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Engineering Procedure

SAEP-31 18 October 2018


Corporate Equipment and Spare Parts Data Requirements and Responsibilities
Document Responsibility: Projects Procurement Standards Committee

Contents
1. Scope ....................................................................2
2. Conflicts and Deviations .......................................2
3. Applicable Documents ..........................................2
4. Data Acquisition Process ......................................2
5. Responsibilities .....................................................3
6. Exemptions ...........................................................9

Previous Issue: 13 March 2014 Next Planned Update: 18 October 2021 Page 1 of 19
Contact: ATEEAM0A
©Saudi Aramco 2018. All rights reserved.
Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts

1. Scope
This procedure details the requirements for the acquisition of technical and catalog data for
equipment and spare parts commonly referred to as a Spare Parts Data Package (SPDP), for
all new or re-furbished equipment purchases originated for Capital Projects and/or by
Proponent.
Note: Capital Projects are referenced in GI 20-510 and their project type prefix starts with 10,
11, 12,15,16,18 or 19. (Ex. BI 10-XXX, 11-XXX…, 19-XXX)

2. Conflicts and Deviations


Any conflict between this document and other applicable Mandatory Saudi Aramco Engineering
Requirements (MSAERs) shall be addressed in writing to the EK&RD Coordinator.
Any deviation from the requirements herein shall follow internal company procedure SAEP-302,
Waiver of a Mandatory Saudi Aramco Engineering Requirement.

3. Applicable Documents
The requirements contained in the following documents apply to the extent specified in this
procedure:
Saudi Aramco Engineering Procedures
GI 2.710 Mechanical Completion and Performance Acceptance of facilities
GI 20.510 Budget Item, Expenditure Request & Job Order Numbering
System
GI 1000.500 Saudi Aramco Maintenance & Reliability Management System
SA-7900 Series NMR-Forms-Nonmaterial Requirements
SABP-G-017 Equipment Criticality Assessment
SAEP-14 Project Proposal
SAEP-302 Waiver of a Mandatory Saudi Aramco Engineering Requirement
SAEP-334 Retrieval, Certification and Submittal of Saudi Aramco
Engineering & Vendor Drawings
Industry Codes and Standards
None

4. Data Acquisition Process


The equipment and spare parts data acquisition process begins when a Request for Quotation
(RFQ) is issued to a supplier for any equipment that may require spare parts in accordance to
General Cataloguing Criteria & Equipment Templates (GCC&ET’s) in Appendix D. The RFQ
must refer to this procedure and contain specific instructions to the bidders that shall require the
successful supplier to provide full and complete equipment and spare parts information referred
to as a Spare Parts Data Package (SPDP). One SPDP is required for each Purchase Order

Saudi Aramco: Company General Use Page 2 of 19


Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
(PO) with subsections for each type of equipment and sub-equipment. The SPDP must contain
all the technical and spare parts data required by Saudi Aramco to identify, standardize and
catalog spare parts in the Saudi Aramco Materials System. Detailed requirements for the SPDP
specific to the equipment being purchased are contained in the instructions provided with the
RFQ and PO and in accordance with appendices C, D, and E. The technical data and literature
that each supplier is required to provide, are considered essential for Saudi Aramco to
adequately catalog the spare parts to assure their availability at start-up.

1. Upon receipt of the SPDP from PO Supplier, the Purchase Requisition (PR) originator
will review the package for completeness and accuracy in accordance with the
requirements of this procedure.
2. SPDP shall contain the following minimum requirements:
A. PO copy and any subsequent change order, including a full scope of work,
Equipment List, P&IDs, and company’s tag numbers.
B. A certified Original Equipment manufacturer (OEM) Priced Spare Parts List (PSPL)
as per Appendix E: EQUIPMENT PRICES SPARE PARTS LIST (PSPL) for each
equipment type and sub-equipment type in the PO that has a reference equipment
template in Appendix D: GENERAL CATALOGUING CRITERIA & EQUIPMENT
TEMPLATES (GCC&ET’s).
C. Equipment supporting documents from approved NMR 602 that enable readily
describe the equipment and identify the position and quantity of required spare parts
listed in the PSPL such as: bill of materials, general arrangement drawings, cross
sectional drawings, nameplate details, and/or electrical single line wiring diagrams.
Note: Materials in the PO that are meeting General Supply Criteria in Appendix D:
GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES (GCC&ET’s)
(GS Criteria tab) shall be cataloged only as General Supply (GS). Materials fall under
any inspectable 9COM and meet the GS criteria shall be cataloged as inspectable
General Supply. Full material attributes include catalog cuts, manufacturer’s
literature, data sheet, and/or materials test certificates and a budgetary quotation are
needed for cataloging General Supply materials.
3. SPDP shall be submitted along with NMR 602, but in no event later than the shipment
date of the equipment.
4. Equipment spare parts information is needed by the company’s registered OEM for
every equipment that comes as part of engineered skid or kind-mounted equipment and
has a reference equipment template in Appendix D: GENERAL CATALOGUING
CRITERIA & EQUIPMENT TEMPLATES (GCC&ET’s) as illustrated in Figure 1.
5. Any deviation to meet SPDP requirements shall require a waiver of a mandatory Saudi
Aramco Engineering Requirement as per SAEP-302.
6. SPDP information will be used by the company for further catalog, purchase, store,
replenish, and issue spare parts.

