contractor documentation schedule - … e_1.pdf · contractor documentation schedule ......

CONTRACTORDOCUMENTATION

SCHEDULE

P The number of Printed hard copies required

E-P The number of electronic media sets required. (PDF)

E-N The number of electronic media sets required. (Native)

BC Before Commissioning DSC Completion FSCC Construction Completion PDCD Contract Date or Date of Notification to Proceed SCS Construction Start WDDD During Design WS

C1 Accepted, Submit 'IFC/IFU' C4C2 C5C3 Not accepted, Revise and Resubmit for Review C6

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Accepted with Comments, Revise and Submit 'IFC/IFU'

Shipment

Document to be Submitted with Delivery

Document to be Submitted with every Submission of Deliverables

Review Not Required

Legend:-

Codes:-

Review Codes:-

Notes:-

The following codes indicate weeks relative to the following events that documentation must be submitted. Negative (-) indicates weeks prior to the event, positive (+) indicates weeks after the event and the code only indicates at the event.

Delivery to Site

Fabrication Start

Weeks Prior to Delivery to Site that the Document Must be Submitted

Accepted* / 'IFC/IFU' Accepted*

As-Built'* /'Final'* Accepted

Final' documentation is 'As Manufactured' and 'Delivered to Site'

As-Built' documentation is 'As Constructed' or 'As Installed' as applicable

The 'Weeks' column will be completed on agreement between the Contractor and Project Manager

"First Submission Weeks" column indicates the maximum number of weeks between the Contract Date and the first submission of the document.

"Final Submission Weeks" column indicates the maximum number of weeks between the return of documents coded C1 or C2 after review, and the final submission of the document.

"As-Built Submission Weeks" column indicates the maximum number of weeks between completion of Construction and submission of the document updated with As-Built information coded C6.

Documents not marked are not applicable, unless otherwise required by the Contractor or for the "Works"

The "Re-submission Weeks" column indicates the maximum number of weeks between the return of documents coded C2 or C3 after review.

The 'With TENDER' column indicates one set of each required item to be included with each copy of Tender

Only approved documentation may be used for Construction

Contract Package No.:

Contract Package Title:

Document No.:

Document Revision No.:

ECIPRG-DM-SC-001 - Rev 01 - 25 May 2012 125


SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N Weeks

G. DISCIPLINE: GENERAL

G.1 CONTRACTOR DOCUMENTATION REGISTER

G.2 EQUIPMENT PLOT PLAN DRAWING

G.3 GENERAL INSTALLATION DRAWING

G.4 PLANT INSTALLATION INSTRUCTIONS

G.5 EQUIPMENT, MAINTENANCE AND OPERATING INSTRUCTION MANUALS

G.6 INSTRUCTIONS FOR TRANSPORTATION & HANDLING

G.7 INSTRUCTIONS FOR STORAGE / WAREHOUSING

G.8 INSTRUCTIONS FOR LONG TERM STORAGE

G.9 SPARE PARTS MANUALS

G.10 LIST OF CONSUMABLES & CHEMICALS FOR START-UP

G.11 LIST OF CONSUMABLES & CHEMICALS FOR ONE YEAR

G.12 TRAINING PROGRAMME

G.13 TRAINING MANUAL

G.14 TWO YEARS OPERATING SPARE PARTS

G.15 COMMISSIONING SPARE PARTS

G.16 SITE SERVICES REQUIREMENT

G.17 ERECTION PROCEDURE / METHOD STATEMENTG.18 DESIGN CALCULATIONS

G.19 EQUIPMENT DATA SHEETS / COMPLETION OF ENGINEERS DATA SHEETS

G.20 DETAILED TECHNICAL SPECIFICATION

G.21 NOISE & VIBRATION DATA

G.22 NOISE & VIBRATION TEST CERTIFICATES

G.23 BILLS OF QUANTITIES

G.24 LIST OF SPECIAL TOOLS

G.25 PERFORMANCE TEST CERTIFICATES

G.26 HEAVY EQUIPMENT LIFTS (> 20 TONS)

G.27 FACTORY ACCEPTANCE TEST DOSSIER

G.28 PLANT COMMISSIONING MANUAL

G.29 PLANT COMMISSIONING DOSSIER

G.30 PHOTOGRAPHS

G.31 DESIGN CRITERIA

With TENDER First

Submission¹

No. OF COPIES

Re-Submission² Final Submission³ As BuiltCDS CAT. No.

TYPE OF DOCUMENT



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E E-N Weeks P E E-N WeeksA. DISCIPLINE: ARCHITECTURAL

A.1 ARCHITECTURAL GENERAL ARRANGEMENTS

A.2 ARCHITECTURAL SCHEDULES

A.3 ARCHITECTURAL DETAIL DRAWINGS

CDS CAT. No.

TYPE OF DOCUMENT As-Built⁴With

TENDER

No. OF COPIESFirst

Submission¹Re-Submission² Final Submission³



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksC. DISCIPLINE: CIVIL

C.1 CONCRETE LAYOUT DRAWINGS

C.2 PILING LAYOUT DRAWINGS

C.3 CONCRETE DETAIL DRAWINGS

C.4 COLUMN LOADING DRAWINGS

C.5 REINFORCEMENT DETAIL DRAWINGS

C.6 REINFORCEMENT BENDING SCHEDULES

C.7 CAST-IN ITEMS DRAWINGS/SCHEDULES

C.8 DYNAMIC ANALYSIS REPORT

C.9 GEOTECHNICAL REPORT

C.10 FOUNDATION DRAWINGS

C.11 ALIGNMENT DRAWINGS HORIZONTAL & VERTICAL

C.12 TEMPORARY WORKS DRAWINGS

C.13 GUIDE DRAWING FOR CIVIL WORK & LOADING REQUIREMENTS

C.14 SITE DRILLING REPORTS (DRILLER'S LOGS)

C.15 FINAL GEOTECHNICAL EXPLORATORY HOLE LOGS

C.16 SITE GEOTECHNICAL FIELD TEST SHEETS

C.17 FINAL GEOTECHNICAL FIELD TEST SHEETS

C.18 LABORATORY TEST DATA SHEETS

C.19 FINAL LABORATORY TEST RESULTS

C.20 PHOTOGRAPHS OF GEOTECHNICAL HOLES AND (OR) SAMPLES

C.21 FACTUAL GEOTECHNICAL REPORT

C.22 INTERPRETATIVE GEOTECHNICAL REPORT

CDS CAT. No.

TYPE OF DOCUMENTWith

TENDER

No. OF COPIESFirst

Submission¹Re-Submission² Final Submission³ As-Built⁴



SCHEDULE


D. DISCIPLINE: PROCUREMENT

D.1 INSURANCE COVER PROVIDED BY CONTRACTOR

D.2 FORM OF INTENT TO PROVIDE PERFORMANCE BOND

D.3 AGREEMENTS WITH WAGE BUREAU, VILLAGE & MEDICAL SERVICES

D.4FINAL SITE ESTABLISHMENT & LAYDOWN REQUIREMENTS (NOT COVERED DURING TENDER STAGE)

D.5 PROGRAMME & METHOD STATEMENTS

D.6 PROGRESS REPORTS

D.7 SCHEDULE OF PROPOSED SUB-CONTRACTORS

D.8 CUSTOMS DOCUMENTATION

D.9 PACKAGING LIST

D.10 COMPULSORY ENTERPRISE QUESTIONNAIRE

D.11 ORDER/CONTRACT ACKNOWLEDGEMENT

Final Submission³ As-Built⁴CDS CAT. No.


TENDER

No. OF COPIESFirst

Submission¹Re-Submission²



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksE. DISCIPLINE: ELECTRICAL

E.1 ELECTRICAL LOAD LISTS

E.2 SINGLE LINE DIAGRAMS

E.3 SCHEMATIC AND CONTROL DIAGRAMS

E.4 CABLE SCHEDULES

E.5 HAZARDOUS AREA CLASSIFICATION DRAWINGS

E.6 HAZARDOUS AREA COMPLIANCE CERTIFICATE

E.7 FACTORY ACCEPTANCE TESTS (FATs)

E.8 CERTIFICATE OF COMPLIANCE/CONFORMANCE

E.9 FACTORY TEST REPORTS AND CERTIFICATES

E.10 RELAY PROTECTION SETTINGS / CALCULATIONS

E.11 LAYOUT AND ROUTING DRAWINGS (INCL. EARTHING)

E.12 CONNECTION DRAWINGS / LISTS

E.13 CABLE ROUTING DRAWINGS

E.14 MOTOR START CALCULATIONS

E.15 LIGHTNING PROTECTION AND UNDERGROUND EARTHING DETAILS

E.16 MOTOR OVERLOAD REPLAY SETTINGS

E.17 LIGHTING LAYOUT

E.18 TRANSFORMER DESIGN DATA

E.19 MCC & PANEL LAYOUTS

E.20 MOTOR LISTS

E.21 GENERAL ARRANGEMENT DRAWINGS

E.22 PRELIMINARY POWER CONSUMPTION LIST

E.23 PROTECTION CO-ORDINATION CURVES

E.24 MOTOR DATASHEETS

CDS CAT. No.


TENDER

No. OF COPIESFirst




SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksF. DISCIPLINE: PROCESS

F.1 MASS BALANCE / ENERGY BALANCE

F.2 PROCESS DESIGN CALCULATIONS

F.3 DESIGN BASIS DOCUMENT

F.4 PROCESS FLOW DIAGRAM (PFD)

F.5 UTILITY FLOW DIAGRAM (UFD)

F.6 PIPING & INSTRUMENTATION DIAGRAM (P&ID)

F.7 UTILITY PIPING & INSTRUMENTATION DIAGRAM (UP & ID)

F.8 PROCESS DESCRIPTION

F.9 PROCESS SAFETY DESCRIPTION (PSD)

F.10 EQUIPMENT FUNCTIONAL SPECIFICATION (DATASHEET)

F.11 HAZOP DOSSIER

F.12 HAZOP CLOSE-OUT REPORT

F.13 SYMBOLOGY SCHEDULE

F.14 FLUID IDENTIFIER LIST

F.15 EFFLUENT & EMISSION LIST

F.16 UTILITIES CONSUMPTION LIST

F.17 CONTROL PHILOSOPHY

F.18 MATERIALS SAFETY DATA SHEETS

F.19 SHUTDOWN & EMERGENCY PHILOSOPHY PROCEDURE

F.20 INSTRUMENT DATA SHEETS (PROCESS INFO ONLY)

F.21 EQUIPMENT LIST

F.22 OPERATING CURVES

F.23 SAFETY & EMERGENCY PHILOSOPHY PROCEDURE

F.24 SAFETY INTERLOCK SCHEDULE

With TENDER

No. OF COPIESFirst


CDS CAT. No.

TYPE OF DOCUMENT



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksHS. DISCIPLINE: SAFETY & HEALTH

HS.1 APPOINTMENTS MADE IN TERMS OF THE OHS ACT 85 OF 1993

HS.2 CV OF THE PROPOSED SAFETY OFFICER FOR APPROVAL

HS.3 SAFETY MANAGEMENT PLAN

HS.4DECLARATION THAT ALL EMPLOYEES HAVE BEEN TRAINED AND FOUND COMPETENT FOR THEIR TASKS

HS.5DECLARATION THAT EACH PIECE OF EQUIPMENT BEING USED ON SITE IS SAFE FOR USE AND WILL BE MAINTAINED PROPERLY

HS.6 HSE MANAGEMENT RISK ASSESSMENT

CDS CAT. No.


TENDER

No. OF COPIESFirst




SCHEDULE


J.DISCIPLINE: INSTRUMENTATION & CONTROL SYSTEMS

J.1 INSTRUMENT LOCATION PLANS

J.2 CABLE RACKING & ROUTING DRAWINGS

J.3 CABLE BLOCK DIAGRAMS

J.4 WIRING & CONNECTION SCHEDULES

J.5 CABLE LIST

J.6 POWER DISTRIBUTION DIAGRAM

J.7 EARTHING DIAGRAM

J.8 LOOP DRAWINGS

J.9 CONTROL SCHEMATICS

J.10 LOGIC DIAGRAMS

J.11 ERECTION MATERIAL – TAKE OFF – BOM

J.12 FUNCTIONAL SPECIFICATIONS

J.13 INSTRUMENT LIST

J.14 CONTROL SYSTEM SOFTWARE DOCUMENTED PROGRAMME

J.15 POWER SUPPLY CALCULATIONS

J.16 AIR SUPPLY CALCULATIONS

J.17 CALIBRATION / TEST CERTIFICATES

J.18 FAT SPECIFICATION AND PROGRAMME

J.19 SAT SPECIFICATION AND PROGRAMME

J.20 PANEL / CABINET GA LAYOUT

J.21 USER MANUAL

U.22 I/O LIST

J.23 TRIP / ALARM SCHEDULE

J.24 CONTROL SYSTEM HARDWARE CONFIGURATION

J.25 SEQUENCE & INTERLOCK DEFINITION DOCUMENT (SIDD)

J.26 INSTRUMENT DATA SHEETS

J.27 CONTROL PHILOSOPHY

With TENDER

No. OF COPIESFirst


CDS CAT. No.

TYPE OF DOCUMENT



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksL. DISCIPLINE: ENVIRONMENTAL

L.1 ENVIRONMENTAL MANAGEMENT PLAN

CDS CAT. No.


TENDER

No. OF COPIESFirst




SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksM. DISCIPLINE: MECHANICAL

M.1 EQUIPMENT FUNCTIONAL SPECIFICATION

M.2 EQUIPMENT GENERAL ARRANGEMENT DRAWING

M.3 DETAIL DRAWINGS

M.4 EQUIPMENT BASE PLATE DRAWINGS

M.5 PERMISSIBLE EXTERNAL LOADS

M.6 LUBRICATION SHEETS

M.7 NAMEPLATE DRAWINGS

M.8 EQUIPMENT LIST

M.9 OPERATING CURVES

M.10 EQUIPMENT DATASHEETS/SCHEDULES

M.11 HYDRAULIC DIAGRAMS

M.12 PNEUMATIC DIAGRAMS

M.13 HVAC DRAWINGS

M.14 FIRE PROTECTION/DETECTION DRAWINGS

M.15 FAILURE MODES & EFFECT ANALYSIS (FMEA)

With TENDER

No. OF COPIESFirst


CDS CAT. No.

TYPE OF DOCUMENT



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksP. DISCIPLINE: PIPING

P.1 PIPING MATERIAL SPECIFICATION

P.2 PIPING ROUTING GENERAL ARRANGEMENT

P.3 PIPING ISOMETRICS

P.4 PIPING LINE LISTS

With TENDER

No. OF COPIESCDS CAT. No.

TYPE OF DOCUMENTFirst




SCHEDULE


Q.DISCIPLINE: QUALITY ASSURANCE / QUALITY CONTROL

Q.1 PROJECT QUALITY PLAN/MANUAL

Q.2 TYPICAL QUALITY CONTROL PLAN

Q.3 MANUFACTURING QUALITY CONTROL PLANS

Q.4QC DOSSIER / CODE DATA BOOK – MANUFACTURE & (or) CONSTRUCTION CONSISTING TYPICALLY OF:-

Q.4.1 QC DOSSIER/CODE DATA BOOKS INDICES

Q.4.1 PROCEDURES

Q.4.2 WORK INSTRUCTIONS/GUIDANCE NOTES

Q.4.3 PROCESS CHARTS

Q.4.4 ISO CERTIFICATES

Q.4.5 LIST OF SUPPLIERS

Q.4.5 QUALITY REPRESENTATIVE CV

Q.4.6 AUDITS

Q.4.7 ORGANOGRAM

Q.4.8 WELDING PROCEDURE SPECIFICATIONS

Q.4.9 WELDING PROCEDURE QUALIFICATION RECORDS

Q.4.10 WELDER QUALIFICATION RECORDS

Q.4.11 WELDING CONSUMABLES CERTIFICATES

Q.4.12 WELD MAPS

Q.4.13 NDE PROCEDURES

Q.4.14 NDE REPORTS

Q.4.15 NDE OPERATOR QUALIFICATIONS

Q.4.16 PRESSURE TEST CERTIFICATES

Q.4.17 MATERIAL CERTIFICATES

Q.4.18 INSPECTION REPORTS

Q.4.19 PAINTING CERTIFICATES

Q.4.20CONSTRUCTION / INSTALLATION QUALITY CONTROL PLANS

Q.4.21 TEST PROCEDURES

Q.4.22 TEST REPORTS & CERTIFICATION

Q.4.23 HEAT TREATMENT PROCEDURES

Q.4.24 HEAT TREATMENT REPORTS (incl. CHARTS)

Q.4.25 CERTIFICATES OF CONFORMITY

Q.4.26 REPAIR PROCEDURES (BEFORE PREPARING)

Q.4.27 CONCESSION REPORTS

Q.4.28 FACTORY ACCEPTANCE TEST DOSSIER

Q.4.29 NON CONFORMANCE REPORT

Q.4.30 NON CONFORMANCE REGISTER

Q.4.31 SITE ACCEPTANCE TEST DOSSIER/PROCEDURE

With TENDER

No. OF COPIESFirst


CDS CAT. No.

TYPE OF DOCUMENT



SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksR. DISCIPLINE: INDUSTRIAL RELATIONS

R.1 CV OF PROPOSED IR OFFICER/PRACTITIONER INCL. CONTRACTOR MOTIVATION

R.2 TRAINING SKILLS PLAN FOR ‘LOCALS’

R.3 CONTRACTOR SITE CONTACT PHONE NUMBERS

R.4 INDEX AND ATTENDANCE OF THE TRAINING IN THE PLA PROCEDURES

R.5 LIST OF CONTRACTOR NAMES FOR STRIKE HANDLING

R.6 TRANSPORT OF LOCAL EMPLOYEES-ARRANGEMENT DETAILS

R.7 BOARD RESOLUTION ON POWERS OF SITE MANAGER ON SITE

R.8 WORKMAN’S COMPENSATION CERTIFICATE OF GOOD STANDING

R.9 HISTOGRAMS FOR VILLAGE ACCOMMODATIONR.10 EMPOWERMENT SCHEDULE AND HISTOGRAM

CDS CAT. No.


TENDER

No. OF COPIESFirst




SCHEDULE

P E-P P E-P Weeks P E-P Weeks P E-P E-N Weeks P E-P E-N WeeksS. DISCIPLINE: STRUCTURAL

S.1 SHOP DETAIL DRAWINGS

S.2 SHOP PRE-ASSEMBLY DETAILS

S.3 ERECTION ASSEMBLY DRAWINGS

S.4 LAYOUT DRAWINGS

S.5 CLADDING & FIXING DETAILS

S.6 VENTILATOR DETAIL DRAWINGS

S.7 STRUCTURAL GENERAL ARRANGEMENTS

S.8 STRUCTURAL DETAIL DRAWINGS

With TENDER

No. OF COPIESFirst


CDS CAT. No.

TYPE OF DOCUMENT



SCHEDULE

G.1

G.2

G.3

G.4

G.5

G.6

G.7

G.8

G.9

G.10

G.11

G.12

G.13

G.14

G.15

G.16

G.17

G.18

G.19

G.20

G.21

G.22

G.23

G.24

G.25

G.26

G.27

DESCRIPTION OF DOCUMENTSGENERAL

General Installation DrawingThis is a drawing indicating the major components of a piece of equipment and how to assemble them.

Contractor Document Register. This is the Contractor prepared Document Register and lists every drawing and document to be provided by the Contractor giving title, number, category and planned issue date. Equipment Plot Plan Drawing (Plot Plan)This is a scale drawing indicating the overall plan view of the plant and equipment.

Instructions for Transportation and handling

This shall state any requirements for the transportation and handling and shall give sizes, weight and type of packaging

Instructions for Storage / WarehousingThis shall provide the requirements for storage or warehousing to ensure the equipment will not deteriorate while stored.

Plant Installation Instructions

This document must contain all the instructions, procedures, drawings and documents required for assembly and installation.

Equipment, Maintenance and Operating Instruction Manual

The contents of these manuals shall include the following minimum requirements: Index, contact personnel, general description, health and safety precautions, operation instructions, maintenance instructions, spare parts for two years operation, tests certificates, datasheets, control documents, index of drawings, specifications, calculations, suppliers spares lists, catalogues, etc.

