VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 1 / 11

REVISION FOLLOW UP PAGE

Prepared By Checked By Approved By

O.Kutuk
H.Dogan T.Karabayir O.Bulutcan / A.Aktas
F.Adatepe

Revised Revision
Description of Revision Prepared By
Page Date
5 17/12/20 Issued for Information O.Kutuk
H.Dogan
F.Adatepe

Rev. No 0 0A 1 2 3 3A 4 5
Date 08/01/20 20/03/20 26/04/20 25/06/20 20/07/20 13/10/20 01/11/20 17/12/20

Form No:IQ389-000-AL-FRM-00076_0
 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 2 / 11

Table of Contents

1.  GENERAL ...........................................................................................................................................3 

2.  REFERENCES.....................................................................................................................................4 
3.  DOCUMENT MANAGEMENT ..............................................................................................................4 
4.  PROGRESS MEETINGS .....................................................................................................................8 
5.  PROGRESS REPORT REQUIREMENTS ...........................................................................................8 
6.  VENDOR MASTER DOCUMENT REGISTER .....................................................................................9 
7.  ACCESS AND OPERATION OF DOCUMENT MANAGEMENT SYSTEM (EDMS) ............................9 
8.  ATTACHMENTS ................................................................................................................................10 

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 3 / 11

1. GENERAL

1.1. PURPOSE
This document outlines the basic requirements expected of VENDORS with
regards to the following areas:
 Document Management
 Communications Protocol
 Progress Meetings
 Progress Report Requirements
 Schedule Requirements
 VMDR
 Access and operation of document management system EDMS (ENKA
Document Management System).

Refer to section 8 (ATTACHMENTS) of this document for the list templates and
procedures required for VENDORS. This document is a narrative to those
attachments.

1.2. DEFINITIONS

PROJECT Produced Water 2 (PW2) Project

OWNER Basra Oil Company Iraq (BOC)

COMPANY ExxonMobil Iraq Limited (EMIL)

CONTRACTOR ENKA

VENDOR/SELLER/BUYER Manufacturers/Suppliers of Goods/Equipment.

SUBVENDOR Manufacturers/Suppliers of goods/equipment to perform the

duties as specified by VENDOR.

SHALL Indicates a mandatory requirement

SHOULD Indicates a strong recommendation to comply with the

requirements of this document

INSPECTION AUTHORITY An Inspection Organization and its Representatives

nominated by the CONTRACTOR.

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 4 / 11

1.3. ACRONYMS
Acronym Description
ASNT American Society for Non Destructive Testing
CAD Computer Aided Design
COB Close of Business
CRS Comment Resolution Sheet
DFO Documentation for Operations (DFO)
EDMS ENKA Document Management System
NDT Non Destructive Testing
VMDR VENDOR Master Document Register
V1 Issued for Void

2. REFERENCES

Upstream Identification of Equipment, Components

IQWQ-EI-BSPDS-00-120102
and Devices, Lines, And Valves
Upstream Numbering System for Project Technical
IQWQ-EI-BSPDS-00-120101
Documents

IQWQ-EI-OSPDS-00-210102 Documentation for Operations (DFO)

3. DOCUMENT MANAGEMENT
Reference: Attachment 1: Data Exchange Procedure
Attachment 2: Comments Resolution Sheet (CRS)
Attachment 3: CAD Templates
Attachment 4: Vendor Document Template
Refer to attached Data Exchange Procedure (Attachment 1) provides the information about
process through which Subcontractors’/ Suppliers’ documents are captured, controlled and
managed by parties themselves on EDMS (ENKA Document Management System).
Document Numbering originated by VENDOR shall be as follows;
AABB – CC815 – EFGGG – DD-zzzz – xxx
Document numbering originated by VENDOR
AA Country Code IQ
BB Facility/Plant Code WQ
CC Originating Company Code EN815
E Discipline Code V

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 5 / 11

Table 5, Refer IQWQ-EI-BSPDS-00-

F Document Type Code
120101
Refer Discipline: V (only)
GGG Document Sub Type Code Table 6, Refer IQWQ-EI-BSPDS-00-
120101
Table 3, Refer IQWQ-EI-BSPDS-
DD Location Code
00-120101
P&ID, PFDs, UFDs, MSDs, RBDs:
prefixed “0” and primary system
number
Sequence Number (Except for Loop Diagram: Loop number
P&ID, PFDs, UFDs, MSDs, RBDs, (measured variable, primary
Loop Diagrams, separation system, parent
zzzz
equipment tag)
Isometrics,
Isometrics: Line Number
Data Sheets)
Data Sheets: Equipment Tag No.
Document sequencing shall be
defined by Contractor.
(Isometrics - 2 alphas of System
Additional Sheet – Numeric
xxx Code + 1 number for sheet no.)
(Except Isometric)

Following work process shall be used for document review:

CONTRACTOR is responsible for ensuring that COMPANY comments are conveyed to

the VENDOR.
VENDOR shall submit the document to CONTRACTOR to review and comments in Rev B.
(Revision A is the Internal Review of VENDOR)
In case of no or minor comments of CONTRACTOR, CONTRACTOR DCC shall submit the
document to COMPANY for Review & Comments with the CONTRACTOR comments, if any. After
the COMPANY return of the document;
 In case of CONTRACTOR response code A, VENDOR shall update the document for
Rev 0, Issue for Use/Issue for Construction within 10 working days.
 In case of CONTRACTOR response code B, Vendor shall update the document for
Rev 0, Issue for Use/Issue for Construction etc..with CRS within 10 working days. All
comments must be incorporated or agreed upon within the CRS, before the
VENDOR’s submission.
 In case of CONTRACTOR response Code C, VENDOR shall update the document for
Rev C, D, and resubmit for CONTRACTOR Review/Comments with CRS within 10
working days.