5. Responsibilities
LSTK/LSPB Contractor’s Procured Equipment

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
The cataloging of SPDPs that come as part of LSTK/LSPB contractor PO require the
cooperation of PO Suppliers, LSTK/LSPB contractor, SAPMT, Cataloging Contractor (CC),
Materials & Service Standardization Division (M&SSD) and Proponent.
5.1.1 SAPMT Responsibilities
SAPMT is responsible to coordinate with PO Suppliers and LSTK/LSPB contractor to
provide equipment and spare parts information to M&SSD in accordance with this
procedure. These responsibilities are summarized but not limited to the following:
5.1.1.1. Present spare parts requirements and SPDP deliverables in LSTK/LSBP
bid-explanation and pre-award meetings. M&SSD can be invited as
needed to present spare parts requirements.
5.1.1.2. Review the SPDPs’ submittals for accuracy, format, and completeness,
and promptly resolve deficiencies and missing documentation within
fourteen (14) calendar days of receiving the Cataloging Contractor
Review Sheet. The assembly of the SPDPs should be in compliance with
the requirements listed in paragraph 4.2, 4.3, and Appendix C: Supplier
Instructions .
5.1.1.3. Coordinate for spare parts Kick-Off Meeting (KOM) with all stakeholder
parties. KOM shall be conducted at the cataloging contractor’s offices
after the approval of SPDPSP and at least fourteen (14) calendar days
prior to issue of the first SPDP.
5.1.1.4. Ensure that no SPDP is submitted by LSTK/LSPB Contractor prior to
Spare Part Data Package Submittal Plan (SPDPSP) approval and prior to
conducting the KOM.
5.1.1.5. Ensure that SPDP contains all relevant supporting documents for all the
equipment and sub-equipment that require spare part cataloging in
accordance to Appendix D: GENERAL CATALOGUING CRITERIA &
EQUIPMENT TEMPLATES (GCC&ET’s).
5.1.1.6. Create SAP PMT LOG for each SPDP and upload SPDP documents in
the Cataloging System to initiate the cataloging process.
5.1.1.7. Discuss and expedite SPDPs submittal with the LSTK/LSPB Contractor
during the weekly progress meeting.
5.1.1.8. Conduct detailed periodical meetings, as required, with the LSTK
Contractor and Cataloging Contractor to review the status and progress
of SPDPs. Expedite SPDPs and issue progress reports.
5.1.1.9. Ensure that the review and approval of the submitted SPDPs against the
final approved design by project procurement team is a key millstone of
NMR 602.
5.1.1.10. To be in compliance with GI 2.710, SAPMT shall ensure that all SPDPs
are submitted completely and cataloged successfully by M&SSD in SAP
system before the partial Mechanical Completion Certificate (MCC) date
of each Job Order (JO).
5.1.1.11. SAPMT to ensure that LSTK/LSPB Contractor complies with the following
requirements:
a) Designate a Spare Parts Coordinator (SPC) sixty (60) calendar days
prior to the issue of first PR. The SPC shall be in a key position in the

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
organization, technically qualified, dedicated to the spare parts data
acquisition efforts, and physically available to attend all progress
meetings organized by SAPMT and the Cataloging Contractor.
b) Include SAEP-31 requirements and all its appendices in all Request for
Quotations (RFQs) and POs and sub-orders.
c) Present SPDP requirements and deliverables in every supplier bid-
explanation and pre-award meeting.
d) Review the supplier SPDP submittals for accuracy, format, and
completeness, and promptly resolve deficiencies prior to sending the
SPDP to SAPMT. The assembly of the SPDPs should be in compliance
with the requirements listed in paragraph 4.2 and 4.3.
e) Assign Saudi Aramco PO numbers for all PRs and POs in accordance
with SAEP-334.
f) Prepare and complete the Spare Parts Data Package Submittal Plan
(SPDPSP) to be submitted to the cataloging contractor. SPDPSP has to
be reviewed by Proponent and approved by M&SSD at least thirty (30)
days before the first SPDP submittal. SPDPSP shall include the
following:
i. Scope
ii. Key definitions
iii. Responsibilities of parties and personnel or positions
executing the work
iv. List of procured capital spares and start-up spares.
v. SPDPSP list accordance with Appendix B: Spare Parts
Data Package Submittal Plan Format, final identification
of all SPDPs required with their relative information
including Saudi Aramco PO number, list of all
associated equipment and sub-equipment that will
require spare part cataloging as per Appendix D:
GENERAL CATALOGUING CRITERIA & EQUIPMENT
TEMPLATES (GCC&ET’s), equipment/sub-equipment
tag numbers, Equipment/Sub-Equipment SAP number,
and equipment/sub-equipment criticality as per SABP-
G-017.
vi. Assign required SAP equipment numbers and
engineering tag numbers for each equipment and sub-
equipment in SDPDSP list by developing the Functional
Location and submitting all data values for fields listed
in Appendix F: SAP FUNCTIONAL LOCATION AND
EQUIPMENT NUMBER UPLOAD SHEET to Corporate
Maintenance Services.

