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PROCUREMENT PLAN
(LONG LEAD ITEMS-LLI)
REV.
DOCUMENT NO. MACO-PP-016393-001
PROCUREMENT PLAN
(LONG LEAD ITEMS-LLI)
REV.
DOCUMENT NO. MACO-PP-016393-001
1 PURPOSE
2 SCOPE
This procedure relates to MACO procurement Team Member and covers all
Purchasing activities for long lead items to be performed on the project.
3 REFERENCES
4 DEFINITIONS
Where appropriate, definitions used are based on ISO 8402 and ISO 9001:2008.
Purchase Order - The document used to contract for the supply of goods and materials.
Master Purchase Documents (MPDs) - The enquiry and order documents developed for
use on the project.
Procedure - A document that details the purpose and scope of an activity and specifies
how, what, when, where and by whom the activity shall be carried out.
5 PROCEDURE
This Procurement Plan describes MACO's procurement process for the work under NEW
PUMP STATION PS 56A AND FORCE MAIN LINE TO SWTP-9 - JUBAIL Project,
and the way Procurement information flows from Logistics Supervisor to Supplier I MACO
quotation and back to Logistics Supervisor to Project Manager and thence the preparation of
Purchase Order through delivery to the MACO Warehouse and, thereafter, to construction
site.
5.1 SCOPE
The responsibility for MACO on this project comprises procuring all permanent materials
and spare parts for the Project. The Procurement shall be based on Power and Water Utility
for Jubail & Yanbu (MARAFIQ) approved Material Take-off (MTO) prepared by MACO.
In addition, construction materials for the construction and installation of permanent
equipment shall be procured by MACO.
5.2 MATERIALS
All main procurement items that had been identified under MTO during Design and
Engineering stage and approved by Power and Water Utility for Jubail & Yanbu
(MARAFIQ) will be ordered once approved to avoid late delivery. Materials will be ordered
and materials arriving before the start of construction will be stored in MACO Jubail
Warehouse. When construction starts, all materials will be transferred to MACO
Construction Site Laydown Yard.
1, 3
HVAC system (package unit)2 Units for Electrical Switchgear building and SEC building ) One operation
6, 4
and One Stand by for Each building
Fire protection system (NOVEC 1230)For Electrical witch gear building and SEC building. 1 One spare
8, 3
NOVEC cylinder provided for each of the systems
KNIFE GATE VALVE, Bl DIRECTIONAL, NON -RISING STEM, GGG40- 50 DI BODY, AISI 316 SS
KNIFE, 1.4462 DSS STEM, EPDM SEAT, A4 SS BOLTS & NUTS, F-F: EN558 1/20, MANUAL
11, 5
OPERATOR,
EPOXY BODY COATING, WORKING PRESSURE: 2 BAR
KNIFE GATE VALVE, Bl DIRECTIONAL, NON -RISING STEM, GGG40- 50 DI BODY, AISI 316 SS
12, KNIFE, 1.4462 DSS STEM, EPDM SEAT, A4 SS BOLTS & NUTS, F-F: EN558 1/20, MANUAL 1
OPERATOR, EPOXY BODY COATING, WORKING PRESSURE: 6 BAR
NON RETURN CHECK VALVE WITH COUNTERWEIGHT, GGG 40-50 BODY & DISC, 1.4462 SS
SHAFT, A4 SS RETAINING RING INTERNAL & EXTERNAL BOLTS, BRONZE BEARING, BODY
13, 7
SEAT-SS WITH WELDING, DISC SEAT-EPDM, F-F STANDARD : EN558 1/14,
BODY & DISC COATING: EPOXY
Motorized On-Off Knife Gate Valve: 48" Ductile Iron body, Flange connection, PN10
