PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4

(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
Page 1 of 9
PROJECT, VISAKHAPATNAM

DOCUMENTATION

UNDERGROUND CIVIL WORKS

PROJECT : STRATEGIC STORAGE OF CRUDE OIL

OWNER : INDIAN STRATEGIC PETROLEUM RESERVES LTD.

PMC : ENGINEERS INDIA LTD.

JOB NO. : 6838

1 24.08.2007 REVISED & REISSUED FOR BID RR CCB AN

0 05.06.07 ISSUED FOR BIDS RR CCB AN

Rev. Prepared Checked Approved
Date Purpose
No by by by

Format No. EIL-1641-1924 Rev.1 Copyright EIL – All rights reserved

 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4
(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
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PROJECT, VISAKHAPATNAM

1.0 GENERAL

This chapter details out various drawings and documents to be generated at various stages
during the course of execution of the project by the CONTRACTOR for different project
activities. An endeavor has been made to distinctly categorize each document and the
purpose for which they are required by either agency.

The CONTRACTOR undertakes to ensure that all drawings and documents to be submitted
by him to the OWNER shall be of professional quality and conforming to the contractual
requirements. CONTRACTOR also undertakes to institute a formal drawings control
system, which will be documented and submitted to the OWNER for review or approval.

Compliance of this chapter on drawings and documents is mandatory and is non-

negotiable.

The drawings/documents as generated by CONTRACTOR at various stages of the project

will be in the category of Approval/Review/Information. The drawings and documents
required under different categories shall be finalized by the CONTRACTOR and
categorization list shall be submitted to OWNER for review/approval immediately on award
of work. However, such review/approval by OWNER will in no way relieve the
CONTRACTOR of responsibility to conform to drawings, standards, specification, codes
and contractual requirements.

Standard, approved and well established PC based computer programs/software packages,

available in market shall only be used by the CONTRACTOR/ Engineering Sub-contractor
etc. CONTRACTOR shall bring out the list of all such packages in the offer, if not specified
in the tender, for evaluation of bid. Every time a computer aided design is submitted for
review/approval to OWNER, it shall accompany with input/output data on on DVD/CD along
with the name of the software package and operable on any PC system along with the
requisite numbers of Hard Copies (to be finalized on award of work based on execution
philosophy to be proposed by the CONTRACTOR).

All documents before forwarding to OWNER will have to be vetted by CONTRACTOR.

Document received without vetting will be returned without review. Delay owing to these
shall be to the account of CONTRACTOR.

Approval/review of the drawings/documents by OWNER would be only limited to the review

of compatibility with basic design concepts. The approval/review by the OWNER shall not
be construed by the CONTRACTOR as limiting any of his responsibilities and liabilities for
mistakes and deviations from the requirements, specified under these specifications and
drawings.

For drawing, data sheet and all graphic works AUTOCAD and for all texts, MS Word shall
only be used. CONTRACTOR shall develop a 3D model in CAD of the underground works.

Each drawing submitted by the CONTRACTOR shall be clearly marked with the name of
the OWNER and Consultant, the unit designation, the specifications, title, the specification
number and the name of the project with revision number and date. If standards, catalogue
pages are submitted the applicable items shall be indicated therein. All titles, noting,
markings and writings on the drawing shall be in English.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4
(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
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PROJECT, VISAKHAPATNAM

All the dimensions should be in metric units. Upon receiving comments on

Drawings/Documents by the CONTRACTOR, the subsequent submission should give
compliance report, separately on each of the comments, document-wise. Comments given
by OWNER shall be discussed, if required, and finalized within agreed schedule.

The schedule of submission of Drawings/Documents shall be in accordance with project

plans only. The detailed list under different categories document-wise shall be prepared by
CONTRACTOR for approval/review of OWNER. This activity is to be completed within one
month of placement of order

The CONTRACTOR shall maintain up-to-date record of drawings & document status and
make regular issue of drawing/documents index, on fortnightly/monthly basis, as agreed,
with copies to OWNER at site and at H.O. indicating schedule date of submission,
submission date of various revisions and date of review with code.