Saudi Aramco: Company General Use Page 5 of 19


Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
Note: An SAP equipment number that is different than
the material number or asset tag number can be
generated during the construction phase with
assistance of proponent and company’s Corporate
Maintenance Services.
vii. A description of the process for SPDP status tracking,
expediting, review, correction of deficiencies and final
approval.
viii. Procedures for progress and status reporting, including
sample reports.
ix. Procedures for technical review and approval of each
SPDP by the contractor's associated engineering
disciplines.
x. Procedures for resolving SPDP deficiencies and
noncompliance by suppliers.
xi. Supporting documents of inclusion of this procedure
and other SPDP deliverables in the PR and PO with
valid and clear traceability and approved versions by
concerned parties
g) Submit a monthly status report indicating the actual SPDPs submittal
against plan date as per Appendix B: Spare Parts Data Package
Submittal Plan Format.
h) Promptly resolve any SPDP deficiencies and provide all data requested
by Saudi Aramco during SPDP review process, but no later than (14)
calendar days after receipt of cataloging contractor’s SPDP Review
Sheet.
5.1.1.12. SAPMT to ensure PO Suppliers comply with the following requirements:
a) Prepare and submit the SPDP to the LSTK/LSPB Contractor in
accordance to Appendix C: Supplier Instructions .
b) Submit the Original Equipment Manufacturer’s documents for each
separate equipment type and sub-equipment type that has individual
engineering tag numbers and reference equipment template in
Appendix D: GENERAL CATALOGUING CRITERIA & EQUIPMENT
TEMPLATES (GCC&ET’s).
c) Submit complete SPDP along with NMR 602, but no later than the
shipment date.
5.1.2 Materials & Services Standardization Division (M&SSD) Responsibilities

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
5.1.2.1. Review the LSTK/LSPB Contractor’s SPDPSP.
5.1.2.2. Participate in BI Job Ex meeting, KOM and procurement progress
meetings (as needed) to provide required awareness and training.
5.1.2.3. Log and assign SPDPs received from SAPMT to the Cataloging
Contractor on immediate basis.
5.1.2.4. Conduct a comprehensive review for all received Cataloging Requests
(CRs) to ensure availability of all spare parts required according to
Appendix D: GENERAL CATALOGUING CRITERIA & EQUIPMENT
TEMPLATES (GCC&ET’s).
5.1.2.5. Complete the review for all received CRs from the Cataloging
Contractor(s) within (21) calendar days.
5.1.2.6. Ensure that all items cataloged are extended to the appropriate Material
Service Center and the Customer Plant.
5.1.2.7. Ensure that Cataloging Contractor(s) is/are fulfilling all responsibilities,
being outsourced to them and according to the established agreement, as
follows but not limited to:
a) Provide progress reports on the review and cataloging of SPDPs
to SAPMT/Proponent as required.
b) Conduct a comprehensive SPDP review, within established
guidelines, to ensure availability of all data elements and
documentation required to correctly identify, catalog and
eventually purchase all spare parts in timely manner for all the
equipment and associated sub-equipment in the PO.
c) Forward SPDP Review Sheet comments to PR originator within
(30) calendar days after receipt of the SPDP. Review sheet shall
be a comprehensive review and provide clear and specific
comments on all SPDP deficiencies.
d) Promptly complete SPDP Review Sheet as soon as possible, but
no later than (14) calendar days after receipt of feedback on the
SPDP Review Sheet.
e) Generate SPDP Review Sheet stating the SPDP is acceptable
for cataloging if all the SPDP essential documents and
information are provided, checked, and acceptable for cataloging
for each type of equipment.
f) Create all CRs in the Cataloging System for all accepted SPDPs
within thirty (30) working days after receipt of SAP PMT LOG
from M&SSD.
g) Catalog Spare Parts (SP) materials as per equipment templates
in Appendix D: GENERAL CATALOGUING CRITERIA &
EQUIPMENT TEMPLATES (GCC&ET’s).
h) Catalog materials that are not included in equipment templates
and meet GS criteria as a General Supply. Materials fall under

