model along with its GA drawings including profile name (no part No.) ,reports
and signed check list into VDMS with consideration of following sub-clauses:
a. The signed check list shall be put in the model folder.
b. The model document shall consist of a “zip” file without any “pdf” file.
c. “GA” drawings and “Reports” shall consist of native files and “pdf” files.
d. Purpose of issue of all drawings and reports in this stage shall be “For Review”.

3. The uploaded documents and model will be reviewed and any comments on the model will
be submitted by a “tbp” (Tekla BIMSight Project) file on the model. Comments on “pdf” files
will be given in a “pdf” file format in the corresponding document location.
4. Stage “2” and “3” shall be repeated till getting the “No Comment”.
5. Fabrication just can be started after getting the “No Comment” on all respective
documents/drawings.
6. vendor shall upload the final documents in VDMS as follows:
a. Final model as only a “zip” file. This “zip” file shall consist of all drawings, reports and check list.
b. “GA” drawings as a native and “pdf” file. These “GA” drawings show all members with the item No. (e.g.
BE12, CO23…). This pdf file consist of all “GA” drawings sheets.
c. “Assembly” drawings as native (ACad) and without any “pdf” file.
d. “Single Part” drawings as native (ACad) and without any “pdf” file.
e. “Reports” as a native (word, excel…) and with single “pdf” file consist of all reports.
f. Purpose of issue of all drawings and reports in this stage shall be “For Fabrication”.

7. PIDEC will put its “No Comment” on “GA” drawings and “Reports”. Other drawings are for
information of PIDEC and if there are comments on those drawings, vendor will be informed;
otherwise no other communication is necessary.
8. Whereas, a lot of Shop Drawings shall be prepared by Vendors against Steel Structure and
Grating requisitions and all shall be reviewed and commented by Contractor (PIDEC)
through VDMS platform, therefore, following instruction is defined in order to better manage
of all concerning vendor’s documents.

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 2 of 4
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Coordination & Numbering System for
Engineering Company Steel Structure \ Grating Shop Drawings)
(PIDEC) Att. No. 1
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

A) All Vendors’ Drawings shall be classified in following five Categories in order:

- Model
- General Arrangement Drawings
- Shop Assembly Drawings
- Single Part Drawings
- Reports

B) All Drawings under each category shall be zipped and this zipped file shall be renamed
as follows:
VD-1231-XXX(X)-XXX-XX XXX X
a b c d e
a,b,c : as described in part 6.5
d : represent Category code as follows:
- MOD for Models
- GAD for General Arrangement Drawings
- SAD for Shop Assembly Drawings
- SPD for Single Part Drawings
- RPT for Reports

Note 1: Any document except above mentioned items such as Procedures, Plans, ITPs
and etc shall be numbered as Article No. 6.5 of procedure.
e : represent a five or six concatenated digits which two first digits show Unit
Number, three second digits and if required a set letter (e.g. A, B,…) show a
serial number .
Examples: VD-1231-740A-MOD-93151A
VD-1231-740A-GAD-93151A
VD-1231-740A-SAD-93151A
VD-1231-740A-SPD-93151A
VD-1231-740A-RPT-93151A

C) All Drawings within each zipped file except SPD drawings (Note 2) shall be renamed
as follows.
Note 2: SPD Drawings will be generated and automatically numbered by Tekla software.
VD-1231-XXX(X)-XXX-XX XXX X- XXX
a b c d e f
a,b,c,d,e : as defined in clause (B)
f : Represent the vendor drawing sequential number from 001
Examples: VD-1231-740A-GAD-93151A-001
VD-1231-740A-GAD-93151A-002
VD-1231-740A-GAD-93151A-003

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 3 of 4
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Coordination & Numbering System for
Engineering Company Steel Structure \ Grating Shop Drawings)
(PIDEC) Att. No. 1
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

Following check list will be used for control of works and suitability of vendor documents:
Model Name :
Project No. : Job Detailer Job Engineer Lead Engineer
OK NC NA OK NC NA OK NC NA
MODEL
1 Structure Axes Compatible w/Eng. drawings
2 Monorail/Crane beams details & stoppers
3 Base Plate Detail and types RND

4 Material of different parts

5 Label of Grids of elevations are in “meter”
6 Connections Compatible w/Model or Eng. Dwg.
7 Model created in its correct E & N coordinate
8 Member dimensions suitable for transportation RND

9 Ladders & Handrails

10 Profiles Sizes Compatible w/Eng. drawings
11 Equipment Support Detail RND

12 Clash check (selection method is important)

13 Column Orientation
14 Openings
15 “Options” are defined correctly
16 Check of INS. PL. with concrete structure Dwg.
17 Check of clash of gussets w/anchor bolts
18 Gussets are in the center of column & beam
19 Slot holes created in the correct locations
20 Required stiffeners in connections
21 Stair/Ladder entrances checked for any obstacle
22 No single part name with small letter
Cut related to the sagrods or other handmade cuts with correct
23
tolerance
DRAWINGS
24 North Direction Compatible w/Eng. drawings
25 Title Block
26 Drawing Name & Number on both sides of drawings
27 Dimensions between grid lines defined
27 Reference Drawings
29 Openings are shown in the GA drawings
30 Global UCS compatible w/north
31 No. of Drawings are compatible w/Drawing list report
32 Drawing list and assembly list reports are compatible
33 Members not in the main grids are shown with proper sections
34 Assembly list & material list reports are compatible
35 Title of reports are defined correctly
36 Reports are referenced to the correct Rev. of the GA drawings
Job Detailer Signature: Job Engineer Signature: Lead Engineer Signature:

OK: Applied Correctly NC: Not Correct NA: Not Applicable RND: Randomly Checking point

