Engineering Procedure

SAEP-3102 31 March 2014

Equipment and Spare Parts Data
Requirements for SAPMT Originated Requisitions
Document Responsibility: Projects & Strategic Purchasing Department

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Applicable Documents.................................... 2
3 Purpose.......................................................... 2
4 Responsibilities - SAPMT............................... 2
5 Responsibilities - Materials & Services
Standardization Division (M&SSD)………...... 4
6 Exemptions.…………….................................. 5

Appendices.......................................................... 6

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

Previous Issue: 19 November 2008 Next Planned Update: 31 March 2019

Revised paragraphs are indicated in the right margin Page 1 of 6
Primary contact: Al-Yami Mohammed Dawoud on +966-13-8740620
Al-Darwish Nedhal Ahmad on +966-13-8740586
Al-Mohammed Jamal Sadeq on +966-13-8740566

Copyright©Saudi Aramco 2014. All rights reserved.

Document Responsibility: Projects & Strategic Purchasing Department SAEP-3102
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for SAPMT 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 SAPMT in the
execution of projects.

2 Applicable Documents

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

 Saudi Aramco Engineering Procedure

SAEP-31 Corporate Equipment and Spare Parts Data
Requirements

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 Saudi Aramco Project Management Teams (SAPMTs) and Contractors
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 in service.

4 Responsibilities - SAPMT

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

4.1 Designate a Spare Parts Coordinator (SPC) sixty (60) calendar days prior to the
issue of first requisition. The SPC will be a senior level position in the
organization and be a technically competent individual specifically dedicated to
the spare parts data acquisition effort.

4.2 Prepare and submit for M&SSD approval, a Spare Parts Plan (SPP) 30 calendar
days prior to the issue of first requisition. The SPC will prepare the SPP which
must include the following:

4.2.1 Scope

4.2.2 Key definitions

4.2.3 Responsibilities

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3102
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for SAPMT Originated Requisitions

4.2.4 Spare parts instructions to be issued to suppliers during bidding and in

PO's

4.2.5 Procurement of capital spares, start-up spares and operating materials

4.2.6 Identification of equipment requiring SPDPs

4.2.7 A SPDP submittal forecast

4.2.8 A description of the project specific process for SPDP status tracking,
expediting, review, correction of deficiencies and final approval

4.2.9 Procedures for progress and status reporting, including sample reports

4.2.10 Presentation of spare parts requirements in supplier bid-explanation and

pre-award meetings

4.2.11 Technical review and approval of each Spare Parts Data Package (SPDP)

4.2.12 Procedures for resolving SPDP deficiencies and Noncompliance by

suppliers

4.3 Provide Materials & Services Standardization Division (M&SSD) with basic
project purchase order information in a table format in accordance with
Appendix B. This will be used to update M&SSD project tracking system.

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

4.4.1 Instructions to Suppliers for Providing Spare Parts and Operating

Materials Data for New Equipment Purchased for or by Saudi
Aramco (see Appendix C).

4.4.2 SPDP checklists applicable to Mechanical, Electrical & Instrumentation

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

4.5 Encourage the equipment suppliers to indicate in SPDP the details of similar
equipment previously supplied to Saudi Aramco to help accelerating cataloging
process.

4.6 Obtain and review the Supplier SPDP submittals for accuracy, format, and
completeness, and promptly resolve deficiencies.

4.7 Submit SPDPs to M&SSD for detailed review. Forward the SPDPs Review
Sheets for rejected packages promptly to Suppliers to obtain the missing
information.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3102
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for SAPMT Originated Requisitions

4.8 Provide all data requested by M&SSD to promptly resolve SPDP deficiencies as
soon as possible, but no later than 30 calendar days after receipt of M&SSD’s
SPDP Review Sheet.

4.9 Highlight to vendors the equipment and spare parts data requirements, and
emphasize the importance of providing complete documentation and meeting
SPDP submittal dates during all bid explanation and pre-award meetings.
M&SSD can be invited to attend the bid explanation and kick off meetings to
help clarify SPDP requirements.

4.10 Review the monthly Spare Parts Data Package Status Report (SPDPSR).
Refer to SPDPSR format in Appendix B for completeness and accuracy.
Send the SPDPSR to M&SSD and the relevant Proponent/MRO organizations.

4.11 Coordinate with M&SSD to arrange for SPDP kick-off meetings with suppliers.
Obtain all necessary data, SPDP checklists, instructions how to assemble SPDP,
and other information required to train the suppliers.

4.12 Notify M&SSD immediately if an equipment PO is canceled.

4.13 Submit the Saudi Aramco tag numbers list of all equipment to MSSD at the
early stage of the project.

5 Responsibilities - Materials & Services Standardization Division (M&SSD)

The responsibilities of M&SSD are summarized but not limited to the following:

5.1 Participate in the Project Kick-off and Bid Explanation meetings, as required.

5.2 Conduct Spare Parts Kick-off meeting sixty (60) calendar days prior to the issue
of first requisition.

5.4 Provide training to the SPC and to other concerned personnel on how to
assemble complete and acceptable SPDPs.

5.5 Review Monthly SPDPSR (Appendix B), for completeness and accuracy.
Determine which items will require SPDPs. Send comments, if any, to the
SAPMT.

5.6 Conduct timely reviews of the SPDPs upon receipt, and forward SPDP Review
Sheet comments to SAPMT. The Review Sheet should provide specific
comments on SPDP deficiencies.

5.7 Maintain SPDP processing status reports and provide the information to SAPMT
and Proponent/MRO organizations, as required.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3102
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for SAPMT Originated Requisitions

5.8 Catalog the spare parts and operating materials data and upload them in
SAP/R3. All cataloged material masters can be accessed on line through SAP
MDM reports.

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

6 Exemptions

Equipment already covered under an existing Maintenance Services Contract where

the Contractor is responsible for supplying spare parts.

Revision Summary
31 March 2014 Revised the Next Planned Update, reaffirmed the content of the document, and reissued as
major revision.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3102
Issue Date: 31 March 2014 Equipment and Spare Parts Data
Next Planned Update: 31 March 2019 Requirements for SAPMT 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

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