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
any inspectable 9COM and meet the GS criteria shall be also
cataloged as General Supply (GS).
5.1.3 Proponent Responsibilities
5.1.3.1. Review and provide inputs for the LSTK/LSPB Contractor’s SPDPSP.
5.1.3.2. Identify equipment/sub-equipment criticality and coordinate this activity
with SAPMT prior to the submittal of SPDPSP.
5.1.3.3. Support in developing the functional location and coordinate with involved
company organizations to provide data values for Equipment SAP
number fields listed in Appendix F: SAP FUNCTIONAL LOCATION AND
EQUIPMENT NUMBER UPLOAD SHEET.
5.1.3.4. Participate in BI cataloging KOM and progress meetings.
5.1.3.5. Ensure SPDP cataloging completion before signing any MCC. For
incomplete SPDPs or new SPDPs identified after the MCC, proponent
should handle SAPMT roles.
5.1.3.6. Ensure the linkage of Bill of Materials (9BOMs) to their appropriate
equipment number is completed before the procurement process. Ensure
that associated spare parts shall not be cataloged prior to the linkage
between the 9BOM and its equipment number.
Saudi Aramco Direct Charge (DC) Procured Equipment
Miscellaneous projects (small plant modifications, minor facility additions, and equipment
replacements) or Maintain Potential projects equipment are purchased usually through a direct
charge PO. The responsibilities of each organization are:
5.2.1 Purchase Requisition’s Originator (Plant User or SAPMT) Responsibilities
5.2.1.1. Ensure that all (PRs) and POs include all SPDPs requirements and
appendices A, C, D and E of this procedure.
5.2.1.2. Ensure PO Supplier complies with the following requirements:
a) Prepare and submit the SPDP in accordance with Appendix C:
Supplier Instructions for .
b) Ensure that each separate equipment type and sub-equipment
type in the PO has the certified PSPL and supporting documents
from its OEM.
c) Submit SPDP along with NMR 602, but no later than the shipment
date of the equipment.

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
5.2.1.3. Review the supplier assembled SPDPs for accuracy, format, and
completeness. The assembly of the SPDPs should be in compliance with
the requirements listed in paragraph 4.2 and 4.3.
5.2.1.4. Initiate CRs in the Cataloging System for each equipment type and sub-
equipment type that require spare parts cataloging as per Appendix D:
GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES
(GCC&ET’s).
5.2.1.5. Link all new Material Masters to their relevant Equipment SAP number
after cataloging and generation.
5.2.2 M&SSD Responsibilities
5.2.2.1. Conduct a comprehensive review for all received CRs to ensure
availability of all spare parts required according to Appendix D:
GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES
(GCC&ET’s).
5.2.2.2. Complete the review for all received CRs within (21) calendar days.
5.2.2.3. 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 company’s maintenance services contract where
the contractor is responsible for supplying spare parts.
Re-furbished equipment or equipment already under operation may be exempted from PO copy,
certified PSPL, and supporting documents from NMR-602, however a comprehensive Bill of
Materials with manufacturer’s backup drawings and quotation price list are strictly required.
General Supply (GS) nature compnents exist in an integrated equipment skid can be cataloged
as spare parts under equipment’s OEM. PO Supplier to provid valid justifcations approved by
M&SSD prior cataloging for why not providing the full specifications as per General Supply
document requirments.

Revision Summary
18 October 2018 Added new responsibilities and and new appendices

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
Appendix A: Glossary of Terms

Cataloging System (SAP MDM): Materials e-cataloging workflow that replaces SA-1149 form
Capital Project: A type of projects referenced in GI 20-510 and its project type prefix starts with either
10, 11, 12,15,16,18 or 19. (BI 10-XXX, 11-XXX….19-XXX)
CC (Cataloging Contractor): A contractor assigned by Saudi Aramco to perform the cataloging
activities in SAP MDM.
Company: Saudi Aramco.
CR (Cataloging Request): A workflow in SAP MDM system initiated by the cataloging contractor or
MRO organization for cataloging requests to be approved by M&SSD.
Equipment List: A complete list of all engineered equipment to be used on the project.
Equipment SAP Number: a number assigned in SAP system by Saudi Aramco corporate
Maintenance Service Team.
GCC&ET’s (General Catalouging Criteria & Equipment Templates): General cataloging criteria and
templates for all equipment require spare parts for operation and maintenance use.
GS (General Supply): A standard and standalone material that can be described with full attributes to
cover a variety of applications and can be sourced from multiple manufacturers, General Supply
Criteria are in Appendix D: GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES
(GCC&ET’s) (GS Criteria tab)
KOM (Kick-Off Meeting): A meeting arranged by SAPMT and placed at the cataloging contractor’s
premises to kick the cataloging activities before submitting SPDPs.
LSPB (Lump Sum Procure Build): Contractor responsible for procurement and construction.
LSTK (Lump Sum Turnkey): Contractor responsible for design, procurement and construction.
Functional Location: An organizational unit within SAP Plant Maintainance. May be an area, function,
process, skid, loop or other grouping where maintenance will take place. Equipment can be installed
under designated functional locations.
M&SSD (Materials and Services Standardization Division): Division within Saudi Aramco’s Projects
& Strategic Purchasing Department responsible for all cataloging issues.
MCC: Project Mechanical Completion Certificates
NMR 602 (Non-material Requirements): Certified for final construction drawings, datasheets, P&ID,
Bill of Materials (BOM), etc.
OEM (Original Equipment Manufacturer): The manufacturer or assembler of the equipment.
OCM (Original Component Manufacturer): The manufacturer of components or subassemblies
purchased by the OEM.
Part Number: A unique manufacturer’s ordering number that identifies the component in the
manufacurer’s system.
PRE-AWARD MEETING: A meeting with selected supplier, prior to purchase order placement, to
clarify and resolve questions and concerns.
PROPONENT (MRO Organization): Customer (end user) of the equipment, spare parts and operating
materials.
Purchase Requestion (PR) Originator: Entity (LSTK/LSPB Contractor, SAPMT, or MRO
Organization) who prepared the purchase requisition requirements.
P&ID (Piping and Instrumentation Diagram): Schematic diagrams which show the process
relationships of major equipment, piping, and instrumentation.
SAP PMT log: A system workflow created in the Cataloging System (MDM) for each SPDP/PO to start
the cataloging activities for that SPDP/PO.

