TANMIA FOR OIL AND CONSTRUCTION LIMITED.

(TANMIA-QP-01)
REV:01
DATE: 18 MARCH 2017

PROJECT TITLE: XXXXXX

PROCEDURE FOR: CONTRACT REVIEW

Document Number: TANMIA-QP-01

Contractor : TANMIA FOR OIL & CONSTRUCTION LTD.

P.O. Box 9668 Dammam, Saudi Arabia
Tel.: (03) 832 4812; Fax.: (03) 832 4819
Email: [email protected]
Web: www.tanmialtd.com

AS RCS OA

01 2 03/18/2017 QA/QC QA/QC Manager Gen. Manager SAPMT SAPID

Supervisor
00 1 03/14/2017 QA/QC QA/QC Manager Gen. Manager SAPMT SAPID
Supervisor

Rev. No. Issue No. Issue Date Reviewed by: Prepared by: Reviewed by: Recommending Approved by:
Approval

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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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DATE: 18 MARCH 2017

Table of Contents
1...................................................................................................... PURPOSE
3
2. SCOPE................................................................................................................................................ 3
3. REFERENCES.................................................................................................................................... 3
4. DEFINITIONS...................................................................................................................................... 3
5. PROCEDURE...................................................................................................................................... 3
5.1 Proposal Stage........................................................................................................................... 3
5.2 At Contract Award...................................................................................................................... 4
5.3 Handover to Projects................................................................................................................. 4
5.4 Meeting Preparation.................................................................................................................. 5
5.5 Contract Review Meeting.......................................................................................................... 6
5.6 Follow-up Action........................................................................................................................ 7
6. DOCUMENTATION............................................................................................................................. 8

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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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1. PURPOSE

To define the responsibility and methods to be used for

ensuring a review of the “as-sold” contract
documentation and scope is undertaken immediately following award of contract
by the project and lead engineering team to promote a working understanding of
the technical basis and identify any needs for clarification or additional
information.

2. SCOPE

This procedure describes the requirements for a formal Contract Review

immediately following transfer of documentation from the Proposal Department to
the Project Manager after Contract Award, to ensure the following:

 That all Contract requirements are clearly understood by the Project Team
disciplines lead staff and any supporting Corporate Supervisors involved in
the project initiation.
 That any changes to standard work practices are recognized and accepted by
the Project Manager and all affected corporate supervisors.
 That any clarification or outstanding information required from Saudi Aramco
are identified and action by the Project Manager

3. REFERENCES

None.

4. DEFINITIONS

Definitions relevant to this procedure are listed in the front of the Quality Plan and
ISO-9000 (Latest) – Quality Management Systems-Fundamentals and
Vocabulary.

5. PROCEDURE

5.1 Proposal Stage

5.1.1 Where practical, intended Project personnel will be involved with the
evaluation of Saudi Aramco’s Invitation to bid and the preparation of'
documents for the Proposal

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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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5.1.2 On Proposals for major projects, the nominated

Project Manager would, if ‘practicable’, prepare
and issue a Project Execution Strategy to
summarize the manner in which TANMIA for Oil
and Construction Ltd. would execute the Contract if it were awarded. This
document normally forms part of the Proposal Submission.

5.2 At Contract Award

5.2.1 The appointment of the Project Manager is confirmed in writing, by

distribution to Department Managers of the Project Handover Meeting
Report (see 5.3).

5.2.2 Upon award of the Contract: The Project Manager will be advised by the
Proposal & Engineering Manager and/or Commercial Department of any
special requirements he should comply with regarding Project execution
arising since Proposal Submission. He will meet, as necessary, with the
Proposal & Engineering Manager and relevant team members to discuss
any questions he may have with regard to the Contract specifications,
errors or omissions and Client involvement.

5.3 Handover to Projects

5.3.1 The Project Manager will receive from the Proposals & Engineering
Manager a complete Package of Proposal documentation, including all
subsequent submissions and correspondence. Collectively, this now
comprises the "contract documentation package", and is passed over by
the Proposal & Engineering Manager under cover of a completed Project
Handover Meeting Report

5.3.2 The Package will include:

 A copy of' the Original Proposal and estimate file with all back –up
documentation.
 "As-sold" Estimate/Budget and scope of work, neatly presented with all
associated back up and explanation including contributions from all
disciplines and Departments.

5.3.3 And as necessary the following:

 Amendments made during the negotiations.
 All Saudi Aramco correspondence and meeting note.
 All internal meeting notes.
 As-sold” technical and commercial documentation.
 Final Contract (if' available).
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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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5.3.4 The Project Manager will be responsible for

distribution within the Project Team and to other
parties involved.

5.3.5 The Project Manager will thoroughly review the documentation and
become familiar with the contents of the Contract and all related
documents

5.4 Meeting Preparation

The activities listed below should preferably be started before the Effective
Date of the contract but in any case, not later than 5 working days after the
effective date

5.4.1 The Project Manager, having acquired a sound knowledge of' the
Contract requirements and the relevant Proposal documentation, will
allocate his Project Team responsibilities.

