Communication Procedure (REL-N)

REJECTED
COMMUNICATION PROCEDURE
Document No : Origin Rev No. Contract No :
RD-PRD01-PCR-CPRO-2001 FH A 15000105-OS-10103
Table of Contents
Table of Contents ........................................................................................................................................................ 2
PART A: INTRODUCTION ........................................................................................................................................ 3
1. General ................................................................................................................................................ 3
2. Definitions........................................................................................................................................... 3
PART B: BASIC COMMUNICATION PROCEDURE ............................................................................................ 3
1. Standard Formats ................................................................................................................................ 3
2. Transmittal .......................................................................................................................................... 4
3. Description of Date ............................................................................................................................. 4
4. Destination/Recipient .......................................................................................................................... 4
PART C: CORRESPONDENCE ................................................................................................................................. 5
1. Transmittal of Correspondence ........................................................................................................... 5
2. Documents Submitted as Correspondence .......................................................................................... 5
PART D: TECHNICAL DOCUMENT ....................................................................................................................... 5
1. Transmittal of Technical Document ................................................................................................... 5
2. Documents Submitted as Technical Document .................................................................................. 6
3. Review, Comment, and Approval of Technical Document ................................................................ 6
4. Standard of Technical Document ........................................................................................................ 8
5. Document Storage ............................................................................................................................... 9
PART E: APPENDIX .................................................................................................................................................... 9
PART F: REFERENCE ................................................................................................................................................ 9
Page 2/ 9
Consortium of PT REKAYASA INDUSTRI and FUJI ELECTRIC
PART A: INTRODUCTION
1. General
This document sets out, for the purpose of facilitating smooth implementation of the Project, how the daily
communications between PT. Supreme Energy Rantau Dedap (as defined as “Owner”) and the Consortium
of PT Rekayasa Industri and Fuji Electric Co. Ltd (as defined as “Contractor”) should be made throughout
the implementation stage of the Contract.
All the formal as well as informal communications amongst the Parties should follow this procedure.
Brief summary of this document can be found in Appendix No.1 and Flow chart of communication can be
found in Appendix No.6.
2. Definitions
Unless otherwise defined herein, all the capitalized terms shall have the meanings set forth in the EPC contract
(as defined as “Contract”) between the Owner and the Contractor.
For the purpose of this document, the following capitalized terms shall have the meanings defined herein.
 “Communication” means submission, receipt, and review/approval process of both Correspondence and
Technical Document.
 “Owner Engineer” means Engineering consultant providing engineering sevices for Owner.
 “Contractor Members” means and includes PT Rekayasa Industri (Rekind), and Fuji Electric Co., Ltd (FE).
 “Correspondence” means letters and any other printed telecommunications of all kinds (i.e. email, fax,
etc.), but exludes Technical Document.
 “Technical Document” means drawings, charts, lists, diagrams, calculations, reports, schedules,
procedures, manuals, etc., which are mostly listed in Reference No.2, but excludes Correspondence.
 “Transmittal” means a set of transmittal sheet, and Correspondence or Technical Document.
 “BMI 360” means the online document upload/storage/download system
 “Parties” collectively means and includes both Owner and Contractor.
PART B: BASIC COMMUNICATION PROCEDURE
This part is commonly applicable to all the Communications including both Correspondence and Technical
Documents.
1. Standard Formats
Unless otherwise required, the standard formats referenced in PART E (from Appendix 2 to 5) shall be used
as far as practicable for all the Communications.
Page 3/ 9
2. Transmittal
Basically all the Correspondence shall be transmitted between the Owner and the Contractor through an email.
Each Transmittal should include a transmittal sheet, and either Correspondence or Technical Documents.
The transmittal sheet for both technical and commercial matters should be signed by Contractor’s
Representative
Further, each transmittal sheet shall be assigned a sequential number as per the Reference No.2.
The file name of a transmittal sheet should be “[sequential transmittal number]” as following example;
For Technical/Commercial from Consortium; “[sequential transmittal number]” (Example RD-15000105-

OS-10103-CDTX-0001)
3. Description of Date
In any document, the date used in the Communications should generally be “DD/MM/YY” (Example:
“28/04/18”); however, “DD/MM/YYYY” (Example: “28/04/2018”) should also be acceptable for drawings.
4. Destination/Recipient
4-a. Commercial Issue (Correspondence)
From the Owner to the Contractor
Communications relating to any commercial topic shall be sent to Rekind.
From the Contractor to the Owner

Communications relating to any commercial topic shall be sent to the Owner Commercial email address.
4-b. Technical Issue (Correspondence and Technical document transmittal)

Communications relating to any technical topic should directly be addressed to both Rekind and FE .