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
SAPMT (Saudi Aramco Project Management Team): SAP PMT LOConstruction agent responsible
for the project in Saudi Aramco.
Saudi Aramco PO number: A unique number assigned to each contractor originated procurement
instrument. (Also referred to as ‘dummy’ or ‘pseudo’ purchase order number)
SP (Spare Part): A unique replaceable component of a particular assembly or equipment. It is more
often come with limited description and can be recognized / produced only by the OEM/OCM reference
number.
SPC (Spare Parts Coordinator): The person responsible for coordinating the spare parts program.
SPDP (Spare Parts Data Package): A technical and catalog data for equipment and spare parts
required by Saudi Aramco for cataloging purposes and provided by the Original Equipment
Manufacturer for all new or re-furbished equipment purchases originated for capital projects and/or by
Poponent.
SPDP Review Sheet: A review document generated by the cataloging contractor after the review of the
SPDP.
SPDPSP (Spare Parts Data Package Submittal Plan): A list of all purchase orders requiring SPDPs
with their relative information and submittal plan dates.
Supplier: The seller responsible for furnishing equipment, materials, spare parts, and services.
Sub-Equipment: Equipment, auxiliaries, and components that come with the main equipment skid in
the same purchase order.
9CAT: Materials having a standard material catalog number (material master number) that may be stocked by
Saudi Aramco or by suppliers.
9COM: Non-cataloged materials which are not stocked in Saudi Aramco but may be stocked by suppliers.

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
Appendix B: Spare Parts Data Package Submittal Plan Format
(Follow \\aramco.com\data\30002006\MSD\SAEP-31\B to obtain the original document sheet)

APPENDIX - B
SPARE PARTS DATA PACKAGE SUBMITALL PLAN (SPDPSP)
BI 8274 - AINDAR AND SHEDGUM SEAWATER CONVERSION PROJECT
JO 82742 - EXPANSION AT QSTP & AINDAR WIP #1

=> Y = Yes; N = No; W = Waived


SPDP REQUIRED==

Purchase Order Number PO Drawing SPDP Purchase Order List of all Equipment Type & Original Equipment
Seq. Y Purchase Order OEM's Equipment SAP Criticality Type
Placement Approval Submittal Supplier's Sub-Equipment Type in the Tag Numbers Manufacturer's SPDP Status* Remarks
# Describtion Vendor ID Numbers
N Date Date Plan Date Name/Location PO Name (OEM) (A,B,C)
Prefix Saudi Aramco Contractor
W

