Procurement Plan Procedure

SIMULTANEOUS WATER AND NATURAL
GAS DISPOSAL (SWAN) PROJECT

VARIATION ORDER TO EOC WATER
REINJECTION PROJECT.
PROCUREMENT PROCEDURE
EX-DE
02
20 April
15
Approved
For
Constructi
ENGR
C.A
TEAM
C.O
T.S
on
Validati
on
Rev.
Date
Descriptio
Prepared
Checked
by
by
Status
Company logo and business name
Project name
Approve
Contracto
by
Approval
Company
Approval
Company identification
REPLACEMENT OF 6
SCH120 FLOWLINES
FOR EBOCHA PROJECT
3201.11.DBPF.10010
Contract
Contractor logo and business name
No.
4600016138/39/40
Vendor logo and business name

Facility Name
Location
Scale
Sheet of Sheets
LAND
n.a.
1 / 25
EBOCHA OIL CENTRE

Document Title
PROCUREMENT PROCEDURE
Supersedes N.
Superseded by N.
Plant
Plant Unit
Area
Projects Development, Engineering Division

This document is CONFIDENTIAL and the sole property of the Company. It shall neither be shown to third parties nor used for other purposes
than those for which it has been issued/sent. Any unauthorized attempt to reproduce it, in any form, is strictly prohibited.
Company Identification
3201.11.DBPF.1001
Rev. index.
Contractor Identification
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REVISION RECORD
02
23 Oct 14
Approved for Construction
01
00
Rev.
29 Sep 14
02 Sep 14
Date
Issued for Approval

Issued for Review
Reason for Revision
File Name :
Comment Incorporated
First Issue
Short Description of Changes
278075414.doc
This document is property of NAOC Ltd. Who lawfully reserves all rights. Any unauthorised attempt to reproduce it, in any form, is strictly
prohibited. NAOC will safeguard its rights according to the civil and penal provisions of the law
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TABLE OF CONTENTS
1.0
GENERAL.........................................................................................
1.1
SCOPE..............................................................................................
1.2
ABBREVIATIONS............................Error! Bookmark not defined.
1.3
REFERENCE.....................................................................................
2.0
EVALUATION AND CONTROL............................................................
3.0
PURCHASING PROCESS...................................................................
4.0
EXPEDITING PROCESS...................................................................
5.0
PURCHASE PLANNING....................................................................
6.0
USE AND MANAGEMENT OF SUPPLIERS.........................................
7.0
ISSUANCE AND DISTRIBUTION.......................................................
8.0
ISSUANCE AND DISTRIBUTION OF ORDERS...................................
9.0
Material Control.............................................................................
9.1
Tracking of Materials.....................................................................
10.0 Materials Receiving (Local Purchased)..........................................

11.0 Forms.............................................................................................
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1.0
ABBREVIATIONS
COMPANY
NAOC
CONTRACTOR
NAOC
Nigeria Agip Oil Company
B+G&S Nigeria Limted
MRR
Material Receiving Report
MRF
Material Request Form
PO
Purchase Order
RFQ
Request for Quotation
RFP
Request for Procurement
MDS
Material Data Sheet
BEF
Bid Evaluation Form
FEED
Front End Engineering Design
LPO
Local Purchase Order
RGIR
Receipt of Goods Inspection Report
PM
Project Manager
PD
Project Director
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2.0
INTRODUCTION
The Nigerian Agip Oil Company intends to install an ejector for the
simultaneous disposal of produced water and low pressure gas which would
otherwise be flared. The source of the low pressure gas shall be from the
gas outlet line of the LP-3 separator currently installed in Ebocha Oil Center.
The produced water to be utilized for this project shall be sourced from the
produced water reinjection package.
EPC Contractor shall ensure throughout detailed engineering that all
hazards have been identified, risks assessed and that appropriate measures
to protect personnel, facilities and the environment have been incorporated
in the design, by means of activities such as HAZID, HAZOP, and
Constructability Review etc.
Contractor shall perform all activities including all Project management,
detailed design engineering, procurement and supply of materials including
line pipes, fabrication, supply, transport, construction activities, installation,
restoration, testing and pre-commissioning activities required to achieve the
successful completion of the Work.
2.1
SCOPE OF WORK
Contractor scope of work for EPC of Simultaneous Water And Natural Gas
Disposal (SWAN)
Project shall include but not limited to procurement and supply of materials
including
valves,
fabrication,
inspection
and
testing,
transportation,
construction and installation activities required to achieve the successful

completion of the project. In procuring these items: Piping Fittings, Bolts and
Nuts, Pipe Supports, Fittings, Valves Gasket.
COMPANY shall prepare the Project procurement Plan Procedures, which
outline guidelines for Procedures and Schedules to be implemented by all
Contractor / sub-contractor and applicable Suppliers for carrying out all
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procurement as contained in the Procurement Packages Dossier (All