Rating, Motorized Actuator (power supply 480v 60Hz 3Ph ), for Sanitary Waste water
20, 1
Service as per P&ID 7500017832-JWWF-PD-005 & Data sheet 7500017832-JWWF-IA-002-
1, Tag No. PS56A-MOV-301
Motorized On-Off Knife Gate Valve: 48" Ductile Iron body, Flange connection, PN10
Rating, Motorized Actuator (power supply 480v 60Hz 3Ph ), for Sanitary Waste water
21, 7
Service as per P&ID 7500017832-JWWF-PD-005 & Data sheet 7500017832-JWWF-IA-002-
4, Tag No. PS56A-MOV-317 ~ 323
Motorized On-Off Knife Gate Valve: 28" Ductile Iron body, Flange connection, PN10
Rating, Motorized Actuator (power supply 480v 60Hz 3Ph ), for Sanitary Waste water
22, 8
Service as per P&ID 7500017832-JWWF-PD-005 & Data sheet 7500017832-JWWF-IA-002-
2, Tag No. PS56A-MOV-302~309
Motorized On-Off Knife Gate Valve: 24" Ductile Iron body, Flange connection, PN10
Rating, Motorized Actuator (power supply 480v 60Hz 3Ph ), for Sanitary Waste water
23, 7
Service as per P&ID 7500017832-JWWF-PD-005 & Data sheet 7500017832-JWWF-IA-002-
3, Tag No. PS56A-MOV-310~316
New Pump-station PS -56A and Force-main to SWTP-9, Jubail PR No. 7000016393
LONG LEAD ITEMS ( ELECTRICAL & INSTRUMENTATION )
Sl. No. Item Quantity Remarks
4.16 KV SWITCHGEARMCSET, Metal-clad, Air-insulated, Indoor IP4X, RAL9003, 4.16 KV, 3P, 3W,
1, 60HZ,630A @ 40°C, 25kA/1sec., 1000m altitude with Vacuum Circuit Breaker. 1
Three-phase transformers in accordance with IEC 60076 , for Outdoor installation.Oil Immersed Power
4, 2
Transformer(s) / MPT3000 kVA, 34.5 kV/4.16 kV, Herm.Sealed Type with corrugated walls
Three-phase transformers in accordance with IEC 60076 , for Outdoor installation.Oil Immersed Power
5, 2
Transformer(s) / MPT300 kVA, 4.16KV/0.48 kV, Herm.Sealed Type with corrugated walls
6, UPS 10kVA480/230V 1
SCADA System for new Sanitary Waste water Pump Station PS-56A (3-Chamber Level, 5-
Penstocks, 4-Grinder Motors, 7-Pump Motors, 2-Sump Pump Motor, 23-MOVs, 2-FT, 14-
PS, 2-Analyzers, 1-Gas Detector 4-Transformer, 1-Switchgear, 1-MCC, 1-Battery Charger
7, 1 Lot
2-HVAC & Odor control system etc.) as per P&ID 7500017832-JWWF-PD-005 and
Marafiq Std. MQ-SP-I-7012-2 Process Control - SCADA System, Tag No. PS56A-SCADA-001
PLC System Total I/O 424 (DI-272, DO-128, AI-16 & AO-8) for new Sanitary Waste water
8, Pump Station PS-56A as per P&ID 7500017832-JWWF-PD-005 and Marafiq Std. MQ-SP-I- 1 Lot
7012-2 Process Control - PLC, Tag No. PS56A-PLC-001
Flow Transmitter: Magnetic type, Flow rate 0 ~ 10,000 m3/h, line size 48", 4-20mA
9, output, power supply 110V 60Hz 1Ph, for Sanitary Waste water Service as per P&ID 2
7500017832-JWWF-PD-005 & Data sheet 7500017832-JWWF-IA-005, Tag No. PS56A-FT-301 & 302
PROCUREMENT PLAN (LLI)
NEW PUMP STATION PS 56A AND FORCE
MAIN LINE TO SWTP-9 - JUBAIL
DOCUMENT No. MACO-PP-016393-001 REV. 0
5.3 RESPONSIBILITIES
MACO intends to accomplish the materials procurement for this Project through our
exist ing, in-place, Materials-Logistics Support Department, which is headquartered in
MACO' s Dammam Office. MACO's Materials-Logistics Support Department incorporates
Management Personnel, Property Controllers, Buyers, Expeditors, Warehousing and a
Motor pool/Maintenance Shop. The procurement cycle will cover preparation and
processing of PR and POs.