1 FCI 496-16-A079-DA 14772 1-Jan-18 1-Feb-18 1-Apr-18 Power Transformer 10MVA


Y POWER TRANSFORMERS WESCOSA (KSA) Power Transformer 5MVA COMPLETED
FOB delivery date 15-Jul-18 Power Transformer 2MVA
2 FCI 496-17-A078-DA 15877 7-Jun-18 7-Jul-18 1-Sep-18
CEG ELETTRONICA
Y UPS SYSTEM PA/UC
IND. (KSA)
30-Sep-18
3 FCI 496-16-A079-DA 15405 7-Jun-18 7-Jul-18 1-Sep-18
Y 480V TRANSFER SWITCH WESCOSA (KSA) OPEN
FOB delivery date 31-Aug-18
4 FCI 496-16-A077-DA 14969 7-Jun-18 7-Jul-18 1-Sep-18
Y 4.16 KV SWITCHGEARS JEDAC (KSA) OPEN
DDU Job Site 23-Sep-04
5 FCI 496-32-A079-DA 15258 7-Jun-18 7-Jul-18 1-Sep-18
ELECTROCATALYTI
Y HYPOCHLORINATOR OPEN
C (UK)
EXW delivery date 26-Aug-04
6 FCI 496-31-A078-DA 14791 7-Jun-18 7-Jul-18 1-Sep-18
Y HEAD SHIPPING PUMPS FLOWSERVE (USA) OPEN
FOB delivery date 31-Oct-04
7 FCI 496-16-A082-DA 16464 7-Jun-18 7-Jul-18 1-Sep-18
Y ANNUNCIATOR PANEL TECNOVA OPEN
FOB delivery date 27-Sep-04
8 FCI M98-21-J-286-DA 16429 7-Jun-18 7-Jul-18 1-Sep-18
BROWN FINTUBE
Y Air Cooled Heat Exchanger OPEN
(FRANCE)
13-Sep-04
9 FCI M98-04-J291-DA 15928 7-Jun-18 7-Jul-18 1-Sep-18
Y CS Valves 6" - 24" AUDCO (INDIA) OPEN
FOB delivery date 6-Jun-04

*SPDP STATUS:
NSR: No Spar Part Data Package Reuqired
OPEN: SPDP is Not Submitted or Under Review
PA/UC: SPDP is Accepted and Under Cataloging
COMPELTED: SPDP is Completely Cataloged and Uploaded in the System.
Copyright©Saudi Aramco 2018. All rights reserved.

General Notes:

1. LSTK/LSPB Contractor to list all Purchase Orders procured and to be procured during contract’s life cycle.
2. LSTK/LSPB Contractor to complete SPDPSP with all information including Saudi Aramco Purchase Order Number,
SAP Equipment Number, Saudi Aramco Tag Number, Equipment Criticality Type, OEM name and ID by each
equipment and sub-equipment type in the Purchase Order.
3. LSTK/LSPB Contractor to update SPDPSP periodically with the progress of SPDPs submittal.

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts

Appendix C: Supplier Instructions for Preparing an SPDP


These instructions outline the responsibility of suppliers of new equipment to Saudi Aramco to provide
Original Equipment Manufacturer (OEM) Spare Parts Data Package (SPDP) containing complete
equipment, spare parts and operating materials data for each piece of equipment. This data will be
used by Saudi Aramco to catalog equipment spare parts and operating materials to support equipment
maintenance and operational requirements.
1. All information and drawings provided must be in English language, and shall consist of original
and legible machine printed documents.
2. Full and complete spare parts information must be provided in the SPDP even if some of the
same information is specified elsewhere in the purchase order to satisfy other requirements.
3. Acceptable Spare Part Data Package (SPDP) must contain the following minimum
requirements:
3.1 PO copy and any subsequent change order, including a full scope of work, Equipment List,
P&IDs, and company tag numbers.
3.2 Equipment Spare Parts (SP) information, a certified Priced Spare Parts List (PSPL) as per
Appendix E: EQUIPMENT PRICES SPARE PARTS LIST (PSPL) and supporting documents
from approved NMR 602 that enable readily describe the equipment and identify the position
and quantity of required spare parts listed in the PSPL such as: bill of materials, general
arrangement drawings, cross sectional drawings, nameplate details, and/or electrical single
line wiring diagrams. PSPL is needed for each equipment type and sub-equipment type that
has a reference equipment template in Appendix D: GENERAL CATALOGUING CRITERIA
& EQUIPMENT TEMPLATES (GCC&ET’s).
3.3 General Supply (GS) information for materials fall under General Supply Criteria in Appendix
D: GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES (GCC&ET’s) (GS
Criteria tab), full material attributes documents and budgetary quotations for general supply
materials. Full material attributes documents include catalog cuts, manufacturer’s literature,
data sheet, and/or materials test certificates.
4. SPDP shall be submitted along with NMR 602, but in no event later than the shipment date of
the equipment.
5. A complete list of all required spare parts for each equipment type and sub-equipment type that
will require spare parts for operation and maintenance use in accordance to Appendix D:
GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES (GCC&ET’s) is needed.
6. For skid mounted equipment, covering mechanical, electrical and instrumentation equipment,
submit a certified PSPL for each equipment or sub-equipment from the (OEM) of each
equipment in one complete SPDP.
7. Only Original Equipment Manufacturer (OEM) part number and/or the Original Component
Manufacturer (OCM) part number is acceptable. OCM reference’s number is always preferred
for better interchangeability with existing company’ stock.
8. Suppliers are requested to indicate in the SPDP the details of similar equipment previously
supplied to Saudi Aramco to help accelerating cataloging process.
9. Suppliers are requested to indicate in the PSPL the available company material number to avoid
duplication and accelerate the cataloging process.