List of Consumables & Chemicals FOR START UP

This shall list all consumables, chemicals and lubricants commissioning by Supplier name and Supplier's number.

List of Consumables and Chemicals for One Year’s OperationAs above but for operation for a year.

Instructions for Long Term StorageThis is a document which sets out any activities that need to be taken for long term storage e.g. turn the shaft of a piece of rotating equipment every weekSpare Parts Manuals

This manual shall consist of a series of 'exploded' views identifying every part of a apiece of equipment by name and number.

Two Years Operating Spare Parts

These parts are listed by name and number (see G.9) with quantities for 2 years, and shall be priced.Commissioning Spare PartsThis is similar to G.14 but sets out Commissioning spares.

Training ProgrammeThis sets out the schedule for training of the Employer’s Operating and Maintenance personnel by the Contractor .

Training Manual

These documents set out the training material for the Employer’s Operating and Maintenance personnel.

Equipment Datasheets / Completion of Engineer’s DatasheetsThis is a list of all detailed data pertaining to the equipment.Detailed Technical SpecificationThis is a detailed written description of the plant indicating what it comprises and how it operates. It shall contain sufficient information to give a total scope and understanding of the equipment.

Performance Test Certificates

These shall list all the tests required to determine that the plant or equipment performs to specification and shall list the expected and actual result.

Heavy Equipment Lifts (>20 tons)This identifies all lifts in excess of 20 tons, from where and to where they must be lifted.Factory Acceptance Test Dossier

Site Services Requirements

Erection Procedure/Method Statement

Bills of QuantitiesThese are prepared by the Contractor for pricing or invoicing purposes

Noise and Vibration Test Certificates

This sets out the Contractor electrical power, compressed air and water requirements. The period needed, average and maximum needs shall be given.

This is a statement of the procedure or method that the Contractor proposes to use to erect a piece of equipment or section of plant. It shall list all the required equipment, the personnel and the required experience and the essential criteria to be met for a satisfactory completion.

Design Calculations

There are Contractor design calculations in any discipline, e.g. piling calculations, all calculations to be checked by competent Engineer and signed as such

List of Special ToolsThis is a list of any special tools required for the installation or maintenance of the equipment.

Noise and Vibration Data

This shall provide the noise emitted by the equipment on the dB(A) scale measured 1m from the edge of the equipment. This information is used to determine if equipment complies with specification and Health & Safety regulations. Vibration data shall provide the dominant frequency and amplitude for design of foundations where applicable as well as over a range of frequencies applicable to the machine

The data supplied shall be the As-Built test data of the machine, equipment, or plant on site



SCHEDULE

G.28

G.29

G.30

G.31

A.1

A.2 Architectural Schedules

A.3

C.1

C.2

C.3

C.4

C.5

C.6

C.7

C.8

C.9

C.10

· Checking instrument control programs by sequence through the control system, including interlock and intercom signals.

Plant Commissioning Manual

During commissioning a full simulation of the plant and a preliminary proving of the systems and components in respect of static and dynamic capacity and control accuracy will take place. Tests contained in the commissioning manual may include, but not be limited to:-

FAT represents the completion of construction and assembly, the completion of all dry testing or simulated operation tests and the correction of the associated defects/omissions by the Contractor . FAT dossier should include all verification test procedures, all aspects of Contractor’s quality data book and all logging sheets to be used during witnessed FAT’s. Separate dossiers are issued for equipment hardware and for instrumentation controls and software.

· Checking that the safety systems are fully operational.· Checking the pressure of services at the point of use.· Checking the operation of process programs in contract to check for route-to-route interactions like automatic program start up, interlocks, pre-selections and error selections· Software integration simulation and verification

· Handling systems – checking of equipment start/stop under full load.· Checking of pumps and motors under flooded conditions, measuring maximum pump pressure at no flow, no load current, start up current and normal load current.· Preliminary instrument calibration.· Completion of all commissioning logging sheets by the equipment Contractor.

Photographs

Plant Commissioning Dossier

· Testing of MES system integration· Loading of chemicals

The dossier shall contain all information required to perform cold commissioning of the plant and shall include an index, details of Contractor’s commissioning personnel, procedures to be followed, a copy of the approved commissioning manual, lists of tests to be performed and blank test certificates or logging sheets to be completed during commissioning.

Prints should be submitted of conventional photographs or prints and digital files of electronic images

Architectural General ArrangementsARCHITECTURAL

These schedules list the individual architectural components required to be included in the works

These drawings show the plan, elevation views and sections of the works. They will include details of architectural finishes required

Design criteria shall list all essential criteria for the design of an item or system.Design Criteria

These drawings show the plan and sections of the general arrangements of the concrete works. Overall dimensions of the concrete works to be shown, including the relationship to any proposed grid layoutPiling Layout Drawings

This drawing shows on plan the fully dimensioned location of piling works. A schedule will be included on this drawing indicating the required pile type and depth of installation. Part of the schedule will be used to record the actual pile installation depth achieved and any other ‘as constructed’ comments regarding installation defects. E.g. ‘out of position’

Concrete Detail Drawings

Architectural Detail DrawingsThese drawings show fully dimensioned details of key areas or components of the works

CIVILConcrete Layout Drawings

This report shall indicate the type of dynamic analysis undertaken and outcome of such analysis. Special requirements that need to be considered in the design of the works shall be recorded for action.

Dynamic Analysis Report

This report records the geotechnical investigation undertaken. Factual information of bore hole records and tests undertaken will be presented.

These drawings show the detail arrangements of the concrete works at key locations via cross section views. Sufficient dimensioned details should be produced to enable efficient construction of the works

These drawings show the loadings to be transmitted to the foundations. The loads shown should represent the loads to be used to design the foundations. Live, dead and wind loads should be separately indicated. Loads shown will need to be annotated to show vertical and horizontal loadings as well as applied moments in the principle directions.

Column Loading Drawing

Reinforcement Detail Drawings

These drawings show the reinforcement layout. Vertical and horizontal cross-sectional views will be included to clarify the reinforcement placing details. The drawings shall fully indicate the reinforcement type, diameter and fabrication requirements. Such information shall be suitable coded and annotated to allow reinforcement bending schedules to be produced efficiently

Reinforcement Bending Schedules

These schedules list all the reinforcement included on a reinforcement detail drawing. The schedules include all information required to fabricate the reinforcement. The schedules also include the weight of individual reinforcement bars and a grand total weight of all bars listed.

Cast-in Items Drawings/Schedules

These drawings will indicate the position, type and method of installation of all items to be cast into the concrete works

Geotechnical Report

Foundation DrawingsThese drawings show the type of foundations required for the works. Dimensions will be included to sufficient detail to allow construction of the proposed foundation



SCHEDULE

C.11

C.12

C.13

C.14

C.15

C.16

C.17

C.18

C.19

C.20

C.21

C.22

D.1

D.2

D.3

D.4

D.5

D.6

Geotechnical logs prepared by a Geotechnical Engineer providing detailed descriptions of samples obtained from an exploratory hole (borehole, test pit, etc.) and summarising all in-situ testing carried out and other observations relating to the exploratory hole.

Field records of Geotechnical tests carried out either during a Geotechnical investigation (such as DCP test, CPT test, shear vane test in a borehole) or during the construction phase of a project (such as in-situ density tests, DCP tests etc.) to prove compliance of works with the specification. These sheets will typically record draw data only as gathered on site.

Logs prepared by the driller or other Contractor's representative detailed samples taken, in-situ test results and soils encountered together with other observations on drilling of boreholes.

Photographs of Geotechnical Holes and (or) Samples

Factual Geotechnical ReportPhotographs of borehole core or test pits or samples.

Laboratory records of any testing carried out. These sheets will typically record raw data gathered during the testing.

These records will typically be derived from the laboratory test data sheets and shall include the raw data, results of any processing of the raw data, application of any calibration parameters and plotting of any graphs or charts as may be required.

Progress Reports (Monthly)

· Fuel and waste storage installation· Safety equipment

Programme and Method Statements

Programme - shall be presented as a Gantt chart showing activities and durations with links, Level 1 and Level 2 programme to be submitted. Critical pathand progress S-curves to be submitted. Software to be used shall be MS Project or Primavera only

And works associated with the execution of the temporary facilities, their dismantling and site reconditioning to the original condition at the completion of works including first Establishment date and original condition completion date.

To be submitted each month on the date specified by the project with the following sections completed:

Method Statements - a document that gives specific instructions on how to safely perform a work related task, or operate a piece of plant or equipment

· Equipped warehouse and storage areas· Fabrication and maintenance workshops· Temporary networks installation (electricity, industrial water, drinking water, sewers, telecommunications, air, etc.)· Sanitary facilities· First aid facilities· Construction of temporary roads, fencing and partings

Provide the Employer with a fully executed Certificate of Insurance as proof of Insurance Cover: Professional Indemnity Insurance for accidental death or injury to third Party persons and damage to third party property

Workmens Compensation Insurance – Act no. 30 of 1941 as AmendedEmployers common Law Liability Insurance

· Site furnished offices

Performance Security and other bondsProvide the Employer with a copy of the registered BondAgreements with Wage Bureau, village and Medical ServicesProvide the Employer with a certified copy of the agreements.Final Site Establishment and Lay down requirementsProvide the Employer with the details for the supply, installation and dismantling of the CONSTRUCTION Contractor’s temporary facilities (excluding camp) such as, but not limited to:-

Proof of Insurance CoverPROCUREMENT

Site Drilling Reports (Driller's Logs)

Final Geotechnical Exploratory Hole Logs

Site Geotechnical Field Test Sheets

Final Geotechnical Field Test Sheets

Laboratory Test Data Sheets

Final Laboratory Test Results

Interpretative Geotechnical Report

Final records of Geotechnical tests either carried out during a Geotechnical investigation or during the construction phase of a project to prove compliance with the specification. These records will typically be derived from the field test sheets and shall include the raw data, results of any processing of the raw data, application of any calibration parameters and plotting of any graphs or charts as may be required.

These drawings shall show on plan the overall alignment of each section of the route. Included on the drawing will be a schedule that shows the alignment changes and vertical and horizontal details sufficient to construct the works

Temporary Works DrawingThese drawings show the temporary works necessary to construct the permanent works. These drawings shall be fully detailed and dimensioned to show all construction related information including the relationship to the permanent works

These drawings show civil works and loading requirementsGuide Drawings

A report detailing the results of a Geotechnical investigation which will include any final exploratory hole logs, final Geotechnical test sheets, final laboratory test results, exploratory hole location plan, photographs of Geotechnical holes and (or) samples and brief explanatory text detailing the works carried out and standards and specifications used. The data in the reports shall be restricted to the factual data obtained from drilling, excavation or testing works at the site.

A report which interprets the factual Geotechnical data from a site, provides technical recommendations or advise and (or) provides Geotechnical designs based on the factual data. The interpretative report will generally be written with respect to a specific proposed development of a site.

Alignment Drawings - Horizontal and Vertical



SCHEDULE

D.7

D.8

D.9

D.10

D.11

E.1

E.2

E.3

E.4

E.5

E.6

E.7

E.8

E.9

E.10

E.11

E.12

E.13

E.14

E.15

E.16

E.17

E.18

E.19 MCC & Panel LayoutsThese shall depict the physical layout and dimensions of MCC's and panels.

Specifically the supply of special transformers shall be covered under this item. The Engineer shall list all relevant design base data for review.

ELECTRICALElectrical Load ListsThis list gives all the individual electrical consumers within the package giving the installed rating and absorbed power

Single Line Diagrams

Schematic and Control Diagrams

Cable Schedules

Lighting Layouts

Connection Drawings/Lists

Illumination calculations (category G18) (lux and glare) shall be provided with all proposed lighting layouts, in accordance with project/client illumination specifications.

These consist of equipment/racking backgrounds which show the route of all electrical power and control cables.

Transformer Design Data

Special (high efficiency) motors and other factors requiring bigger circuit breakers, contactors, etc., to be documentedMotor Start Calculations

Lightning Protection and Underground Earthing DetailsThese drawings show all details of the lightning protection and earthing systems.Motor overload relay settings

Hazardous Area Classification Drawings

Factory Test Reports and CertificatesThis category is self-explanatory.

Applicable to 3.3 kV motor starters and 3.3 kV/400V incomer and feeder circuit breakers. These drawings show all details of the lightning protection and earthing systems

Where switchgear is specified or supplied, the Contractor to suit his motor driven equipment shall provide the recommended overload relay settings.

Relay Protection Settings/Calculations

Layout & Routing Drawings (including earthing).These show equipment layouts e.g. position of MCCs and control desk in MCC room. Routing drawings show the position and size of cable racks for all categories of cabling.

Where complex hard wired circuits and PLC interconnections are involved, cable interconnection details and termination arrangements are required.

Cable Routing Drawings

This is a schematic representation of the power distribution system from the supply point to the individual motor control centres (MCCs) and distribution boards and from MCCs and DBs to loads.

A diagram is provided for each load. It shows all control items to define the functional operation of the control system.

A cable schedule lists all cables and shows cable number, start and finish point, type, number of cores, core size and design lengths, etc.

This drawing consists of plot plans and elevations on which are marked the extent of hazardous areas and the sources of the hazard. The degree of hazard is indicated by types of hatching.

Represents the completion of construction and assembly, the completion of all dry testing or simulated operation tests and the correction of the associated defects/omissions by the contractor.

These are certificates issued by the contractor’s authorized representative regarding compliance of the installation with statutory, municipal and code regulations.

Factory Acceptance Tests (FAT’s)

Certificate of Compliance (Electrical)

These are certificates issued by manufacturers via suppliers to certify that the equipment supplied complies with contractual and statutory requirements

Hazardous Area Compliance Certificates

These documents must constitute all the documentation required to inspect the goods into South Africa.

Returnable documents required for submission with Tender

Packing Lists

Compulsory Enterprise Questionnaire –

These documents list all the packages in a consignment giving dimensions and weight. All the contents of each package must be clearly identified

Documented proof that the vendor/contractor did receive the order/contractOrder/Contract Acknowledgement

* Next contact * Risk items and mitigation actionsCustoms Documentation

Sub-Orders (Unpriced)

· Expediting report with * Date of report * Percentage complete at works * Last contact

Provide the employer with a full list of sub-orders placed and the status thereof· Proof of order receipt· Confirmation of on site delivery date· Order on critical Path

c) Work planned for next month

a) Work carried out last monthb) Status of present progress



SCHEDULE

E.20

E.21

E.22

E.23

E.24

F.1

F.2

F.3

F.4

F.5

F.6

F.7

F.8

F.9

F.10

F.11

F.12

F.13

F.14

F.15 Effluent & Emission ListThis lists all effluent to be produced by the plant giving volumes, compositions and temperatures. Both Maximum and minimum qualitative and quantitative detail is required.

HAZOP Close-Out Report

After completing a Hazop review it is necessary to record all of the actions resulting from the review, and to ensure that affected documents are updated to reflect any agreed changes. A close out report contains a record of these actions/changes and the proof that each one has been closed out (implemented). It will include the minutes and action lists of the Hazop review process.

Symbology ScheduleThis identifies all the symbols to be used on the PFD's and P&ID's.Fluid Identifier List

This lists all the fluids involved in the process and identifies them for use in the P&ID e.g. PA is plant air, CW is cooling water.

The document should clearly identify those Systems/Items Relied On For Safety (IROF’s), and the Human Factor Engineering (engineered safety features to minimize operator error), defence in depth, and the process used in the design.

A summary at the end of the document should identify the following for each hazard:-Hazard description, Initiating event, Unmitigated consequences for worker, Unmitigated consequences for public, and Proposed hazard management strategy.

Equipment Functional Specification (Data Sheet)This is also known as process data sheet and sets out the operating parameters for a piece of equipment. e.g. for a pump it will give pump type, delivery head, NPSH, mass flow rate, volumetric flow rate, fluid viscosity (max and min), pumping temperature (max & min), fluid density, materials of construction, approx. power requirements and corrosion aspects. HAZOP DossierThis is a dossier containing a copy of all the documents required to perform a Hazop review, or which may have to be referred to in the Contract to perform a Hazop.

Utility Piping & Instrumentation Diagram (UP&ID)Similar to F.6 but for Utilities.Process Description

A description including introduction, list of major equipment, technical design data, feed specification, product specification, detailed process description, operation (normal, start-up, shut down, etc), control and instrumentation, listing of utilities and consumption, hazardous materials in use, and waste streams (max and min). A description may have to be prepared for each sub process depending on complexity.

Process Safety Description (PSD)

This document is required for submittal to certain Regulators and is primarily concerned with identifying safety issues of a specific nature – or those that can lead to a safety incident. The document requires describing the manufacturing process, identifying all the hazards and outlining how the necessary safety systems would work to either prevent such a hazard becoming a safety incident, or on how the problem would be managed. Hazards include, radiological, criticality and chemical hazards, and include catastrophic failure such as fire or explosion. Particular attention is to be given to the description of safety features addressing the release of substances that would affect persons outside of the factory boundary.

A PFD supplies details of a process such that its essential operation can be understood. It diagrammatically represents the main process flows with the control loops and instrumentation shown. The mass or volume flow rate of each component in each stream is given together with temperatures and pressures.Utility Flow Diagram

This is similar to a PFD (F.4) but pertains to the required utilities e.g. industrial water, potable water, compressed air, cooling water, etc.

Piping & Instrumentation Diagram (P&IDs)

These diagrams indicate what a process requires in terms of equipment, valves, piping, control instrumentation and their interconnections.

The plant utility lines associated with the equipment are shown complete with valves and control instrumentation up to the isolating valves.

The mass balance is a document setting out the mass of each component in every process and utility stream. The energy balance sets out the thermal energy and temperatures in every process and utility stream.Process Design CalculationsCalculations to be numbered and clear, with all assumptions and reference documents identified, able to be followed by third party. All calculations to be checked by competent engineer and signed as such.Design Basis DocumentSpecification that sets out the basis on which the process and plant capacity is to be designed. To include yield and efficiency losses, and which will form the base for the PFD’s.Process Flow Diagram (PFD)

Preliminary Power Consumption ScheduleThis is a schedule from the process design supplier giving an estimate of all process electrical power ConsumptionProtection Co-ordination Curves

Motor Datasheets

Mass Balance / Energy BalancePROCESS

A tabular sheet which provides all the salient electrical information for the motor as well as the reference SANS manufacturing code, insulation class, class of weather protection and mounting arrangement

These curves provide a graded overcurrent system of curves used for the design of a descrimitive fault protection scheme. The protection scheme is used to achieve correct relay co-ordination using discrimination by time and discrimination by current. Can be either (or) but more commonly a combination. The aim is to correct discrimination, i.e. to select and isolate only the faulty section of the power system network, leaving the rest of the system undisturbed

Motor ListsSelf-explanatory.General Arrangement DrawingsSelf-explanatory.



SCHEDULE

F.16

F.17

F.18

F.19

F.20

F.21

F.22

F.23

F.24

HS.1

HS.2

HS.3

HS.4

HS.5

HS.6

J.1

J.2

J.3

J.4

J.5

J.6

J.7

J.8

J.9

These detail interconnecting cabling between the various components of the loop and the cable terminations. Each drawing is dedicated to one loop with references where needed.Control Schematics

The cable list contributes every cable by number, point-to-point reference, design length and layout drawing reference.

Power Distribution DiagramThese show the distribution system for each area requiring individual supply and gives inter alia cable numbers, rating in VA, DB requirements, cross references and equipment references.Earthing Diagram

These show the overall instrument earthing system and ring main routing termination details, cable sizes and protection devices etc.

Loop Diagrams

There are drawings showing size and position of all cable racks and routing of all instrumentation cables and junction box positions.

Cable Block Diagrams

These drawings provide an overview of the cabling philosophy from the primary devices to the control system (destination) indicating all primary devices (instruments, junction boxes, local panels, control panels and MCC’s) cable detail (size, type and number) and control system (PLC, DCS) in a block format.

Wiring & Connection Schedules

The connection schedule details all wiring termination details per junction box or terminal strip. The detail will include terminal strip number, terminal number, wire number and cable number. These documents are produced using the Pisys instrumentation design software.

Cable List

HSE Management Risk AssessmentRefer to contractual document for details.

CONTROLS AND INSTRUMENTATION DOCUMENTSInstrument Location Plans

These are drawings usually produced on a mechanical layout drawing, indicating the position of every field mounted instrument and associated devices.