Packages) and related services; however Contractor Sub-Contractor shall
purchase within their procedural requirements through their nominated
Vendors/suppliers. The Procurement Plan Procedure shall be prepared by
CONTRACTOR Project Engineer and the Procurement Officer. It shall be
reviewed by the Project Manager (PM) and approved by the Project
Director (PD).
COMPANY / CONTRACTOR shall ensure the following standards and
specifications are met:
3201.11.DLST.14127- Technical Specification for Valves.
3201.11.DLST.14129
Technical
Specification
for
Flanges,
Anchor Flanges and

Gaskets and Bolting.
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3.0
REFERENCE
3201.11.DGSP.10053 - QAQC Plan.
3201.10.BGRV.10701- Scope of Work.
3201.11.DLST.14127- Technical Specification for Valves.

3201.11.DLST.14129 - Technical Specification for Flanges, Anchor
Flanges and
Gaskets and Bolting
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4.0
EVALUATION AND CONTROL

The assessment and qualification of Vendors & suppliers shall be carried
out in accordance
with the Contract and the CONTRACTOR procedure
for managing vendors and suppliers in
the case of project materials for
permanent structure, CONTRACTOR shall solicit bids from
Companys
approved Suppliers list in the approved Vendor List. The Contractor shall
ensure that Vendor and suppliers shall adopt and implement all inspection
and Test plans in accordance with companys standard in all their activities
on the project. No deviation from the vendor/Supplier list shall be accepted
without prior approval from Company, if the Vendor/Supplier has been
assessed against the appropriate Quality System standards and approved
by a third Party accredited national body, the Vendors/Supplier shall be
requested to return a copy of their current approval certificate and Quality
Manual.
If the vendor/Supplier does not have an approved certificate for their

Quality System but does have a Quality Manual, the Vendor/Supplier shall
be requested to return a current copy of the Quality Manual, (unless
CONTRACTOR Party is already in possession of the current issue) together
with a list of any government, national or major industrial bodies that have
formally approved Quality System in a recognized Quality Standard and
any certificate showing QC / product approvals, such as ASME, etc.
In addition, CONTRACTOR shall have firm control over its Vendors and
suppliers and shall cause them to adopt and implement all Inspection Test
Plans relevant to the vendors/Suppliers specific activities on the project.
5.0
PURCHASING PROCESS
5.1 Purchased Goods / Material quality Requirements

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CONTRACTORs purchasing process is tailored to ensure that goods and

materials
purchased
for
project
use
are
in
accordance
with
the
requirements of the contract. At each stage of the purchasing process and

depending on the overall effect of the decisions on the final product,
Company representative will be invited to agree with the decisions to
complete the stage and move to the next.
5.2 Purchasing Process Description
A comprehensive series of corporate Procurement Management Procedures
and Work Practices exist to satisfy the project execution methodology whilst
providing a sound management basis at all times.
The Procedures and Work Practices are formalised in manuals for each main
discipline group and provide a clear and positive indication of the controls
employed
in
the
normal
day-to-day
execution
of
the
procurement
management activities. Documentation is of a formalised nature and uses

standardised formats (e.g. Proposal Requests, Proposal Status Reports,
Proposal Summaries, Purchase Orders, Order Variations and Amendments,
Cost Allocation, Expediting Requests and Reports, Inspection Requests and
Reports, overall material status reporting, document transmittals, etc.).
These Procedures and Practices forms the basis of the project specific
documents and forms that will be produced to identify and incorporate the
unique requirements of Company Project specific. General Purchase
Conditions and Instructions to Bidders are prepared by the project team
members in consultation with Department Heads, which also incorporate
the
Company
requirements
regarding
documentation,
inspection,
commissioning assistance, warranty and spares. These are included in the

