1.

QUALITY MANAGEMENT

1.1. Quality Assurance / Quality Control (QA/QC) Program

1.1.1 Purpose

The purpose of Quality Management Plan is to describe how quality will managed throughout
the lifecycle of the construction project at Vopak Terminal Panama. It also includes the
processes and procedures for ensuring that quality planning, assurance, and control are all
conducted.

This Project Quality Plan provides the policy, organization, guidelines, and methods to be
implemented by Vopak for EPC and EPCM projects. This has been prepared using the
applicable requirements of ANSI / International Organization for Standardization (ISO) /
American Society for Quality (ASQ) 9001 as a guide.

This Project Quality Plan assures those activities involved in the design, material, equipment
procurement, fabrication, installation, inspection, and testing for Vopak Projects are performed,
verified and documented.

For project implementation, the contents, revisions, and distribution of this document is the
responsibility of the assigned Project Quality Manager.

1.1.2 Scope

This Project Quality Plan sets forth the methods and controls to be employed by Vopak for
planning, organizing, implementing, evaluating, and maintaining the QA/QC activities for this
project. The controls described in this plan shall be implemented at predetermined points to
preclude, detect, and correct deficiencies, and to document achieved quality.

1.1.3 Quality Plan Procedures

This Project Quality Plan represents an integrated system that provides management control
and feedback, involving all levels of the organization.

This plan addresses Vopaks basic activities affecting the quality of a project, including its
components, systems, and structures, and is to be used as a part of the PEP.

The following outlines the plan activities and the general sequence of their occurrence.

Contract Review - Identify the requirements associated with the projects scope.
 Organization - Define organization structure, its relationships, and interfaces.
Planning Prepare and assemble implementing Procedures / Work Instructions. Define and
document methods, processes, instructions, and sequence of work.
Orientation Review requirements and Procedures / Work Instructions with affected
personnel.
Technical Document Review Identify work scope and related acceptance criteria.
Technical Peer Review Design Review of complex Engineering designs by Engineering
SMEs.
Implementation Implement the required Procedures / Work Instructions.
Engineering Produce quality Engineering deliverables in a timely manner.
Verification Verify plans are adequate and work conforms.
Training Identify and fulfill personnel training requirements.
Documentation Assure records accurately reflect work performed and its acceptability.
Audit Review programs conformance to established requirements.
Client Feedback Surveys of both internal and external clients for continual improvement.
Management Review Evaluate performance, identify, and correct problem areas.

1.2. Change Management System

The project has a rigorous change management system, and is carried out as per Vopak
procedures. Changes used in this process refer to additions, deletions, or other revisions within
the general scope of a contract that causes adjustment of the contract price or contract time.
Refer to Section 11: Project Controls Plan.

1.3. Design Changes

All Design changes shall be controlled and approved prior to implementation. All changes shall
be processed in accordance with the requirements Vopak procedures. Refer to Section 11:
Project Controls Plan.

1.4. Document and Data Control

Refer to Section 10: Project Document Management Plan of this PEP for details concerning
Document Control activities related to this project.
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The Project Team shall utilize the Document Management processes to efficiently create,
identify, capture, store, access, manage, and share information over the duration of the project.
The Project Document Management Plan identifies the baseline files structure, Document
Distribution Matrix, document naming function for both Engineering and non-Engineering
documents, and the method for managing submittals and transmittals.

1.5. Nonconformance

The project will track non-conformances for all parts of the project.

1.6. Corrective Actions and Preventive Actions (CAPAs) and

Lessons Learned

The Project Team, in accordance with Vopak procedures, is responsible for ensuring that
Corrective Actions are taken to eliminate the cause(s) of nonconformance in order to prevent a
recurrence. Corrective Actions will be appropriate to affect the process nonconformance
encountered. Corrective Actions shall include:

Determine root cause(s) and contributing factor(s).

Evaluate the need for actions to ensure that nonconformance do not recur.
Determine and implement the action needed.
Record the results of actions taken.
Review Corrective Action taken and verify that it is effective and appropriate.

The need for Corrective Action may be identified anytime, by anyone.

Lessons learned shall be identified, documented, and documented in CAPA System. Lessons
learned shall be developed based on improvements and/or proven Corrective Actions. Lessons
learned shall be shared with those personnel that could encounter the same issue and benefit
from preventing the same occurrence.

1.7. Project Quality Assurance (QA) Records

Quality records shall be compiled and maintained to provide objective evidence that the Design
and Procurement activities have been conducted in accordance with requirements specified by
Vopak, the project, and applicable codes, standards, and regulations. Quality records shall be
maintained as per the requirements of Vopak procedures. Evidence shall be maintained to verify
that:

The Quality Management System (QMS) functions effectively.