In case of major comments of CONTRACTOR (code C), VENDOR shall update the document for
rev C, D, and resubmit for CONTRACTOR Review & Comments with CRS within 10 working
days. This step shall be repeated until CONTRACTOR deems the document is minor or no
comment. (see the Vendor Documents Flow Chart (Attachment 10).

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 6 / 11

Issued for Void

 If after certain revision, document to be issued for void, then the document shall be
changed V1. Void shall be printed as Watermark across the document. Should a
new document be created to replace voided documents a stamp with superseded by
document number shall be filled.

 Example: Current revision of document is Rev B and need to issue for Void up the
document to Rev V1, IFV (Issued for Void).

The preparer, checker and approver of a document cannot be the same person. Different
people must prepare, check and approve the document.

Revisions after Rev. B and 0 shall be marked by a vertical line in the left margin against the
revised text for the documents (red color) and cloud with revision triangle against the revised
portion for drawings. Revision B and 0 shall not have any indication of revision.
Revisions between Rev. B and Rev.0 (Rev.C, Rev.D, etc.) shall be marked by a vertical line
in the left margin against the revised text for the documents (red color) and cloud with revision
triangle against the revised portion for drawings.
After submission of Rev.0, if any re-submission is required (Rev.1A, Rev.1B, etc.), the
document shall be submitted Issued for Approval and the document shall be marked by a
vertical line in the left margin against the revised text for the documents (red color) and cloud
with revision triangle against the revised portion for drawings. After approval of Revision 1A,
1B, 2A, 2B, etc. Revision 1 and 2 shall not have any indication of revision.
Revision clouds and track changes shall be used for any revision that has an alpha-character
(C, D, 1A, 1B, 2A, 2B, etc).
Any NDT procedures have to be created and approved by a qualified ASNT III professional
and stamped with the signature and the registration number of that person. (For
applicable packages)

VENDOR shall fill in the project CRS (Attachment 2) showing CONTRACTOR/COMPANY

comments on previous revision and showing how the comments were closed out. CRS shall
be scanned and combined with the master document. It shall be located after the
coversheet of each document or drawing. Project templates provided in the attachments to
this document shall be followed by all VENDORS. Supporting CAD Templates (Attachment
3) are provided also in the attachments. The Word file template (Attachment 4) shall also
be followed by VENDORS.

After revision 0, vendor shall submit all documents along with native file (word, excel, dwg,
etc.). Vendor shall follow documents requirements defined in IQWQ-EI-OSPDS-00-210102 -
Documentation for Operations (DFO).

VENDOR shall deliver As-built and handover documents asper Documentation for
Operations (DFO) and contract as-built schedule.

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 7 / 11

Review codes on VENDOR deliverables shall be followed as detailed in accordance with

IQWQ-EI-BSPDS-00-120101 - Upstream Numbering System for Project Technical
Documents Attachment 11), a n d Figure 1 below:

Figure 1: Document Review Codes

Figure 2: Document Category

Category I Category I documents are for review by both COMPANY and COMPANY
Verification Agent(s). Category I documents shall be submitted to COMPANY
at each revision. Response Codes shall be provided by COMPANY with the
documents' return. COMPANY comments shall be resolved to COMPANY
satisfaction

Category II Category II documents are for review by COMPANY. Category II documents

shall be submitted to COMPANY at each revision. Response Codes shall be
provided by COMPANY with the documents' return. COMPANY comments
shall be resolved to COMPANY satisfaction.
Category III Category III documents are for review by COMPANY. Category III documents
shall be submitted to COMPANY at each revision. Response Codes shall be
provided by COMPANY with the documents' return. COMPANY comments
shall be resolved to COMPANY satisfaction. If no response is provided by the
due date, then CONTRACTOR may proceed as if Response Code were
“Code A”.
Category IV Category IV documents are transmitted to COMPANY for information.
COMPANY retains the option to provide comments if deemed necessary.

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 8 / 11

Document Category Review Period for Rev. A Review Period for Rev. B and Above

Category I 15 working days (1) 17 working days (1)

Category II 10 working days 12 working days
Category III 10 working days 12 working days
Category IV 5 working days Not Applicable
Note:
(1) Depending upon COMPANY Verification Agent and level of analysis required, this period
may take significantly longer. The Review period is to be managed between COMPANY
and CONTRACTOR on a case by case basis.

4. PROGRESS MEETINGS
Reference: Attachment 5: Minutes of Meeting Template

Weekly/Monthly Meetings Timing and agenda to be agreed with individual VENDOR.