1.1 Category of Documents and Cycle Time

The handling of documents by OWNER/CONTRACTOR shall be as follows :

1.1.1 OWNER’s Review

A detailed document list clearly identifying the class of review to be

performed against each document shall be developed. Following classes of
review shall be followed for all the documents engineered by the
CONTRACTOR.

Class 1 – Approval

Approval is mandatory and CONTRACTOR cannot proceed without

obtaining OWNER’s approval. OWNER will issue a no objection for
construction (NOC) for these drawings/documents. This shall include the
drawings/documents listed in the TECHINCAL SPECIFICATIONS (C-2.1).
The time cycle for these shall be as per the TECHNICAL SPECIFICATIONS.

Class 2 – Review

CONTRACTOR can proceed if OWNER’s comments are not received within

10 working days of receipt by OWNER. However, if major deviation to
contract specification for any design deficiency is detected in the course of
review after stipulated period, it shall be the responsibility of the Contractor
to see that such deviations and deficiencies are corrected to ensure
compliance to contract without any cost and time implication to OWNER.

Class 3 – Information/Records

CONTRACTOR shall submit documents for OWNER’s information and

proceed with the work. OWNER comments, if any, which relates any cost
and time implication to the owner to inadequacies/inaccuracies may be
brought to the attention of CONTRACTOR at any stage for incorporation
without any cost or time impact to OWNER.

The documents falling under approval/review category shall in general,

except for drawings requiring multi-disciplinary review, be returned with
comments within 10 working days.

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UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
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PROJECT, VISAKHAPATNAM

Documents submitted without meeting pre-requisite requirements will be

returned without review.

10 working days shall be reckoned from the date of receiving the documents
at OWNER review center. Receiving date shall be considered as date
entered by OWNER.

1.1.2 CONTRACTOR’S Review

CONTRACTOR shall revert on unacceptable comment, if any, within 10 days

from the date of release of documents by OWNER. In absence of any
rebuttal by CONTRACTOR all comments will be deemed as acceptable to
CONTRACTOR.

1.2 Control and Monitoring of documents review and submission

OWNER’s review

A document logging system shall be established by the OWNER to monitor the

review cycle. This log shall be updated on regular basis and released on weekly
basis indicating the list of outstanding documents.

In case review requires more than 10 days time cycle for any document,
CONTRACTOR shall be promptly informed.

Submissions

Drawing schedule shall indicate the following:

- Schedule/Actual submission to OWNER

- Category of submission
- Receipt of comments from OWNER
- Category of return status from OWNER
- Issue date for Construction

This updated schedule shall be issued on fortnightly/monthly basis, as agreed, and

compared with OWNER’s log.

Detailed listing of documents which are scheduled to be submitted or resubmitted

incorporating OWNER’s comments shall be provided by CONTRACTOR, on a
weekly basis. Contractor may ensure that drawings/documents are submitted as per
the agreed schedule only. Bunching of documents/ out of sequence submissions
and consequential delay of documents and approval there of shall be exclusively
attributable to CONTRACTOR.

1.3 As-Built Drawings and documents

1.3.1 The details of As-built drawings and documents to be submitted by the

CONTRACTOR are specified in Annexure-1.

1.3.2 As built drawings and documents will be generated within one month of
completion of activities on respective items of work.

CONTRACTOR shall furnish reproducible and electronic files of all the

drawings under their scope to OWNER certified as ‘As Built Issue”.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4
(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
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PROJECT, VISAKHAPATNAM

Upon completion of identifiable units or components of construction and

installation phase of the project, the CONTRACTOR will complete all the
related plans to the “as built” stage and furnish OWNER with the following:

a) 6 complete sets of full size prints of the drawings and 4 sets of

reduced size prints.
b) As built drawings generated specifically for this job in electronic
media (AutoCAD) three sets
c) 6 complete sets of documents and field records, signed by the
CONTRACTOR’s and OWNER’s representatives at the site.
d) Original approvals and related drawings and documents from the
statutory authority, as applicable.
e) Copies of correspondence with the statutory authorities.

1.4 Pre-Requisites Needed from Contractor

1.4.1 At the kick-off meeting, the CONTRACTOR must submit list of documents
and drawings index

1.4.2 The Drawing Index shall include description of drawings/documents,

category of drawings, scheduled date of submission, actual date of
submission, approval/review code received with dates. This shall be
updated fortnightly/monthly, as agreed by CONTRACTOR and copies issued
to OWNER site and H.O. Drawings submitted before finalization of drawing
index shall be rejected.

