Engineering Procedure

SAEP-3103 19 November 2008

Equipment and Spare Parts Data Requirements
for Proponent/MRO Originated Requisitions
Document Responsibility: Project & Strategic Purchasing Dept.

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Applicable Documents.................................... 2
3 Purpose.......................................................... 2
4 Responsibilities -
Proponents/MRO Organizations.................... 2
5 Responsibilities -
Materials Standardization Division (MSD)...... 5
6 Exemptions and Waivers............................... 5

Appendices......................................................... 7

A. Glossary of Terms
B. Spare Parts Data Package Status
Report (SPDPSR) Required Format
C. Instructions to Suppliers for
Providing Spare Parts and Operating
Materials Data for New Equipment
Purchased for, or by Saudi Aramco
D. Spare Parts Data Package (SPDP) Checklists
E. SPDP Waiver Procedure

Previous Issue: 30 September 2003 Next Planned Update: 19 November 2013

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Primary contact: Bassam, Adnan Hamad on 966-3-8740620

Copyright©Saudi Aramco 2008. All rights reserved.

Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3103
Issue Date: 19 November 2008 Equipment and Spare Parts Data Requirements
Next Planned Update: 19 November 2013 for Proponent/MRO Originated Requisitions

1 Scope

This procedure details the requirements for the acquisition of technical and catalog data
for equipment, spare parts and operating materials, commonly referred to as a Spare
Parts Data Package (SPDP), for all new equipment purchased by Proponents/MRO
Organizations in the execution of projects.

2 Applicable Documents

The requirements contained in the following documents apply to the extent specified in
this procedure:

ο Saudi Aramco Engineering Procedure

SAEP-31 Corporate Equipment and Spare Parts Data
Requirements

ο Saudi Aramco Forms

SA-1149 Used for Materials Cataloging (New SAMS Item)
SA-1895 Transfer of Materials, Merchandise, Supplies

ο Supply Chain Management Manual

CU 25.01 Authorities

3 Purpose

The purpose of this procedure is to outline the roles and responsibilities of all
organizations involved in the cataloging data acquisition process, and to provide
instructions for Proponents/MRO Organizations to ensure that complete and acceptable
SPDPs are submitted in accordance with stipulated submittal schedule so that spare
parts and operating materials are available when the new equipment is put into service.

4 Responsibilities - Proponents/MRO Organizations

4.1 Ensure that all Requests For Quotations (RFQs) and purchase orders, including
Supplier sub-orders, contain:

4.1.1 Instructions To Suppliers For Providing Spare Parts And Operating

Materials Data For New Equipment Purchased For or By Saudi
Aramco (See Appendix C).

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3103
Issue Date: 19 November 2008 Equipment and Spare Parts Data Requirements
Next Planned Update: 19 November 2013 for Proponent/MRO Originated Requisitions

4.1.2 SPDP checklists applicable to Mechanical, Electrical & Instrumentation

equipment that are being purchased (See Appendix D – Mechanical,
Electrical & Instrumentation).

4.2 Identify parent equipment that will require SPDP.

4.3 Use SPDP waivers for equipment that meets the waiver requirements (See
Appendix E).

4.4 Submit complete SPDPs in accordance with appendices C & D to Materials

Standardization Division (MSD) and ensure that all submittals:
• Include a transmittal letter with appropriate approval signatures in
accordance with Section 3 (Cataloging New Material Master Items) of
Supply Chain Management Manual, CU 25.01 “Authorities.”
• Include electronic in PDF format or hardcopy back-up documentation, to
verify the accuracy and completeness of submitted equipment information.

4.5 Additional responsibilities for BI-1900 projects are summarized below.

4.5.1 Designate a Spare Parts Coordinator (SPC) to coordinate with MSD on

all matters pertaining to spare parts, specifically dedicated to the spare
parts acquisition effort.

4.5.2 Prepare a Spare Parts Plan (SPP) and provide MSD with equipment list.
The SPC will prepare the SPP and it must include the following:

4.5.2.1 Scope

4.5.2.2 Key definitions

4.5.2.3 Responsibilities

4.5.2.4 Spare parts instructions to be issued to suppliers during bidding

and in PO's

4.5.2.5 Procurement of capital spares, start-up spares and operating

materials

4.5.2.6 Identification of equipment requiring SPDPs

4.5.2.7 A SPDP submittal forecast

4.5.2.8 A description of the project specific process for SPDP status

tracking, expediting, review, correction of deficiencies and
final approval

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3103
Issue Date: 19 November 2008 Equipment and Spare Parts Data Requirements
Next Planned Update: 19 November 2013 for Proponent/MRO Originated Requisitions

4.5.2.9 Procedures for progress and status reporting, including sample

reports

4.5.2.10 Presentation of spare parts requirements in supplier bid-

explanation and pre-award meetings

4.5.2.11 Technical review and approval of each Spare Parts Data

Package (SPDP) by the Contractor's associated engineering
disciplines

4.5.2.12 Procedures for resolving SPDP deficiencies and

noncompliance by suppliers

4.5.3 Ensure pre-award meetings cover all spare parts requirements in detail,
emphasizing the importance of achieving SPDP submittal dates and
providing complete SPDP.