Cable Racking & Routing Drawings

Safety Management PlanRefer to contractual document for details.Declaration that all Employees have been Trained and Found Competent for the Tasks

This shall be a general declaration covering all current and future employees. It shall include all sub-contracting firms which will be identified by name. It will be updated to include new sub-contractors as they are appointed.

Declaration that Each Piece of Equipment being used on Site is Safe for Use and will be Maintained Properly.

This will apply to all equipment other than hard tools and will include sub-contractors equipment. Special attention must be paid to slings.

This defines the critical safety interlocks required.

HEALTH & SAFETYAppointments made in Terms of the OHS Act 85 of 1993

This schedule or schedules will set out all contractors and sub-contractors personnel approved as responsible person in terms of the OHS Act of 1993.

CV of the Proposed Safety Officer for Approval

This should set out the qualifications and experience of the proposed Safety Officer to demonstrate his or her competence to fulfill the envisaged duties.

Operating Curves

Safety and Emergency Philosophy procedure

A tabular sheet which provides all the salient information for the instrument as well as the instrumentation manufacturing code, insulation class, class of weather protection and mounting arrangement

A tabular sheet which provides all the salient information for the equipment as well as the instrumentation manufacturing code

A set of operating curves/characteristics for the equipment at a representative range of speeds showing performance criteria (typically by way of throughput, efficiency, etc.) at each of the representative speeds.

Safety Interlock Procedure

A document generated by the equipment supplier detailing the Safe Emergency operating procedure for the equipment under emergency conditions.

Materials Safety Data Sheet

These define the hazards associated with chemicals involved in the process and how to treat the associated consequences.

Shutdown & Emergency Philosophy Procedure

This defines principles of the procedures to be followed in shutting down the plant, or sections of the plant under normal and emergency conditions.

Instrument Data Sheets

Equipment List

Utilities Consumption List

This defines utility requirements. It should specify temperatures, pressures and volumes required e.g. 7m³/hr of dry instrument air at 700kPag

Control Philosophy

A high level document outlining the proposed control methods and degree of automation on the plant. Should cover subjects such as standards and codes of practice, control philosophy, field instrumentation, control system, SCADA, plant data management system, philosophy on power supply, signals, interlocks, warning, degree of protection, etc.



SCHEDULE

J.10

J.11

J.12

J.13

J.14

J.15

J.16

J.17

J.18

J.19

J.20

J.21

J.22

J.23

J.24

J.25

J.26

J.27

L.1

M.1

M.2

M.3

M.4

M.5

M.6 Lubrication Sheets

The lubrication sheet shows all required lubricants and the frequency of change and shall state supplier name and define the lubricant required.

Detail DrawingsThese are detailed drawings of items of equipment identifying all individual parts.Equipment Base Plate DrawingsSelf-explanatory.Permissible External Loads

This is usually required for vessels or pumps to determine if the equipment can absorb the loads placed on it by a piping system or other attachments.

MECHANICAL DESCRIPTIONSEquipment Functional SpecificationFor complex equipment functional specifications will explain the detailed workings of the equipment or package and all of its performance parameters. The Specification will normally be accompanied by a data sheet.

The Specification should address the following sections in the document; abbreviations and acronyms, definitions, scope, reference documents / drawings / application, detailed performance requirements, general specifications, & quality assurance.

Equipment GA DrawingA scale drawing showing a detailed view of the equipment, with primary dimensions shown, and all major components listed and identified (named). Plan and side views are shown.

Self-explanatory.Control PhilosophyA high level document outlining the proposed control methods and degree of automation on the plant. Should cover subjects such as standards and codes of practice, control philosophy, field instrumentation, control system, SCADA, plant data management system, philosophy on power supply, signals, interlocks, warning, degree of protection, etc.

Environmental Management Plan

This is a document compiled by the Contractor to demonstrate how he intends to comply with the environment requirements of the project

ENVIRONMENT

This sets out all trip/alarm settings by instrument tag number.Control System Hardware ConfigurationThis document sets out the physical layout of all PLC and associated control equipment.Sequence and Interlock Definition Document (SIDD)

Documents which describe how the plant will be controlled, the sequence of operations and what instrumentation is needed for normal operations, how the plant protection operates to enable fault sequence initiation events to be determined and how fault sequences are mitigated, are to be defined.

Instrument Data Sheets

This is self-explanatory.User Manual

Complementary document to functional specification to provide greater interface and operating control function descriptions.

I/O ListThis is a report indicating the tag allocation per I/O card. The report will include the I/O card type, PLC rack and slot allocation and tag allocation per channel.Trip/Alarm Schedule

This is a document certifying that the instrument is calibrated at the operating range specified on the data sheet. For field instruments, it shall include all instruments used.FAT Specification and Programme

This document defines the procedure and requirements for the verification of the control system at the control systems integration development site.

SAT Specification and Programme

This document defines the procedure and requirements for the verification of the control system at site after installation but before plant commissioning.

Panel/Cabinet GA Layout

These are a fully indexed and commented electrical file of all software programmes.Power Supply CalculationsThese are calculations done to determine the rating of the power supply to the control system(s).Air Supply CalculationsThese are calculations done to determine the volume of instrument air required to operate the plant.Calibration / Test Certificates

This consists of a schedule of all tubing, electrical materials, and accessories for construction.Functional Specifications

The functional specification is a narrative document supported by diagrammatic documentation that clearly and unequivocally defines detailed control system requirements enabling the system integrator to configure the control systems.

Instrument ListThis is a list of all tagged instruments giving tag number, P&ID number, service description, data sheet number, etc.Control System Software – Documented Programme

These define the functional operation of the PLC. All related devices are shown, cable details, references and terminal nut, etc., are shown per I/O card.

Logic Diagrams

Logic diagrams (or grafcets, or flowcharts) represent the relationship between inputs (field instrument and/or operator commands/settings) and outputs to the actuator/drives operating the system.

Erection Material Take-Off – BOM



SCHEDULE

M.7

M.8

M.9

M.10

M.11

M.12

M.13

M.14

M.15

P.1

P.2

P.3

P.4

Q.1

Q.2

Q.3

Q.4

Q.5

Q.6

Q.7

Q.8

Q.9

Q.10

Q.11

Q.12

Q.13

These are charts indicating processes to be followed ISO CertificatesThese are certificates certifying ISO complianceList of Suppliers

This lists the Contractors ’ nominated and approved Suppliers and telephone numbers who are responsible for supplying a service or product.

Quality Representative CV

These are documents explaining specific processes to be followed Work Instructions/Guidance Notes

QC Dossier/Codes Data Book Indices - Construction

This is a document requested at an early stage of the Project so that agreement can be reached on the content of the Dossier/Data Book for Construction

These are documents indicating step-by step procedures to be followedProcess Charts

The Q.C. dossier (manufacture) is a document which contains all the quality documents pertaining to the manufacturing aspects of the contract e.g. material certificates, welding procedures etc.Q.C. Dossier/Code Data Book Construction

The QC dossier (Construction) is a document which contains all the quality documents pertaining to the construction aspects of the contract.

Q.C. Dossier/Code Data Book Indices – Manufacture

This is a document requested at an early stage of the project so that agreement can be reached on the content of the Dossier/Data Book for Manufacture

Procedures

The Project Quality Plan shall provide an overview of how quality will be planned, monitored and controlled for a particular scope of supply.

Typical Quality Control Plan (Inspection and Test Plan)

This is a document to help determine whether or not a Tenderer has an understanding of the quality requirements for the equipment or service.

Manufacturing Quality Control Plan

A document drawn up for the specific activities of the manufacturing process which lists all the required hold, witness and surveillance activities required to ensure that the product is manufactured with the required material and to the correct procedures.

Q.C. Dossier or Code Data Book Manufacture

Piping Isometrics

This is a diagrammatic representation for each individual pipeline. It includes a list of materials required for fabrication and erection requirements.

Piping Line Lists

This lists all pipelines by number. It shall indicate the P&ID(s) on which it is found. It identifies the equipment or line number at which it starts and the equipment or line number at which it ends. Operating and Design and Test Conditions are also listed.

QUALITY DOCUMENTSProject Quality Plan/Manual

An analysis that identifies causes of a possible primary component failure, and the consequences (effects) of such a component failure. The analysis uses statistical data on component failure rates, and makes recommendations relating to maintenance intervals and spares holding levels. Includes analysis of key components.

PIPING DESCRIPTIONSPiping Material SpecificationsThese define in detail the piping, fittings and valves to be used in all piping classifications.Piping Routing General ArrangementThese are fully detailed pipe work drawings using confirmed information of vessels, pumps and instrumentation. They shall show pipe supports and details of the connections to the adjacent steelwork.

This is similar to a Hydraulic Diagram (M12) but is used for pneumatically operated equipment. It is not used for plant air and intermittent air systems. P&IDs (F6) are used for the reticulation of these systems

HVAC DrawingsThis is a category used for all Heating, Ventilation and Air-conditioning drawings. Fire Protection/Detection DocumentsThis includes all drawings and documents associated with Fire Protection and Detection.Failure Modes and Effects Analysis (FMEA)

Operating CurvesThese curves shall show the relationship between the two essential parameters of a piece of equipment. e.g. for a pump it would be pressure versus flow, for a furnace it would be temperature versus time.

Equipment Data Sheets/Schedules

Hydraulic DiagramsThis is a schematic diagram indicating all hydraulic equipment and lines within a system. The size of all lines shall be given and all connections to items of equipment and the hydraulic power pack shall be indicated.Pneumatic Diagrams

A tabular sheet which provides all the salient information for the equipment as well as any relevant manufacturing code

Nameplate DrawingsThis shall show all the information on the nameplate. These shall comply with the SA OHAS Act and the design code.Equipment ListThis lists every piece of mechanical equipment giving tag number, name, capacity, weight full and empty, P&ID No., electrical requirements, materials of construction, major dimensions, design temp and pressure, and package number.



SCHEDULE

Q.14

Q.15

Q.16

Q.17

Q.18

Q.19

Q.20

Q.21

Q.22

Q.23

Q.24

Q.25

Q.26

Q.27

Q.28

Q.29

Q.30

Q.31

Q.32

Q.33

Q.34

Q.35

Q.36

Q.37

Q.38

Q.39

R.1INDUSTRIAL RELATIONSCV of Proposed I.R Officer / Practitioner

Non Conformance Report

These are non-conformance reports, in the standard project format, issued by the Contractors and sub Contractors , and internal Q.A. Departments.

Non Conformance Register

This is a register listing all the non-conformance reports issued on the Contract . This must include Contractor , sub Contractor and Employer generated non-conformance reports. It will indicate reference numbers, subject, date and status.

Site Acceptance Test Dossier/ProcedureThe SAT dossier is a document that contains all the documents pertaining to the Site Acceptance Testing/procedure.

Repair Procedures (before preparing)A document detailing the methodology of repairing a defective component or piece of equipment. This shall be submitted and approved by the Engineer before repair is done.Concession ReportsThis is a report by the Contractor to deviate from the Commercial or Technical conditions of the contract.

Factory Acceptance Test Dossier

FAT represents the completion of Factory construction and assembly, the completion of all dry testing or simulated operation tests and the correction of the associated defects / omissions by the Contractor . FAT dossier should include all verification test procedures, all aspects of Contractor’s quality data book and all logging sheets to be used during witnessed FAT’s. Separate dossiers are issued for equipment hardware and for instrumentation controls and software.

Heat Treatment ProceduresThese are procedures to be implemented when heat training.Heat Treatment Report (Including Charts)

These are reports and charts issued after heat treatment has been carried out on components or sections of equipment.

Certificates of ConformityThese are documents issued by manufacturers to certify that their products comply with specific requirements, e.g. IP55 water proofing or explosion proof classification.

Construction/Installation Quality Control PlansThese are similar to Q3 above but relate to site based activities.Test ProceduresThese pertain to any tests to be implemented by the Contractor , other than NDE tests and heat treatment. They could be pressure tests, electrical continuity tests, earth resistance tests, etc.Test Reports and CertificationThese are reports and certificates issued for tests carried out as per Q22 above. Survey data, geotechnical profile data and field measurement data shall also be included where applicable. For earthworks Contractors , the survey data shall include a first submission of base data and a final submission for determining quantities.

Material Certificates

These are certificates issued to certify that materials are of a specified grade. The material shall be marked to be traceable to the certificate.

Inspection ReportsThese are inspection reports issued by the ContractorPainting Certificates

This is a document certifying that preparation, application and testing has been carried out in terms of known standards and Contract

NDE ReportThis is a report generated in terms of the NDE procedure listing the results.NDE Operator QualificationsThese are certificates required to demonstrate that the person carrying out the NDE procedure is competent to do so.Pressure Test CertificatesThis is a document issued to certify that a component or system has been pressure tested to the approved procedure.

These certificates are used to authenticate welding rods.Weld MapsThis is a drawing indicating where welding is required e.g. between the plates of a pressure vessel and showing which welding procedure is to be used for each weld and identifying the joints.NDE ProceduresNDE is Non Destructive Examination e.g. magnetic flux examination.This is a document explaining the performance of a non-destructive test on a component to prove its integrity against a known standard.

This is a document detailing a specific welding operation. It will describe the preparation required, the material, the type and size of rod to be used, the number of runs, etc.Welding Procedure Qualification Records

This is a record of a test of the Welding Procedure Specification Q15 above to determine that it is practical and meets the intended requirements.

Welder Qualification Record

This is a record of a test carried out for a specific welder on a specific procedure to demonstrate that he/she is competent to weld to that procedure.

Welding Consumable Certificates

This should set out the qualifications and experience of the proposed Quality Representative to demonstrate his or her competence to fulfill the envisaged duties. AuditsThese are documents explaining how audit schedules and reporting will be carried out on work to be done.

OrganogramThis is a document displaying the structure of an organizationWelding Procedure Specifications



SCHEDULE

R.2

R.3

R.4

R.5

R.6

R.7

R.8

R.9

R.10

S.1

S.2

S.3

S.4

S.5

S.6

S.7

S.8

Detail dimensioned drawings of the ventilation equipment and ducting in plan and elevation

Mechanical layout drawings of equipment and (or) structures with details of reinforcing and loading in the case of concrete structures and details of loads, termination of members and member sizes for structures

Shop Detail DrawingsThese drawings show all the details necessary to fabricate the structural components.

Cladding & Fixing DetailsThese drawings show the dimensioned details of the cladding to be fixed to the structure. They include all necessary details of how the cladding is to be fixed to the structural works.

Erection Assembly Drawings

Structural Detail DrawingsThese drawings show the detail arrangement of the structural works at key locations via cross section views. Sufficient dimensioned details should be produced to enable efficient construction of the works.

Ventilator Detail Drawings

Structural GA’s

Shop Pre-Assembly Detail

These drawings show the structural components required to be assembled prior to delivery to the works area.

The histograms shall set out the numbers of personnel, of various categories, needed to be accommodated in the construction village.

Empowerment Schedule and Histograms

These drawings show the arrangements necessary for erection/assembly of the individual structural components for completion of the works.

Layout DrawingsThese drawings show the dimensioned layout of the assembled structural components.

This schedule and histogram sets out planned and actual contracts awarded directly and indirectly to previously disadvantaged organizations and individuals.

STRUCTURAL

This document sets out the transport arrangement including routes and timetables for the transport of local employees. Charges to employees, if any, shall be stipulated.Board Resolution on powers of Site ManagerThis shall be a certified copy of a formal resolution of the contracting company which demonstrates that the Site Manager has adequate authority to effectively manage the site.Workman’s Compensation Certificate of Good StandingThis document is a current certificate from the Department of Labour demonstrating that the Contractor is in good standing with the Department of Labour with respect to Workman’s Compensation.Histograms for village Accommodation

These should list site and after hours telephone numbers for the contractor site personnel.Index and Attendance of Training in the Project Labour Agreement Procedures

The purpose of this document is to ensure that the necessary Contractor's personnel have been trained in the PLA procedures.

List of Contractors Names for Strike HandlingThis lists the Contractor’s personnel and telephone numbers who are responsible for strike handling procedures.Transport of Local Employees – Arrangement Details

This should set out the qualifications and experience of the proposed I.R. Officer to demonstrate his or her competence to fulfil the envisaged duties.

Training Skills Plan for ‘Locals’

This should set out the syllabus, schedule and number of people to be trained to comply with the contractual training requirements.

Contractor Site Contact Phone Numbers


Contractor Documentation Submittal

Requirements

ECI JV Document Management

May 2012

301114 SSA RSA XX 01

P:\Johannesburg\Projects New\SSA\AST\Eng_Management\Projects Proposals\Herman\Hard Drive\Completed folders\Design Criteria MM

24 May 2012

Contractor Documentation Submittal Requirements


May 2012

Eastern Cape Infrastructure Joint Venture (ECI – JV), 25 Scott Street, Waverley, 2090, Johannesburg, South Africa

T +27 (0) 11 566 8555 F +27 (0) 86 662 6308, W www.ecijv.co.za

ECIPRG-DM-ST-001_0_ 24 May 2012

i


Chapter Title Page

1. Purpose 1

2. Scope 2

3. References 3

4. Definitions / Abbreviations 4

4.1 Definitions ___________________________________________________________________________ 4

4.2 Abbreviations_________________________________________________________________________ 5

5. Responsibilities 6

6. Procedure 7

6.1 Documentation to be Submitted __________________________________________________________ 7

6.1.1 Contractor Documentation Schedule (CDS)_________________________________________________ 7

6.1.2 Contractor Documentation Register (CDR) _________________________________________________ 7

6.1.3 Contractor Documentation Starter Kit ______________________________________________________ 8

6.2 Documentation Preparation Requirements _________________________________________________ 8

6.2.1 Quality ______________________________________________________________________________ 8

6.2.2 6.2.2 Standards and Codes _____________________________________________________________ 8

6.2.3 Copyright ____________________________________________________________________________ 8

6.2.4 Language ___________________________________________________________________________ 9

6.2.5 Units of Measurement __________________________________________________________________ 9

6.2.6 Sizes of Documentation ________________________________________________________________ 9

6.2.6.1 Drawings ____________________________________________________________________________ 9

6.2.6.2 Other Documents _____________________________________________________________________ 9

6.2.7 Documentation with Multiple Sheets_______________________________________________________ 9

6.2.7.1 Drawings ____________________________________________________________________________ 9

6.2.7.2 Documents __________________________________________________________________________ 9

6.2.8 Details Required on Documentation _______________________________________________________ 9

6.2.9 Electronic Documentation Requirements __________________________________________________ 10

6.2.9.1 File Formats to be Submitted ___________________________________________________________ 10

6.2.9.2 Native Files _________________________________________________________________________ 11

6.2.9.3 Adobe Acrobat (.PDF) Files ____________________________________________________________ 11

6.2.9.4 Databases __________________________________________________________________________ 11

6.2.9.5 Drawing Files________________________________________________________________________ 11

6.2.9.6 Sketches ___________________________________________________________________________ 12

6.2.9.7 Text Documents _____________________________________________________________________ 12

6.2.9.8 Tables/Diagrams _____________________________________________________________________ 12

6.2.9.9 Reports ____________________________________________________________________________ 12

6.2.9.10 Photo’s / Video’s _____________________________________________________________________ 12

6.2.9.11 Security ____________________________________________________________________________ 12

6.2.9.12 Scanning Requirements _______________________________________________________________ 12

6.2.9.13 Scan Settings _______________________________________________________________________ 12

6.2.10 Documentation Numbering _____________________________________________________________ 13

Content


ii


6.2.11 Revising Documentation _______________________________________________________________ 14

6.2.12 Revision And Status of Documentation: ___________________________________________________ 14

6.2.12.1 Revision Notes ______________________________________________________________________ 14

6.2.12.2 Indicating Revisions __________________________________________________________________ 15

6.2.12.3 As-Built/Final Revisions _______________________________________________________________ 15

6.3 Documentation Submission ____________________________________________________________ 15

6.3.1 Documentation Submission Format ______________________________________________________ 15

6.3.1.1 Electronic Transmission _______________________________________________________________ 15

6.3.1.2 Contractor Portal _____________________________________________________________________ 15

6.3.1.3 Hard Copy Transmission ______________________________________________________________ 16

6.3.2 Transmittal Notes ____________________________________________________________________ 16

6.3.3 Formats and Quantities of Documentation _________________________________________________ 16

6.3.4 Address for Submission _______________________________________________________________ 16

6.4 Review and Acceptance of Contractor Documentation _______________________________________ 17

6.4.1 6.4.1 Contractor Review Label (CRL) _____________________________________________________ 17

6.4.2 6.4.2 First Submission of Documentation __________________________________________________ 18

6.4.3 6.4.3 Review of Documentation _________________________________________________________ 18

6.4.4 6.4.4 Review Codes for Contractor Documentation __________________________________________ 18

6.4.5 Return of Reviewed Documentation ______________________________________________________ 19

6.4.6 Review Period _______________________________________________________________________ 19

6.4.7 Revised Documentation _______________________________________________________________ 19

6.4.8 6Submittal of IFC/IFU/Final/As-Built Documentation _________________________________________ 20

6.5 As-Built/Final Documentation ___________________________________________________________ 20

6.5.1 6.5.1 Definition of Final and As-Built Status of Documentation _________________________________ 20

6.5.2 Preparation of As-Built Documents_______________________________________________________ 21

6.6 Turnkey Contracts ____________________________________________________________________ 21

6.7 Cancelling and Superseding Documentation _______________________________________________ 21

6.7.1 Superseding ________________________________________________________________________ 21

6.7.2 Cancelling __________________________________________________________________________ 22

7. Records 23

Appendices 24

Appendix A. Transmittal Note _____________________________________________________________________ 25

Appendix B. Standard Drawing Sheet _______________________________________________________________ 26


1


This standard outlines the documentation requirements that are to be implemented by the Contractor for

the preparation, submission, receipt, review and collection of Technical and (or) Deliverable

Documentation, as detailed in the Contractor Documentation Schedule (CDS).