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
10. Suppliers must print Saudi Aramco tag numbers on all drawings including but not limited to
datasheets, P&ID, ISS and parts lists.
11. SPDP shall be scanned in PDF format on a softcopy and indexed by each equipment containing
only the relevant equipment and spare parts information.
12. One (1) SPDP should be submitted for each Purchase Order (PO).
13. A soft copy for each PSPL (in excel format) to be sent along with SPDP copy.

How to Assemble a Spare Parts Data Package (SPDP)


An acceptable SPDP is one that contains the following (compiled in a binder).
1. Face Sheet:
 Equipment Manufacturer's Name
 Equipment Manufacturer’s Contact Number and e-mail address
 Contractor Name (as applicable)
 Contractor Contact number and e-mail address (as applicable)
 Contractor Purchase Order Number (as applicable)
 Saudi Aramco Project Number
 Saudi Aramco PO Number
2. Section 1: Purchase Order copy and any subsequent change orders for the equipment, showing
contractor PO number and Saudi Aramco PO Number.
3. Section 2:List of all equipment type and sub-equipment type that will require spare parts
cataloging as per Appendix D: GENERAL CATALOGUING CRITERIA & EQUIPMENT
TEMPLATES (GCC&ET’s) and copy of each individual certified Spare Parts Priced List (PSPL)
document.
4. Section 3: Supporting documents from NMR 602 divided and indexed per individual PSPL. Only
supporting spare parts documents that enable readily describe the equipment and identify the
position and quantity of required spare parts listed in the PSPL are needed.

Saudi Aramco: Company General Use Page 14 of 19


Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts

Figure 1: Example of required cataloging materials in a single purchase order.

Appendix D: GENERAL CATALOGUING CRITERIA & EQUIPMENT TEMPLATES


(GCC&ET’s)
(Follow \\aramco.com\data\30002006\MSD\SAEP-31\D for detailed Equipment Templates)

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts

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Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts

CATALOGING CRITERIA & EQUIPMENT TEMPLATES


Equipment Template Summary
Mechanical Instrument Electrical Drilling
M1 DELETED (Automotive Axle) I1 Diaphragm Actuator E1 Transfered to M9 D1 BLOWOUT PREVENTER (BOP)
M2 Centrifugal/Axial Fan I2 Electric Actuator E2 Cathodic Protection D2 ACCUMULATOR
M3 Electric Boiler I3 Piston Actuator E3 Battery Chargers, Rectifier D3 DIVERTER
M4 Fuel Fired Boiler I4 Electric-Hydraulic Actuator E4 Circuit Breakers: Inert Gas / Vacuum D4 TOP DRIVE
M5 Combustion Burner I5 DELETED (Manual Operator) E5 Molded Case Circuit Breakers D5 TRAVELING BLOCK
M6 Water Chiller I6 Gas Analyzer E6 DELETED (Oil Circuit Breeakers) D6 CROWN BLOCK
M7 Compressor; Recip. I7 Gas Chromatograph E7 Synchronous Generators D7 BLOCK: ROPE (BLOCK, HOOK)
M8 Compressor; Cent, Axial I8 Programmable Controller E8 Motor Induction Integral D8 ROTARY TABLE
M9 Air Conditioning Unit I9 Tank Gauge E9 Motor Control Centers D9 DRAWWORK
M10 Air Condensing Unit I10 DELETED (Metering, Prover) E10 Switchgear D10 SWIVEL: POWER
M11 Shaft Coupling I11 DELETED (Chart Recorder) E11 Distribution Transformer D11 CATHEAD
M12 DELETED (Mobile Crane) I12 Control Valve (Ball) E12 Power Transformers D12 PIPE RACKING SYSTEM (PRS)
M13 Overhead Crane I13 Control Valve (Butterfly) E13 Uninterruptible Power Supply D13 ELEVATOR
M14 Diesel Engine I14 DELETED (Directional Control Valve) E14 Lighting Fixture D14 HOIST
M15 Complete Filter I15 Control Valve Globe E15 Control Panel/ Cabinet; Controller D15 MAST
M16 Electric Forklift I16 Relief Valve E16 Panelboard, Electrical D16 DRILL RIG APP UNIT
M17 Fuel Powered Forklift I17 DELETED (Solenoid Valve) E17 Switchrack D17 INDICATOR: WEIGHT
M18 Speed Reducing Gearbox I18 DELETED (Temperature Monitor) D18 MILLING TOOL
M19 AC Exchanger I19 Vibration Monitor D19 SCRAPER
M20 Shell Exchanger I20 DELETED (Multivariable-Pressure-Flow Transmitter) D20 JUNK BASKET
M21 Loading Arm I21 DELETED (Temperature Transmitter) D21 OVERSHOT
M22 Tank Mixer I22 Liquid Level Transmitter D22 SPEAR
M23 Centrifugal Pump I23 Positive Displacement Flowmeter D23 REAMER
M24 Reciprocating Pump I24 Variable Area Flowmeter D24 JAR
M25 Rotary Pump I25 Turbine Flowmeter D25 PIPE CAT SYSTEM
M26 Submersible Pump I26 Magnetic Flowmeter D26 COOLING ENGINE, RADIATOR
M27 Mechanical Seal I27 Level Gauge D27 CENTRIFUGAL PUMP
M28 DELETED (Transmission) I28 Pneumatic Controller D28 SUMERSIBLE PUMP
M29 Steam Turbine I29 Electronic Controller D29 MUD PUMP
M30 Combustion Gas Turbine I30 DELETED (Positioner, Electro-Pneumatic) D30 RECORDER
M31 Ball Valve D31 ROLLER: TUBING & CASING
M32 Butterfly Valve D32 SLIP
M33 Check Valve D33 TONGS
M34 Parallel Slab Gate Valve D34 MOUSEHOLE TOOL
M35 Parallel Slide Gate Valve D35 BUMPER SUB, UNDERREAMER
M36 Thru-Conduit Gate Valve D36 BALL VALVE
M37 Wedge Gate Valve D37 CHOKE VALVE
M38 Globe Valve D38 GATE VALVE
M39 Valve, Plug D39 RELIEF VALVE
D40 SAFETY VALVE
D41 WASHER
D42 WINCH
D43 WRENCH