Communication relating to any technical topic shall be sent to the following mailing address of the Owner.
Any technical document for which Issue to Owner Engineer in RD-PRD01-ENG-CREG-1001 “Schedule
of Documents to be Submitted” (Reference No. 1) shall also be addressed to Owner Engineer.
4-c. Site technical Issue (Correspondence and Technical document transmittal from Site)
Communications relating to any site technical topic should directly be addressed to Rekind cc to FE

Communication relating to any site technical topic shall be sent to the following mailing address of the
Owner and Owner person in charge related to the subject.
Page 4/ 9
4-d. Address
 For Owner Commercial: serd-epc-pmt@supreme-energy.com
 For Owner: serd-epc-pmt@supreme-energy.com
serd-epc-cmt@supreme-energy.com
 For Owner Engineer: frans.vandeWydeven@aecom.com
 For PT Rekayasa Industri: rantau-dedap@milist.rekayasa.co.id
 For Fuji Electric Co., Ltd.: fe-rantaudedap-pj@fujielectric.com
PART C: CORRESPONDENCE
This part sets out the procedures for the Correspondence, so not applicable to the Technical Documents.
1. Transmittal of Correspondence
As described in section 2 of Part B, Correspondence for any commercial matters and / or technical matters
from the Contractor should only be submitted from Rekind with Contractor’s Representative signature to the
Owner. Basically all Correspondence should be transmitted by an email. The email doesn’t have own
sequential number but the title of e-mail shall show the sequential transmittal number assigned to the
transmittal sheet which is attached to the email.
The title of the email should be “[sequential transmittal number]: [brief description of the subject]” (Example:
“RD-15000105-OS-10103-CDTX-0001: Contract Variation Proposal No.1”).
2. Documents Submitted as Correspondence

Letters should be prepared by a Word file (Appendix No.3) and signed by a relevant person. Signature
authority of the letters should be as per the transmittal signature authority set out in section 2 of Part B.
Any documents other than letters can be created by any computer application, but commonly used
applications in the industry, such as Microsoft Word, Excel, PowerPoint, etc. shall be used as far as
practicable.
Every document submitted as Correspondence shall be assigned a sequential number as per the Reference
No.2. In the same way as the transmittal number assignment, the Contractor should have only one series of
sequential document numbers for each Document Type Code listed in Reference No.2.
The file name of the document should be “[sequential document number]_[brief description of the subject]”
(Example: “RD-PRD01-COA-CLTR-0001_Contract Variation Proposal No.1”).
PART D: TECHNICAL DOCUMENT
This part sets out the procedures for the Technical Documents, so not applicable to the Correspondence.
1. Transmittal of Technical Document

In addition to the procedures described in section 2 of Part B, transmittals of the Technical Documents should
be transmitted by an e-mail, and all the Technical Documents shall be uploaded in BIM 360 DOC when they
Page 5/ 9
are transmitted.
The title of the email should be “[sequential transmittal number]: [brief description of the subject]”
(Example: “RD-15000105-OS-10103-CDTX-0012: Communication Procedure”).
2. Documents Submitted as Technical Document

The Technical Documents may be created by any commonly-used computer application in the industry, but
as far as the standard formats are given herein, such formats shall be used.
The document size of any technical documents shall be A4, A3, A2, A1, A0
Every document submitted as Technical Document shall be assigned a sequential number as per Reference
No.2. For Technical document issued from the Contractor, the document origin (identification of the issuer)
should be mentioned in a separate field from the document number. Identification of the issuer can be made
as follows.
 RH: Rekind Headquarters
 RS: Rekind Site
 FH: FE Headquarters
In the same way as the transmittal number assignment, the Contractor should have only one document
numbers for each drawing (per Reference No.2). Such sequential document number will be assigned
according to the drawing list submitted to the Owner.
The file name of technical document should be “[Document number]_[Revision]_[simplified dcoument title]”
(Example: “RD-PRD01-PCR-CPRO-2001_Rev.A_Communication Procedure”).
3. Review, Comment, and Approval of Technical Document

A) When submitted (or resubmitted), revision number (generally shown as “Rev.” Not “rev” nor “REV”)
should be assigned as follows.
 Documents issued for information (IFI): start from Rev.0
 Documents issued for review (IFR): start from Rev.A, Once receive return status "Release with No
Comments", the document will be categorized as "Document issued for use (IFU) or issued for
construction (IFC)" restart from Rev.0
B) The Contractor shall assign the following three category for determination of Owner’s review period
specifed in (F) of this section. The category below will be input in RD-PRD01-ENG-CREG-1001
“Schedule of Documents to be submitted”. If the Contractor submits a new document that is not listed
in the “Schedule of Documents to be Submitted”, the Contractor shall provide information in the
Transmittal Sheet regarding the submittal purpose and return period category.
 Critical
 Other
C) Drawing status category should be as follows.