1.4.3 Critical and typical drawings/documents having impact on schedule and

quality should only be identified for such timely reviews. This shall be
adopted after receipt of drawings/document indexes from the
CONTRACTOR at the kick-off meeting with mutual understanding of the
CONTRACTOR/concerned specialist/OWNER.

1.4.4 All requirements specified in the Bid Package/contract is with the intent of
providing a safe, user-friendly storage facility conforming to all applicable
codes, standards, regulations, etc.

It is CONTRACTOR’S responsibility to comply with the bid package. To

monitor the same, OWNER shall select a few critical documents/drawings for
approval/review and leave the rest on information/record category.

Any deviation on such Information/Record category drawing/documents and

on approval/review category drawings observed later on in execution at site
during site visit/technical review by OWNER shall be taken seriously.
Contractor shall rectify the same at his own cost and time.

1.4.5 CONTRACTOR shall plan submission of drawings and documents

progressively so that no bunching takes place.

1.4.6 Review period shall be reckoned from the “Date of Receipt” of

documents/drawings by OWNER to the “Date of Receiving” the reviewed
documents by the CONTRACTOR. CONTRACTOR shall also monitor
submission and receipt.

1.4.7 Documents/drawings received prior to holiday/week end shall be accounted

as received on the following working day and the review period committed
shall include only working days.
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(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
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PROJECT, VISAKHAPATNAM

1.4.8 Quality of drawings/documents is essence for a timely review. If major

comments/deviations to the agreed design basis are noticed, the drawings
shall be rejected in Code-3. (CONTRACTOR cannot proceed with
construction with Code-3 approval/review)

1.4.9 Sequence of submission of drawings is essential for proper review of

documents and timely completion of the project and the same is to be
adhered to. In case sequence is not maintained, the documents submitted
shall not be approved/reviewed by OWNER and the responsibility of timely
execution of the plant shall remain to CONTRACTOR’S accounts.

1.4.10 In principle, CONTRACTOR is not expected to revise drawings/documents

already reviewed in Code-1.

a) If it is of utmost necessity to revise or add some minor details in

Code-1 drawings, CONTRACTOR shall highlight such revisions by
marking “CLOUD” to such additions/alternations. CONTRACTOR is
also needed to provide a “BLOCK” in the drawing indicating reasons
of such changes and to insert another “Approval/Review Block”.
OWNER shall put relevant code for such revisions only “Code
marking given by OWNER or such revisions shall not change the
category of drawing.

b) Any major change in Code-1 drawing shall call for preparation of new
drawing.

1.4.11 Based on the confidence gained on CONTRACTOR’S quality of

drawings/documents already submitted, “Approval/Review Category”
drawings could be retained as Information/Records and vice versa at the
discretion of OWNER. This however, does not change the category of
drawings.

1.4.12 Once a document is already reviewed in Code-2 subsequent submission due

to non-incorporation of comments shall not be accounted for any contractual
commitment of approval/review period from OWNER. CONTRACTOR is
expected to comply with OWNER’s comments in the next revision after
Code-2 and is required to submit a compliance report accordingly.

1.4.13 Deviation permit, submitted for seeking deviation, shall be separately

identified and shall not be considered as a document for timely
approval/review.

1.4.14 When OWNER deploys engineers at the CONTRACTOR’S work center

following shall be satisfied :

a. Readiness of documents/drawings shall be ensured by the

CONTRACTOR.
b. Presence of lead engineers of all disciplines of the CONTRACTOR

1.4.15 If OWNER highlights any necessary rectifications required in the construction

at the time of Technical Review/Audit, construction executed based on Class
3 (lnformation/record)-category drawings not complying with bid
requirements, CONTRACTOR shall rectify without any impact of time and
cost to OWNER.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4
(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
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PROJECT, VISAKHAPATNAM

1.4.16 CONTRACTOR shall open an engineering office at site for construction

engineering during construction for speedy document submission and to help
faster review of the drawings & documents.

1.5 No Objection for Construction Drawings

Drawings approved/reviewed under Code 2 and Code 1 required for execution at

site shall be arranged by CONTRACTOR to OWNER (HO), CONTRACTOR’s, RCM
and OWNER(site).