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 4 of 4
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Index & Schedule (VDIS))
Engineering Company
(PIDEC) Att. No. 2
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 2)
VENDOR DOCUMENT INDEX
& SCHEDULE (VDIS)

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 2
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Index & Schedule (VDIS))
Engineering Company
(PIDEC)
Att. No. 2
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC Page 2 of 2
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Title Block and Formats)
Engineering Company
(PIDEC) Att. No. 3
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 3)
VENDOR DOCUMENT TITLE BLOCK
AND FORMATS

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 5
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Title Block and Formats)
Engineering Company
(PIDEC) Att. No. 3
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 2 of 5
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Title Block and Formats)
Engineering Company
(PIDEC) Att. No. 3
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 3 of 5
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Title Block and Formats)
Engineering Company
(PIDEC) Att. No. 3
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 4 of 5
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Title Block and Formats)
Engineering Company
(PIDEC) Att. No. 3
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 5 of 5
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Project Documents Type & Code)
Engineering Company
(PIDEC) Att. No. 4
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 4)
PROJECT DOCUMENTS
TYPE & CODE

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 2
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Project Documents Type & Code)
Engineering Company
(PIDEC) Att. No. 4
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

Doc. Doc.
Type of Document Type of Document
Code Code
Above-ground piping Plan APP Policy PLC
Analysis Report ARP Procedure PCJ
Bar Bending Schedule BBS Procedure Qualification Record PQR
Basis Of Design BOD Process Description PDS
Bill Of Quantity BOQ Process Flow Diagram PFD
Block Diagram BLD Proposal PRP
Calculation Sheet CAL Purchase Order POR
Catalogue CAT Quality Control Plan QCP
Certificate CER Quarterly Report QRP
Change Order COR Regulation REG
Commercial Bid Analysis CBA Report RPT
Company Standards CSD Requirement for Documents RFD
Construction Standard Specification CSS Requisition Control Index RCI
Contract CNT Schedule SCH
Daily Report DRP Scope Of Inspection SOI
Data Processing (2D, 3D) DPR Shipping Release Note SRN
Data Sheets DSH Single Line Diagram SLD
Design Criteria DCR Sizing Calculation Sheet CSH
Design Philosophy DPH Sketch SKT
Drawing (Exclude Plot Plan Layout/arrangement) DWG Specification SPE
Diagram (Exclude PFD/P&ID / UFD / Single Line) DIG Standard drawing SDG
Document Control Index DCI Strategy STR
Documents Index and Schedule DIS Table TBL
Engineering Standard Specification ESS Technical Bid Analysis TBA
Equipment List EQL Technical Requisition REQ
Estimation EST Temporary Delivery TMD
Fabrication Schedule FAS Test & Inspection Plan ITP
Financial Balance Sheet FBS Under-ground piping Plan UPP
Format FMT Utility Distribution Diagram UDD
Frame FRM Utility Flow Diagram UFD
Heat and Material Balance Sheet HMB Vendor Data Requirement Form VDR
Index INX Vendor List VLS
Inspection Procedure Manual IPM Weekly Report WRP
Inspection Record INR Welder Performance Qualification report WPQ
Inspection Requirement INP Welding Book WBK
Invoice INV Welding Map/Plan WMP
Isometric Drawing ISO Welding Procedure Specification WPS
Key Plan KPL Work Breakdown Structure WBS
Legend LGD Work Instruction WIN
Letter of Conformity LOC Model MOD
List LST General Arrangement Drawings GAD
Manual MNL Shop Assembly Drawing SAD
Master Document List MDL Single Part Drawing SPD
Material List MAL
Material Standard Specification MSS
Material Take Off MTO
Minutes of Meeting MOM
Monthly Progress Report MPR
Material Control Index MCI
Non Destructive Test Map/Plan NPL
Organization Chart ORC
Performance Curve PCU
Permanent Delivery PMD
Piping & Instrumentation Diagram PID
Planning Program PRG
Plot Plan / Layout / Arrangement PPL

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 2 of 2
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Handling Work Flow)
Engineering Company
(PIDEC) Att. No. 5
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 5)
VENDOR DOCUMENT HANDLING
WORK FLOW

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 2
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Vendor Document Handling Work Flow)
Engineering Company
(PIDEC) Att. No. 5
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 2 of 2
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Document Transmittal from PIDEC to Vendors)
Engineering Company
(PIDEC) Att. No. 6
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 6)
DOCUMENT TRANSMITTAL FROM
PIDEC TO VENDORS

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, Page 1 of 2
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Document Transmittal from PIDEC to Vendors)
Engineering Company
(PIDEC)
Att. No. 6
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure, reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC Page 2 of 2
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Final Book Binder and Label)
Engineering Company
(PIDEC) Att. No. 7
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

(ATTACHMENT NO. 7)
FINAL BOOK BINDER AND LABEL

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure,
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
Page 1 of 4
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Final Book Binder and Label)
Engineering Company
(PIDEC) Att. No. 7
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure,
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
Page 2 of 4
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Final Book Binder and Label)
Engineering Company
(PIDEC) Att. No. 7
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure,
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
Page 3 of 4
EPs Contractor: ZANJAN UREA FERTILIZER PROJECT Owner: PMC:

Petrochemical Vendor Documents Management Procedure

Industries Design & (Final Book Binder and Label)
Engineering Company
(PIDEC) Att. No. 7
Doc. No.: 1231-DE-00-DC-PCJ-001
Project No. : 1231 Rev.: 01 Project No. : 214

This document with all its rights is the property of ZAFIC and must be held in confidence. No disclosure,
reproduction or other use of the document in whole or parts is to be made without the prior consent of ZAFIC
Page 4 of 4