Procurement Document Control

SECTION 04

Table of Contents
1. Scope
2. Responsibility
3. Contents of the Procurement Documents
4. Procurements Documents Review
5. Procurements Documents Changes

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

6. Exhibits

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 1 of 8
 Procurement Document Control
SECTION 04

1. Scope
This Section defines the responsibilities and describes the requirements to
ensure that applicable design bases and other requirements to assure
adequate quality are included or referenced in documents for procurement
of items and services used in construction activities.

2. Responsibility
1.1. The Site Quality Control Inspector (SQCI) shall be responsible for:
a. Preparation of the Purchasing Requisition (PR) (Exhibit NQAME

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

04.01) for subcontracting services except for welding Materials
and Lead Auditor services
b. Preparation of the Purchasing Specifications (PS) (Exhibit NQAME
04.02) for subcontracting services except for welding Materials
and Lead Auditor services
1.2. The Site Civil Quality Control Manager (SCQCM) shall be responsible
for:
c. Preparation of the Purchasing Requisition (PR) (Exhibit NQAME
04.01) for Materials and subcontracting services required for Div.2
except for welding Materials and Lead Auditor services
d. Preparation of the Purchasing Specifications (PS) (Exhibit NQAME
04.02) for Materials and subcontracting services required for Div.2
for welding Materials and Lead Auditor services
1.3. The Nuclear Corporate Quality Assurance Engineer (NCQAE) shall be
responsible for:
a. Preparation of the Purchasing Requisition (PR) (Exhibit NQAME
04.01) of subcontracted services of Lead Auditor (if any)
b. Preparation of the Purchasing Specifications (PS) (Exhibit NQAME
04.02) for subcontracted services of Lead Auditor (if any)
1.4. Nuclear Corporate Quality Control Manager (NCQCM) shall be
responsible for:
a. Review the Purchasing Requisition (PR) services of (calibration,
NDE, Heat Treatment, Chemical and Mechanical test, etc...) if any.
b. Review the PS of services of (calibration, NDE, Heat Treatment,
Chemical and Mechanical testing, etc....) (if any).
c. Review (additionally) all Purchase Orders(PO) and all letters of
award (LOA)

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 2 of 8
 Procurement Document Control
SECTION 04

1.5. Nuclear Corporate Quality Assurance Manager (NCQAM) shall be

responsible for:
a. Review the Purchasing Requisition (PR) and the Purchasing
Specification (PS) of services of Lead Auditor (if any).
1.6. Nuclear Corporate Mechanical Quality Manager (NCMQM) shall be
responsible for:
a. Approving the Purchasing Requisition (PR) of welding material and
services of (calibration, NDE, Lead Auditor, Heat Treatment,
Chemical and Mechanical test, etc...) if any.

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

b. Approving the Purchasing Specification (PS) for welding material
and services of (calibration, NDE, Lead Auditor, Heat Treatment,
Chemical and Mechanical testing, etc....) (if any).
c. Forwarding the PR of services (calibration, NDE, Lead Auditor,
Heat Treatment, Chemical and Mechanical testing, etc...) (if any)
after his approval to the Nuclear Corporate Procurement Manager (
except for the welding material)
1.7. Nuclear Corporate Civil Quality Manager (NCCQM) shall be responsible
for:
a. Approving the Purchasing Requisition (PR) of materials and
subcontracted services for Div.2.
b. Approving the Purchasing Specification (PS) for of materials and
subcontracted services for Div.2.
1.8. Site Welding Engineer(SWE) shall be responsible for:
a. Preparing of Purchasing Requisition (PR) (Exhibit NQAME 04.01)
and (PS) (Exhibit NQAME 04.02) for Welding Materials
b. Preparing of Purchasing Requisition (PR) (Exhibit NQAME 04.01)
and (PS) (Exhibit NQAME 04.02) for Chemical and Mechanical test
services for PQR and for Welding Materials
c. Forward the purchasing requisition (PR) of welding materials to
the material Control Engineer for checking availability in stock.
d. If the welding material is available in the store, he shall check the
status of welding material whether acceptable or not using the
evaluation form Exhibit (NQAME 04.03)
1.9. The Nuclear Corporate Welding Manager (NCWM) shall be responsible
for:
a. Review the Purchasing Requisition (PR) of welding material,
b. Review the PS for welding material.