Contractor documentation is of the utmost importance for the in-house Engineering activities as the

information contained in the Contractor’s documentation interfaces with several other disciplines for the

Engineering, e.g. Mechanical, Structural, Piping, Control & Instrumentation, Electrical, etc.

The supply of high quality documentation within the time required as defined in the ‘Works Information’,

Contractor Documentation Schedule (CDS) and Contract must be considered as one of the main objectives

by the Contractor.

1. Purpose


2


This scope defines the Contractor’s responsibilities in terms of the preparation of all the Contractor

Deliverables required for each Contract Package.

2. Scope


3


� ISO 9001:2000 - Quality Management Systems Requirements

� SANS 10111 - Code of Practice for Engineering Drawings

� SANS 10143 - Building Drawing Practice

� Contractor Documentation Register (CDR)

� Contractor Review Label (CRL) for A3 and A4 Documentation

� Contractor Review Label (CRL) for Drawings

� Contractor Portal Set-up and Use – How to Guide

� Programme CAD Standards

� Standard Project Drawing Sheet

3. References


4


4.1 Definitions

‘As-Built’ Document Are a final record of what was actually installed/constructed according to the Fabrication/Construction Contractor and include all deviations or changes from the

approved IFC/IFE document(s).As-Built document(s) are required to reflect the same degree of detail as the original document(s). As-Built document(s) shall be

done by all Contractors

Contract Formal document evidencing agreement between Employer and Contractor for supply of on site or off site services (Generic term used for Purchase Orders,

Contracts and Service Orders in this procedure)

Contractor The party to a contract that provides services to the Employer (Generic term used for Vendors, Suppliers, Contractors, Consultants, etc.)

Controlled Document Any document where its revision and distribution are recorded to ensure that Project team members holding a copy of the document have the current revision and will

receive future revisions, subject to a formal review and approval process

Documentation Collective term used to describe drawings and documents, e.g. letters, faxes, drawings, specifications, reports, manuals, standards, publications, software, etc.

Document Control The function that ensures systematic registration, distribution, retrieval, status reporting and storage of revision controlled documentation, typically Technical and

(or) Deliverable documentation

Document Management Is the over-arching term used to describe the management of documentation on a Project

Employer The party to a Contract or Purchase Order to whom the goods are supplied or for whom the work or services are performed. For this Project, Transnet Ltd is the

Employer.

Employer’s Documentation Shall mean all documentation issued to Contractors by the Project.

Engineering Deliverables Technical documentation generated by Engineering i.e. drawings, drawing registers, Engineering document registers, calculations, requisitions, equipment lists, design

specifications, etc.

‘For Record’ Document A set of record drawings/documents conforming to the marked up prints, drawings and other data, handed over to the Client as part of the project handover procedure

Master Document The original wet signed (signature) document which is held by Project Office Document Control

Native Document Original electronic file format of documentation

Transmittal System generated and accompanies all distributions of technical documentation

Portal A Portal is a ‘Gateway’ (entry/view) into certain areas of a Project structure within the EDMS (iPas DM)

Project Deliverables Is any document, drawing, report, register, task, etc.

Project Manager The Project Manager is appointed by the Employer and his role is to manage the Contract for the Employer

Published Document Folders in iPas DM Published Documents area which contain …

Forecast List of all Technical Deliverables including Vendor Deliverables

Internal Project Plans and Procedures

Document Control Reports

Reference and Standard Documents

Mark-Ups Internal, Client and ‘As-Built’

Transmittals, etc.

Throughout the life of the Project, Technical Documents – new versions - which have achieved completion at a designated Document Status (Issue Milestone) and

revision, with appropriate signatures will be stored in the Published Technical Deliverables Folders.

4. Definitions / Abbreviations


5


‘As-Built’ Document Are a final record of what was actually installed/constructed according to the Fabrication/Construction Contractor and include all deviations or changes from the

approved IFC/IFE document(s).As-Built document(s) are required to reflect the same degree of detail as the original document(s). As-Built document(s) shall be

done by all Contractors

Squad Checking The review of technical documentation by multiple Engineering disciplines in order to ensure co-ordination, communication and interface between the various

disciplines; done in an area specifically allocated for the review of documentation; the process/activity is controlled by Document Control but the work is executed by

the Engineering team.

Tender document The formal document that expresses the terms, both Commercial and Technical, against which a Tenderer submits its Tender for Contracts

Transmittal Is documented evidence of the formal distribution of documentation to recipients which display Transmittal No., Title, Date, Issue Reason, Revision No. etc. It’s

evidence of distribution and receipt of documentation.

Uncontrolled Document Any copy of a document where its distribution is not required to be recorded, and that does not require revision control or formal review

Working Document The main working copy of an original document where proposed changes are recorded for incorporating into subsequent revisions

IPas DM The project’s web-based Electronic Document Management System (EDMS) used for sharing and storage of documentation

‘Works Information’ A document that describes the scope of work to be undertaken on a project i.e. different services and disciplines involved within the ‘works’ and the location where

most of the work will be carried out, and is issued with Tenders and Contracts

4.2 Abbreviations

AB As-Built/Recorded Documentation

AFC Approved For Construction

CDR Contractor Documentation Register

CDS Contractor Documentation Schedule

CRL Contractor Review Label

DC Document Control

DCIS Document Control Instruction Sheet

EDMS Electronic Document Management System

FN Final

IFC Issued For Construction

IFE Issued For Execution/Implementation

IFU Issued For Use

RE Responsible Engineer


6


Project Manager

Is responsible for defining the requirements, ensuring that the Contractor Documentation Schedule (CDS)

is agreed with forecast dates, approved and expediting the Project Reviewers. The Project Manager is

also responsible for supporting the process of managing Contractor documentation.

Expeditor

The Expeditor in conjunction with the Project Manager shall be responsible for the expediting of the

Contractors’ Documentation.

Document Control

Is responsible for managing the Contractor Document Management process, thereby providing Contractor

Reports from iPas DM and auditing Contractor documentation.

Contractor

The Contractor is responsible for submitting all documentation required by the Contract to comply with the

requirements of this standard.

Sub Contractors

The Contractor is responsible for providing the Sub Contractors with all the relevant Transnet Capital

Projects templates, and for ensuring that the Sub Contractors utilise the templates by including their data

on the Project templates and submit their data via the Contractor for formal submission to the Project

Manager. (If the Contractor sub contracts work, he is responsible for providing the Works as if he had not

sub contracted.)

5. Responsibilities


7


6.1 Documentation to be Submitted 6.1.1 Contractor Documentation Schedule (CDS)

The CDS states the Employer’s requirements for:

� The document types to be submitted by the Contractor at various stages of the Contract

� The timing for documentation to be submitted by the Contractor

� The number of copies to be submitted by the Contractor; and

� The formats that are to be submitted by the Contractor

The Project Manager completes the Contractor Documentation Schedule (CDS) and includes it with the

Enquiry and Contract as an attachment/annexure to the ‘Works Information’ document. The Contractor

submits documentation as required by the Contractor Documentation Schedule (CDS), within the time

specified.

All documentation shall be submitted according to the dates specified in the Contractor Documentation

Schedule (CDS).

6.1.2 Contractor Documentation Register (CDR)

The Contractor Documentation Register (CDR) is a list of documentation that the Contractor is to submit in

accordance with the Contract. The Contractor is to use the Contractor Documentation Schedule (CDS) as

the basis for developing the Contractor Documentation Register (CDR).

It is essential that the correct document category as defined in the Contractor Documentation Schedule

(CDS) is allocated to each document in the Category Number column of the Contractor Documentation

Register (CDR), i.e. ‘CDS Cat. No’.

The title of the documentation shall adequately define and describe the facility and equipment where

applicable.

The Contractor Documentation Register (CDR) is generally submitted within 2 weeks of the Contract award

date, unless otherwise indicated on the Contractor Documentation Schedule (CDS) or in the Contract.

Once the Contractor Documentation Register (CDR) is submitted, the Project Manager in conjunction with

Document Control assigns document numbers to each document. The Contractor Documentation Register

(CDR) is reviewed and returned to the Contractor as defined elsewhere in this procedure. The Contractor

is to use the exact document numbers and titles as provided and listed by the Project Manager on the

Contractor Documentation Register (CDR), on each of the documents.

The Contractor Documentation Register (CDR) is a ‘live’ document that shall be updated and resubmitted

by the Contractor on a regular basis to reflect any changes made, e.g. updated planned/actual submission

dates or addition of new documents requiring new numbers. Changes to a row(s) of the register shall be

highlighted in colour across the entire row(s).

The Contractor Documentation Register (CDR) shall be submitted in Excel (electronic format) as well as

PDF format upon each submission to the Project, and shall also be submitted with the final documentation.

The forecast and actual submission dates shall reflect the dates of the next issue of the documentation,

and once this submission reaches conclusion the dates are to be updated to reflect the next issue, i.e. once

6. Procedure


8


the document reaches a “Certified” final status, i.e. “For Record”, the dates on the CDR shall be updated to

reflect the as-built documentation submission dates.

Refer:

Contractor Documentation Register

‘Programme CAD Standards’

6.1.3 Contractor Documentation Starter Kit

A standard Contractor Documentation ‘Starter Kit’ is included with the Contract and consists of the

following:

� Standard Project Drawing Sheet (included with the CAD Standards – electronic copy)

� Contractor Documentation Register (CDR) Template (electronic copy)

� Contractor Review Label (CRL) for A3 & A4 documents (electronic copy)

� Contractor Review Label (CRL) for drawings (issued on CD) – electronic copy)

� Contractor Portal Set-Up and Use – electronic copy)

Document Control issue the ‘Starter Kit’ under cover of a Transmittal Note at the Project Kick-off Meeting

on CD-ROM. Alternatively, Document Control could arrange for a Contractor Portal to be set-up and the

‘Starter Kit’ placed in the Portal for the Contractor to retrieve.

6.2 Documentation Preparation Requirements 6.2.1 Quality

Documentation shall be of the highest quality to allow immediate and accurate use by the Project Manager

(or Supervisor as appropriate), i.e. without any need for interpretation due to possible illegibility, or

prints/copies of poor quality.

Any illegible or indecipherable drawings will be systematically rejected and returned to the Contractor, who

shall in no case allege documentation being rejected and returned as a reason for any delay affecting

delivery.

All documentation shall have sufficient border for punching as required for filing purposes.

6.2.2 6.2.2 Standards and Codes

All documentation shall conform to the latest revisions of the following, i.e.:-

� SANS 10111 - Code of Practice for Engineering Drawings, or

� SANS 10143 - Building Drawing Practice, or

� ISO 9001:2000 - Quality Management Systems Requirements

6.2.3 Copyright

It is the responsibility of the Contractor to observe copyright provisions (of the Employer and Others) for

documentation and data that are prepared and subject to copyright. Prior to reproducing copyright

protected documents for inclusion in a project document, the Contractor must obtain written permission

from the copyright holders.

The ownership and copyright of documentation prepared by the Contractor are subject to the provisions of

the relevant Contract or as stated in the ‘Works Information’.


9


6.2.4 Language

All drawings and documents shall be in English unless otherwise stated.

6.2.5 Units of Measurement

All units and dimensions on the Contractor’s documentation shall be in SI units, unless otherwise specified.

6.2.6 Sizes of Documentation

6.2.6.1 Drawings

The following standard drawing sizes shall be used:

� A3 - 277 x 420mm

� A2 - 420 x 594mm

� A1 - 594 x 841mm

� A0 - 841 x 1189mm

Note:

� Drawings wider than A0 are not acceptable to the Project Manager.

� Hard copy drawings shall be printed out at actual size, e.g. shall not print A1 size when drawing size is

A0

� A4 drawings are prohibited unless issued as part of a document.

6.2.6.2 Other Documents

All the Contractor’s documentation other than drawings shall be prepared on standard A3 or A4 size sheets

suitable for insertion into an A4 hard-core binder (file).

All documentation shall have sufficient border to allow for punching.

6.2.7 Documentation with Multiple Sheets

6.2.7.1 Drawings

If a series of drawings of a particular area is produced by the Contractor (e.g., Loop diagrams which may

have 50 or more sheets) one sequential drawing number shall be used with a series of sheet numbers.

Where more than one sheet is used, the first sheet (numbered 01) shall incorporate an index for all the

other sheets in the series, including their current revision status and date.

6.2.7.2 Documents

The Contractor’s documents with several sheets (e.g. data sheets, reports, etc.) shall be compiled as sets

i.e. a multi sheet document identified as a single document with a single document number. Thus, each

sheet is identified individually e.g. “sheet 10 of 15” and all documents shall be numbered from page 2

onwards.

Each set shall include a Table of Contents and the identification data shall as a minimum contain the

following, i.e. the document number, revision number, page number and continuation information shall

appear on every page of the multiple page documents. The front sheet of each document shall be page 1,

however the number or wording “page 1” is not shown on the first page.

6.2.8 Details Required on Documentation

Each drawing and document shall be identified with the following information, i.e.:-

� Project Name and Number

� Contract Number


10


� Equipment Tag Number (s) (if applicable)

� Manufacturer’s model/type (if applicable)

� Official Name of Contractor’s Company

� Contractor’s Reference Number

� Project Document or Drawing Number

� Electronic File Name (Identical to the Employer’s Document or Drawing Number and not the

Contractor’s Document or Drawing Number)

� Identification and signature of Originator, Checker, Approver, PR Eng, etc.

� Title

� Revision

6.2.9 Electronic Documentation Requirements

Electronic submissions shall conform to the minimum quality standard as listed below, i.e.:-

6.2.9.1 File Formats to be Submitted

All deliverables submitted by the Contractor must be supplied in the formats listed below and be editable

using the software listed in Table 1 – ‘Acceptable File Formats’. Only exceptions that have prior approval

from the Project Manager will be accepted. Software used shall be the latest generation and where

appropriate, shall be regularly upgraded.

Note:

� All electronic documents shall be submitted in Adobe Acrobat (PDF) format and ‘Native’ file at all times.

Document Type Description

Drawings Native: as defined in CAD standards procedure

Published In: Adobe Acrobat (PDF) version 7

Data Sheets (other than instrumentation)

Native: MS Excel 2003


Data Sheets (Instrumentation) Native: As per software used or as otherwise specified in Contract


Engineering Data Lists Native: MS Excel 2003 Published In: Adobe Acrobat (PDF) version 7

Calculation Outputs/results Native: As per software used or as otherwise specified in Contract


Document Viewers – Redlining Adobe Acrobat v7 minimum with “Comments” enabled

All Reports Native: MS Word 2003

Published in: Adobe Acrobat (PDF) version 7

Report supporting Data including: Calculations, Charts, Graphs, Indexes, etc

Native: As per software used or as otherwise specified in Contract


Manuals Native: MS Word 2003


General Documents Native: MS Word 2003


11


Document Type Description


Presentations Native: MS PowerPoint 2003


Colour Photographs/Scanned Images

Native File format: JPG Compression level 1%

Graphic Imagery Published images in: TIF uncompressed or WMF

Native image format: Corel Draw 7 CDR file

Adobe Photoshop 7.0 PSD

PowerPoint 2000 PPT file

Project Schedules Native: Primavera P3 (preferred)

Native: MS Project


Databases (preferred) MS SQL Server 2000

Databases (non-preferred) ODBC compliant

Microsoft Access 2003

Data Compression Software: WinZip 8.0

Other General project data Native: Microsoft Office 2003 application


6.2.9.2 Native Files

Native files shall be clean of all extraneous fonts, formats and styles to ensure inadvertent reformatting and

format adjustments or difficulties that do not eventuate in downstream handling of documents.

6.2.9.3 Adobe Acrobat (.PDF) Files

PDF files shall be of a high quality and without dark background shading as definition may otherwise

become lost.

The quality of Adobe Acrobat (.PDF) files shall be such that a hardcopy of a laser printed A1 Adobe

Acrobat (.PDF) drawing can clearly be read in A3 size. Similarly A3 and A4 Adobe Acrobat (.PDF) file

quality shall be such that hardcopy of a laser printed A3 or A4 Adobe Acrobat (.PDF) document can clearly

be read in A4 size.

The Contractor shall physically test and confirm this prior to transmitting Adobe Acrobat (.PDF) files.

6.2.9.4 Databases

Databases shall be presented in compatible format on CD Rom as specified in Table 3. Multi format

documents (created from several files) shall be combined and submitted as a single Adobe Acrobat (.PDF)

file.

6.2.9.5 Drawing Files

These shall be submitted in Adobe Acrobat (.PDF) and native file format at all times. (Refer to CAD

Standards)

‘Native’ files shall include reference/border files, etc.


12


A single file shall be submitted per document, i.e. under no circumstances shall different drawings with

different numbers appear on one sheet under one file name, nor shall a drawing with multiple sheets be

saved into one electronic file.

All CAD drawings shall be contained in one single merge file, and any form of ex Ref or Reference File will

not be accepted.

6.2.9.6 Sketches

These shall be A3 or A4 size scanned as Adobe Acrobat (.PDF) file.

6.2.9.7 Text Documents

Each page of a single document shall be collated into one file. (The “wet” signature Contractor Review

Label (CRL) coversheet, where required, is inserted at the beginning of the document prior to review).

6.2.9.8 Tables/Diagrams

These shall be A4 and A3 size only.

6.2.9.9 Reports

Reports containing Word, Excel, DGN, DWG, brochures, etc. shall be compiled as one Adobe Acrobat

(.PDF) file.

Note:

� Original colour hardcopies shall be scanned in colour to ensure all details of paper documents.

6.2.9.10 Photo’s / Video’s

Prints should be submitted of conventional photographs or prints and digital files of electronic images, or as

specified by the Project Manager.

6.2.9.11 Security

Files shall be clear of known viruses and extraneous (irrelevant) macro’s. The Contractor shall at all times

have the latest generation of virus protection software. The Contractor shall ensure appropriate security

systems are in place to prevent unauthorized electronic distributions and (or) unauthorized editing or

manipulation of electronic files.

6.2.9.12 Scanning Requirements

All drawings and documents shall be manually scanned black and white except where colour image and

fonts are required or necessary.

The settings below should be adhered to where possible and may vary depending on scanning software

used. Where images rendered with these settings are unreadable, operators shall use their discretion and

adjust colour depth and resolution accordingly.

6.2.9.13 Scan Settings

Resolution:-

� Black & White - 200 dpi

� Colour - 100 dpi

� Fine Line Drawings - 300 dpi


13


Image Type:-

� Black & White - 1 Bit

� Colour Line Drawings - 8 Bit (256 colours) minimum

� Colour photos and rendered images - 24 Bit

� Use automatic threshold to determine the white & black points

Other Criteria to Adhere to:-

� Rotate to correct reading (i.e. viewable at correct orientation)

� De-skew (i.e. straighten if on a slant)

� De-speckle (i.e. remove background dirt)

Note:

� When a scanned drawing is printed to be re-scanned, subsequent to e.g. mark-ups or signatures, then it

shall be scanned at a setting of 400 dpi.