General Notes:

1. The list and contents of equipment templates are subject to revision by M&SSD during purchase order life.
2. Materials of general supply (GS) nature under General Supply Criteria shall not be cataloged as spare parts. The
requester is responsible to work with the Original Component/Equipment Manufacturers (OCM/OEM) to identify the
materials’ attributes in order to catalog them as general supply to facilitate the proper quality management and
competitive bidding during procurement.
3. If there is any conflict between Equipment Templates & General Stocking Criteria, the General Stocking Criteria will
govern.

Saudi Aramco: Company General Use Page 17 of 19


Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts
Appendix E: EQUIPMENT PRICES SPARE PARTS LIST (PSPL)
(Follow \\aramco.com\data\30002006\MSD\SAEP-31\E to obtain the original document sheet)

General Notes:
(1) This form is required for each separate type /model of equipment & sub-equipment in the PO by only OEM.
(2) Refer to SAEP-31 for SPDP documents requirements

*Notes: (1) Provide complete generic description and include material designation & size.
(2) This part number/identification number must be "unique" to facilitate interchangeability. (Submit at least one part
number from OEM or OCM ).
(3) OCM = Original Component Manufacturer.
(4) If the item is a "Kit" , a "Set", or an "Assembly", list its contents and associated part numbers.
(5) Estimate Unit price shall be entered in US$ dollar value.
(6) Average Operating Life Span under normal operation design (to specify Hrs./Months/Year etc..)
(7) Is it necessary for Saudi Aramco to stock this item?. If so, indicate the recommended quantity.
(8) Any reference number (9CAT) that help to identify the part in Saudi Aramco System

Saudi Aramco: Company General Use Page 18 of 19


Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 18 October 2018
Next Planned Update: 18 October 2021 Corporate Equipment and Spare Parts

Appendix F: SAP FUNCTIONAL LOCATION AND EQUIPMENT NUMBER UPLOAD SHEET

SAP Functional Location Upload Sheet

(Follow \\aramco.com\data\30002006\MSD\SAEP-31\F to obtain the orginal document sheet)

Legend:
TCODE: Transaction Code. Always IL01 for new Functional Locations & IL02 for change.
RECORDNAME: Record Name. Always IBIPFLOC.
TPLNR: Functional Location
TPLKZ: Structural indicator. Always FLS01.
FLTYP: Functional Location Category. Always M.
PLTXT: Description of functional location
SWERK:Maintenance Plant.
STORT: Location field and represents the Aramco Plant Number.
ABCKZ: ABC Indicator
EQFNR: EIN
KOSTL: Cost Center Field.
IWERK: SAP Planning Plant.
INGRP: Maintenance Planning Group.
GEWRK: Main Work Center.
WERGW: Plant that the Work Center is assigned.
WAERS: Currency Usually USD

SAP Equipment Number Upload Sheet

Legend:
EQTYP: Equipment Category
EQKTX: Equipment Description (40 Characters wide)
EQART: Object Type – Classification
WAERS: Currency
HERST: Original Manufacturer Name
SWERK: SAP Maintenance Plant.
STORT: Aramco Plant Number in AMMS records.
ABCKZ: ABC Indicator
EQFNR: EIN
KOSTL: Cost Center Field.
IWERK: SAP Planning Plant.
INGRP: Maintenance Planning Group.
GEWRK: Main Work Center.
WERGW: Plant that the Work Center is assigned.
TPLNR: Funtional Location that a piece of equipment is attached to.

Saudi Aramco: Company General Use Page 19 of 19