RFP, which is sent to the vendors for submitting a quotation.
Technical questionnaires are sent to the vendors by the Procurement
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department and a Technical Bid Analysis is prepared, based on these,

purchase orders are placed by procurement manager. Preference is given
to vendors with proven track record or in the vendors list issued by
Company Quality Control. Engineers from CONTRACTOR and Vendors also
firm up the detailed quality control plan (witness, hold and review stages).
Items procured from within Nigeria are inspected by CONTRACTORS QA
department. However, for majority of other imported items, external
inspection agencies are appointed to work with CONTRACTOR Internal
Quality Management team to ensure that all purchase specifications are
complied with. Only approved & certified TPI will be appointed for third
party inspection.
The import department of CONTRACTOR handles all commercial matters
related to the imports such as opening of letters of credit, payment to
suppliers, etc. The procurement Officer keeps in touch with the import
department to coordinate these activities. The procurement officer has a
single point responsibility for all the items purchased. He closely monitors
all the activities related to the procurement via floating enquiries, locating
the right vendor, technical evaluation, commercial negotiations, purchase
specification approval, drawing approval, expediting, inspection calls to
external inspection agencies and Companys inspectors, sea freight,
customs clearance and local transport; and closely liaises with all other
departments and consultants to remove any possible bottlenecks in the
timely delivery of goods.
6.0 EXPEDITING PROCESS
All RFPs
bids
are
issued
by the Procurement department
where technical
from vendors/suppliers are also received and analysed/ evaluated.
The technical discussions with the vendors are held with the Procurement
Officer and or Manager, and the commercial part of all procurement is
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handled
by
the
procurement
team.
Priorities
will
be
given
to
Vendors/Suppliers who have agents in Nigeria. The scope of procurement

covers all permanent materials and equipment required by the project,
excluding Company furnished materials.
The scope of procurement and deliveries are maintained by employing
methods used by international Contractors for such jobs, such as:
Preparation for start of engineering prior to award, to
avoid delay after contract award;
Making commitments for critical materials
Using materials from stock yards at higher cost,

if necessary;
Air-freighting items when necessary,
Working round-the-clock, including weekends

and holidays.
Monitor / expedite deliveries by vendors and
deputing expeditors at each of such work centers.

This approach calls for operating flexibility and de-centralized decision making,
which CONTRACTOR shall adopt for the project. Familiarity with international
procurement procedures is essential. Refer to flow chart below for a
typical
expedited purchasing processes developed by CONTRACTOR.
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Purchase
Goods/Servi
ces
Identity
Requiremen
t
PM/CM raise
purchase
order
Purchasing
Manager Logs
Request
Purchasing Manager Reveiws

Requirement to know the level of
local and foreign procurement
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Only Local
Purchases
Required
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Yes
Check
for
No
Suitable
Forward
instructions
to
Approved Suppliers in
Corporate office in PHC to
Company Listing
arrange Purchase
No
Source
Purchasing carried out per

corporate office QA procedure
for purchasing
suitable
suppliers
Formally
review and
approve new
Yes
Select suppliers
from which to
obtain prices
Analyze Bids
(Prepare Analysis
Arrange
Shipment
Where Applicable
of Options)
Negotiate with Suppliers

and Settle any Bid
Transport From Port To
Anormalies
Required Delivery
Point
Final Selection of
Supplier
Prepare PO and get PO

Approved
No
P.O.
Approved?
Yes
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Place Purchase
Orderof NAOC Ltd. Who lawfully reserves all rights. Any unauthorised attempt to reproduce it, in any form, is strictly
This document is property
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Monitor
Manufacturing /
Supplier Process
Ensure Any required

Inspection Test Plan is
Carried out
Transport from Supplier

to Required Delivery
Point
Check Purchased Item on Delivery at Required
Delivery Point, Clients Inspection as Required
No
Item
satisfact
ory?
Yes
Yes
No
Purchase
by
site
office
Advice
supplier
of
Advice PHC office with regards to
problem
problem
Purchasing
manager
will
up
follow
PHC office to follow up matter with

supplier and resolve
with
supplier and resolve

problems
No
Problem
Resolve
No
No
d?
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yes
Item satisfactory inspection by
yes
Client if Required
yes
Purchased
by
Office?
Outstanding payments are
Formally advise PHC office
made to supplier and PO
that
closed
completed satisfactorily
in
Purchasing
the
PO
has
been
system
Review
suppliers
Outstanding payments are
performance and take any
made to supplier and PO
action
closed
necessary
with
regards to supplier status