� Wherever possible, ‘Native’ documentation is to be used for conversion to PDF format.

6.2.10 Documentation Numbering

Once the Contractor Documentation Register (CDR) has been submitted by the Contractor, Document

Control will allocate the Employer’s documentation numbers on the Contractor Documentation Register

(CDR) and return it to the Contractor.

A typical example of documentation numbering is as follows, i.e.:

a) Table 1 – A typical example of a Technical Drawing Number

Project No.

Operating Division No.

Area Code (FBS)

Discipline Code

Document Type

Sequential No.

Sheet No.

Rev. No.

Contractor Code

H500102 2 211 M GA 0012 02 01 BR

b) Table 2 – A typical example of a Technical Document Number

Project No.

Operating Division No.

Area Code (FBS)

Discipline Code

Document Type

Sequential No.

Rev. No. Contractor Code

H500102 2 211 F SP 0003 01 BR

A unique sequence number is allocated to each document and remains the same for each submittal of that

specific document.

The Contractor shall use the Employer’s document numbers and titles exactly as per the Contractor

Documentation Register (CDR) on all documentation submitted.

Electronic file names for all documentation shall be exactly as per the Employer’s documentation numbers,

but the revision number shall be excluded from the electronic file name.


14


6.2.11 Revising Documentation

All documentation carries a revision block, which must be completed in full before submitting to the Project

Manager, and typically denotes the following:-

� NO. = Revision Number, e.g. A, B, 0, 1, etc.,

� DESCRIPTION = Describes the status, e.g. Issued for Tender,

� BY = Person responsible for revising the document

� CHK’D = Person responsible for checking the revised document

� APP’D = Person responsible for approving the revised document

� DATE = Date of the revised document

6.2.12 Revision And Status of Documentation:

The revision denotes the status of documentation and is identified by a character code described as

follows:

i. Pre-Construction:

� Revision A …. Identifies the Pre-Construction status of the documentation e.g.

‘Issued for Review/Approval’, etc.

Note:

� Subsequent Pre-Construction phase submissions increment alphabetically e.g. B, C, D, etc. until the

Construction Phase is achieved.

ii. Construction:

● Revision 0 …. Identifies the Issued For Use status of the documentation

e.g. ‘Issued for Construction/Fabrication, etc.’

Note:

� When the documentation reaches the Construction phase, the alphabetical letter (e.g. ‘D’ ) is dropped

and the revision is set to “0”, and, subsequent Construction phase submissions increment numerically

e.g. 1, 2, etc.

The letters “O”, “Q” and “I” shall not be used.

The issue of each document shall be revised after the modification or comments have been incorporated.

Upon reaching revision “0” (zero) – i.e. “Issue For Construction”, all previous revision triangles and revision

descriptions shall be removed from the drawing.

When the revision block is full, begin again, adding details at the bottom of the block by removing previous

revision detail sufficient to allow room to describe the current (new) revision plus one extra line to be left

blank to differentiate the previous from the current (new) revisions.

6.2.12.1 Revision Notes

The revision block should record each change in revision with a brief but specific description of the

changes made.

Terms such as “Minor Revision” or “General Revisions” shall be avoided in favour of a more specific

notation.


15


More than one line may be used but only the revision number and date together with the relevant initials

shall appear in the top line.

6.2.12.2 Indicating Revisions

Revisions shall be clearly identified by placing a revision triangle with the correct revision number in the

right hand column in the case of documents, and is adjacent to the area on the document that has been

changed.

All revisions made on drawings shall be enclosed by a cloud except in cases where to add a cloud detracts

from the readability of the drawing. At subsequent revisions all clouds and revision triangles from the

previous formal revision shall be removed from the drawing.

6.2.12.3 As-Built/Final Revisions

Should documentation require changes upon completion of Construction, it shall be revised to an “As-Built”

status, as well as bear the wording “Certified As-Built”, which is indicated in the revision block of the

documentation.

Should documentation not require any changes upon completion of Construction, it shall be revised to a

“Final” status, as well as bear the wording “Certified Final”, which is indicated in the revision block of the

documentation.

6.3 Documentation Submission 6.3.1 Documentation Submission Format

All documentation shall be submitted under cover of a Contractor’s Transmittal Note.

6.3.1.1 Electronic Transmission

The Contractor Documentation Schedule (CDS) defines which documentation shall be transmitted

electronically. All electronic documentation shall be transmitted either via the Contractor Portal if set up for

the Contract or failing that on CD ROM.

Documentation submitted on CD ROM or via the Contractor Portal shall be contained in a zip file with the

Transmittal Note enclosed.

Note:

� In the event of documentation required urgently and the Contractor is not able to submit a CD ROM and

(or) Hardcopy format timeously, then e-mail transmission may be applied for (but in extreme cases

only)

� Per e-mail - the file size may not exceed 5 MB and the Transmittal Note shall be attached

� The Contractor is still required to submit the relevant CD ROM to Document Control without delay.

� When sending an e-mail the Contractor shall ensure that the subject field of the e-mail is completed as

follows, i.e.: Contract Number – Contractor’s Transmittal Number and Description of documentation

transmitted.

6.3.1.2 Contractor Portal

It is a further requirement that the Contractor ensures that a reliable and suitable internet connection is in

place as electronic data transfer/return of documentation shall be primarily via a Contractor Portal created

within the Project’s database, i.e. iPas DM, once set up by the Project

Comprehensive training shall be provided by Document Control in this regard.


16


In the event of transmissions via the Contractor Portal, the Contractor shall be issued with the ‘Contractor

Portal Set-up and Use – How to Guide.

6.3.1.3 Hard Copy Transmission

Documentation shall be submitted in printed hard copy format unless otherwise stated on the Contractor

Documentation Schedule (CDS).

6.3.2 Transmittal Notes

All documentation shall be submitted under cover of the Contractor’s Transmittal Note indicating all

Contract references (i.e. Project No, Contract No, etc.), Project Documentation Number(s), Revision

Number, Title and Chronological listing of transmitted documentation.

The Contractor’s Transmittal Note shall state the purpose/issue reason of the documentation submission.

Documentation for different purposes must be sent on separate Contractor Transmittal Notes. The

Contractor shall note that documentation will be rejected if this requirement is not met.

Documentation issued under cover of a Transmittal Note by the Project to the Contractor shall be signed,

dated and the signed copy returned to the Project Manager at the address specified in 6.3.4 – ‘Address for

Submission’

6.3.3 Formats and Quantities of Documentation

The required number of copies and formats of documents/drawings shall be specified in the Contractor

Documentation Schedule (CDS).

A typical example of quantities and formats would be as follows:-

� Pre-Construction – Hard Copy and PDF (to be specified in ‘CDS’)

� Construction - Hard Copy, PDF and ‘Native’ file(to be specified in

‘CDS’)

� As-Built – Red Lined - Hard Copies (Normally 3 off) (to be specified in ‘CDS’)

� Certified As-Built/Final - Hard Copies (full size) and CD ROM’s containing PDF

and ‘Native’ file formats(to be specified in ‘CDS’)

6.3.4 Address for Submission

Unless otherwise stated the delivery of hard copies and electronic media copies (CD Rom) shall be

addressed and submitted as follows:-

a) For the Oreline Project the address is:-

The Project Manager

Transnet Capital Projects

Contract No.

Oreline Programme

Building 17


17


Western Services Road

Harrowdene Office Park

Woodmead

Attention: (TBA at Award)

b) For the Marine Project the address is:-

The Project Manager


Contract No.

Marine Programme

Building 17



Woodmead


c) For the Special Projects the address is:-

The Project Manager


Contract No.

Special Projects

Building ……….



Woodmead


Note:

� E-mail addresses for direct requests, shall be agreed upon at Contract Award.

6.4 Review and Acceptance of Contractor Documentation The Contractor submits documentation as the ‘Works Information’ requires to the Project Manager for

review and acceptance.

6.4.1 6.4.1 Contractor Review Label (CRL)

The purpose of the Contractor Review Label (CRL) is for the Project Manager to assign a review code to

the reviewed documentation denoting the status of the documentation after consolidation of comments.

The Contractor Review Label (CRL) is to be inserted by the Contractor as follows:-

● The Contractor Review Label (CRL) for drawings is to be inserted on the drawing sheet template

above the title block decal on the right hand side.


18


● The Contractor Review Label (CRL) A4 coversheet for documents is to be attached to the front of

documents combined into one Adobe Acrobat (PDF) file and submitted as one single document.

6.4.2 6.4.2 First Submission of Documentation

The first revision is revision ‘A’, with subsequent revisions being ‘B’, ‘C’, ‘D’, etc. during the pre-construction

phase, thereafter the first revision during the construction phase commences at revision ‘0’ and increments

sequentially i.e. ‘1’, ‘2’, ‘3’, etc.

A first submission at revision ‘B’ is not acceptable and revision numbers must not be skipped.

6.4.3 6.4.3 Review of Documentation

Acceptance of documentation by the Project will in no way relieve the Contractor of their responsibility for

the correctness of information, or conformance with the requirements. This responsibility rests solely with

the Contractor.

Once documentation has been reviewed by the Project, all comments are consolidated and a review code

is assigned on the Contractor Review Label (CRL) to the original reviewed/marked-up drawing/document

by the Project Manager.

6.4.4 6.4.4 Review Codes for Contractor Documentation

The Review Code resulting from the review is as follows, i.e.:-

� Code C1 – Accepted. Submit ‘IFC/IFU’

The Contractor’s design/submission of documentation is accepted and the Contractor is now required to

submit documentation on the next revision for further review but at an ‘IFC/IFU’ status (i.e. on a numerical

revision number commencing at revision ‘0’).

� Code C2 – Accepted with Comments. Revise & Submit IFC/IFU

In the event that the Project returns documentation with comments noted, the Contractor shall within 10

working days of receipt, make the required changes and submit the revised documentation for further

review on the next revision but at an ‘IFC/IFU’ status (i.e. on a numerical revision number commencing at

revision ‘0’).

� Code C3 – Not Accepted. Revise & Resubmit for Review

In the event that the Project returns documentation with “Not Accepted, Revise and Resubmit” the

Contractor shall within 10 days of receipt, make the required changes and re-submit the revised

documentation on a new revision for further review. Should these revisions necessitate changes in other

related documentation, the Contractor shall make the appropriate changes and re-submit all the revised

related documentation for further review. The Contractor shall not proceed with any activities controlled by

that Contractor’s documentation until it has been re-submitted and acceptance indicated.

The Contractor revises and re-submits documentation but on the next revision until a review code ‘C1 or

C2’ is achieved. If previous submission was an alphabetical revision number e.g. ‘A’, then resubmit on the

next alphabetical revision number i.e. ‘B’, ‘C’, etc.


19


� Code C4 – Review Not Required

Documentation signed at “Code C4” level is considered to be for information only and does not require

further submission, and shall not be returned to the Contractor. However, Document Control shall issue a

Transmittal Only to the Contractor in this regard as notification.

� Code C5 – ‘IFC/IFU’ Accepted

This is acceptance by the project of “Issued For Construction or Issued For Use” documentation. As-Built

/Final documentation shall follow as soon as is practically possible.

The Contractor is at liberty to proceed with the manufacture of items to which such documentation relates,

but does not release the Contractor from his responsibility for quality and scope of the order.

This documentation is held for purposes of inspection verification and for initial inclusion in their Installation

Manuals, Operating and Maintenance Manuals, etc.

� Code C6- ‘As-Built/Final’ Accepted

This is “Certified As-Built or “Final” documentation for which no further review is required. The final

documentation shall eventually form part of the final Contractor Manual(s) or Data Books.

This documentation is held for purposes of inspection verification and for final inclusion in their Installation

Manuals, Operating and Maintenance Manuals, etc.

6.4.5 Return of Reviewed Documentation

The original reviewed/marked-up drawing/document is scanned to PDF format and a copy is returned to

the Contractor indicating the Project Manager’s further instructions.

Return of the reviewed documentation is either in hard copy format, in which case the original

reviewed/marked-up drawing/document is returned, or, return is electronically via the Contractor Portal.

Hard copy documentation shall be returned to Contractors outside the Gauteng Area by courier.

Contractors in the Gauteng area will be advised by e-mail or fax (accompanied by a copy of the Project’s

Transmittal Note) that documentation is available for their collection.

Electronic documentation shall be returned via the Contractor Portal created within the Project’s database,

iPas DM.

6.4.6 Review Period

The Contractor shall allow the Project two (2) weeks to review and respond to the Contractor’s submission

of documentation, i.e. from time of receipt by the Project to the time of despatch by the Project. However,

work shall proceed without delay in the event of late return of the documentation by the Project with prior

notification in writing by the Contractor.

6.4.7 Revised Documentation

On receipt of the reviewed documentation the Contractor shall make any modifications requested/marked-

up and resubmit the revised documentation within the time specified on the Contractor Documentation

Schedule (CDS). Queries regarding comments/changes should be addressed with the Project Manager

prior to re-submittal.


20


Any re-submittals, which have not included the changes/comments identified, will be marked with the

applicable review code and returned to the Contractor to be corrected and re-submitted. The Contractor

shall re-issue the revised documentation incorporating all comments on a new revision and other specified

details not included in the previous issue within 2 working days of receipt of the marked-up documentation.

All revised data shall be submitted in its entirety and shall reflect the revision control numbers and shall

also indicate which documentation the revised documentation supersedes, if applicable.

In the case of drawings every sheet has its own revision number and is revised as an individual document.

In the case of documents all sheets under cover of one document number shall be under the same revision

number and be resubmitted, even if the revision is a minor one.

6.4.8 6Submittal of IFC/IFU/Final/As-Built Documentation

Once the ‘For Review’ submission has been accepted by the Project Manager by means of assigning the

review code C1 or C2 to the documentation, the Contractor shall submit the ‘IFC/IFU’ version and change

the revision number from alphabetical to numerical, starting with revision ‘0’.

Documentation issued from revision ‘0’ onwards must be signed off by the Contractor, and shall contain

‘wet’ signatures of the relevant authorized signatories, i.e. PR Engineer’s signature, revision block

signatures (i.e. ‘BY, CHK’D, APP’D’) as well as any other relevant signatures required in the ‘Contractor’

block next to the title block decal.

6.5 As-Built/Final Documentation This is Certified ‘As-Built/Final Accepted’ documentation or documentation for which no further review is

required. The final documentation shall form part of the final Contractor Manual(s) or Data Books.

Contractor provided documents that will have an ‘As-Built’ status are detailed within each Contract or

Procurement package in the Contractor Documentation Schedule (CDS).

Contractors shall provide the ‘As-Built’ documentation that form part of the Operating, Instruction and

Maintenance Manuals that were issued and accepted prior to ‘As-Built’ conditions for inclusion in these

types of manuals by the Project Manager.

6.5.1 6.5.1 Definition of Final and As-Built Status of Documentation

a) “Final” Documentation

This applies to “As Manufactured & Delivered to Site”.

Documentation submitted subsequently by the Contractor once “Final” status is reached shall be indicated

as such in the Revision Notes Block as “Final” and shall also reflect the New Revision Number on the

document in the revision block provided.

b) “As-Built” Documentation

This applies to “As Constructed or As Installed”.


21


The Contractor Documentation Schedule (CDS) shall indicate the documents which are to be brought to

“As-Built” status, and must be submitted only after practical completion when the documentation qualifies

for “As-Built” status, and the period after completion by which they must be finalized.

6.5.2 Preparation of As-Built Documents

a) Transnet Capital Projects Documents

The Contractor responsible for completing the construction/installation works shall prepare three (3)

marked up hard copies of the applicable documents to represent the As-Built condition(s). The mark-ups

shall be in RED pencil or pen and be complete and accurate.

Once prepared the As-Built mark-up documentation is transmitted to Transnet Capital Projects Site

Document Control for further action.

Documents/drawings updated with information known by the Project Manager and as provided by

Contractors at the completion of their Contracts is utilized by the Project Manager to update Engineering

Deliverables/drawings to this status, i.e. “For Record Purposes”

Note:

● File naming convention on drawings/documents shall be in accordance with the Project numbers

assigned on the Contractor Documentation Register (CDR).

b) Design, Supply and Install Contractor Documents

Contractors responsible for the design, supply and installation of equipment area responsible for producing

As-Builts of their own documentation.

The Contractor shall prepare three (3) marked up hard copies of the applicable documents to represent the

As-Built condition(s). The mark-ups shall be in RED pencil or pen and be complete and accurate.

Once prepared the As-Built mark-up documentation is transmitted to Transnet Capital Projects Site

Document Control for further action.

The mark-ups are returned to the Contractor so that they can produce the As-Built revisions.

6.6 Turnkey Contracts The Contractor is responsible for issuing documentation once the documentation has been reviewed and

accepted by the Project Manager at the required status, e.g. Construction phase.

6.7 Cancelling and Superseding Documentation The Document Control procedure for cancelling and superseding is as follows:-

6.7.1 Superseding

If the document/drawing has been transmitted anywhere and is to be replaced by a different document

number/drawing number, then it's superseded. The superseded item should go up a revision and always

have the new drawing or document number written across it, it's the normal practice.

The Document Controller is to check that this has been done on the drawing or document, and the revision

title block should be preceded with:-


22


e.g. "SUPERSEDED by H500102-2-211-M-GA-0030 ...."