The products or services meet specified requirements.
Personnel are qualified as required.
Selection and surveillance of suppliers is per Vopak and project procedures.
CAPAs are taken and are effective.

The Project Quality Manager is responsible for maintaining records pertaining to the project
QMS.

The Discipline Leads and Document Controller are responsible for maintaining records
pertaining directly to the quality of Design documentation.
Quality records applicable to this project include:

Design

Design Review minutes

Design Verification plans
Project Change Notices
Squad Check Review markups
Model Reviews minutes
Check Prints

Purchasing
List of bidders
Supplier / subcontractor prequalification records
Supplier Surveys (as necessary)

QA
Audit Reports
Client Survey Reports
CAPA requests
 1.8. Project Quality Assurance (QA) Audits

Project Quality Audits shall be scheduled and conducted in accordance with Vopak procedures.
The purpose of these audits will be to determine compliance with stated objectives, defined
processes and procedures, and project requirements. Audits will also determine adequacy of
procedures, competency and knowledge of personnel, and compliance with appropriate defined
procedures.

Audits shall include:

Preparation of an Audit Plan and Checklist

Subject or areas to be audited
Defined criteria to be used as measurement of compliance
Observation of the execution of the appropriate procedures, whenever possible
Direct interaction with the entire team of the audited entity
Preparation and review with the audited parties of an Audit Report
CAPA(s) to be implemented, if necessary
Closure of the audit process

The Audit Report will be submitted to the Project Quality Manager, Project Manager, and other
personnel, as appropriate. Typically, the Project Manager will be responsible for addressing and
responding to findings reflected in the Audit Report.

Spot audits may also be conducted to ensure compliance with project and Vopak procedures, if
required, without prior notice to auditees. Random checks will be conducted during such audits.
The nonconformance shall be utilized to determine the root cause. CAPAs shall then be
implemented to prevent recurrence.

1.9. Indoctrination and Training

The members of the Project Team are selected based on individual experience and
qualifications to perform required work assignments. Documentation of qualifications and
experience exist in corporate resumes that can be found in the Corporate Resume Database.

However, quality work can only be expected from employees who are thoroughly trained, and
understand the technical and contract-specific requirements for the project. Training will be
conducted as required to qualify those personnel performing tasks affecting quality. The extent
of the training will be commensurate with the following: scope, complexity, and nature of the
project activity; and, education, experience, and proficiency of the person assigned. All
personnel will be qualified to perform their assignments properly and safely, based on project-
level assignments. Employees are hired based on their qualifications and abilities, but certain
projects may require that additional training be conducted; it is essential that these needs be
identified prior to mobilization.

It is the Project Managers responsibility to:

Ensure personnel assigned to their project have been trained to the project-specific
requirements.
Ensure proper documentation of training is maintained for the project.

Project Closeout will be executed at the completion of the Construction Phase as per Section 7
Systems Handover.

The roles and responsibilities of various parties involved in management of quality are illustrated
in table 1. The roles are layered so that activities at each level complement those of the other.

PMT Responsible for the implementation of this procedure for

PROJECT construction activities
DIRECTOR Comply with the Project Quality and promote quality throughout
CONST. MANAGER Audit PMC and Contractor for QA/QC compliance, encouraging
PROJECT ASSIST. a collaborative audit regime by involving representative from all
CONTROL PROJ. parties
MAN.
Ensure quality is addressed in weekly project meetings with
PMC and EPC
Carry out periodic site inspections and make preventative
quality observations
Review Inspection and Test Plan (ITP) for reasonableness and
confirmation of Hold and Witness points, concentrating on high
Consolidate quality statistics and report monthly
Analyze quality statistics to determine quality performance
trends and develop remedial actions as required

PMC Comply with the Agreement in respect to quality assurance and

QA/QC Manager control system
QA/QC Specialist Ensure its project personnel are trained in the requirements and
procedures of its QA Plan and understand the concepts involved
Ensure QA is applied to the design, procurement, construction
and pre-commissioning phases of the Project
Ensure contractors quality systems are in place and approved
 prior to commencing work
Develop and have approved by the PMT, prior to commencing
work, work plans for all higher risk activities and all potential
interference activities such as tie-ins
Comply with its QA Plan, and ensure its contractors comply with
its QA Plan
Provide quality statistics to PMT, including trend statistics
Carry out QA system audits, identify and resolve deficiencies
and actively implement corrective / preventive actions to prevent
re-occurrence
EPC Develop QA processes that are consistent with Vopak QA Plan
Contractors and that address work carried out by any subcontractors
Develop and have approved by PMC prior to commencing work
Inspection and Test Plans (ITPs) for higher risk activities
Perform quality control checks
Comply with approved ITPs in a timely manner
Participate in QA system audits, identify and resolve deficiencies
and actively implement corrective / preventive actions to prevent
re-occurrence

Specific QA programs will be developed for one off equipment purchases and critical
construction activities by PMC & EPC and reviewed by Vopak Construction Manager.