5. PROGRESS REPORT REQUIREMENTS

Vendor shall issue progress report as per Procurement Criticality.

Procurement Criticality I-II Weekly and monthly progress report required.

Procurement Criticality III Monthly progress report required.
Procurement Criticality IV No progress report required.

Reference: Attachment 6: Weekly Progress Reporting Template

Attachment 7: Monthly Progress Reporting Template

Attachment 16: Weekly Meeting Action Items Tracker Template

Reporting cut off time and dates:

 Weekly reports’ cut-off date is Wednesday (VENDORS) and shall be
submitted on Thursdays of each week
 Monthly reports’ cut-off date is Wednesday (All VENDORS) and shall be
submitted on the last Thursday of each month.
 Weekly meeting action items tracker shall be submitted on the last
Wednesday (VENDORS) of each week.

Weekly/Monthly reports shall have the following attachments:

 Updated VMDR (Vendor Master Document Register) with revised
forecast dates, and actual dates.

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 9 / 11

The VENDOR must also provide a progress measurement system which will enable
the CONTRACTOR to track the entire scope of works and which must be aligned with
the VENDORS level 4 schedule. The schedule must be of acceptable quality and
comply with minimum COMPANY planning requirements.
 All procurement items are to be reflected at a level of detail that will
enable our detailed analysis by the CONTRACTOR.
 All files are to be provided in both native format and a pdf of the
respective submission.
 In the event that there is any ambiguity in reporting, the VENDOR must
provide reasonable additional reporting upon request.

6. VENDOR MASTER DOCUMENT REGISTER

Reference: Attachment 8: VMDR Template

VENDOR shall complete the VMDR (Attachment 8) after award and submit within 2
weeks. The following information must be filled by VENDOR:

 Suppliers/VENDOR Document No.

 Document Title
 Planned Submission Dates
 Area/Location Code

Once these columns are added, document should be sent to CONTRACTOR to

complete the remaining fields. i.e. contractor & company document No. in
accordance with IQWQ-EI-BSPDS-00-120101 - Upstream Numbering System for Project
Technical Documents Attachment 11), class/category of document.

Refer to VMDR template attached.

VENDOR shall follow IQWQ-EI-BSPDS-00-120102 - Upstream Identification of Equipment,

Components and Devices, Lines, And Valves (Attachment 12) for equipment, components
and devices, lines, and valves in its scope of work.

VENDOR with provide documents for operation as complete pack in accordance with
IQWQ-EI-OSPDS-00-210102 - Documentation for Operations (DFO) (Attachment 13).

7. ACCESS AND OPERATION OF DOCUMENT MANAGEMENT SYSTEM (EDMS)

Reference: Attachment 9: Transmittal Template Sample

EDMS is the CONTRACTORS document management system for the PW2 Project.
VENDOR is required to upload other deliverables to EDMS with transmittal.

In order to be set up on EDMS, VENDOR will be required to provide the following:

 Name “Contract / PO legal entity”

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 10 / 11

 Contact Details
 Address
 Tax Number
Once these details are received CONTRACTOR shall create an account for VENDOR
and further details will be provided to VENDOR on how to upload and download
deliverables from this web based document management system.

Documents are submitted through EDMS shall be recognized and reviewed as indicated
in Vendor Documents Flow Chart (Attachment 10). No documents received by Email
will be reviewed or recognized as formally issued.

Only documentation received in the correct provided project templates will be accepted
and reviewed.

EDMS training shall be provided to VENDOR document control team once set up.

All documentation from VENDOR shall have signatures to ensure the quality of each
deliverable has been checked internally by VENDOR and that their quality system has
been followed.

All documents issued shall come with an official transmittal page without which it is not
considered official. A sample transmittal template is provided (Attachment 9).

8. ATTACHMENTS
Refer to attached document templates and supporting documents to be followed by all
VENDORS for the West Qurna I Produced Water 2 (PW2) Project.

1. Data Exchange Procedure

2. Comments Resolution Sheet (CRS)
3. CAD Templates
4. Vendor Document Template Sample
5. Minutes of Meeting Template for Vendor
6. Weekly Progress Reporting Template
7. Monthly Progress Reporting Template
8. VMDR Template
9. Transmittal Template Sample
10. Vendor Documents Flow Chart
11. IQWQ-EI-BSPDS-00-120101_8 - Upstream Numbering System for Project Technical
Documents
12. IQWQ-EI-BSPDS-00-120102_10 - Upstream Identification of Equipment,
Components and Devices, Lines, And Valves
13. IQWQ-EI-OSPDS-00-210102_1 - Documentation for Operations (DFO)
14. Vendor General Datasheet Template
15. Specification Deviation Request Form (SDR)

Form No: IQ389-000-AL-FRM-00076_0

 VENDOR COORDINATION PACK

Doc.: IQ389-100-PM-PRO-00007 Rev.: 5 Date: 17/12/2020 Page: 11 / 11

16. Weekly Meeting Action Items Tracker

17. Communications Protocol Matrix.
18. Request for Information (RFI)

Form No: IQ389-000-AL-FRM-00076_0