6.7.2 Cancelling

If the item is to be cancelled, it means the item has been previously transmitted and it is not being replaced

by another drawing number/document number. In this case the Document Controller should check that the

revision has gone up, the word “CANCELLED” is written across the drawing/document and the word

"CANCELLED" is placed at the beginning of the revision title block


23


All documents generated in terms of this procedure are to be retained as records in accordance with the

requirements of the Archiving Project procedure – ‘Archiving and Retention of Project Documentation’

7. Records


24


Appendix A. Transmittal Note _____________________________________________________________________ 25

Appendix B. Standard Drawing Sheet _______________________________________________________________ 26

Appendices


25


Appendix A. Transmittal Note


26


Appendix B. Standard Drawing Sheet

Data Books and Manuals Standard


May 2012

301114/SSA/RSA/XX/01 24 May 2012 P:\Johannesburg\Projects\Projects\301114 - ECI EPCM\Project Management\Project Procedures\Jaco 24 May 2012\Contractor Documentation Submittal Requirements MM techreport.doc

301114 SSA RSA XX 01

P:\Johannesburg\Projects\Projects\301114 - ECI EPCM\Project Management\Project Procedures\Jaco 24 May 2012\Contractor

24 May 2012



May 2012

Eastern Cape Infrastructure Joint Venture (ECI – JV), 25 Scott Street, Waverley, 2090, Johannesburg, South Africa T +27 (0) 11 566 8555 F +27 (0) 86 662 6308, W www.ecijv.co.za

ECIPRG-DM-ST_002_0_ 24 May 2012 i


Chapter Title Page

1. Purpose 1

2. Scope 2

3. References 3

4. Definitions / Abbreviations 44.1 Definitions _________________________________________________________________________ 44.2 Abbreviations _______________________________________________________________________ 6

5. Responsibilities 7

6. General 86.1 Compliance ________________________________________________________________________ 86.2 Validity ____________________________________________________________________________ 86.3 Copyright and Confidentiality ___________________________________________________________ 86.4 Proprietary Equipment ________________________________________________________________ 86.5 Training Aids _______________________________________________________________________ 86.6 Labelling of Equipment - Safety Information (Warning and Caution Procedures) ___________________ 86.7 Submission of Manuals and (or) Data Books _______________________________________________ 96.7.1 ‘For Use’ Manuals and (or) Data Books ___________________________________________________ 96.7.2 Final Manuals and (or) Data Books ______________________________________________________ 96.7.3 Electronic Submission of Manuals and (or) Data Books _____________________________________ 106.7.3.1 PDF Format of Manuals and (or) Data Books _____________________________________________ 106.7.3.2 Scanning Requirements ______________________________________________________________ 106.7.3.3 Scan Settings ______________________________________________________________________ 106.7.3.4 Recommended File Sizes ____________________________________________________________ 116.8 Review and Acceptance of Manuals and (or) Data Books ___________________________________ 116.8.1 Contractor Review Label (CRL) ________________________________________________________ 116.8.2 Review of Documentation ____________________________________________________________ 116.8.3 Review Codes for Contractor Documentation _____________________________________________ 116.8.4 Return of Reviewed Documentation ____________________________________________________ 126.8.5 Review Period _____________________________________________________________________ 126.8.6 Revised Documentation ______________________________________________________________ 136.9 6.9 Format of Manuals and (or) Data Books ______________________________________________ 136.9.1 6.9.1 Project Title ___________________________________________________________________ 136.9.2 Front Cover, Spine Cover and First Sheet ________________________________________________ 136.9.3 Separator Sheets ___________________________________________________________________ 136.9.4 Paragraph Styles ___________________________________________________________________ 146.9.5 Titles and Headings _________________________________________________________________ 146.9.6 Table of Contents ___________________________________________________________________ 146.9.6.1 Table of Contents List and Indexes _____________________________________________________ 146.9.7 Section Numbering__________________________________________________________________ 156.9.8 Bullet Points _______________________________________________________________________ 156.9.9 Tables ___________________________________________________________________________ 156.9.9.1 Figures ___________________________________________________________________________ 16

Content

ECIPRG-DM-ST_002_0_ 24 May 2012 ii


6.9.10 Revisions _________________________________________________________________________ 166.9.11 Photos ___________________________________________________________________________ 166.9.12 Drawings _________________________________________________________________________ 166.9.12.1 Presentation _______________________________________________________________________ 176.9.13 Annexures ________________________________________________________________________ 176.9.14 Margins __________________________________________________________________________ 176.9.15 Title Pages ________________________________________________________________________ 176.9.16 Tabulation ________________________________________________________________________ 176.9.17 Paper ____________________________________________________________________________ 186.9.18 Manuals (Binders ) __________________________________________________________________ 186.9.19 Text _____________________________________________________________________________ 186.9.19.1 Emphasised Text ___________________________________________________________________ 186.9.20 6Tense ___________________________________________________________________________ 186.9.21 Preferred Spelling __________________________________________________________________ 196.9.22 Use of Capitals _____________________________________________________________________ 196.9.23 Numbers __________________________________________________________________________ 196.9.24 Units of Measure ___________________________________________________________________ 206.9.25 Use of Abbreviations ________________________________________________________________ 206.9.26 Apostrophes _______________________________________________________________________ 206.9.27 Dates ____________________________________________________________________________ 216.9.28 Miscellaneous _____________________________________________________________________ 216.9.29 References ________________________________________________________________________ 216.9.30 Document Referencing ______________________________________________________________ 216.9.31 Printing ___________________________________________________________________________ 22

7. Data Books 237.1 General __________________________________________________________________________ 237.2 Typical Data Book Document Types ____________________________________________________ 237.2.1 Inspection Release Certificate / Inspection Waiver _________________________________________ 237.2.2 Deviation and Concessions ___________________________________________________________ 237.2.3 Material Certificates and Material Test Records ___________________________________________ 247.2.4 7.2.4 Certificate of Compliance, Inspection Reports and Completion Certificates for Fabrication Items 247.2.5 Welder and Welding Operator Records __________________________________________________ 247.2.6 Non-Destructive Testing (NDT) Records _________________________________________________ 247.2.7 Reports on Repairs _________________________________________________________________ 247.2.8 Heat Treatment records ______________________________________________________________ 247.2.9 Dimensional Records ________________________________________________________________ 247.2.10 Surface Finish Records ______________________________________________________________ 257.2.11 Non-Conformance Reports ___________________________________________________________ 257.2.12 Pressure Testing Records ____________________________________________________________ 257.2.13 Mechanical and Performance Test Records ______________________________________________ 257.2.14 Electrical Certificates and Reports ______________________________________________________ 257.2.15 Nameplate or Stamping ______________________________________________________________ 257.2.16 Drawings, Data Sheets and Inspection Plans _____________________________________________ 257.2.17 Miscellaneous Certification, Reports and Records _________________________________________ 257.2.18 List of Parts of Equipment/Material Requiring Statutory Documentation _________________________ 257.2.19 Statutory Approval Documentation for Lifting Equipment ____________________________________ 257.2.20 Documentation for Pressure Vessel and Heat Exchangers (If applicable) _______________________ 257.2.21 Signed Quality Control Plan ___________________________________________________________ 26

ECIPRG-DM-ST_002_0_ 24 May 2012 iii


8. Installation, Operation and Maintenance Manuals 278.1 General __________________________________________________________________________ 278.2 Content ___________________________________________________________________________ 278.2.1 Installation Manuals _________________________________________________________________ 278.2.2 Operating Manuals __________________________________________________________________ 288.2.3 Maintenance Manuals _______________________________________________________________ 30

9. Training Manuals 31

10. Records 32

Appendices 33Appendix A. Typical Data Book Front Coversheet ____________________________________________________ 34Appendix B. Typical Data Book Spine Coversheet ___________________________________________________ 35Appendix C. Typical Section Divider Insert Sheet ____________________________________________________ 36Appendix D. Typical Table of Contents for Installation Manuals _________________________________________ 37Appendix E. Typical Table of Contents for Operating Manuals __________________________________________ 38Appendix F. Typical Table of Contents for Maintenance Manuals ________________________________________ 39Appendix G. Typical Table of Content for Training Manuals ____________________________________________ 40Appendix H. Typical Manual Front Coversheet ______________________________________________________ 41Appendix I. Typical Manual Spine Coversheet ______________________________________________________ 42Appendix J. Typical Table of Contents for Data Books ________________________________________________ 43Appendix K. Typical Table of Contents for Data Books – Rail ___________________________________________ 44Appendix L. Contractor Review Label for Documentation ______________________________________________ 45Appendix M. Contractor Review Label for Documentation ______________________________________________ 46

ECIPRG-DM-ST_002_0_ 24 May 2012 1


The purpose of Data Books is to collate all pertinent information for the Project (e.g. Technical Queries, derailments, accidents, etc.) which tracks the process of the Project to ensure that the Project is constructed as intended by the Designer and that all deviations are approved and documented, as well as to document that all Quality and Safety procedures are followed at all times in order to ensure that the Project is constructed on the principles of best practices within the confines of financial and practical constraints.

The compilation of the Data Books is a continuous process during the Project with predefined periodic reviews to ensure that the QCP objectives are adhered to.

The purpose of this Standard is to describe the requirements for the creation and submission of manuals for Design Data, Installation, Commissioning, Training, Operations, Maintenance as well as any other pertinent information for the Project.

All Contractors supplying Data Books to the Project shall comply with this Standard.

This Standard shall be read in conjunction with – ‘Contractor Documentation Submittal Requirements’. All submissions to Transnet Capital Projects will be subject to the current review procedures in accordance with the Project’s requirements, and any submissions found to be non-compliant will be returned to the Originator for corrective action and re-submission.

1. Purpose

ECIPRG-DM-ST_002_0_ 24 May 2012 2


The scope defines the Contractor’s responsibilities in terms of Contractor and Manufacturer Data Books and Manuals required for each Contractor Package as specified in Contractor Documentation Schedule (CDS).

2. Scope

ECIPRG-DM-ST_002_0_ 24 May 2012 3


ISO 9001:2000 - Quality Management Systems Requirements ISO 1000:1992 - SI Units and Recommendations SANS 10111 - Code of Practice for Engineering Drawings SANS 10143 - Building Drawing Practice Contractor Documentation Submittal Requirements

3. References

ECIPRG-DM-ST_002_0_ 24 May 2012 4


4.1 Definitions

Table 4.1: Definitions As-Built Documents Are a final record of what was actually installed/constructed according to the

Fabrication/Construction Contractor and include all deviations or changes from the approved IFC/IFE document(s). As-Built document(s) are required to reflect the same degree of detail as the original document(s). As-Built document(s) shall be done by all

Contractors

Blue Line The Cold Commissioning Manager, or delegate, shall mark all additional changes onto the applicable Red Line documentation in BLUE pencil or pen once Cold Commissioning

is complete

Client Transnet

Contract Formal document evidencing agreement between Employer and Contractor for supply of on site or off site services (Generic term used for Purchase Orders, Contracts and Service Orders in this standard in accordance with NEC3 Conditions of Contracting)

Contractor The party to a contract that provides services to the Employer (Generic term used for ‘Vendor’, ‘Supplier’, ‘Consultant’, Contractor, Manufacturer, etc.)

Contractor Data Deliverable documentation to be supplied by a Contractor under the terms of a Contract for the supply of equipment or services to the Project

Controlled Document Any document where its revision and distribution are recorded to ensure that Project team members holding a copy of the document have the current revision and will receive

all future revisions, subject to a formal review and approval process

Design Engineer Certificate Confirmation by the Engineer that work carried out is in accordance with the design requirements

Documentation Collective term used to describe drawings and documents, e.g. letters, faxes, drawings, specifications, reports, manuals, standards, publications, software

Document Control

The function that ensures systematic registration, distribution, retrieval, status reporting and storage of revision controlled documentation, typically Technical and (or) deliverable

documentation

Document Control Group The group tasked with performing the ‘Document Control’ activities on the Project. The Document Control Group is a subset discipline of Document Management

Document Control Manager The lead/primary resource allocated to the Programme to manage ‘Document Control’ activities as described in this document

Document Management Is the over-arching term used to describe the management of documentation on a Project

Document Number A unique number allocated to a document. Note: A single document may comprise multiple files and/or renditions

Document Originators Individuals or organizations that produce data i.e. ECI JV, Transnet Project, Client, Vendor, Consultant or Contractor

Document Status Pre-defined indicator shown on a document which identifies the overall level of readiness of a document. May also be used in conjunction with Progress measurement as the Issue

Milestone

Employer The party to a Contract or Purchase Order to whom the goods are supplied or for whom the work or services are performed. For this Project Transnet Ltd is the Employer

Employer’s Documentation Shall mean all documentation issued to Contractors by the Project

Employer’s Representative The entity that manages a Contract or Purchase Order for and on behalf of the Employer. For this project the Employer’s Representative is the Managing EPCM Contractor, i.e.


Engineering Deliverables Technical documentation generated internally by the Engineering i.e. drawings, drawing registers, Engineering document registers, calculations, requisitions, equipment lists,

design specifications, etc.

“For Record” Documents A set of record drawings/documents conforming to the marked up prints, drawings and other data, handed over to the Client as part of the Project Handover procedure

4. Definitions / Abbreviations

ECIPRG-DM-ST_002_0_ 24 May 2012 5


As-Built Documents Are a final record of what was actually installed/constructed according to the Fabrication/Construction Contractor and include all deviations or changes from the

approved IFC/IFE document(s). As-Built document(s) are required to reflect the same degree of detail as the original document(s). As-Built document(s) shall be done by all

Contractors

General Document Any copy of a document where its distribution is not recorded and subsequent revisions will not automatically be issued to copy holders

Master Document The original, ‘wet’ signed (signature) document which is held by Project Office Document Control

Mechanical Completion Certificate

A certificate issued by the Project Manager to the Contractor to: Hand over the work (or portion thereof as per the listed facilities), which is essentially

complete before commissioning, can commence Definitively lists the known defects and outstanding work at the time

Native Document Original electronic file format of documentation

NEC Project Manager The Project Manager is appointed by the Employer, either from his own staff or from outside. His role within the ECC is to manage the contract for the Employer with the

intention of achieving the Employer’s objectives for the completed Project

Principal Contractor The Contractor provides the ‘Works’ in accordance with the ‘Works’ Information

Project All Projects within the Transnet Programme

Project Deliverables Any document, drawing, report, register, task, etc. as agreed upon in the PEP

Portal (Web)

Provides information and document exchange capabilities for Transnet Capital Project Clients, Vendors and Contractors. May be used to distribute documents, to and from

Project using iPAS DM

Published Documents Technical and (or) Deliverable Documents which have achieved completion at a designated Document Status (Issue Milestone) and revision, with appropriate signatures

and made available to the Project

Red Line The Contractor responsible for completing the Construction/Installation works shall prepare marked up hard copies of the applicable documentation to represent the ‘As-Built’ condition(s). The mark-ups shall be in RED pencil or pen and be complete and

accurate

Site All Project Construction Sites

Squad Checking The review of Technical documentation by multiple Engineering disciplines in order to ensure co-ordination, communication and interface between the various disciplines; done

in an area specifically allocated for the review of documentation; the process/activity is controlled by Document Control but the work is executed by the Engineering team

Subcontractor A Subcontractor is a person or organization who has a Contract with the Contractor to - construct or install part of the ’Works’ provide a service necessary to Provide the ‘Works’

or supply Plant and Materials which the person or organization has wholly or partly designed specifically for the ‘Works’.

(The Contractor is responsible for providing the Subcontractors with all the relevant Transnet Capital Projects templates, and for ensuring that the Subcontractors utilise the templates by including their data on the Project templates and submit their data via the

Contractor for formal submission to the Project Manager. (If the Contractor subcontracts work, he is responsible for providing the ‘Works’ as if he had not subcontracted.))

Supervisor The Supervisor is appointed by the Employer and his role is to check that the ‘Works’ are constructed in accordance with the contract, it is similar to that of a resident Engineer or

Architect

Tender Document The formal document that expresses the terms, both Commercial and Technical, against which a Tenderer submits its Tender for Contracts

Transmittal It is documented evidence of the formal distribution of documentation to Recipients which displays Transmittal No., Title, Date, Issue Reason, Revision No. etc. It’s the key action

in a document’s lifecycle and accompanies all distributions of Technical and (or) deliverable documentation

Uncontrolled Document Any copy of a document where its distribution is not required to be recorded, and that does not require revision control or formal review

ECIPRG-DM-ST_002_0_ 24 May 2012 6


As-Built Documents Are a final record of what was actually installed/constructed according to the Fabrication/Construction Contractor and include all deviations or changes from the

approved IFC/IFE document(s). As-Built document(s) are required to reflect the same degree of detail as the original document(s). As-Built document(s) shall be done by all

Contractors

Working Document Documents being developed and which may then be issued as a Published Document (The main working copy of the Master Document where proposed changes are recorded

for incorporating into subsequent revisions)

iPAS DM The Project’s web-based Electronic Document Management System (EDMS) used for the sharing and storage of information across the Programme

iPAS DM Support Group of specialists available for Technical, Functional and Project support of the iPAS DM

‘Works Information’ ‘Works Information’ is information which either Specifies and describes the ‘Works’ or

States any constraints on how the Contractor Provides the ‘Works’ and is either

in the documents which the Contract Data states it is in or in an instruction given in accordance with the Contract and is issued with Tenders and

Contracts.

4.2 Abbreviations

Table 4.2: Abbreviations

AB As-Built/Recorded Documentation

CDR Contractor Documentation Register

CDS Contractor Documentation Schedule

CRL Contractor Review Label

DC Document Control

DCIS Document Control Instruction Sheet

DE Design Engineer

ECC Engineering and Construction Contract

EDMS Electronic Document Management System

FN Final

IFC Issued For Construction (also AFC – Approved For Construction)

IFE Issued For Execution/Implementation

IFU Issued For Use

IM Installation Manual

NEC New Engineering Contract

O&M Operation & Maintenance Manual

PDF Portable Document Format – Specific format of Adobe Acrobat

PEP Project Execution Plan

QCP Quality Control Plan

RE Responsible Engineer

ECIPRG-DM-ST_002_0_ 24 May 2012 7


Project Manager The Project Manager shall ensure that all activities performed are in accordance with this standard.

Construction Manager Is legally responsible for the Site, co-ordinates and integrates the Site organisation and is accountable for performance on Site.

Document Control Group The Document Control Group communicates and enforces this standard.

Engineering Group Ensures all discipline related Design Deliverable Documentation is reviewed in accordance with the relevant current procedures.

Expeditor The Expeditor in conjunction with the Project Manager shall be responsible for the expediting of the Contractors’ Documentation.

QA Manager Ensures conformance of all relevant parties to the handover procedure.

Contractor The Contractor is responsible for submitting all documentation required by the Contract to comply with the requirements of this standard.)

5. Responsibilities

ECIPRG-DM-ST_002_0_ 24 May 2012 8


The types of manuals covered in this standard are: Installation Manuals Operation and Maintenance Manuals Training manuals Data Books

6.1 Compliance The manuals shall contain original documents of all approvals, licensing and references to compliance documentation as included in the Manufacturer’s Data Books relating to the equipment provided.

6.2 Validity The following conditions shall apply until the manuals are accepted i.e.:- The Contractor shall guarantee the Technical accuracy of the work provided Acceptance of draft material by the Project does not relieve the Contractor of responsibility for

completeness and accuracy of deliverables Validation of Operating, Maintenance and Instruction Procedures is a precondition to acceptance of the

material

6.3 Copyright and Confidentiality As stated in the relevant Contract or ‘Works Information’.

6.4 Proprietary Equipment Where standard proprietary items of equipment are used as part of the plant/facility/equipment, the original Manufacturer's Manuals may be included as an Annexure to the manual, and appropriate reference shall be included in the main text. Where such manuals are used, they shall be the original printed copies as supplied by the equipment Manufacturer and photocopies will not be accepted.

6.5 Training Aids The Supplier shall supply summary sheets of those drawings, diagrams or illustrations contained in the manual which serve the purpose of exposing and explaining the latent features of the plant, facility or equipment (e.g. systems diagrams, exploded views, sectional views etc).

6.6 Labelling of Equipment - Safety Information (Warning and Caution Procedures)

Procedures and practices which if not correctly followed and that may result in injury or death shall be headed with the word WARNING.

Procedures and practices which if not strictly observed and that may result in damage to plant/equipment shall be highlighted by callout lines and headed with the word CAUTION. WARNINGS and CAUTIONS shall be indented from the normal body text, bold typeface and a font size

of 2pt’s larger than the normal body text WARNINGS and CAUTIONS shall be included as considered necessary for safety reasons and shall be

incorporated into the material at the relevant point of description and not as a separate section A WARNING notice should be used to define potential hazards to personnel, and where failure to

observe its instruction may result in personal injury A CAUTION notice shall be used to define potential hazards to plant and equipment, and where failure

to observe its instruction may result in damage to plant

6. General

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A NOTE shall be used to define any aspects of an operation or activity which may not be immediately obvious, or to add emphasis

A NOTE shall be indented from the normal body text, and shall never be used in place of a CAUTION or WARNING where a safety factor is being emphasised

6.7 Submission of Manuals and (or) Data Books The Contractor shall submit as per the agreed contract and Project requirements as summarized below. All submissions are subject to the Project’s review and acceptance procedure as described in – ‘Contractor Documentation Submittal Requirements’

The first revision submitted will be revision ‘A’, with subsequent revisions being ‘B’, ‘C’, ‘D’, etc. during the pre-Construction phase, thereafter the first revision during the Construction phase commences at revision ‘0’ and increments sequentially i.e. ‘1’, ‘2’, ‘3’, etc.

Note: Revision numbers must not be skipped, and documentation at a Revision A or B is not an approved status.

Once the ‘For Review’ submission has been accepted by the Project Manager and Design Engineer by means of assigning the review code C1 or C2 to the documentation, the Contractor shall submit the ‘IFC/IFU’ version and change the revision number from alphabetical to numerical, starting with revision ‘0’.

6.7.1 ‘For Use’ Manuals and (or) Data Books Manuals and (or) Data Books containing Design, Installation, Commissioning, Training, Operation and Maintenance data shall be supplied prior to commencement of Installation. These manuals and (or) Data Books will be issued at Rev. ‘0’ - “Issued for Use”

Note: Documentation issued from revision ‘0’ onwards must be signed off by the Contractor, and shall contain ‘wet’ signatures of the relevant authorized signatories, i.e. PR Engineer’s signature, revision block signatures (i.e. ‘BY, CHK’D, APP’D’) as well as any other relevant signatures where required.

6.7.2 Final Manuals and (or) Data Books Final manuals and (or) Data Books shall be supplied prior to Commissioning which will be required for Training and Installation, and shall be issued at the next appropriate numerical revision designated: ‘Certified As-Built or Certified Final’.

These manuals and (or) Data Books may be similar to the ‘For Use’ sets, but shall be complete and final in all respects in that they shall contain any modified or additional descriptions, details, diagrams and charts requested following review of the ‘For Use’ manuals and (or) Data Books by the Project Manager.