The PMT will be regularly audit the Quality Assurance/Control System.

All audits will include a formal report. These reports will include:

Corrective Action Requests (CAR), for significant non compliances that require follow up
and close-out prior to the next audit; and
Opportunity for Improvement (OFI), for minor non-conformances that will be reviewed at
the next planned audit.

The Contracts Manager will be responsible for monitoring all CARs.

1.9.1.Quality Requirements / Standards

1.9.1.1. Product Quality:

The product quality standards and requirements will be determined by the project team and
quality group. There may be product-specific quality standards identified that are not currently
part of the documented organizational standards. In this case, the quality group will review
these newly identified standards and incorporate them into organizational documentation if
approved. The project team will also document any newly identified quality standards.

1.9.1.2. Process Quality:

The process quality standards and requirements will be determined by the project team and
quality group. Many of these standards will be based on existing Vopak and International
process standards.

1.9.2.Shop Drawings

All incoming shop drawings are received by the PMT Document Controls.
o The Construction Manager reviews the package. If the submittal requires input
from design, he forwards per the Communication Plan.
The Construction Document Control Assistant after registered the entire package will
deliver to the Construction Manager
The Construction Manager will approve and Release for Construction and provide a
copy to Contractor.
Packages that are not approved will be returned to the Contractor.

1.9.3.Request for Information

RFIs are initiated by the Construction Manager (or his designee). Owner-initiated RFIs
should not be sent directly to the Designer, but should be channeled through the
Construction Manager. The first point of contact for the initiator is Document Control,
who will identify and reserve the next number in the RFI log.
The initiator will complete the RFI form and deliver it to the Document Control
Supervisor. DCS will log in the RFI and identify it by number
Document Control will forward the RFI to the appropriate Engineer.
The RFI response will be returned to Document Control for documentation and
distribution.
Both Quality Manager and the Construction Manager will be copied on all RFIs.

1.9.4. Construction Inspections

QC team, review bid exclusions, if any, for quality impacts

QC team attend pre-construction meeting
Weekly meetings with Contractors
Coordinate with design team regarding tolerances
 Conduct a pre-inspection at fabrication shop during fabrication and again to shipping
Obtain certifications and procedures prior to product arrival on site. Contractor shall
notify Construction Manager and QC team when product is scheduled for arrival
Contractor shall maintain red-line set on-site
Contractor shall have a QA/QC plan

1.10. Non-Conformances

All members of the PMT are responsible for identifying non-conformances with either this
Quality Plan, the Project Execution Plan or delivery plans.

Non-conformances will be reported to the Document Controller, who will maintain a register of
non-conformances. The Quality Manager will ensure that non-conformances are closed-out in a
timely manner. The Quality Manager will also identify QA trends that may indicate an underlying
training or procedural flaw. In those instances, the Quality Manager will work with the
Construction Manager to identify appropriate corrective actions, oversee those actions and then
evaluate their effectiveness.

Non-conformances will be part of the quality statistics reported to the Project Director.

1.11. Project Quality Plan Roles and Responsibilities

As part of the PEP, the Project Manager shall define the members of the Project Team with the
help of project functions.

Other key quality roles and responsibilities beyond the quality team are outlined below. These
are in addition to the roles and responsibilities outlined in Section 2: Project Administration
Information:

1.11.1 Project Manager

Approve and implement a Project Quality Plan to assure project quality requirements are
met.
Initiates Corrective Actions as required to address performance deficiencies.
Initiates improvement actions based on audit results, lessons learned, and performance
metrics.

1.11.2 Contracts Manager

Assesses and approves subcontractors, assisted by Quality Manager.

 Ensures established Supplier Quality Management processes are implemented and utilized
to manage and report supplier performance.

1.11.3 Construction Manager

Ensures all QA/QC activities are completed in accordance with the QMS and this Project
Quality Plan.
Assures delivery of project quality requirements.
Monitors and assesses project performance versus requirements.
Ensures that nonconformance, both process and product are addressed, utilizing
established processes and tools.
Conducts project audits, in accordance with project audit schedule. (Refer to Exhibit 9.1:
Project Audit Calendar)
Selects trained internal quality auditor team members for audit purpose.
Ensures Corrective Actions and improvement opportunities are documented and managed
in the CAPA system.
Ensures lessons learned are captured, documented, and resulting improvement
opportunities implemented.
Monitors customer satisfaction through implementation of established client feedback
processes.