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 3 of 8
 Procurement Document Control
SECTION 04

1.10. The Nuclear Corporate Procurement Engineer (NCPE) shall be

responsible for:
a. Preparing and issuing of Purchase Order (PO) (Exhibit NQAME
04.03) or Letter of Award (LOA) (Exhibit NQAME 04.04) for the
required items. PO shall be supported by PR and PS.
1.11. The Nuclear Corporate Procurement Manager (NCPM) shall be
responsible for:
a. Reviewing and Approving all Purchase Orders(PO) and all letters of
award (LOA)

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

b. Follow up the PO and documents sent to Vendors.

3. Content of the Procurement Documents

1.12. The Procurement documents consists of the followings.
a. Purchased Specification (PS) (if necessary).
b. Purchase Requisition (PR),
c. Purchase Order (PO), or Letter of Award (LOA).
d. Approved Vendor List (AVL).
e. Written agreement between Orascom and vendors (if necessary),
and.
f. Other documents as described in the applicable Sections of this
NQAM.
1.13. The Procurement documents issued at all tiers of procurement shall
include provisions for the following, as deemed necessary, by the
department Manager who is responsible for issuing the applicable
procurements documents.
a. A statement describing the scope of work to be performed by the
vendor including the applicable Code Edition, Addenda, Class and
any applicable Code Cases.
b. Nuclear Quality Assurance program requirements, including
requirements that:
1. The item and service to be furnished shall be processed in
accordance with a Nuclear Quality Assurance Program accepted
by ASME;
2. The approved vendor shall reference the number and expiration
date of ASME N Type Certificate or Quality System Certificates
QSC held by the vendor or revision number and date of the
vendor’s QS Manuals accepted by Orascom on documentation
that accompanies the Material ,items or services furnished.

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 4 of 8
 Procurement Document Control
SECTION 04

3. For vendors of subcontracted services approved by Orascom, the

procurement documents shall require the vendor to submit
proposed revisions of the accepted Quality P r o g r a m t o
Orascom for acceptance prior to place a purchase order .
4. Quality and technical requirements of the Customer and
designated Code Edition, Addenda, Code Class and Code Cases,
shall be referenced to or direct inclusion of applicable drawings,
specifications, Codes, standards, regulations, procedures, or
instructions including applicable revision level.
5. Appropriate Inspection, examination, test, and acceptance

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

criteria for determining acceptability of the item or service.
6. Provisions shall be made to allow access to the vendor’s and sub
tier vendor’s facility and records for surveillance, source
verification and / or audit by Orascom, Customer and ANI as
applicable, including identification of applicable hold/witness
points.
7. A statement that source verification activities by Orascom do not
relieve the vendor of his responsibility for verification of quality
achievement.
8. Provision for submittal of specified documents for information,
review, or approval including a submittal schedule.
9. Provision for identification of quality records to be retained
including retention times, retention location, and disposal
requirements, when required.
10. Requirements for identification control and reporting of non-
conforming conditions to Orascom and requirements for approval
of vendor proposed dispositions by Quality Department of
Orascom prior to implementing the disposition.
1.14. The Purchase Requisition shall be prepared, reviewed, and approved
in accordance with the following paragraphs:
a. The PR for welding materials shall be prepared by the Site Welding
Engineer (SWE) reviewed by Nuclear Corporate Welding Manager
(NCWM)) and approved by the Nuclear Corporate Mechanical
Quality Manager (NCMQM)
b. The PR for the subcontracted calibration of M&TE services shall be
prepared by the Site Quality Assurance Engineer (SQAE), reviewed
by Nuclear Corporate Quality Assurance Manager (NCQAM) and
approved by the Nuclear Corporate Quality Director (NCQD)
c. The PR for the chemical and mechanical testing subcontracted
services shall be prepared by the Site Welding Engineer, reviewed
EDITION NO. REVISION DATE PAGE NO.
NQAM-01 1 Dec. 01,2019 Page 5 of 8
 Procurement Document Control
SECTION 04

by Nuclear Corporate Quality Control Manager (NCQCM) and

approved by the Nuclear Corporate Mechanical Quality Manager
(NCMQM)
d. The PR shall include items required for the Project.

