SPECIFICATION

Document code Version Classification

MSD-PROJ-12-00103 1 Internal

Document Requirements for Suppliers

Uncontrolled unless viewed via the Management System

Document Approval

Graeme Hogg 20/03/2023

Alexander
1 First Issue Rene Budde 20/03/2023 28/03/2023 Marcha Jansen 20/03/2023
Hiemstra
Ronald Romijn 04/04/2023
ISSUE OR REVISION ORIG VERIFIED APPROVED
REV DATE DATE DATE
DESCRIPTION BY BY BY

This document is the property of Neptune Energy. It must not be stored, reproduced or disclosed without authorisation. 2.1 - 2019 Page 1 of 15
 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

Revision Change Notices

0.1 First Version Revision of Specification 103, rev 8 – Supplier Document Requirements
Rev Location of Change Brief Description of Change

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

Table of Contents
1. Introduction ............................................................................................................... 4
2. General Documentation Requirements ................................................................... 4
2.1 Language .......................................................................................................................... 4
2.2 Document Numbering ....................................................................................................... 4
2.3 Hardcopy Formats ............................................................................................................. 4
2.4 File Formats ...................................................................................................................... 4
2.5 File Names ........................................................................................................................ 5
2.6 Document Identification ..................................................................................................... 5
2.7 Revision Indication ............................................................................................................ 5
2.8 Verification of Documentation ............................................................................................ 5
2.9 Units of Measure ............................................................................................................... 6
3. Supplier Document Requirements List (SDRL) ...................................................... 6
4. Document Delivery .................................................................................................... 6
5. Document Review ..................................................................................................... 7
5.1 Review Codes.................................................................................................................... 7
5.2 Review Turnaround Time ................................................................................................... 7
6. Final Handover .......................................................................................................... 8
7. Installation, Operating & Maintenance Manual (IOM) ............................................. 9
8. Manufacturing Data Book (MDB) ........................................................................... 11
9. Supplier Document Types ...................................................................................... 13

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

1. INTRODUCTION
This Specification for Document Requirements for Suppliers is intended for Suppliers who have a
direct Purchase Order with Neptune Energy Netherlands B. V. (COMPANY) to provide goods or
services and includes the delivery of documentation in the scope. This Specification outlines the
minimal requirements for documentation and the delivery of documentation to ensure the
document review and handover process can be handled smoothly from PO Placement to PO Close
Out.

2. GENERAL DOCUMENTATION REQUIREMENTS

2.1 Language
All drawings and documents shall be written in the ENGLISH language.

2.2 Document Numbering

All deliverables shall have a COMPANY document number. The COMPANY document numbers will
be assigned by the COMPANY document controller. These numbers will be assigned using the
Supplier Document Requirement List (see 3.0).

2.3 Hardcopy Formats

Documents and drawings shall be readable when printed on A3 or A4 size paper. There is no
requirement for hardcopy delivery unless specifically requested.

2.4 File Formats

The default file format to be used during the document review is PDF. For certain document types
the native files will be required to be able to review i.e. the Supplier Document Requirement List
(SDRL) and Instrument Index. Supplier will be informed if other native files are required during
review.

The default file format to be used during handover of final documentation is PDF. If native files of
the final documentation handover are required this will be indicated in section 9.0.

PDF files shall be flattened. This means there shall be no layers or drawing elements separate in the
PDF files. Supplier shall strive to deliver the best quality of PDF files while keeping the file size limited.
To achieve this PDF files are preferably created from natives (e.g. dwg, xls, doc) instead of being scanned
whenever possible.

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

2.5 File Names

The files shall be named as follows:

COMPANY document number_revision.extension

i.e. L5-A_ST-S46-0001_00.pdf

2.6 Document Identification

All documents shall be delivered with a filled in Supplier Document Front Sheet.

As a minimum the following information shall be included on the documentation:

- Project Name
- Project Number
- COMPANY name
- COMPANY Purchase Order number
- COMPANY document number
- Equipment/Tag number
- Equipment Description
- Supplier Name
- Document Title
- Revision number
- Revision description

2.7 Revision Indication

Revised documents shall clearly indicate the changes made using revision clouds and revision
triangles.

Revision numbers shall be sequential 2-digit numbers, i.e. 00, 01, 02, 03 etc. The first revision shall
be 00.