1.11.4 Discipline Leads

Ensures the execution of established QA/QC processes within their respective discipline,
e.g., inter-discipline reviews and checks, Design checks, material and equipment criticality.
Implements Corrective Actions to prevent recurrence of identified nonconformance related to
process or product.
Identifies lessons learned and improvement opportunities.

1.11.5 Quality Manager

Reviews bidding supplier/contractor quality manuals to verify that Vopak requirements are
able to be met
Develops Inspection Requirement Specifications (IRS) for certain high-value/complexity
equipment, material, installation buys.
Reviews bidding supplier/contractor Inspection Test Plans (ITP) against pre-prepared IRSs
to verify that bids will be built/installed to Vopak quality standards.
Responsible for the implementation of the Supplier Surveillance effort.
Develops the man power allocation effort for shop surveillance.
Reviews and distributes supplier inspection reports.
 Assists in the resolution of supplier nonconformance.
Reports directly to the Procurement Manager and dotted line to the Project Quality Manager.

1.11.6 Document Control

Identifies, collects, indexes, files, and maintains quality records in accordance with
established processes.
Ensures quality records are legible and identifiable to the related product.

1.11.7 Project Safety, Health and Environment (SHE) Manager

Responsible for overall monitoring of the safety measures adopted for construction activities
and ensures safety requirements are implemented in strict observance of clients SHE
requirements.

1.12 Contract Review

The contract or project-specific authorization shall be reviewed in order to identify quality

characteristics and objectives specific to the project scope. Typically, the quality objectives
include:
Delivery of requirements set out in the project Scope of Work and Design Basis.
Assure delivery of technical integrity.
Assure specifications, standards, and codes are met.
These quality objectives are utilized to define the individual quality characteristics to be
achieved by the project and the associated quality requirements to assure their delivery.
This Project Quality Plan details the quality activities necessary to assure delivery of project-
specific quality requirements.

1.13 Design Control

Conceptual Engineering will be performed and controlled through specifying Design inputs and
outputs. The Project Manager has responsibility for the overall control of all Engineering and
Design activities.

All Design deliverables shall be produced in accordance with the requirements and practices
established by the Vopak Engineering and Design standards.
 1.13.1 Design Planning

Design activities shall be planned as part of the overall project plan through preparation of a
WBS. These activities shall be established at the beginning of the project and tracked through to
completion.
The Discipline Leads shall be responsible for tracking each activity within their respective
disciplines.

1.13.2 Design Inputs

The Discipline Leads shall ensure that Design inputs specified by project are identified and
reviewed for suitability and adequacy, per the requirements of Vopak procedures.
Design inputs shall consist of:

Project-supplied drawings and technical documents

Design Basis Memorandum
Contract Scope of Work
Applicable Industry Codes, Standards, and Regulations

1.13.3 Design Outputs

Design outputs shall be in accordance with the requirements in the form of a Detail Design
Deliverables List.
1.13.4 Design Reviews

Design reviews shall consist of technical reviews to analyze the designs for compliance with
specified requirements.

1.13.5 Design Verification

All deliverables shall be checked in accordance with the requirements.

Most Design documents will require a squad check (interdisciplinary check) before being
formally issued, where they are reviewed by other affected disciplines. Specific details about
squad checks are included below.
Verification of Design calculations shall be performed utilizing validated software or manually in
accordance with standard formulas.
 1.13.6 Document Types

The types of Design output documents to be produced by each discipline shall be listed in the
individual drawing control sheet.

1.14 Discipline Check

Formal discipline check is required for all formally issued documents (issued for bid,
procurement, construction, or code official approval). Drawings shall be checked by the
originating discipline against the Design Basis Memorandum and applicable client, national or
international standards. All drawings and documents must go through applicable checks for all
progressive revisions, i.e. A01, A02, B01, B02, D01, D02As a minimum, all drawings /
documents shall be checked for:

Consistency, especially when included in a package

Correctness of all dimensions and other Design information
Consistency between the Design details in the drawings / documents and the Design
calculations
Constructability of the Design