Page 6/ 9
 IFR: issued for review

 IFI: issued for information
 IFC: Issued for construction
 IFU: issued for use
 As Built
IFC are for deliverables directly related to the physical construction work such as drawings etc., and
IFU are for deliverables not directly related to the physical construction work such as reports,
calculations, data sheets, specification, etc.
D) Owner review status category should be as follows.
E) The Appendix 5 is used for the standard format of comment sheet.
Owner shall make a comment sheet for each technical document submitted from Contractor, based on
below AECOM’s format.
After receiving comment sheet from Owner, Contractor shall fill in the designated items as below and
submit the comment sheet with the revised corresponded technical documents to reply Owner’s comments.
Page 7/ 9
F) Owner’s review period should be as follows according to B-19 Schedule of Project Documents (RD-
EPC04-CON-0219 Rev. 1).
For first submission of any Technical Documents
 Technical Documents categorized as “Critical”: 14 calendar days
 All other Technical Documents (i.e.categorized as “Other”): 28 calendar days
For resubmission of revised Technical Documents
 Technical Documents categorized as “Critical”: 7 calendar days
 All other Technical Documents (i.e.categorized as “Other”): 14 calendar days
If no comment or reply is given within the timeframe specified above, the documents are deemed to have
been approved by the Owner.
4. Standard of Technical Document

The following standard format/ rules are applied if applicable.
 Title Block (As mentioned in Part B 1. Standard Formats)
 SI unit
 ISOCP, height 1.5 as font for drawings, and ISOCP, height 1.2 as font for Piping and Instrumentation
Diagram
 P&ID Legend approved by Owner
Page 8/ 9
5. Document Storage
Contractor document storage system (BIM 360 DOC) is used for this project to store the latest Technical
Document. BIM 360 DOC is a web based application to manage documents including process of document
registry. In BIM 360 DOC , user role is defined as two; document control and user. Document control has
access to upload documents on BIM360 DOC and user only has access to browse and download the document
in BIM 360 DOC.
PART E: APPENDIX
Appendix 1: Summary of Communication Procedure

Appendix 2: Format of Transmittal Sheet
Appendix 3: Format of Letter
Appendix 4-a: Format of Title Block (for drawings)
Appendix 4-b: Format of Title Block (for technical documents other than drawings)
Appendix 5: Format of Comment Sheet
Appendix 6: Communication Flow Chart
PART F: REFERENCE
Reference 1: RD-PRDO1-ENG-CREG-1001: Schedule of Documents to be Submitted

Reference 2: RD-PRDO1-PCR-CPRO-1001: Document & Drawing Numbering Procedure
Page 9/ 9
EPC Contract for Rantau Dedap Geothermal Power Plant Project
Appendix 1 of Communication Procedure: Summary of Communication Procedure
Correspondence Technical Document Remarks