- “No Objection for Construction” stamped/sticker drawings shall be issued by

CONTRACTOR for execution.

- “No objection for Construction” stamp/sticker separately on the reviewed

print and not on the Title block.

- Without changing Revision Number, CONTRACTOR to arrange adequate

number of prints of documents and drawings to CONTRACTOR’s RCM, 2
copies to OWNER (SITE) and one copy to OWNER(site) with transmittal.

- Copies of only reviewed or final documents like design calculations, design

basis etc. shall be sent to OWNER site for records.

- Copy of such transmittal shall be sent to OWNER (Site) & OWNER(HO) for
records.

1.6 Activity Sequence for Drawing Approval (Through E-mail)

CONTRACTOR shall establish an electronic mail system compatible with that of

OWNER for document/data transfer.

The drawings requiring OWNER’s approval/review shall be transmitted to office of

OWNER by E-mail at the specified address.

CONTRACTOR shall establish a local office at Delhi having facility of telephone, fax
and electronic mail system for receiving documents and drawings from outstation.

On receiving the drawings/documents at Delhi through E-mail, CONTRACTOR shall

send the same to OWNER through e-mail facility. However, six sets of hard copies
for review shall be sent by CONTRACTOR to OWNER by courier or by hand
delivery.

After approval/review, OWNER shall send back the drawings/documents duly

commented by electronic mail system. A hard copy duly signed with
comments/approval shall also be sent back to CONTRACTOR by courier/by hand
delivery.

It shall be the responsibility of CONTRACTOR’s representative at Delhi to transmit

the drawings/documents to their design office/vendor works.

CONTRACTOR shall also establish electronic system at site to receive all drawings
and documents with all printing and scanning facilities.

The approved/reviewed drawings shall be transmitted to site by CONTRACTOR.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4
(DOCUMENTATION)
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STRATEGIC STORAGE OF CRUDE OIL
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Necessary printing/plotting and distribution of documents and drawings to RCM

(CONTRACTOR), RCM (OWNER) and ISPRL (site) is the responsibility of
CONTRACTOR.

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 PROJECT EXECUTION & ASSURANCE PLAN SECTION: A-4
(DOCUMENTATION)
UNDERGROUND CIVIL WORKS 6838-01-16-56-004Rev. 1
STRATEGIC STORAGE OF CRUDE OIL
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PROJECT, VISAKHAPATNAM

Annexure-1
As-built Drawings and Documents for underground works

CONTRACTOR shall furnish the following drawings and documents as part of the As-built
documentation..

1) Geological map of all exposed rock

2) Records, tables, digital photographs(scaled), diagrams of geological mapping, Digital
Video coverage of critical operations
3) Updated design reports
4) Tunnel contour control sections
5) Records from installation of rock bolts with bolt identity number, diameter of borehole,
type of bolt, diameter of bolt, length of bolt
6) Records of shotcrete placement
7) Records from probe drilling and water pressure testing including time, pressure, yield,
length of test section, Lugeon value
8) Completed control plans
9) Records from handling of ground water and discharge water, pumped volumes over
time
10) Records from rock mass grouting including work procedures, materials, additives,
quantities, volumes, pressure, section identity number, time
11) Records from tests of grout materials and grouting trials
12) Records of tests and inspections
13) Results and evaluations of rock mechanical and geotechnical monitoring, including type
measurement, type of equipment, accuracy, location of instruments, etc.
14) Results of monitoring of ground water levels
15) Records of in leaking ground water, chainage, location, yield and time
16) Results from vibration monitoring
17) As built survey of rock support elements on drawings (rock bolts, shotcrete, concrete
cast in situ, pre fabricated elements). For each separate support structure information
shall be given on identify type, manufacturer, quality, dimension, length, direction,
numbers, number of layers, thickness, reinforcement, fibres, type of cement, w/c ratio
etc. as applicable
18) Records on Non-Conformance and action taken
19) Reports on studies and investigations performed during construction
20) Data sheets on products such as additives in concrete, shotcrete and grout
21) Any other documentation relevant with respect to stability, structural strength and
durability
22) Safety and near misses
23) 3D Model

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