1.15. Purchase Order (PO)or Letter of Award (LOA) shall be prepared by the
Nuclear Procurement Engineer in accordance with the PR without
modifying the technical contents (except for quantity and commercial
considerations),

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

a. The Purchase Order or Letter of Award shall be placed with vendors
on the Approved Vendor List (Exhibit NQAME 07.01).
b. Prior to placing the PO or LOA with vendors, it shall be reviewed
additionally by the Nuclear Corporate Quality Control Manager
(NCQCM) for assuring that:
1. Procurement requirements and number and revision of
the Technical Requirement on the PR and PS has been
correctly transferred to the PO or LOA.
2. R e q u i r e d i n s p e c t i o n p o i n t s a n d i n s p e c t i o n r e q u i r e m e n t s
h a v e b e e n correctly transferred to the PO or LOA.
c. Purchase Orders and documents identified and attached to the
Purchase Orders shall be forwarded to the applicable vendors under
the responsibility of the Nuclear Corporate Procurement Manager,
who shall verify, through use of suitable means (fax, e-mail etc.),
that vendors have received the PO and documents identified and
attached to the PO.
d. The PO and applicable documents identified and attached to the PO
may be transmitted to the accepted vendor by the agent or trading
company on the condition that:
1. The vendor name and location shall be designated on the
PO;
2. The agent or trading company is not allowed to make
any changes to the PO or any of the referenced
documents except for price. This shall be notified to the
agent or trading company by suitable means; and
3. The PO shall require the vendor to ship the welding
consumables directly to Orascom
1.16. The Letter of Award for calibration service may be substituted with
the agreement that is made between Orascom and the Vendor Written
agreements for calibration service subcontracted shall be prepared by

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 6 of 8
 Procurement Document Control
SECTION 04

the Nuclear Corporate Procurement Engineer, reviewed by the Nuclear

Corporate Quality Control Manager (NCQCM) and approved by the
Nuclear Corporate Procurement Manager.
1.17. The Letter of Award for chemical analysis,mechanical testing and
other testing service and NDE services may be substituted with the
agreement that is made between Orascom and the Vendor. Written
agreements for NDE, chemical analysis, mechanical testing service
subcontracted shall be prepared by the Nuclear Corporate Procurement
Engineer, reviewed by the Nuclear Corporate Quality Control Manager
(NCQCM) and approved by the Nuclear Corporate Procurement

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

Manager.
1.18. The Letter of Award for Lead Auditor service may be substituted with
the agreement that is made between Orascom and the Vendor .Written
agreements for Lead Auditor service subcontracted shall be prepared
by the Nuclear Corporate Procurement Engineer, reviewed by the
Nuclear Corporate Quality Assurance Manager (NCQAM) and approved
by the Nuclear Corporate Procurement Manager.
1.19. The procurement documents shall be issued only to vendors listed on
the Approved Vendor List.

4. Procurement Document Review

1.20. A review of the procurement document and changes thereto shall be
made to assure that documents transmitted to vendors include
appropriate provisions to assure that items or services will meet the
specified requirements as described in this Section of the NQAM.
1.21. A review of the procurement document shall be performed and
documented on the related documents with reviewer’s dated signature
or initials to provide objective evidence of satisfactory accomplishment
of such review prior to contract award.
1.22. The Procurement Department shall forward the Procurement
document with vendor’s offers to the Concerned Departments for
technical study as per Technical Study Report (Exhibit NQAME 04.05)
then the Procurement Select the vendor according the AVL and
Technical Study Report and issue the PO or LOA and forward it with
Procurement document to concerned Dept. for review as per Final
technical Report (Exhibit NQAME 04.06).
1.23. The technical study (initial and Final) shall be performed by
the requesting department.
1.24. Changes made as a result of the bid evaluations or pre-contract
negotiations shall be incorporated into the procurement documents.

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 7 of 8
 Procurement Document Control
SECTION 04

1.25. The review of such changes and their effects shall be completed prior
to contract award. This review shall include the following
considerations:
a. Appropriate requirements specified in para. 3.2.
b. Determination of any additional or modified design criteria; and
c. Analysis of exceptions or changes requested or specified by the
vendor and determination of the effects such changes may have on
the intent of the procurement documents or quality of item or
service to be furnished.

ORASCOM NUCLEAR QUALITY ASSURANCE MANUAL

1.26. Reviews as required by this Section of the NQAM for the procurement
documents and changes thereto shall be performed by personnel who
have access to pertinent information and who have an adequate
understanding of the requirements and intent of the procurement
documents.

5. Procurement Document Changes

1.27. Procurements documents changes affecting the technical or quality
assurance program requirements shall be subject to the same degree
of control as utilized in the preparation of original documents

6. Exhibits

Exhibit No. Exhibit Title

NQAME 04.01 Purchase Requisition (PR)

NQAME 04.02 Purchase Specification (PS)
NQAME 04.03 Purchase Order (PO)
NQAME 04.04 Letter of Award
NQAME 04.05 Technical Study Report
NQAME 04.06 Final technical Report

EDITION NO. REVISION DATE PAGE NO.

NQAM-01 1 Dec. 01,2019 Page 8 of 8