Drawings, charts, lists, diagrams, calculations, reports, schedules, procedures,
Letters and any other printed telecommunications of all kinds (i.e. e-mail, fax, etc.) but excludes
Definition manuals, etc., which are mostly listed in Reference No. 2 but excludes
Technical Document.
Correspondence.
Category Commercial Issue Technical Issue Only technical Site Technical Issue
Communication channel / route SERD ↔ REK ↔ FE SERD ↔ REK, FE SERD ↔ REK, FE SERD ↔ REK (Cc: FE)
Transmittal method E-mail E-mail E-mail & BIM 360 Doc
Communication channel / distribution address
To Owner serd-epc-pmt@supreme-energy.com serd-epc-pmt@supreme-energy.com serd-epc-pmt@supreme-energy.com serd-epc-cmt@supreme-energy.com
To Owner Engineer NA NA frans.vandeWydeven@aecom.com frans.vandeWydeven@aecom.com
rantau-dedap@milist.rekayasa.co.id rantau-dedap@milist.rekayasa.co.id rantau-dedap@milist.rekayasa.co.id
To Contractor rantau-dedap@milist.rekayasa.co.id
fe-rantaudedap-pj@fujielectric.com fe-rantaudedap-pj@fujielectric.com fe-rantaudedap-pj@fujielectric.com
Format [sequential transmittal number]: [brief [sequential transmittal number]: [brief [sequential transmittal number]: [brief [sequential transmittal number]: [brief
E-mail (Subject)
description of the subject] description of the subject] description of the subject] description of the subject]
Transmittal Sheet See Appendix 2 See Appendix 2 See Appendix 2 See Appendix 2
Letter / Document See Appendix 3 See Appendix 3 NA NA
See Appendix 4 for Title Block and See Appendix 4 for Title Block and
Drawing / Document NA NA
Appendix 5 for comment sheet Appendix 5 for comment sheet
Document E-mail NA NA NA NA
Numbering Refer to SERD Operating Procedure - Basic Refer to SERD Operating Procedure - Basic Refer to SERD Operating Procedure - Refer to SERD Operating Procedure -
Procedure Transmittal Sheet (Attachment) Communication Communication Basic Communication Basic Communication
Refer to SERD Operating Procedure - Basic Refer to SERD Operating Procedure - Basic
NA NA
Letter / Document (Attachment) Communication Communication
Refer to SERD Operating Procedure - Refer to SERD Operating Procedure -
NA NA
Drawing / Document Basic Communication Basic Communication
Document Serial Number Control by REK by REK, FE respectively by REK, FE respectively by REK, FE respectively
Rule of File Name
[sequential transmittal number]: [brief [sequential transmittal number]: [brief
[sequential transmittal number]: [brief [sequential transmittal number]: [brief
description of the subject] (Example: "RD- description of the subject] (Example: RD-
E-mail (Subject Line) description of the subject] (Example: "RD- description of the subject] (Example: "RD-
15000105-OS-10103-CDTX-0012: 15000105-OS-10103-CDTX-0013:
15000105-OS-10103-CDTX-0001: Contract 15000105-OS-10103-CDTX-0002: Technical
Communication Procedure") Construction Method for Turbine")
variation Proposal No. 1") Coordination Meeting Invitation 18 May 2018")
"sequential transmittal number".pdf "sequential transmittal number".pdf
Transmittal Sheet (File Name) "sequential transmittal number".pdf (Example: "sequential transmittal number".pdf (Example: (Example: "RD-15000105-OS-10103- (Example: "RD-15000105-OS-10103-
"RD-15000105-OS-10103-CDTX-0001.pdf") "RD-15000105-OS-10103-CDTX-0002.pdf") CDTX-0012.pdf") CDTX-0013.pdf")
[sequential transmittal number]_[brief [sequential transmittal number]_[brief

Letter / Document (File Name) description of the subject] (Example: "RD- description of the subject] (Example: "RD- NA NA
15000105-OS-10103-CDTX-0003_Contract 15000105-OS-10103-CDTX-0004_Technical
variation Proposal No. 1") Coordination Meeting Invitation 18 May 2018")
[Document [Document
Number]_[Revision]_[simplified document Number]_[Revision]_[simplified document
Drawing / Document (File Name) NA NA title] (Example: "RD-PRD01-PCR-CPRO- title] (Example: "RD-PRD01-COW-CPRO-
2001_Rev. A_Communication 1001_Rev. A_Construction Method for
Procedure") Turbine")
Appendix 2: Format of Transmittal Sheet
SAMPLE
Appendix 3: Format of Letter
CONSORTIUM OF
PT REKAYASA INDUSTRI & FUJI ELECTRIC CO. LTD.
NO: RD-15000105-OS-10103-CLTR-XXX
Date: DD/MM/YY
PT. SUPREME ENERGY RANTAU DEDAP

Jl. Iskandarsyah Raya No. 1A, Kebayoran Baru
Menara Sentraya, 23th floor
Jakarta 12160, Indonesia
Attention : Mr. Ralph Hoellmann

Owner Representative
Subject : XXXXX
Dear Sirs,
(LETTER OF CONTENT)
Abdul Latif
Contractor Representative
Appendix 4-a: Format of Title Block (for drawings)
DRAWING SAMPLE
CONSORTIUM OF :
PT. REKAYASA INDUSTRI – FUJI ELECTRIC
TITLE DOCUMENT
RD-PRD01-XXX-CXXX-XXXX FH A 15000105-OS-10103
PROJECT : EPC CONTRACT FOR RANTAU DEDAP
GEOTHERMAL POWER PLANT PROJECT
OWNER : PT. SUPREME ENERGY RANTAU DEDAP (SERD)
LOCATION : SOUTH SUMATRA, INDONESIA
A Issue for Review DD/MM/YY
Rev Status Date Prepared Check Approved