Purchasing
7.0
in
Purchasing
system
PURCHASE PLANNING
process
completed
The Procurement Department and the Project Management and the Quality
Department is responsible, for planning and monitoring of purchases. The
supply system must be put in place to make it possible for availability of
products
and
reliable
suppliers
and
ensure
the
fulfillment
of
the
requirements ofs service.
Supplies planning
When planning supply, quality management and examination of
product, the following topics should be discussed:
Development of supply
Requirements to be applied to various types of
supply
Planning of supply
Qualification of new suppliers of products /
services
Renewal of the qualification of suppliers
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Information
required
for
planning
and
monitoring
of
purchases
The need for new products / services and the planning of purchases are
regulated by
Contract/QA dept. through:
Market research
Processing and analysis of data related to customers
Analysis of non-compliance
8.0
USE AND MANAGEMENT OF SUPPLIERS

Suppliers to be used
The Vendors/Suppliers to be used are those indicated in the Companys
approved Vendors list. The use of new Vendors/Suppliers shall be in
accordance with process of evaluation, qualification and approval
Documents governing the relationship of supply

The documents governing the relationship of supply are:
Specific orders
Contracts
Letters of intent
Purchase of goods or services

Procurement / Quality dept is responsible for defining requirements,
terms and conditions contents to be applied in the supply of products
and services. When it may be necessary to use a new supplier, the name
must be reported to Quality dept. with all the information necessary for
its qualification.
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9.0
ISSUANCE AND DISTRIBUTION

Issuance of RFP (Request for Proposal)
The purchase request is issued in written form by the Procurement officer
and must indicate:
The type of goods or services
The quality requirements to which must respond
The quantity
Delivery time
Order Issue
The purchase order shall be signed after the Company and Contractor
have agreed on the RFQ before sending to suppliers/vendors.
10.0
ISSUANCE AND DISTRIBUTION OF ORDERS

The purchase order must be signed by Project Director, Project Manager
and the Procurement Manager
or persons designated by them before
sending to suppliers.
Contents of purchase orders

The order must necessarily include the following:
Purchase order number and date of order
Sender
Job number (optional)
The recipient: Name, Name of Supplier (optional address and
phone)
Name, of the person to whom to refer (i.e. attention of Mr
xxx ... in case of prior agreements)
The
object
(material
or
description
of
service
required)
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Quantity and product number (if any)

Precise description (for catalog products copy description
from the catalog itself)
Price (from list or catalog, or from agreed offer)
Any discounts or special conditions agreed
In the case of an offer by telephone, return the phrase "as in
telephone talks with your Mr. xxxxxx ... .. the price of ... .... (list
conditions agreed).
Time of delivery and payment
Mode of transport and in charge of whom ("transport by
courier" ... .. "Port assigned" or "free port", etc..)
OBLIGATORY signature of Project Director, Project Manager and
the Procurement Manager.
Order transmission
Purchase orders are made in written form and sent to suppliers by mail, by
courier or fax. Any purchase orders by telephone, are always confirmed in
writing (except for particular circumstances and urgent need) and
transmitted to suppliers in the above rules, or by written order
confirmation of the supplier.
Order Confirmation by suppliers

In the case where suppliers have a continuous relationship, it is considered
that the confirmation of acceptance of an order is implied. In other cases,
after a certain time without having received confirmation, PD/PM will have
to activate and obtain it.
This approach calls for operating flexibility and de-centralized decision
making, which CONTRACTOR is equipped with, as a professionally
managed
File Name :
company.
It
also
calls
for
familiarity
with
international
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procurement procedures.
Purchasing Organization
Refer to Project Organizational Charts in the Project Execution Plan
3208.20.GBPG.00001 as attachment 1
11.0
Material Control
11.1
Tracking of Materials
A material control chart (a Microsoft work sheet program) is prepared which
contains all the necessary information about the procurement of goods
from Purchase Order data covering through the period of shipment and
arrival date. This work sheet is available in Contractors created Dropbox
account and is periodically updated.
Recording of receipts for goods