2.8 Verification of Documentation

All deliverables shall be checked for correctness by Supplier prior to submittal to COMPANY. All
deliverables shall show the Author, Checker and Approver either by full name or initials. The Author
and the Checker can’t be the same person.

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

2.9 Units of Measure

The international System of Units (SI Units) shall be used throughout; dual units (SI Units with
imperial in parentheses or vice versa) are also permitted. However, with the following exceptions:

• Nominal pipe/fitting/valve sizes in inches and pressure rating in lbs in accordance with ASME
pressure classes
• Pressure in bar
• Liquid flow in m3/h
• Gas flow in Nm3/h (0oC, 1.01325 bara)

3. SUPPLIER DOCUMENT REQUIREMENTS LIST (SDRL)

COMPANY has indicated the Supplier Document Requirements before placement of the Purchase
Order. These requirements are based on the document types required for the scope. It is the
Suppliers responsibility to further detail the documentation required to fulfil the scope of work.

COMPANY will provide a Supplier Document Requirement List (SDRL) template in native format filled
in with all the information available. Supplier shall complete the SDRL with the detailed titles,
planned delivery dates and other required information of the documentation that will be provided.
If Supplier deems additional documents are required, required documents are not applicable,
document types are combined, multiple documents are required for 1 document type, or other
changes, Supplier is expected to indicate this on the SDRL. The SDRL shall always be issued in native
format. COMPANY will assign COMPANY document numbers to be used by Supplier.

4. DOCUMENT DELIVERY
The standard way of delivering documents to COMPANY is by e-mail. COMPANY will provide the e-mail
address to be used. The size limit of e-mails COMPANY can receive is 20 Mb. When a document exceeds
this limit, it can be sent in parts or by file sharing tools like WeTransfer and Dropbox.

COMPANY will store, distribute and review the Supplier documents in PIMS EDMS system. Reviewed
documents will be returned to Supplier by e-mail.

Supplier can request access to PIMS in order to upload and download files directly in PIMS. In general,
this access will only be granted if the expected number of documents is high. Access can be requested
from the assigned Document Controller.

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

5. DOCUMENT REVIEW
All documents stated in the SDRL shall be subject to review by COMPANY, except documents with
Review Class I (For Information). Supplier shall not start fabrication until COMPANY has acknowledged
such review (hold point) and possible comments have been implemented.

5.1 Review Codes

The review codes used by COMPANY are:

Review Code Code Description

Code A Reviewed, no comments
Code B Reviewed, comments as provided, revise and Proceed
Code C Rejected, revise and resubmit
Code D For Information Only
Code E For Continuous update, revise and Resubmit

When a document is reviewed with Code C, work may not proceed. Supplier shall revise and resubmit
the document for review by COMPANY.

Note that a review code given by COMPANY does not relieve the Supplier from good engineering
practice. Suppliers in no way are absolved from responsibilities for their accuracy for the design,
construction and performance of the equipment.

5.2 Review Turnaround Time

Documents issued by Supplier shall be returned by COMPANY with a review code within 10 working
days.

Documents returned by COMPANY to Supplier with review Code B or C shall be revised and resubmitted
for review by Supplier within 10 working days.

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

6. FINAL HANDOVER
Once all the individual documents have been reviewed and returned with review code A or D by
COMPANY, Supplier can assemble the Final Data Books, being:

1. Installation, Operating & Maintenance Manual (IOM)

2. Manufacturing Data Book (MDB)

The Final Data Books shall be in accordance with paragraph 7.0 and 8.0. The requirements as described
in latter paragraphs are minimum requirements, which shall be supplemented as necessary to fulfil the
requirements and to allow professional operation and use of the subject equipment. In case of doubt
Supplier shall contact COMPANY for final advice.

1 Data book shall have 1 PDF file. The PDF file shall be bookmarked reflecting the index of the data book
and shall contain bookmarks for all individual documents. Supplier shall strive to deliver the best quality
of PDF files while keeping the file size limited. To achieve this PDF files are preferably created from
natives (e.g. dwg, xls, doc) instead of being scanned whenever possible.

