Richfield Engineering Limited CONTRACT REVIEW STANDARD OPERATING PROCEDURE Approved SOP/008 Copy No. 10 Issued To: Mr. John Kung’u Draughtsman/AutoCAD Operator RELSOP/008 a TROLLED COPYRichfield Engineering Limited ] DOCUMENT RER. No. DEPARTMENT. PRODUCTION & PROJECTS DEPT. STANDARD OPERATING PROCEDURE [ISSUE a T REL/SOP/O08 REVISION 0 DATE Ta April 2010, SUBJECT CONTRACT REVIEW ‘PAGE Page | of 5 - TABLE OF CONTENTS: Section Description Page 01 Page Revision Status 02 of 05 10 Purpose 03 of OS 20 Scope 03 of 05 3.0 Reference Documents 03 of 0S 40 Procedure 03 of 05 5.0 Reoord Retention 05 of 0s SOP PREPARED | QUALITY ASSURANCE DEPARTMENT. DATE | 8 December 2009 BY: a SOP CHECKED | Wambua TM. SIGN AY pate | 14 April 2010 BY: Quality Assurance Officer yar A BY: ‘Managing Director | 0010 CONTROLLED COPYRichfield Engineering Limited DOCUMENT REF. No. DEPARTMENT. ‘PRODUCTION & PROJECTS DEPT. STANDARD OPERATING PROCEDURE [ISSUE 1 REL/SOP/008 REVISION 0 DATE 14 April 2010 SUBJECT CONTRACT REVIEW PAGE Page 2 of 5 0.1 Page Revision Status Issue | Revision ] Details of Change Effected By | Effective | Approved By No_| No Date 0010 CONTROLLED COPYRichfield Engineering Limited DEPARTMENT DOCUMENT REF. No. PRODUCTION & PROJECTS DEPT. | STANDARD OPERATING PROCEDURE | ISSUE 1 REL/SOP/008 REVISION 0 DATE 1a” Apa 2010, SUBJECT CONTRACT REVIEW PAGE Page 3 of 5 10 Purpose: 1.1 To establish a process to ensure that job quotes accurately reflect all production processes and resources required to fulfill orders. To ensure that job documentation accurately reflects all contractual customer requirements and specifications through review of specifications and of scheduling and resource requirements. . To ensure that customer specifications and inspection requirements are understood by all necessary personnel 2.0 Scope: 2.1 This procedure applies to all orders quoted and /or accepted by Richfield Engineering Limited 3.0 Reference Document * Richfield Engineering Limited “Quality Management System Manual”. % “Document and Date Control” Standard Operating Procedure *% “Process Control” Standard Operating Procedure. 4.0 Procedure: 41 Quotation. 4.2 Jobs are quoted by the Projects Manager or his designate. Job may be quoted verbally, or ‘on customer work sheet, or a “Quotation Form” (Std Format). 4.3 In preparing a quotation consideration is given to previous orders for the product, current process capability and shop scheduling, 4.4 The quotation is relayed to customer by mail, phone, fax or e-mail. The “Quotation Form” is maintained by the Projects Manager pending award of contract. 4.5 Order Management. 4.6 On receipt of an order the Projects Manager reviews the purchase order against the quotation to identify any deviation from the original quotation, On approval the Projects ‘Manager stamps the purchase order with the “Contract Review” stamp and signs and files it in the designated file 4.7 The stamped purchase order represents Richfield Engineering Limited contractual obligation to the customer. Completion of the order entry procedure ensures that contract 0010 CONTROLLED CopyRichfield Engineering Limited | DEPARTMENT DOCUMENT REF. No. PRODUCTION & PROJECTS DEPT. [| STANDARD OPERATING PROCEDURE [ISSUE i REL/SOP/008 REVISION 0 DATE Ta" Apa 2010 SUBJECT, CONTRACT REVIEW. PAGE Page 4 of 5 J 48 49 4.10 441 4.12 review has taken place. ‘The Projects and Production Manager prepares an in-process job schedule that includes. Part Number. * Customer * Customer Purchase Order Number + Quantity Required * Delivery Dates “> Material Size and Type Secondary Processes Requi “© Customer Blueprint + Required Inspection Reports, * Copy of Raw Material Purchase Order The Projects and Production Manager issues the In-Process job schedule to manufacturing according to “Process Control” Standard Operating Procedure, Contract Review. The stamped customer purchase order is the document that signifies Richfield Engineering Limited contract review and approval of all jobs. ‘The purpose of contract review is to ensure: % Requirements are adequately defined and documented + New, unique or special requirements can be met ‘+ Resources are available to meet contractual requirements 0010 CONTROLLED COPYRichfield Engineering Limited DEPARTMENT DOCUMENT REF. No. PRODUCTION & PROJECTS: DEPT. STANDARD OPERATING PROCEDURE | ISSUE 1 REL/SOP/008 REVISION 0 DATE 14” April 2010 SUBJECT ‘CONTRACT REVIEW PAGE Page 5 of 5 4.13 Contract Changes/Amendments to Open Orders 4.14 The Projects Manager is responsible to make the required changes to the system and communicate changes to manufacturing upon approved changes to customer purchase orders. 4.15 Approval of changes is signified by stamping the revised purchase order with the “Contract Review” stamp and the signature of the Projects Manager and the date of approval in the area provided. 4.16 Verbal changes to customer purchase orders are approved by the Production Manager. 4.17 Approval of engineering changes is performed according to “Document and Data Control” Standard Operating Procedure. 5.0 Record Retention: 5.1 At the completion of the job all inspection and test documentation are filed in the Quality Assurance Department. All other documentations are forwarded to the Quality Assurance Manager. Customer prints are re-filed and all other documents for the job are moved to the closed job folder where they are kept for a period not exceeding 3 years. 0010 CONTROLLED COPY