Note: Where manuals and (or) Data Books include drawings that still need to be revised to ‘Final or As-Built’ status, and such manual sand (or) Data Books are required prior to ‘As-Built’ status, the manual and (or) Data Book will not be considered to be in its final form until the ‘Certified Final or As-Built’ version of each such drawing has been incorporated.

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6.7.3 Electronic Submission of Manuals and (or) Data Books The Contractor shall supply an electronic copy of all manuals and (or) Data Books as per the agreed contract with all submissions which shall contain e.g. all material, drawings, documentation, etc.

All manuals and (or) Data Books shall be submitted in ‘Native’ electronic, ‘Native’ hard copy and PDF format.

Manuals and (or) Data Books submitted in PDF format shall be suitable for use with Adobe Acrobat as specified in – ‘Contractor Documentation Submittal Requirements - Table 1 – ‘Acceptable File Formats’, complete with an index and search page that is generated from the ‘Native’ document, and not scanned.

Where ‘Native’ Electronic copies of the manuals and (or) Data Books are submitted these shall have a Tables of Contents which are hyperlinked to the contents of the manuals and (or) Data Books.

6.7.3.1 PDF Format of Manuals and (or) Data Books PDF files shall be of a high quality and without dark background shading as definition may otherwise become lost.

The quality of Adobe Acrobat (.PDF) files shall be such that a hardcopy of a laser printed A1 Adobe Acrobat (.PDF) drawing can clearly be read in A3 size. Similarly A3 and A4 Adobe Acrobat (.PDF) file quality shall be such that hardcopy of a laser printed A3 or A4 Adobe Acrobat (.PDF) document can clearly be read in A4 size.

The Contractor shall physically test and confirm this prior to transmitting Adobe Acrobat (.PDF) files.

6.7.3.2 Scanning Requirements All drawings and documents shall be manually scanned in black and white except where colour image and fonts are required or necessary.

The settings below should be adhered to where possible and may vary depending on scanning software used. Where images rendered with these settings are unreadable, operators shall use their discretion and adjust colour depth and resolution accordingly.

6.7.3.3 Scan Settings Resolution:- Black & White - 200 dpi Colour - 100 dpi Fine Line Drawings - 300 dpi

Image Type:- Black & White - 1 Bit Colour Line Drawings - 8 Bit (256 colours) minimum Colour photos and rendered images - 24 Bit Use automatic threshold to determine the white & black points

Other Criteria to Adhere to:- Rotate to correct reading (i.e. viewable at correct orientation) De-skew (i.e. straighten if on a slant) De-speckle (i.e. remove background dirt)

Note:

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When a scanned drawing is printed to be re-scanned, subsequent to e.g. mark-ups or signatures, then it shall be scanned at a setting of 400 dpi

Wherever possible, ‘Native’ documentation is to be used for conversion to PDF format

6.7.3.4 Recommended File Sizes Documents such as Operating Manuals, Data Books, Instruction Manuals, etc. shall not exceed file sizes larger than 20MB - If larger than 20MB then the file must be separated into logical sections and named accordingly as per the Project’s requirements. Drawings and simple documents shall not exceed sizes larger than 5MB.

6.8 Review and Acceptance of Manuals and (or) Data Books The Contractor submits documentation as the ‘Works Information’ requires to the Project Manager for review and acceptance.

6.8.1 Contractor Review Label (CRL) The purpose of the Contractor Review Label (CRL) is for the Project to assign a review code to the reviewed documentation denoting the status of the documentation after consolidation of comments. The Contractor Review Label (CRL) is to be inserted by the Contractor as follows:- The Contractor Review Label (CRL) A4 coversheet for documents is to be attached to the front of

documents combined into one Adobe Acrobat (PDF) file and submitted as one single document

6.8.2 Review of Documentation Once documentation has been reviewed by the Project, all comments are consolidated and a review code is assigned on the Contractor Review Label (CRL) to the original reviewed/marked-up drawing/document.

6.8.3 Review Codes for Contractor Documentation The Review Code resulting from the review is as follows, i.e.:- Code C1 – Accepted. Submit ‘IFC/IFU’ / Proceed, No Exceptions Taken

The Contractor’s design/submission of documentation is accepted and the Contractor is now required to submit documentation on the next revision for further review but at an ‘IFC/IFU’ status (i.e. on a numerical revision number commencing at revision ‘0’)

Code C2 – Accepted with Comments. Revise & Submit IFC/IFU / Proceed with Exceptions As

Noted, Revise and Resubmit In the event that the Project returns documentation with comments noted, the Contractor shall within 10 working days of receipt, make the required changes and submit the revised documentation for further review on the next revision but at an ‘IFC/IFU’ status (i.e. on a numerical revision number commencing at revision ‘0’)

Code C3 – Not Accepted. Revise & Resubmit for Review / Do Not Proceed, Revise As Noted and

Resubmit In the event that the Project returns documentation with “Not Accepted, Revise and Resubmit for Review” the Contractor shall within 10 days of receipt, make the required changes and re-submit the revised documentation on a new revision for further review. Should these revisions necessitate changes in other related documentation, the Contractor shall make the appropriate changes and re-submit all the revised related documentation for further review. The Contractor shall not proceed with any activities controlled by that Contractor’s documentation until it has been re-submitted and acceptance indicated

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The Contractor revises and re-submits documentation but on the next revision until a review code ‘C1 or C2’ is achieved. If previous submission was an alphabetical revision number e.g. ‘A’, then resubmit on the next alphabetical revision number i.e. ‘B’, ‘C’, etc.

Code C4 – Review Not Required / Information

Documentation signed at “Code C4” level is considered to be for Information Only and does not require further submission, and shall not be returned to the Contractor. However, Document Control shall issue a Transmittal Only to the Contractor in this regard as notification.

Code C5 – ‘IFC/IFU’ Accepted / Issue For Construction / Issue For Use

This is acceptance by the Project of “Issued For Construction or Issued For Use” documentation. As-Built /Final documentation shall follow as soon as is practically possible.

The Contractor is at liberty to proceed with the manufacture of items to which such documentation relates, but does not release the Contractor from his responsibility for quality and scope of the order/contract.

This documentation is held for purposes of inspection verification and for initial inclusion in their Installation Manuals, Operating and Maintenance Manuals, etc.

Code C6- ‘As-Built/Final’ Accepted / As-Built

This is “Certified As-Built or “Final” documentation for which no further review is required. The final documentation shall eventually form part of the final Contractor Manual(s) or Data Books.

This documentation is held for purposes of inspection verification and for final inclusion in their Installation Manuals, Operating and Maintenance Manuals, etc.

6.8.4 Return of Reviewed Documentation The original reviewed/marked-up documentation is scanned to PDF format and a copy is returned to the Contractor indicating the Project Manager’s further instructions.

Return of the reviewed documentation is either in hard copy format, in which case the original reviewed/marked-up documentation is returned, or, return is electronically via the Contractor Portal created within the Project’s database, iPAS DM.

Hard copy documentation shall be returned to Contractors outside the Gauteng Area by courier. Contractors in the Gauteng area will be advised by e-mail or fax (accompanied by a copy of the Project’s Transmittal Note) that documentation is available for their collection.

6.8.5 Review Period Generally, the Contractor shall allow the Project two (2) weeks to review and respond to the Contractor’s submission of documentation, i.e. from time of receipt by the Project to the time of despatch by the Project, or unless otherwise specified in the Contract or ‘Works’ Information. However, work shall proceed without delay in the event of late return of the documentation by the Project with prior notification in writing by the Contractor.

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6.8.6 Revised Documentation On receipt of the reviewed documentation the Contractor shall make any modifications requested/marked-up and resubmit the revised documentation within the time specified on the Contractor Documentation Schedule (CDS). Queries regarding comments/changes should be addressed with the Project Manager prior to re-submittal.

Any re-submittals, which have not included the changes/comments identified, will be marked with the applicable review code and returned to the Contractor to be corrected and re-submitted. The Contractor shall re-issue the revised documentation incorporating all comments on a new revision and other specified details not included in the previous issue within 2 working days of receipt of the marked-up documentation.

All revised data shall be submitted in its entirety and shall reflect the revision control numbers and shall also indicate which documentation the revised documentation supersedes, if applicable.

In the case of drawings every sheet has its own revision number and is revised as an individual document.

In the case of documents all sheets under cover of one document number shall be under the same revision number and be resubmitted, even if the revision is a minor one.

6.9 6.9 Format of Manuals and (or) Data Books 6.9.1 6.9.1 Project Title

The correct Project title is:


This title is to be used on all Project documentation submitted to the Project Manager

6.9.2 Front Cover, Spine Cover and First Sheet The identification (as specified below) and document number (issued by the Project Manager) of the manual shall be displayed on the front cover and spine of the document to enable the manual to be included in the Contractor Documentation Register (CDR) with the following information:- Project Name (e.g. Ore Line Port Phase 1B) Project Number (e.g. H500106) Manual title (e.g. Operating and Maintenance Manual) FBS No. and Title (e.g. 2-310 – Stacker Reclaimers) Document Number (e.g. H500106-1-000-Q-DB-0001…….) Manual Numbering (e.g. Volume 1 of 2, etc.) Contract number (e.g. CPC003 – Stacker Reclaimer No. 4) Contractor Name (e.g. Voest Alpine)

Refer: Annexure 1 - Data Book Front Coversheet Annexure 2 - Data Book Spine Coversheet Annexure 8 - Manual Front Coversheet Annexure 9 - Manual Spine Coversheet

6.9.3 Separator Sheets Separator sheets shall divide each section of the manual(s) and shall contain the following information: Volume number (e.g. Volume 2) Title of the plant, facility, area, etc. (e.g. Sand Bypass)

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Contract Number Section Number (as per Table of Contents) Title of the Section (as per Table of Contents)

Refer:

Annexure 3 - ‘Separator Sheet for Manuals’

6.9.4 Paragraph Styles Styles and macros are included in all templates and it is important to use the templates as designed. With the exception of specifications, the following are standard:

6.9.5 Titles and Headings The spacing of titles and headings shall ensure that each exhibits due emphasis. Generally, the space preceding a heading should be greater than the space which follows. The space before text should not be so small as to conceal the existence of a heading.

6.9.6 Table of Contents A table of contents shall be provided and shall show level one and level two headings.

6.9.6.1 Table of Contents List and Indexes Each manual shall have a separate Table of Contents list, detailed as follows: First Volume : Contains Overall Table of Contents Subsequent Volumes : Contains Table of Contents for that particular manual

Style on Toolbar

Macro Key Description

Heading 1 CTL, ALT 1 Level 1 heading - Tahoma, 14 pt, Bold, title case with 12 pt before and 12 pt after. This is the section title.

Heading 2 CTL, ALT 2 Level 2 heading - Tahoma, 12pt, Bold, title case with 8 pt after.

Heading 3 CTL, ALT 3 Level 3 heading - Tahoma, 11pt, Bold, title case, italics with 8 pt after.

Heading 4 CTL, ALT 4 Level 4 heading - Tahoma, 11pt, title case, italics with 6 pt after.

Heading 5 CTL, ALT 5 Level 5 heading - Tahoma, 11pt, title case, italics

List Bullet ALT 1 First level bullet - Tahoma, 10pt, 6 pt after, 12 pt after last bullet.

List Bullet 2 ALT 2 Second level bullet - Tahoma, 10pt, 12 pt after last bullet.

List Bullet 3 ALT 3 Third level bullet - Tahoma, 10pt, 12 pt after last bullet.

BT Body text - Tahoma, 10 pt, 12 point after. Two spaces at the end of each sentence.

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Each manual shall contain a separate index of drawings, illustrations, etc. which follows directly after the Table of Contents

The following shall also be included in the Table of Contents: Section and Sub-Section numbers with descriptions Annexures Page numbers

6.9.7 Section Numbering Up to five levels of headings may be used. However, wherever possible it is preferable to organise the structure of a section by reporting to three levels only.

Refer to Section 6.9.4 for details of the paragraph styles associated with section numbering.

6.9.8 Bullet Points Sub-sections or paragraphs that list a number of items should be presented in the bullet point form. The bullet format should be used in preference to numbers, unless there is a specific need to indicate a hierarchy. Please note that alpha (e.g. a.) or Roman (e.g. ii.) shall not be used in sub-paragraphs.

The points contained in bullet paragraphs should be introduced by a statement that must relate equally to each of the points. However, where all the sub-paragraphs are composed of self-contained sentences that are not required to complete an introductory sentence, the punctuation should follow the rules for normal sentences with each point commencing with a capital and ending with a full stop.

Examples of bulleted paragraphs can be found within this document.

Refer to Section Table 6.9.4 for details of the paragraph styles associated with bullet points.

6.9.9 Tables Table numbers are to be inserted using the ‘Caption’ style. They are to be numbered according to the section number and in the order in which they appear, e.g. Table 7.3 is the third table in Section 7. Where table numbers are referred to in the text or in bracketed text, e.g. refer Table 6.4, they are to be ‘Cross Referenced’. Table captions appear below the table.

The table column headings shall be centred, Tahoma 10pt, bold case. Totals and sub-totals should also be bold case. Initial capitals shall be used in the title, column headings and for proper nouns. ‘Heading Rows Repeat’ to be turned on with heading titles.

Units of measure, properly abbreviated and bracketed, should be placed in a separate row at the top of each column, or in a separate column. Units of measurement should not be used in the body of the table.

Columns of text should be left aligned, columns of figures should be centred.

Grid 5 format to be used for borders on all tables. Highlight table, select Table/Auto Format and scroll down to Grid 5. To remove the diagonal line in the first box, under ‘Apply special formats to’ deselect ‘first column’.

The width of the table should be no wider than the corresponding text. The width may be reduced if it gives a more aesthetic presentation.

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Tables containing a large quantity of data may be presented in landscape or on A3 sheets.

6.9.9.1 Figures Figure numbers are to be inserted using the ‘Caption’ style. They are to be numbered according to the section number and in the order in which they appear, e.g. Figure 7.3 is the third table in Section 7. Where figure numbers are referred to in the text or in bracketed text, e.g. refer Figure 6.4, they are to be ‘Cross Referenced’. Figure captions appear underneath the figure.

Graphs should be bordered by a full frame. The legend should be centred at the right side of the graph. However, this may be amended to suit a particular graph layout.

The above guidelines may be departed from where the format of the figures makes them inappropriate.

6.9.10 Revisions During Pre-Construction phase Technical documents commence as ‘Revision A’ for Internal Review, then ‘Revision B’, etc. and during the Construction phase from ‘Revision 0’ onwards (‘Issue for Use/Construction’).

When amendments are made to documents from ‘Revision 1’ onwards these must have revision triangles to indicate where changes have been made.

These triangles are to be displayed on the document outside the right hand margin and numbered according to the revision number, i.e. revision number is placed inside the triangle. Revision triangles of previous revisions are to be deleted.

The structure of the Manufacturer’s Data Books and Manuals shall make provision for updates to be inserted into the previously submitted documentation.

All revisions to documentation shall be accompanied by a Transmittal Note identifying that the submitted document(s) is for insertion. A revised Project document cover sheet shall accompany any amendments along with an appropriately revised Table of Contents. Adobe Acrobat (PDF files) shall be submitted, divided into files that can be directly inserted.

6.9.11 Photos The use of photo documents should be kept to a minimum. Photos should be obtained electronically either with a digital camera or scanned from original copies.

Photos must be referred to by plate number in the text or in bracketed text, e.g. refer Plate 4.1. Plates will be numbered according to the section number and in the order in which they appear. For example, Plate 7.3 is the third plate in Section 7.

The plate number should be centred, bold and below the photo. The plate heading should be centred, bold and above the photo.

6.9.12 Drawings Drawings shall be excluded from documents unless they contribute to the narrative, in which case they shall be no larger than A3 size. In this case they shall be incorporated as figures and the reference in the text shall be to a figure number and not a drawing number. Example drawings may be included as Annexures to a document.

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6.9.12.1 Presentation Illustrations which appear on a separate A3 or A4 page (i.e. ‘Throw Clear’ illustrations) shall be folded in ‘concertina’ fashion, with the title visible in the folded position which can then be folded out and read clear of text pages.

Any illustrations which appear on A4 pages shall be viewed in the normal reading position and shall not be presented along the major axis of the page. Illustrations shall not exceed A3 page size.

6.9.13 Annexures In order to minimise the size of documents, annexures shall be used to incorporate more detailed data. Supplementary reports, drawings, estimating details and supporting information, etc. shall be presented in annexures.

Annexures are numbered as separate documents with the annexure number preceding the title of the annexure, e.g. ‘Annexure 1 – Lubrication Data’.

A list of annexures, including the titles of the appended documents, shall be included in the Table of Contents at the end.

Wherever possible, annexures and their supporting documentation shall be in electronic format.

6.9.14 Margins Table 6.13.15 specifies margins that should be used for the template:

6.9.15 Title Pages Each manual, volume, section and sub-section contained within a binder shall be identified by a title page.

6.9.16 Tabulation Each Section and Sub-Section shall appear as the major tabs but shall be separated by contrasting coloured A4 dividers in order to define/separate each Section and Sub-Section of the contents of the manuals.

Centimetres

Top 2.54

Bottom 2.18

Left 2.54

Right 2.54

Gutter 0

Header 1.27

Footer 0.76

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6.9.17 Paper All documentation shall be on A4 or A3 size paper folded to an A4 size. Paper quality shall be no less than 80g/m² bond.

6.9.18 Manuals (Binders ) The manuals shall be bound in loose-leaf A4-size, hard covered, black, grease and waterproof 2D ring binders.

Drawings and charts larger than A4 shall be folded and be enclosed in A4 plastic pockets of adequate strength.

Binders shall have a clear pocket on the front cover as well as on the spine into which coversheets (paper) can be inserted. The spine of each binder and front cover shall be marked with an appropriate volume description as specified by the Project Manager.

Binders shall not be filled to more than eighty per cent (80%) capacity and manual content in excess of 80% capacity shall be submitted in two or more binders appropriately labelled for ease of use and identification.

Manuals shall be delivered to the Project Manager fully collated/assembled.

Separate volumes shall be used as instructed by the Project Manager for different facilities, plant and (or) equipment.

Manuals shall be able to be dismantled without the use of binding equipment to enable copying and revision where applicable.

6.9.19 Text Text should be written in clear concise English in the third person impersonal.

All text shall be justified and arranged in a single column with a 30mm margin at each edge, to facilitate back to back printing.

Ample space should be provided between paragraphs to effectively separate text into easily readable blocks.

Font shall be in Tahoma.

Font size shall be 10pt.

Contrast areas and varying line thicknesses, where applicable, should be used to enhance definition and to provide proper emphasis.

6.9.19.1 Emphasised Text The use of bold, italics or underline fonts is to be avoided, because it may create undue emphasis out of context. The exception is the use of italics for quotes.

6.9.20 6Tense As a guideline, a number of tenses may be used, as follows:

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The past tense (was) to describe activities undertaken prior to the Feasibility Study, e.g. the test work was conducted at three levels

The immediate past tense (has been) to describe activities undertaken as part of the Feasibility Study, e.g. the beneficiation test work has been conducted in three stages

To describe the Project and its components, the future tense (will be) should be used at the commencement of a section and in describing relationships to the existing features, e.g. the process plant will comprise. However, the present tense may also be used in order to introduce some variety to the text, e.g. ore is extracted by a system of conveyors

The future tense (will be) to describe the implementation of the project, e.g. the Project will be managed by a team

A consistent tense shall be adopted throughout individual sections of a document (except as stated in the third bullet point above).

6.9.21 Preferred Spelling Spelling must be that given in the Concise Oxford Dictionary.

Contractions must not be used, e.g. use ‘do not’ rather than ‘don’t’.

6.9.22 Use of Capitals The use of capitals should be avoided except for proper nouns. The following items shall be capitalised when used in a document: The Project Contractor Company Site This Procedure

Capitals shall be used when referring to specific parts of the document, e.g. Section 3.2, Table 5.4. However, general references should not be capitalised e.g. the sections of this document.

Chemicals and minerals are not capitalised, e.g. nickel, cobalt, sulphur, etc.

When referring to a Contractor who is the party to whom a contract has been awarded “Contractor” shall be used. Similarly, words when not used as part of a proper name, should not be capitalised.

Upper and lower case lettering in both light and bold print shall be used to provide discrimination between section, chapter, paragraph and text.