The project Discipline Lead or Project Engineer shall assign an individual within their team to
carry out the checking of documents / drawings. This person shall be someone other than the
Originator of the drawings / documents; however, the project Discipline Lead can be the
Checker, if they are not the Originator of the drawing / document.
Only manual checks will be utilized for the project, according to the criteria below:
The Originator stamps the hard copy of the document / drawing with the discipline Check
Stamp, or utilizing Check Signoff.
The Checker makes comments on the hard copy using the E&C color coding scheme; discipline
Check Stamp or Check Signoff will be signed and dated prior to storing check sets. The
following colors are used for checking:
Yellow highlight: Work is correct. No action required.
Red: Action required (addition or deletion).
Green: Delete (optional).
Blue or Black descriptive words: General comment (advice), no specific action required.
NOTE: Colors other than yellow and red may be used to indicate action completed by Drafter
and/or back checked by Engineer / Checker.
 All discipline check prints including discipline / interdisciplinary checks, and any completed
checklists shall be retained by the respective disciplines as quality records. These records must
be stored in a single location per discipline. Electronic storage is highly encouraged.
The check set retention period has been extended to the final mechanical completion of the
project. Check sets may not be discarded prior to this time.

1.15 Interdisciplinary Check

Documents / drawings that reflect significant interfaces with other disciplines must be squad
checked before being formally issued (issued for bid, procurement, construction, or code official
approval). Documents shall be circulated to all other project Discipline Leads for comments prior
to the formal issue.
The Project Engineer defines the requirement for an interdisciplinary check of a deliverable. The
interdisciplinary check, if required, should be conducted before a document is issued externally
at any stage, i.e. Approval (IFA), Bid (IFB), Purchase (IFP), and Construction (IFC).
The Interdisciplinary Checker makes comments on the hard copy using the E&C color coding
scheme, and signs the interdisciplinary stamp prior to sending to the next person or Originator.
All Engineering deliverables (drawings, specifications, calculations, datasheets, etc.) will be
checked for:
Presentation, clarity, and validity of assumptions
Accuracy and completeness
Adherence to clients requirements and Scope of Work
Adherence to the PEP and Project Quality Plan
Constructability, operability, and maintainability
Checking should be performed objectively, based on a good Engineering Design and Drafting
practice. Every item on the document / drawing, including all new revised information must be
completely checked.
When drawings / documents are commented on by other disciplines, it is the responsibility of
the Originator to resolve these comments with other project Discipline Engineers; where
comments must be responded to, objective evidence must be recorded: whether the comment
was incorporated, rejected, or no action was required.
The discipline and interdisciplinary check will be repeated following receipt and incorporation of
the client comments.

1.16 Package Check

Package check will be in effect for the detail design phase, and consists of Project Quality
Manager or delegate participating in squad check for each Purchase Order or Construction
Package being compiled by engineering or construction.
 Package check consist of completing a specification continuity review; verifying document
names, dates, and revisions; and generally ensuring a package is complete, clean, and
biddable. Package checks will be done in accordance with Exhibit 9.3: Generic Package
Checking Criteria.

1.17 Technical Peer Reviews

Technical Peer Reviews may be required for specific Design issues that have a higher degree of
complexity or risk involved. This higher level of risk could be caused by a complex design, or
providing Design work for regions where there is limited experience in the Design standards.
The Project Quality Manager shall work with the Technical Peer Review Team to coordinate and
assure those Technical Peer Reviews are implemented as part of the Project Quality Plan.

1.18 Design Verification for Calculations

Design calculations shall be performed using validated software or standard formula. As per
practice, various methods of verifying the calculations may be used, utilizing validated software
programs available for this purpose.
For critical calculations, thorough checking may be necessary to complete the verification
process.

1.19 Design Review

Design reviewers are Idom (Spain) and DMC (The Netherlands and Panama).

1.20 Change Management System

The project has a rigorous change management system, and is carried out as per Vopak
procedures. Changes used in this process refer to additions, deletions, or other revisions within
the general scope of a contract that causes adjustment of the contract price or contract time.
Refer to Section 11: Project Controls Plan.

1.21 Design Changes

All Design changes shall be controlled and approved prior to implementation. All changes shall
be processed in accordance with the requirements of CH2M HILL procedures. Refer to Section
11: Project Controls Plan.
1.22 Document and Data Control

Refer to Section 10: Project Document Management Plan of this PEP for details concerning
Document Control activities related to this project.
The Project Team shall utilize the Document Management processes to efficiently create,
identify, capture, store, access, manage, and share information over the duration of the project.
The Project Document Management Plan identifies the baseline files structure, Document
Distribution Matrix, document naming function for both Engineering and non-Engineering
documents, and the method for managing submittals and transmittals.

1.23 Procurement Quality Responsibilities

Refer to Section 5: Contract Management Plan of this PEP for details concerning Procurement
activities related to this project.

1.24 Project Completion and Closeout

Project Closeout will be executed at the completion of the Construction Phase as per Section 7
Systems Handover.