MACO will ensure that all materials will meet Power and Water Utility for Jubail & Yanbu
(MARAFIQ) quality standards and specification.
MACO' s Procurement Procedures have been in place ever since, and improved upon
throughout the years. Materials procurement within MACO follows specific policies and
procedures. Those procedures are attached for Power and Water Utility for Jubail & Yanbu
(MARAFIQ)'s review and evaluation, (also in Quality Manual Vol. 1).
5.5 MACO' s Procurement Department will review the ltem(s) so indicated on the
Purchase Requisition to ensure that the information provided for each Line Item contains, if
possible, a clear Description of the Item, the Size/Dimensions, Color, Type, Manufacturer,
and Catalog Number, if available , to ensure that the proper/correct item will be purchased.
5.6 Should all the details stated in Item No. 2 be established, applicable
Suppliers/MACOs will be contacted to inquire into Price, Availabili ty, and Delivery Time
Frames for the Materials/Equipment required.
5.7 MACO' s Procurement Department will obtain at lease (3) Written Quotations from
Suppliers /MACOs for evalua tion, and will receive Purchase Approval form the respective
MACO Department Manager, or Project/Program Manager so involved.
5.8 From the stated approval, a Purchase Order will be prepared providing the required
Details of the Materials/Equipment to be purchased. The "Original" of the Purchase Order
will be forwarded to the applicable Supplier/MACO, and a copy will be issued to the MACO
Warehouse Supervisor, which informs this individual that the Materials/Equipment Purchase
is in process, and will be delivered, or acquired shortly.
5.9 Upon delivery of the Materials/Equipment to the MACO Warehouse , the MACO "In
Checker" will inspect the Materials/Equipment against the applicable Purchase Order to
ensure the receipt of the correct items, and also to verify that the received Items are free from
defects, or any shortages.
5.10 After the stated Inspection , the "In-Checker" will prepare a Materials Receiving and
Inspection Report. The " In-Checker " will sign same, and forward this document to the
MACO Procurement Department.
5.11 The MACO Warehouse Supervisor will then inform the Purchase Order Requestor
that the ordered Materials have arrived, and at the same time will prepare a Material Control
Form prior to the dispatch, and release of the Materials to the Receiver.
5.12 Upon receipt of the signed Material Control Form from the Warehouse Supervisor,
substantiating that the required Materials/Equipment have in fact been received by the
Requestor, the Procurement Department will consider the Request and Purchase Order
closed.
The Procurement Manager will review Marafiq' s prime contracts, scope of work, and
equipment lists and prepares its Procurement Plan in accordance with the Contract.
The Procurement Plan will be based on MACO models developed to include specific project
requirements and will comprise standard documents, optional documents, clauses or
modifications to documents and clauses to be utilized on specific Enquiries/Purchase orders
as appropriate.
Purchasing will incorporate comments into the Procurement Plan and issue to Marafiq for
review and approval prior to implementation on the project.
Purchasing will prepare a list of potential bidders covering the categories of material
required for the project, in accordance with Prime Contract and in consideration of
Marafiq' s Regulated Vendors Lists (RVL) and approved qualified sources for none RVL
materials.
On receipt of each Material Requisition (M/R) for quotation, Purchasing will, using the
prepared "Project Bidders List", prepare an enquiry package.
Each specific Bidders list will contain sufficient bidders. In circumstances with only a single
Bidder, a restricted bidder list or MACO agreement are used for reasons of schedule where
competitive bidders is not sought , the reason will be noted on the bidders list.
In accordance with the project schedule, Engineering will issue each Purchase
Memorandum, MIR and attachments for review by the Quality Manager or his designee and
Purchasing.