6.9.23 Numbers In the body of the text, when not associated with a unit of measurement, numbers up to ten should be spelt out. They should be expressed in numeric form for numbers 11 and above, e.g.: Preliminary study of four alternative sites It comprises 17 diamond drill holes

Avoid starting a sentence with a number

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Write thousands using a comma to separate the thousands, e.g. 9,431,700 and 3,625.

Always use a zero before decimal numbers less than one, e.g. 0.72.

Write currencies as e.g. R, $, etc. without a space between the symbol and the number e.g. R72.70, $42.50, etc.

6.9.24 Units of Measure All measurements shall be given in the International System of Units (SI) - ISO 1000:1992 as prescribed by the International Standards.

An ‘unbroken’ space should be left between the number and symbol, the only exceptions being for degrees of angle (°), per cent(%) and degrees of temperature (°C): e.g. 43 kg 16 kWh/t 120° 92% 28°C.

Note that the correct symbol for litre is L, not lower case l. For clarity, when reporting a range or data use the word “to” and include the units for each value given, e.g. 14 kg to 28 kg and not 14 – 28 kg. This will avoid error when negative values are used.

6.9.25 Use of Abbreviations Abbreviations, other than standard abbreviations, should be spelt out the first time they appear and with the abbreviation given in brackets, e.g. Pressure Acid Leach (PAL). Minimal punctuation should be used in abbreviations.

Elements may be abbreviated when quoting a grade value, e.g. 2.4%Ni. In text the full name of the element will be used.

Single units of measure shall not be abbreviated in the text, e.g. tank volumes are measured in litres.

6.9.26 Apostrophes An apostrophe should be used to indicate the possessive case:

Before the ‘s’ for singular nouns: One week’s work John’s hat

After the ‘s’ for plural nouns: Two weeks’ work Ten years’ experience

For proper names ending in ‘s’, the possessive is usually indicated by an apostrophe followed by ‘s’: James’s data

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However, this is not essential where the name consists of more than one syllable, when the final ‘s’ may be dropped:

John Jenkins’ qualifications. A case that often causes confusion is the difference between ‘its’ and ‘it’s’:

its application its name

as distinct from the contracted form: it’s a sunny day (meaning ‘it is’).

An apostrophe should not be used before a plural ‘s’ in abbreviations: 1880s P&IDs CVs.

Although it may be used for the possessive of an abbreviation: SABC’s (South African Broadcasting Commission’s).

6.9.27 Dates The format for dates in text is ‘day, month, year’ in words and no punctuation, e.g. 24 November 2000.

6.9.28 Miscellaneous Compass directions shall be in the form: north, northeast, north-northeast (Note: the abbreviated form

N, NE, NNE may be used in tables) Coordinates should be expressed with the metric unit and easting/northing in the following form: 635

000 mE Hyphens should be used for: − compass directions (as indicated above) − fractions, e.g. three-quarters − joining words of equal value, e.g. owner-operator − other examples as indicated in Annexure 1

In text, chemical formulae shall be expressed using the subscript form, e.g. H2SO4 Software names should be in title case not upper case, e.g. Datamine not DATAMINE Never start a sentence with “And” or “Because” Note that a corporate body is a singular entity, e.g. <client> and its consultants It is preferred to use the word data as a singular noun, e.g. this data has been used

6.9.29 References Cross-references shall be used to prevent unnecessary repetition or to provide additional complementary information. They shall not be used to interrupt a sequence of instructions by calling on the reader to refer elsewhere for the next instruction.

Cross references shall not be made by references to page numbers, but shall have a complete volume, section, sub-section, chapter and paragraph reference regardless of whether or not the material is in the same binder.

When reference is made to the name of a switch, control, lamp, alarm, etc., the title inscribed on the actual equipment shall be used.

6.9.30 Document Referencing Each page shall bear a reference number, revision number and page number which shall appear in the footer in the bottom right-hand corner of every page.

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Page numbers shall commence at Page 1 on a pertinent page for each section within a volume and preliminary pages shall be numbered in Roman numerals.

6.9.31 Printing Original print information is a requirement, thus all printed material shall be produced from the original document. Photocopies will be accepted provided that legibility is preserved and where their quality is suitable for further photocopying. Black and white photocopies will not be accepted where information is colour coded.

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7.1 General

The Contractor’s Data Book represents the Contractor’s compilation of data sheets and calculations, manufacturing, testing and inspection procedures, certificates, records and reports required to demonstrate that the product, facility, plant or equipment is in compliance with the Contract or Works Information requirements.

Data Books shall be prepared to show all aspects of the manufacture, construction or fabrication process, and are compiled progressively throughout the supply, construction and fabrication process.

Apart from the required number of hard copies, Adobe Acrobat (PDF) files shall be created of each section as per the Table of Contents which can then be directly inserted. The Data Books shall consist of volumes Only those Sections that are applicable to the material/equipment/facility/construction/plant being

supplied shall be included The Data Books shall be progressively complied during the fabrication, manufacture, construction or

supply period and must be kept up to date by the Contractor. It shall be presented to the assigned Inspector or authorised representative for a review upon their request. QA audits shall be performed on the Data Books to ensure compliance to Project Technical Specifications and that progressive compilation is being maintained

All documents must be originals or first generation copies The Contractor’s Quality Assurance department shall check that all documentation in the Data Book is

in accordance with the specified requirements and sign each section at the Table of Contents to confirm that the verification is complete

The completed Data Book must be submitted to the Project Manager as per the date specified in the Contractor Document Schedule (CDS)

Refer:- Annexure 10 – Table of Contents for Data Books Annexure 11 – - Table of Contents for Data Books - Rail

7.2 Typical Data Book Document Types The following provides an explanation and guidance for typical Data Book document types:

7.2.1 Inspection Release Certificate / Inspection Waiver A copy of the “Inspection Release Certificate” signed by or on behalf of the Purchaser must be supplied to the Project Manager. When the supplied/fabricated item does not require the Purchaser’s inspection the Supplier shall include a copy of the correspondence received from the Purchaser indicating a waiver of the requirement.

7.2.2 Deviation and Concessions All deviations and concessions will be index listed and clearly described. Documented evidence of authorised approvals must be provided.

7. Data Books

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7.2.3 Material Certificates and Material Test Records These will also detail the supplier’s traceability system and contain the details identifying material certificates/material test reports cross referenced to the part, piece or item number and drawing number and is also to include a copy of the certificate/reports referred to on a list.

The information provided must provide a level of traceability from the final item identification as shown on the drawings back to material certificate and individual heat number.

7.2.4 7.2.4 Certificate of Compliance, Inspection Reports and Completion Certificates for Fabrication Items

This shall contain: Copies of approved and updated Welding Procedure Specifications (WPS), Procedure Qualification

Records (PQR), Welding Procedure Qualifications (WPQ) and results of production weld testing Fabrication Traceability System for welding including weld maps as applicable Inspection Reports by the ‘Designer’ Completion Certificates of the completed structure by the ‘Designer’

7.2.5 Welder and Welding Operator Records These records will include a list of qualified welders and welding operators, including their welder mark number, the name of the qualifying authority, and the data of qualification.

7.2.6 Non-Destructive Testing (NDT) Records These records will include: A list, map or summary of all the non-destructive testing performed. It will be formatted as a listing of all

reports issued cross-referenced to the respective drawing number, item identification and weld number. Reference will also be made to the test locations on equipment/materials

Original NDT reports will be collated numerically according to testing type and consumable batch numbers must be stated

A summary sheet for all non-destructive testing personnel and their qualifications

Note: Radiographic Films are not required to be supplied to the Project as a deliverable but the Supplier must take on the responsibility to archive and preserve all films for a period not less than 10 years from the date of delivery. All archive and preservation details must be forwarded on to the Project Manager. The Client must be notified and given the option of taking ownership of these records at the end of the 10 year period or if the Supplier is due to cease operations.

7.2.7 Reports on Repairs Copies of reports for all repairs carried out must be included.

7.2.8 Heat Treatment records These are records of properly scaled furnace temperature/time charts for all heat treatment performed, including the equipment identification number and date(s) of heat treatment, as well as calibration status certificates.

7.2.9 Dimensional Records Records of final dimensional checks.

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7.2.10 Surface Finish Records Records of surface finish inspections.

7.2.11 Non-Conformance Reports These include original Non-Conformance Reports with their authorisations and must be closed out before handing over to the Project Manager. These must be accompanied by back up documentation, i.e. proof of disposition.

7.2.12 Pressure Testing Records These include Hydrostatic and Pneumatic test certificates and records, proof test certificates, and leak and seat test certificates, etc. inclusive of authorisation to conduct pneumatic testing.

7.2.13 Mechanical and Performance Test Records These include reports of Mechanical running tests, Mechanical functional tests, performance tests, low temperature tests and noise tests, vibration signature tests, etc.

7.2.14 Electrical Certificates and Reports These include: Electrical and electronic equipment certification Certificate of Compliance Hazardous Area Certification All test reports required by the specifications Settings of all VF drives, protection relays, switchgear, etc

7.2.15 Nameplate or Stamping This includes a copy, photo or pencil rubbing of nameplate or stamping.

7.2.16 Drawings, Data Sheets and Inspection Plans This includes “As-Built” copies of traceability drawings and a copy of the approved inspection and test plan(s) with the appropriate stage inspection endorsement.

7.2.17 Miscellaneous Certification, Reports and Records This includes all requested certification, reports, records and other data which are not covered by other sections.

7.2.18 List of Parts of Equipment/Material Requiring Statutory Documentation This includes lists of the various parts of the equipment/material which require Statutory documentation.

7.2.19 Statutory Approval Documentation for Lifting Equipment This includes lists of all required statutory documentation (i.e. design approvals and testing) and includes a copy of the documents.

7.2.20 Documentation for Pressure Vessel and Heat Exchangers (If applicable) This includes documentation and test reports to satisfy unique pressure vessel and heat exchangers testing requirements.

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7.2.21 Signed Quality Control Plan This includes: Design Calculations (where applicable) Progress Reports QA Inspection Reports HAZOP Report (where applicable) List of Design Standards applied – applicable to Design & Build Contracts Defects Lists – signed off by Purchaser’s Representative Paint and Coating Inspection and Test Records

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8.1 General The Installation, Operating and Maintenance manuals are primarily intended for Site and Operations Personnel in order to enable them to install, start-up, operate, shutdown and maintain facilities, plant and (or) equipment and are written specifically for this reason by the Contractor.

Contractors are required to ensure the information provided is adequate to satisfy any relevant statutory requirements to ensure the safe installation, commissioning, operation and care of equipment supplied.

The required number of copies of the manual(s) shall be as specified by the Project Manager in the Contractor Documentation Schedule.

Manuals shall:- Be sufficiently comprehensive to enable personnel to obtain comprehensive information in terms of

Design, Manufacturing, Installation, Commissioning, Training, Operation and Maintenance of the equipment in an ongoing, efficient and workmanlike manner

Contain information that relates specifically to the equipment as supplied Contain Maintenance instructions that are in sufficient detail to enable overhaul and replacement of all

parts Provide a scheduled maintenance plan specifying long lead items, relevant spares, etc.

8.2 Content The information shall be arranged as listed in the following sections. The information within each of the sections shall specifically relate to the installed plant. Each section shall be functionally separate and self-contained. Information on operation shall be separated from information on plant maintenance.

The information shall be detailed to allow operation, maintenance and calibration to the individual component level. For electrical/electronic equipment, it shall be to integrated circuit/component level.

Manuals shall detail all practices, procedures, appropriate flow charts and diagrams, fully detailing the procedures for safe and efficient operation of the plant/equipment and providing clear explanations of the functions of the equipment/process.

The information within each of the sections shall specifically relate to the installed plant and ‘Typical’ details shall not be accepted.

Where original equipment Manufacturers’ documentation is provided and contains references to several models, the supplied model shall be clearly indicated.

The information shall include but not be limited to the features, procedures and documentation outlined in the following sections and shall include particular items specified elsewhere in the standard.

8.2.1 Installation Manuals Installation manuals shall include all information required to ensure correct transport, pre-installation storage, preservation, handling and installation of equipment. Information contained in the manual shall cover all installation procedures, clearances, adjustments, tolerances and all other relevant criteria to be met to ensure the proper performance of equipment.

8. Installation, Operation and Maintenance Manuals

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Shall include, but not be limited to:- Preliminary pages including Table of Contents (listing for the entire manual plus individual volume

detailed Table of Contents pages) and revision title block Erection procedures (method and sequence of installation) Welding procedures including: equipment, preparation, consumables, detailed procedures, welder

qualifications Identification and match marking Scope of site assembly Bolting, bolt torques and bolt tensions Grouts and grouting procedures Special tools required Specialised labour required Installation check list Installation record sheets including 'as-built' dimensions, alignments and clearances Reference levels, datum points, alignment checking procedures, recommended clearances, bolt tension

documentation, tolerances on alignment, verticality, level and flatness for installation Cleaning requirements Warning signs and labels Pre-commissioning check lists Dimensions and mass of unit, foundation drawings and drawings showing relationship to other

equipment Adequate instructions for satisfactory installation, set out as a logical sequence of steps Details of any special rigging, tools or desired installation aids or safety devices to be installed or

removed, including lifting equipment, lifting points, lift weights and centre of gravity Calibration methods where applicable Schedule of initial settings for protective devices and other instrumentation Procedure and check list for long term storage (more than one year) including rust prevention after

erection or installation until commissioning and for extended shut-down periods Flushing or other cleaning procedure – where applicable Start up cleaning/strainer requirement Allowable flange loadings List of consumable requirements during erection and pre-commissioning

Refer:-

Annexure 4 - – ‘Table of Contents for Installation Manual’

8.2.2 Operating Manuals Operations manuals shall detail all practices, procedures, appropriate flow charts and diagrams, fully detailing the procedures for safe and efficient operation of the plant/equipment and providing clear explanations of the functions of the equipment/process.

Shall include, but not be limited to:- Preliminary pages including Table of Contents (listing for the entire manual plus individual volume

detailed Table of Contents pages) and revision title block Equipment identification Process Descriptions and Functional Descriptions for the control system Recommended procedures for operating and instructions for commissioning, start-up, normal operation,

shut down, standby, emergency (including loss of normal power) and fault conditions, and other

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information such as normal range of system variables, operating limit and hazardous conditions for all equipment and systems

Information relating to any hazards associated with the operation of the system or equipment Any abnormal operating procedures which can be used in emergency situations Safety features and procedures Personnel protective equipment required Points of release for any hazardous material General arrangement drawings Final performance and design documentation sheets and performance curves for all equipment Instructions that enable the user to clearly understand the safe operation of the equipment Condition monitoring of equipment Special training for operators Operating instructions and procedures − Trouble shooting flowcharts/guides − Step-by-step procedure for operator duty to enable the operator to clearly understand the safe

operation of the equipment − Procedures for safe initial and normal start-up, operation, and shutdown including flow charts and

system block diagrams where necessary Controls, indications and alarms: − Controls – details of the control system (e.g. panels, processors and stations) together with

information relating to the respective controls and functions − Indications – details of indications available to the operator via the control panel and systems − Alarms and settings – details of alarms, the alarm settings, possible causes of initiation and operator

action necessary − Set-point and control settings – various instrumentation set-points and other control settings shall be

listed where applicable − System control equipment – the plant controls including protection systems, interlocks and trips (not

available to the operator) shall be listed together with their control actions in the system. Controlled interlocks shall be included as applicable

Checklist for alarms and shutdown functions Recommended schedule for critical function testing of switches, etc Table of interpretation of local and remote alarms including full details of interconnected devices from

source to display Commissioning checklists as well as a test/inspection/run in check list Commissioning instructions As-built settings of all control equipment including alarm and shutdown levels in tabular form Interlock sheet Software documentation including PLC program documentation, ladder diagram rung descriptions

and/or control code listing where applicable Programmable equipment hardware and I/O schedules

Refer:-

Annexure 5 - ‘Table of Contents for Operating Manuals’

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8.2.3 Maintenance Manuals Maintenance procedures shall be split into three groups, i.e. Routine Maintenance, Troubleshooting and Overhaul Procedures. Preliminary pages including Table of Contents (listing for the entire manual plus individual volume

detailed Table of Contents pages) and revision title block Routine maintenance procedures - provides schedules of routine activities Troubleshooting procedures - includes subjects such as contaminated lubricants, noisy bearings

supported by details relating to settings, clearances, tolerances, alignment, noise and vibration Overhaul procedures – includes dismantling, inspection, refurbishment/replacement of parts, erection,

re-commissioning, etc. of overhauled plant

All maintenance procedures shall be presented in a step-by-step tabular form, defining each step by number and action with successive columns for the respective precautions, pre-conditions, observations and reactions which may apply.

The Maintenance Manuals shall include, but not be limited to:- Preliminary pages including Table of Contents (listing for the entire manual plus individual volume

detailed Table of Contents pages) and revision title block List of names and addresses of liaison offices for all equipment Tabulation of all consumables, excluding lubricants (e.g. fuel type and quantity, electrical components,

chemicals, etc.) Maintenance/workshop manuals shall include detailed descriptions of all components and assemblies

with cut-away diagrams, exploded views and other pictorial presentations. As appropriate, wiring, hydraulic circuit diagrams and other documentation as outlined and is required to assist with maintenance and repair of equipment

Procedure and sequence for disassembly and assembly with associated tests and check-ups prior to returning equipment to service

Detail construction assembly drawing to complement assembly procedures mentioned above, including part lists and numbers for replacement ordering

Setting and running clearances and tolerances Troubleshooting procedures Special tools required for each maintenance task Cleaning and conservation procedures NDT procedures Instrumentation calibration requirements and procedures Drawings showing recommended methods for maintenance for all equipment Lifting and handling information Corrosion protection including systems used and methods of repair Spare parts lists Material Specification data Paint, lining and coating specifications Lubrication schedule Storage of equipment/care and maintenance requirements both prior to installation and for extended

shut-downs

Refer:-

Annexure 6 - ‘Table of Contents for Maintenance Manuals’

ECIPRG-DM-ST_002_0_ 24 May 2012 31


Training manuals and documentation shall be provided to meet the training requirements for the facility, equipment, plant, etc.

The detailed training documentation shall include but not be limited to the following: More detailed information where required Schematics, flow diagrams, drawings, block diagrams, exploded views, etc. Tables and lists Referenced sections

Refer:-

Annexure 7 - ‘Table of Contents for Training Manuals’

9. Training Manuals

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All documents generated in terms of this standard are to be retained by Transnet Capital Projects as records in accordance with the requirements of Project procedure, ‘Archiving and Retention of Documentation’.

10. Records

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Appendix A. Typical Data Book Front Coversheet ____________________________________________________ 34Appendix B. Typical Data Book Spine Coversheet ___________________________________________________ 35 Appendix C. Typical Section Divider Insert Sheet ____________________________________________________ 36 Appendix D. Typical Table of Contents for Installation Manuals _________________________________________ 37 Appendix E. Typical Table of Contents for Operating Manuals __________________________________________ 38 Appendix F. Typical Table of Contents for Maintenance Manuals ________________________________________ 39 Appendix G. Typical Table of Content for Training Manuals ____________________________________________ 40 Appendix H. Typical Manual Front Coversheet ______________________________________________________ 41 Appendix I. Typical Manual Spine Coversheet ______________________________________________________ 42 Appendix J. Typical Table of Contents for Data Books ________________________________________________ 43 Appendix K. Typical Table of Contents for Data Books – Rail ___________________________________________ 44 Appendix L. Contractor Review Label for Documentation ______________________________________________ 45 Appendix M. Contractor Review Label for Documentation ______________________________________________ 46

Appendices

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Appendix A. Typical Data Book Front Coversheet

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Appendix B. Typical Data Book Spine Coversheet

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Appendix C. Typical Section Divider Insert Sheet

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Appendix D. Typical Table of Contents for Installation Manuals

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Appendix E. Typical Table of Contents for Operating Manuals

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Appendix F. Typical Table of Contents for Maintenance Manuals

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Appendix G. Typical Table of Content for Training Manuals

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Appendix H. Typical Manual Front Coversheet

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Appendix I. Typical Manual Spine Coversheet

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Appendix J. Typical Table of Contents for Data Books

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Appendix K. Typical Table of Contents for Data Books – Rail

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Appendix L. Contractor Review Label for Documentation

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Appendix M. Contractor Review Label for Documentation