TITLE DOCUMENT
RD-PRD01-XXX-CXXX-XXX FH A 15000105-OS-10103
Table of Contents
Page 2/ 9
EPC Design Review - AECOM
Appendix 5: Format of Comment Sheet
Appendix 6 of Communication Procedure
Communication Flow Chart
Abbreviation
PT. Rekayasa Industri (REK)
Fuji Electric Co., Ltd. (FE)
Transmital
Correspondence
(Commercial)
Owner REK FE
e-mail
Fig 1: Communication Route for Commercial Correspondence between Owner and Contractor
Transmital
Correspondence
and Document
(Technical)
e-mail
Owner REK
CC
Owner
FE
Engineer
e-mail
Fig 2: Communication Route for Technical Correspondence & Document between Owner and Contractor
Transmital
Correspondence
& Document
(Technical)
e-mail
Owner REK
CC
FE
Fig 3: Communication Route for Site Technical Correspondence & Document between Owner and Contractor
AECOM New Zealand Limited
8 Mahuhu Crescent +64 9 967 9200 tel
Auckland 1010 +64 9 967 9201 fax
P O Box 4241
Shortland Street, Auckland 1140
Comment Sheet New Zealand
www.aecom.com
Project Name: RANTAU DEDAP GEOTHERMAL POWER PROJECT

AECOM Project Number: 6033 9251
Client: SUPREME ENERGY RANTAU DEDAP- INDONESIA
Issue for Review Date: 3/05/2018

Document No. RD-PRD01-PCR-CPRO-2001
Document Title: Communication Procedure
Document Review Status: Released with Comments (either: Released with No Comments; Released with Comments; or Non-Compliant.)
Date:17/05/18 Date: Date: Date:

Revision A Revision B
No. AECOM Comments REKIND-FUJI Response AECOM Comments REKIND-FUJI Response
Please refer to the Basic Communication
Procedure (RD-MPRD-GEN-PRD-0001) issued by
1 SERD and revise this document so that it is in line
w ith the Ow ner's communication procedure.
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REJECTED

Document No : Origin Rev No. Contract No :

Document No : Origin Rev No. Contract No :

PART B: BASIC COMMUNICATION PROCEDURE

Document No : Origin Rev No. Contract No :

For Technical/Commercial from Consortium; “[sequential transmittal number]” (Example RD-15000105-

From the Contractor to the Owner

4-b. Technical Issue (Correspondence and Technical document transmittal)

From the Contractor to the Owner

From the Contractor to the Owner

Document No : Origin Rev No. Contract No :

2. Documents Submitted as Correspondence

PART D: TECHNICAL DOCUMENT

1. Transmittal of Technical Document

Document No : Origin Rev No. Contract No :

2. Documents Submitted as Technical Document

3. Review, Comment, and Approval of Technical Document

C) Drawing status category should be as follows.

Document No : Origin Rev No. Contract No :

 IFR: issued for review

D) Owner review status category should be as follows.

E) The Appendix 5 is used for the standard format of comment sheet.

Document No : Origin Rev No. Contract No :

4. Standard of Technical Document

Document No : Origin Rev No. Contract No :

Appendix 1: Summary of Communication Procedure

Reference 1: RD-PRDO1-ENG-CREG-1001: Schedule of Documents to be Submitted

Correspondence Technical Document Remarks

[sequential transmittal number]_[brief [sequential transmittal number]_[brief

PT. SUPREME ENERGY RANTAU DEDAP

Attention : Mr. Ralph Hoellmann

PROJECT : EPC CONTRACT FOR RANTAU DEDAP

GEOTHERMAL POWER PLANT PROJECT

OWNER : PT. SUPREME ENERGY RANTAU DEDAP (SERD)

LOCATION : SOUTH SUMATRA, INDONESIA

A Issue for Review DD/MM/YY

Rev Status Date Prepared Check Approved

Consortium of PT REKAYASA INDUSTRI and FUJI ELECTRIC

Document No : Origin Rev No. Contract No :

Communication Flow Chart

Project Name: RANTAU DEDAP GEOTHERMAL POWER PROJECT

Issue for Review Date: 3/05/2018

Date:17/05/18 Date: Date: Date:

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