Prior to engineering issuing the MIR for quotation, they will check with Purchasing to
ascertain the number of copies required for issue to bidders and for standard distribution ,
and issue sufficient quantities. On receipt of the MIR approved for quotation, Purchasing
will add the project standard commercial portion of the enquiry package and issue to the
required Bidders.
Purchasing will forward Bidders' queries to the appropriate member of the project team.
The appropriate member of the project team will promptly develop a response to bidders'
enquiries and forward the response to purchasing for issue.
Responses to any bidders' enquiry that are relevant to other Bidders will be issued
simultaneously to all bidders with copies of technical responses to Engineering.
Engineering will expeditiously prepare and obtain necessary approvals for technical
addenda to the bid package as necessary and forwarded to Purchasing with a revised MIR.
Bidders will be required to submit one priced original and sufficient copies of their bids so
as to reach the Procurement Manager by the bid due date. The bids will be received by the
project Procurement Manager, Date stamped and passed to the purchasing supervisor for
records.
Each member of the project involved in an evaluation will be responsible for the
maintenance of bid security and for reporting of any instance of a breach in the bid security.
11 Evaluation of Bids
For each material, requisition bids shall be tabulated and analyzed in accordance with the
following:
Purchasing with assistance from Finance and Business Management shall notify
Engineering of the price ranking of Bidders after opening sealed bids or receipts of all
unsealed bids. Engineering shall evaluate their technical evaluation concurringly with the
commercial evaluation on selected Bidders.
Purchasing shall commence full evaluation of the selected Bidders. Clarification and or
further development of the bidders' proposal may be requested by procurement or by
engineering through Purchasing.
All communications and meetings with bidders shall be arranged and conducted by
Purchasing.
The formal summary of the bids shall be completed and issued as combined presentation
with the technical evaluation.
Purchasing shall obtain the necessary approvals of the recommendation for award from
MACO Procurement Manager.
Prior to placing the purchase order, MACO will submit a copy of its requisition and
vendor's technical submittal to Marafiq for review and comment. Relevant Marafiq's
comments will be incorporated prior to issuing a purchase order.
After approval of bid summary, Purchasing shall notify Engineering of the successful bidder
for engineering to issue accordingly a Material Requisition for Purchase, which shall
incorporate all scope or technical changes from original material requisition and including
all changes agreed during evaluation with the successful bidder.
Purchasing will prepare and issue the confirming Purchase Order (PO) together with all
relevant commercial and technical attachments on receipt of the Material Requisition for
Purchase from Engineering.
Purchasing will ensure that all awards are documented by written PO issued to the Bidder
together with the acceptance to be countersigned and returned by the Bidder.
MACO will review and approve purchasing documents for adequacy of the specified
requirements prior to release.
A revision to the purchase order will be processed to cover the price, scope or condition of
purchase changes. The request for change can either be a Seller response to a MACO
request or initiated by the Seller.
Immediately upon receipt of a request for a change order, Purchasing will log the request;
attach supporting Correspondence /document and issue for review and approval.
In the event of an Engineering originated change to the Purchase Order, Purchasing will
submit the change to the Seller, and request the commercial and technical effect to be
submitted to Purchasing by a given date.
Purchasing will ensure that all necessary comments and approvals are received prior to
revising the PO. A PO revision shall be issued in accordance with the company rules.
Engineering will raise an M/R for Purchase Order Revision to incorporate any maJor
Engineering relegated changes prior to issue of any PO revision.
Purchasing will maintain, on a current basis, a PO file to include all pre and post
commitment correspondence relating to that file or order.
14 Spare Parts
Subsequent to the issue of the PO for Parent equipment and submission by the bidder of the
Spare Parts Data Package, Engineering shall submit the completed spare parts to Marafiq.
15 Reporting
Purchasing will establish and maintain reports logs in accordance with project procedure,
such as weekly status report which is used to record detailed information to support the
procurement status. The report shall include, as a minimum, the following information for
each purchase order.
Marafiq shall have access to all purchase order inspection report files.