Receive and inspect goods for damage during transport and complete the
Good reciept Inspection Report (GRIR). This GRIR is transmitted to
procurement specialists for action based on findings, if required.
Custom Clearance
In coordination with CONTRACTOR team, only approved companies who
are based in Nigeria shall handle all customs clearance and forwarding.
Traceability of goods upon receipt

The traceability of goods upon receipt is followed as per stores procedures
for receipt and issue.
Storage of goods
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Adequate space will be provided at the port & site facilities to store
goods in line with Manufacturers recommendations
Stock/inventory control
The stock and inventory are controlled as per stores procedure for
receipt, storage & issue.
Inspection and expediting

Inspection shall be carried out as per the approved quality plan of the
project with expediting being done on a regular basis.
10.0
Materials Receiving (Local Purchased)

All
locally
purchased
materials
are
delivered
to
the
warehouse,
accompanied with original local purchase order(LPO), original delivery

note, three invoices (one original and two copies); and received by the
warehouse supervisor or his designated representative. The warehouse
supervisor will inspect the material to ensure that the quantity and price
(if applicable), match the LPO. Additionally, he will ensure that the quality
of items meet the QC requirements, when items delivered to the
warehouse does not meet the requirements, the warehouse supervisor
rejects the materials and inform the local purchase office. When items are
accepted,
the
warehouse
supervisor
signs
the
vendors
delivery
note/waybill. The vendor will provide the warehouse supervisor with

original delivery note or original local purchase order. The warehouse
supervisor will forward these documents to the local purchase office and
copy the Construction Manager.
The Project manager will review the price, description of goods received by
signing on the
delivery note/waybill. He will also initial his name on the
LPO and invoice, and then forward the documents to the warehouse
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administrative department.
12.0
FORMS
BGS FORM-PP-001 - Over Short and Damaged Report
BGS FORM-PP-002 - Materials Receiving Report
BGS FORM-PP-003 - Supply Issue Voucher
BGS FORM-PP-004 - Non-Conformance Report
BGS FORM-PP-001 Job No:
OVER, SHORT, DAMAGE REPORT

Ref No: BGS FORM-PP-
O.S & D.No:
001
Client:
Shipper:
Date Prep:
Port of Origin:
Rec. Point:
P.O. No:
Del:
Truck No:
D.M.I. No:
Way Bill No:
Date Recd:
M.I.V. No:
ABOVE SHIPMENT RECIEVED IN FOLLOWING CONDITION
Overage
Shortage in packing
or Substitution
package in apparent good order but
contents short
Shortage in delivery
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No of pcs. On W B
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pcs. recd
Shortage in shipment
package damaged.
Appears
opened on repacked
Content short Damaged
visible damage to material.
Any damaged goods recieved notify QA/QC Dept. For Inspection.

Damaged concealed damage package in apparent good order
P.O. Item No.
Recommendation:
Quantity
Quantity
Ordered
Recieved
Repair in Field
Unit
Description
Return to shipper/vendor Replace
Estimated cost of repair damage or replace:

Project Engineer notified on:
Action By
Deliver Document Attached?
Yes
Recieving Report attached
Yes
No
Was damage or loss due to poor packing: Lack of precautionary packs? Other
reason?
Explain.......................................................................................................................
......................
Prepared By:
Approved By:
BGS FORM-PP-002 - MATERIALS RECIEVING REPORT
Project:
No.
Delivery
Number
order Shi
p
Recievin
g
Report
No.
Client:
Contract Number:
Job Number: BGS FORM-PP002
Date
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Remarks:
Part
Item#
Qty. U/M
Numbe
Description
O.S.D
Report
Key:
O- over S- Short D- Damaged
Signed:
Date
Prepared/recieved by:
Date
(QA/QC) Rep.
BGS FORM-PP-003 - SUPPLY ISSUE VOUCHER
FROM:
REQ:
JOB NO: BGS FORM-PP-003
TO:
EQUIP NO.
ITEM
File Name :
QTY
U/M
PART NO.
DESCRIPTION
IMPORT
LOCAL
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TOTAL
ISSUED BY:
W/H MGR
RECIEVED BY:
CONFIRMATION
W/H SUPERVISOR
WHITE: WAREHOUSE NUMERICAL FILE
BLUE: MECHANICAL DEPARTMENT
PINK: WAREHOUSE SECURITY + REQUISITIONER
GREEN: WAREHOUSE REFERENCE COPY
BGS FORM-PP-004 - NON CONFORMANCE REPORT