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

7. INSTALLATION, OPERATING & MAINTENANCE MANUAL (IOM)

IOM formats shall be compiled according to following format and contents (as far as appropriate for the
ordered equipment) and shall be applicable for the complete package including deliveries from sub-
suppliers:

Supplier Document Front Sheet

Contents/index sheet
Section 1 Introduction
- Scope of supply - manufacturer.
- Sub-Supplier contact list and scope of supply.
Section 2 Description of complete equipment/package
- Including Process/Utility diagrams.
- Safety requirements.
Section 3 Installation
- Equipment installation, alignment and replacement procedures.
- Commissioning procedures and checklists.
- Access and lifting.
Section 4 Operation
- Operation instructions.
- Functional descriptions.
- Operation and control procedures.
- Instrument set point list.
- Valve numbering drawings.
Section 5 Maintenance
- Preventative maintenance schedules/details.
- Routine maintenance.
- Condition monitoring including lube oil analysis/ condemning limits.
- Routine test procedures.
- Trouble shooting procedures including diagnostic charts.
Section 6 Data sheets (completed by manufacturer)
- Mechanical/instrumentation/electrical data sheets.
- Instrument list/ index, showing the following data as a minimum:
• tag number
• description
• make / type of device
• serial data format (stop bit, band rate etc) including address
• engineering units
• ranges
• alarm/ trip setting
- Performance curves
Section 7 Drawings
For type of supply list of applicable drawings including, but not limited to:
• General arrangement drawings and weights
• Process and instrumentation diagrams
• Cause and Effect diagrams
• Piping/Electrical and Instrumentation/Structural
• Parts drawings.
- "Certified as-built" drawings.

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Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

- Material lists.
Section 8 Parts data
- Equipment/package component details (for re-ordering from original
manufacturer, including parts not supplied as spare).
- Completed spare parts list, including all sectional/exploded view
drawings necessary to identify and install the spare parts.
Section 9 Special tools
- Schedule and technical description.
- Usage instructions
Section 10 Sub-Supplier data
- For all supplied items.
- Marked to show specific type supplied.
- (Operation and maintenance instructions shall be structured as
standard Supplier documentation.)

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

8. MANUFACTURING DATA BOOK (MDB)

MDB formats shall be compiled according to following format and contents (as far as appropriate for
the ordered equipment):
Supplier Document Front Sheet
Contents/index sheet
Section 1 General
- Summary of sub-ordered equipment/material/services with sub-Supplier details and
scope descriptions.
Section 2 Data sheets
- Manufacturer's completed data sheets.
Section 3 Specification/code references
- Concessions and waivers.
- Non-conformance reports.
Section 4 Design Calculations
- Latest revision as reviewed by Buyer.
Section 5 Manufacturer's fabrication report
- Manufacturer's certificate of compliance (confirmation that the package is designed,
fabricated and inspected in accordance with Purchase Order requirements).
- Completed quality control plan.
- Government related documents.
- Inspection release certificates.
Section 6 Procedure
- Manufacturing, fabrication, examination and repair procedures.
- Welding procedures WPS.
- Welder qualification records plus welder list with names, stamp, qualification and WPS.
- NDT operator qualifications and certificates.
- Performance/string test procedures.
- Dimensional control procedure.
Section 7 Material certificates
- Certificate index.
- Certificates.
- Heat treatment reports.
Section 8 Inspection/Test Reports
- Material inspection.
- Mechanical inspection.
- Balancing, dynamic and overspeed tests.
- Hydrostatic/leakage test.
- Runouts and clearances inspection.
- Performance test.
Optional tests, such as:
• NPSHR test;
• complete unit test;
• tandem test;
• gear test;
• helium test;
• sound level test;
• spare parts test;

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

• auxiliary equipment test;

• post-test inspection of casing;
• full pressure/full load/full speed test;
• post-test inspection of the hydraulic coupling fit.
- Electrical functional test.
- Instrumentation functional test.
- Painting/surface preparation.
- Lifting and weighing.
- Preparation for shipment.