4.5.4 Produce a monthly Spare Parts Data Package Status Report (SPDPSR).
Refer to Appendix B for the required format.

4.5.5 Ensure that all submittals are in accordance with the planned SPDP
submittal schedule.

4.6 Coordinate with MSD to arrange for SPDP kickoff meetings with suppliers.
Obtain from MSD all necessary data, instructions how to assemble SPDP, and
other information needed to comply with this procedure.

4.7 Ensure that all requisition originators are trained on all pertinent aspects of the
Company's spare parts requirements.

4.8 Review and submit SPDP waiver requests, to MSD, for any equipment
previously supplied to Saudi Aramco. Refer to paragraph 6.

4.9 Review the Supplier SPDP submittals for accuracy, format, and completeness.
Promptly resolve deficiencies prior to sending the SPDP to MSD.

4.10 Submit the SPDP to MSD with covering transmittal letter advising approval of
cataloging of the spare parts and operation materials.

4.11 Obtain all data requested by MSD to promptly resolve any deficiencies within
30 calendar days after receipt of notice from MSD.

4.12 Review Supplier recommended capital and long lead-time spares and initiate
purchase order changes for any additional spares.

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3103
Issue Date: 19 November 2008 Equipment and Spare Parts Data Requirements
Next Planned Update: 19 November 2013 for Proponent/MRO Originated Requisitions

4.13 Contact Storehouse Operations, if equipment is selected from D/C Surplus, to

obtain existing equipment and spare parts information. Consult with Buyer, if
insufficient data exists, to initiate inquiries with the manufacturer.

4.14 Notify MSD immediately if an equipment PO is canceled.

4.15 Notify MSD if equipment is transferred to D/C Surplus, and ensure the SPDP is
provided to Storehouse Operations.

4.16 Annotate the transfer form (SA-1895), if equipment is transferred between Saudi
Aramco Proponents/MRO organizations, with one of the following statements:
• “The Supplier has provided Saudi Aramco with the required SPDP,” or
• “The SPDP for this equipment has not yet been received. It is scheduled to
be submitted to MSD by (date).”

5 Responsibilities - Materials Standardization Division (MSD)

The responsibilities of MSD are summarized but not limited to the following:

5.1 Conduct a detailed review of the SPDPs, within thirty (30) calendar days after
receipt, from Proponents/MRO organizations and forward the SPDP review
sheet comments to the Proponents/MRO organizations. The review sheet should
provide specific comments on SPDP deficiencies.

5.2 Review the Monthly SPDPSR (Appendix B), for completeness and accuracy.
Determine which items will require SPDPs. Send comments, if any, to the
Proponent/MRO organizations.

5.3 Catalog the spare parts and operating materials data and upload them in
SAP/R3. Forward a copy of the completed Saudi Aramco Form SA-1149 (or
equivalent) to the relevant Proponent/MRO organizations for information.

5.4 Ensure that all items cataloged are extended to the appropriate Material Service
Center and the Customer Plant.

6 Exemptions and Waivers

6.1 Exemptions: Equipment already covered under an existing Maintenance

Services Contract where the Contractor is responsible for
supplying spare parts.

6.2 Waivers: Equipment identical or nearly identical to previously supplied

equipment.

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3103
Issue Date: 19 November 2008 Equipment and Spare Parts Data Requirements
Next Planned Update: 19 November 2013 for Proponent/MRO Originated Requisitions

Detailed instructions to waive the SPDP submittal requirements are contained in

Appendix E.

Revision Summary
19 November 2008 Major Revision.

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Document Responsibility: Project & Strategic Purchasing Dept. SAEP-3103
Issue Date: 19 November 2008 Equipment and Spare Parts Data Requirements
Next Planned Update: 19 November 2013 for Proponent/MRO Originated Requisitions

Appendices

A. Glossary of Terms

B. Spare Parts Data Package Status Report (SPDPSR) Required Format

C. Instructions to Suppliers for Providing Spare Parts and Operating Materials Data
for New Equipment Purchased for, or by Saudi Aramco

D. Spare Parts Data Package (SPDP) Checklists

E. SPDP Waiver Procedure

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