5.4.2 The Project Manager will uniquely identify parts of' the Contract
documentation package plus TANMIA for Oil and Construction Ltd.
Contract Execution Strategy (if prepared for inclusion in the proposal) and
determine the necessary distribution as appropriate to all project team
members using the transmittal.

5.4.3 The transmittal will also:

 State the planned date for the Contract Review Meeting;
 State whether, or not, the Project Manager wishes to receive responses
in writing before the above Meeting.

5.4.4 The Project Manager will arrange for the distribution in accordance with
5.4.3 above.

5.4.5 Each recipient will critically review the supplied documents, listing any
items not fully understood or where a possible misunderstanding may
arise and any information or clarification is required from Saudi Aramco.

5.4.6 These listings will be made in the form of written specific queries.

5.4.7 Particular attention will be paid to ensure the following:

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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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5.4.7.1 Lines of Communication - That these

are clearly defined by means of organization
charts job descriptions, are understood and
workable.

5.4.7.2 Interfaces - That these are clearly defined understood and include
interfaces of disciplines with each other, with third parties and with the
Client.

5.4.7.3 Work Scope – That the Design Criteria including the Scope of Work
which will constitute the design database, are established, agreed with
Client and issued and understood by those responsible for the work.
For projects with, a large multi -volume Contract Documentation
Package a member(s) of the Project Team will extract the Design Data
Base utilizing the Contract documentation package, in logical
sequence, related to the overall process basis and engineering
disciplines involved. A full index to identify the location of each data
category will be prepared if not included in the Client's documentation.

5.4.7.4 This Design Data Base will be issued to all attendees of the
Contract Review meeting, supplementing information distributed direct
from the Contract Documentation Package (as 5.4.4 above).

5.4.7.5 That the issued Execution Strategy, if prepared and Quality Plan
clearly indicate where the Contract work instructions differ from
standard working practices.

5.4.7.6 That the Contract Execution Strategy, it prepared, Planning

Schedules and Work Packages are understood by those responsible
for the work.

5.4.7.7 That any identified needs for the development of procedures, work
instructions and design briefs are identified and included in the agenda
for the Meeting.

5.5 Contract Review Meeting

5.5.1 The timing of the Contract Review meeting must be a considered

balance between just sufficient prior time for the preparatory activities
as stated in 2.4 above and the need to hold the meeting before actual
contract work commences in detail, e.g. process system calculations.

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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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The Meeting should normally take place not

later than 10 working days after the Effective
Date of Contract.

5.5.2 The Contract Review Meeting will be chaired by the Project Manager,
who will ensure that the minutes of meeting are taken.

5.5.3 The relevant Proposals Manager and other previously involved

Proposal staff will attend the Meeting at the request of the Project
Manager.

5.5.4 The agenda for the meeting will either be based on the responses
received in advance (if requested by the Project Manager, as per 5.4.3
above, or will be tabled by the Project Manager.

5.5.5 All assigned lead proposal Staff will have prepared a statement of all
criteria for their discipline prior to the start of any project (contract)
activities.

5.5.6 Items discovered (omissions, discrepancies, clarifications, etc.) during

the meeting preparation phase will be discussed, resolved and minted,
during the Meeting.

5.5.7 Were necessary, formal requirements for clarification and further

information will be compiled at the Meeting as an addendum to the
Minutes for subsequent follow-up by the Project Manager as per
section 5.6 below.

5.5.8 During the Meeting, any changes required in relation to standard

working practices to satisfy the requirements of the project. (E.g.
specialist sub –contract requirements) will be reviewed and
responsibilities assigned for the preparation of adequate project
specific instructions, including procedures and technical guidelines.
(Such project specific requirements will be subsequently issued to the
Project Manager for review and approval for use on the project). The
project specific instructions prepared above will be forwarded to
Document Control for issue.

5.5.9 Project requirements for format of deliverables will be identified and

explained including, document numbers, title blocks, etc. where
specified by Saudi Aramco as a contractual need.

5.6 Follow-up Action

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TANMIA FOR OIL AND CONSTRUCTION LIMITED. (TANMIA-QP-01)
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5.6.1 After the meeting, the Project Manager, or his

assigned Project Engineer will co-ordinate
resolution of any points in 5.5.6 and 5.5.7
above, which can be handled within TANMIA for Oil and Construction
Ltd.

5.6.2 A letter to the Client is then prepared by Project Manager or his

assigned Project Engineer, explaining all requests for clarification
information which cannot be handled internally. This letter is compiled
within 5 working days maximum after the Review meeting. The Project
Manager will maintain an action log until the queries are satisfactorily
resolved.

5.6.3 A response is expected from the Saudi Aramco in -the normal

turnaround time for project correspondence as defined for the
Contract.

5.6.4 Each department and or discipline will maintain a file of, or have
access to, the relevant documents i.e. works scope, Saudi Aramco
specific actions, Saudi Aramco philosophies, regulatory requirements,
relevant national and international standards, and TANMIA for Oil and
Construction Ltd. standards and procedures which are applicable to
their Scope of Work.

6. DOCUMENTATION

None

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