Section 9 Drawings
- Index.
- Fabrication and design drawings.
- Weld and NDE identification drawings.
- "Certified as-built" drawings.
Section 10 Other relevant documentation

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

9. SUPPLIER DOCUMENT TYPES

SUPPLIER DOCUMENT TYPES

Include in:
THE DOCUMENT TYPES SHOWN BELOW ARE ALL AVAILABLE
DOCUMENT TYPES. THE DOCUMENT TYPES REQUIRED FOR THE Native
SCOPE OF THE PURCHASE ORDER SHALL BE INDICATED ON THE File
SUPPLIER DOCUMENT REQUIREMENTS LIST (SDRL). With Bid Required
IOM MDB
(F=Final,
Document R=Review)
Description
Type
S01 ATEX Register List X
S02 Bill of Materials X
S03 Block Diagrams F X
S04 Cable List X
S05 Calculations X
S06 Calibration Certificate X
S07 Catalogue Information X X
S08 Cause and Effect Diagrams F X
S09 Certificate of Conformity X
S10 Certificates X
S11 Characteristic Curves X
S12 Cross Sectional/ Assembly Drawing F X
S13 Dimensional Drawing, including Weight List X
S14 EC Declaration of Conformity
S15 Equipment Data Sheets (Electrical & Mechanical) X
S16 Explosion Proof Certificate (ATEX Type Certificates) X
S17 Fabrication Drawings X
S18 Factory Acceptance Test (FAT) Procedure & Report X
S19 Foundation Drawings F X
S20 Front of Panel Arrangement F X
S21 Functional Design Specification X
S22 Functional Logic Diagrams F X
S23 General Arrangement Drawing (GAD) F X
S24 Hook‐up Details F X
S25 Hydrostatic Test Procedure & Report X
S26 I/O List X
S27 Inspection and Test Plan X X
S28 Installation, Operation and Maintenance Manual (IOM) X
S29 Instrument Data Sheets X
S30 Instrument List X R/F X

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

SUPPLIER DOCUMENT TYPES

THE DOCUMENT TYPES SHOWN BELOW ARE ALL AVAILABLE Include in:
DOCUMENT TYPES. THE DOCUMENT TYPES REQUIRED FOR THE Native
SCOPE OF THE PURCHASE ORDER SHALL BE INDICATED ON THE File
SUPPLIER DOCUMENT REQUIREMENTS LIST (SDRL). With Bid Required
IOM MDB
(F=Final,
Document Description R=Review)
Type
S31 Instrument Locations and Cable Layout F X
S32 List of Alarm/ Trip Settings/ Serial Interface X
S33 Load List X
S34 Logistics, Handling and Shipping Procedure X
S35 Loop Diagrams X
S36 Lubrication Schedule X
S37 Manufacturing Data Book (MDB) X
S38 Material Certificates X
S39 Mounting Details X
S40 Name Plate Drawings F X
S41 Name / Tag Plate List X
S42 Noise Data Sheet X
S43 Noise Report X
S44 Nozzle Loading X
S45 Outline Drawings X
S46 Painting Procedure & Report X
S47 Panel Layout F X
S48 Performance and Data Curves X X
S49 Piping and Instrumentation Diagram (P&ID) F X
S50 Pressure Equipment Directive (PED) X
S51 Process Description X
S52 Process Flow Diagram (PFD), Heat and Mass Balance F X
S53 Production Fabrication Schedule
S54 Project Quality Plan X X
Recommended Installation/ Start-up/ Commissioning
S55 X X
& 2 Years Operational Spares List
S56 Safety Manual X
S57 Single Line Diagrams F X
S58 Site Acceptance Test Procedure & Report X
S59 Software Documentation X
S60 Special Tools List X X
S61 Storage, Unpacking and Preservation Procedure X

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 SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal

SUPPLIER DOCUMENT TYPES

THE DOCUMENT TYPES SHOWN BELOW ARE ALL AVAILABLE Include in:
DOCUMENT TYPES. THE DOCUMENT TYPES REQUIRED FOR THE Native
SCOPE OF THE PURCHASE ORDER SHALL BE INDICATED ON THE File
SUPPLIER DOCUMENT REQUIREMENTS LIST (SDRL). With Bid Required
IOM MDB
(F=Final,
Document Description R=Review)
Type
S62 Sub-Suppliers/ Contractors List X
S63 Supplier Document Register (SDR) R
S64 Support Drawings F X
S65 System Design Specification / Control Narrative X
S66 Termination Drawing F X
S67 Test Procedures & Report X
S68 Top View Drawing F X
S69 Utility Consumption List X X
S70 Vibration Report X
S71 Weight Data Sheets X
S72 Welder Qualification Test Records (WQT) X
Welding Procedure Specification and Qualifications
S73 X
(WPS) & (WPQ)
S74 Wiring and Schematic Diagrams F X
S99 Miscellaneous TBD TBD TBD TBD

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