(1) LOCATION
(2) NCR NO:
BGS FORM-
PP-004
(3) CONTRACT/JOB
(5) RESPONSIBLE PARTY
(4) DATE:
(6)
AUDIT
NO:
(IF
APPLICABLE)
(7) REFERNCE, SPECIFICATION/PROCEDURE
(8) DESCRIPTION OF NON-CONFORMANCE:
Block 1 to 8 completed by Initiator of NCR
(9) PROBABLE CAUSE OF NON-CONFORMANCE
Block 9 completed by QA/QC Manager or Designee
File Name :
278075414.doc
3201.11.DBPF.1001
Rev. index.
4600016138/39/40
Validity
Sheet of
Sheets
Rev. No.
Status
EX-DE
25 / 25
02
(10) SUGGESTED
(Engineering decision requires
date & signature in this block)

CORRECTIVE ACTION:
USE-AS-IS ( ) REWORK ( ) REPAIR ( ) REJECT ( ) SCRAP ( ) OTHER ( ) {DEFINE BELOW}
Block 10 Completed by Project Manager or Designee
(11) QA/QC Manager:
Sign:
Date:
(12) CORRECTIVE ACTION TAKEN

Block 12 Completed by Project Manager
(13) VERIFICATION OF CORRECTIVE ACTION:
(14) DISTRIBUTION TO:

PROJECT DIRECTOR [
PROJECT MANAGER
Completed by QA/QC Manager

or QA/QC Engineer
Date:
]
[
QA MANAGER
PROJECT ENGINEER
NCR LOCATION
FILE
Representative
Completed
by
QA/QC
Mgr
or
Designee
File Name :
278075414.doc

Procurement Plan Procedure

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SIMULTANEOUS WATER AND NATURAL

GAS DISPOSAL (SWAN) PROJECT

Company logo and business name

Contractor logo and business name

Vendor logo and business name

EBOCHA OIL CENTRE

Projects Development, Engineering Division

Projects Development, Engineering Division

Approved for Construction

Issued for Approval

Projects Development, Engineering Division

ABBREVIATIONS............................Error! Bookmark not defined.

EVALUATION AND CONTROL............................................................

USE AND MANAGEMENT OF SUPPLIERS.........................................

ISSUANCE AND DISTRIBUTION.......................................................

ISSUANCE AND DISTRIBUTION OF ORDERS...................................

10.0 Materials Receiving (Local Purchased)..........................................

Projects Development, Engineering Division

Material Receiving Report

Material Request Form

Request for Quotation

Request for Procurement

Material Data Sheet

Bid Evaluation Form

Front End Engineering Design

Local Purchase Order

Receipt of Goods Inspection Report

Projects Development, Engineering Division

construction and installation activities required to achieve the successful

Projects Development, Engineering Division

procurement as contained in the Procurement Packages Dossier (All

3201.11.DLST.14127- Technical Specification for Valves.

Anchor Flanges and

Projects Development, Engineering Division

3201.11.DGSP.10053 - QAQC Plan.

3201.10.BGRV.10701- Scope of Work.

3201.11.DLST.14127- Technical Specification for Valves.

Projects Development, Engineering Division

EVALUATION AND CONTROL

with the Contract and the CONTRACTOR procedure

for managing vendors and suppliers in

the case of project materials for

permanent structure, CONTRACTOR shall solicit bids from

If the vendor/Supplier does not have an approved certificate for their

5.1 Purchased Goods / Material quality Requirements

Projects Development, Engineering Division

CONTRACTORs purchasing process is tailored to ensure that goods and

requirements of the contract. At each stage of the purchasing process and

management activities. Documentation is of a formalised nature and uses

commissioning assistance, warranty and spares. These are included in the

Projects Development, Engineering Division

department and a Technical Bid Analysis is prepared, based on these,

by the Procurement department

from vendors/suppliers are also received and analysed/ evaluated.

Projects Development, Engineering Division

Vendors/Suppliers who have agents in Nigeria. The scope of procurement

avoid delay after contract award;

Making commitments for critical materials

Using materials from stock yards at higher cost,