Table of Contents
1. Purpose
This document describes the procedures to be followed in the preparation of requisitions and related forms required to purchase equipment/materials and/or services.
General
Requisitions shall be prepared following this procedure as close as possible. Deviations to this procedure shall be previously agreed to by the Project Manager.
Requisitions are compiled by Specialist Engineers for the accounts handled by their respective sections.
Material Control Section for piping and the balance by Project Engineers.
The requisition must contain, in combination with the possible attachments such as specifications and drawings, the full technical description of the material or work and the quantities required.
A requisition is a document which is issued to obtain bids for or purchase of equipment/materials/services and shall include as minimum the following information.
|
- Vendors scope of supply and quantities of items required |
See Section 4.3.1 |
|
- List of applicable documents |
See Section 4.3.2 |
|
- Technical description |
See Section 4.3.3 |
|
- Vendor furnished documents requirements |
See Section 4.3.4 |
Wherever possible equipment/materials of a similar nature within one account group and which could be purchased from a single vendor should be combined on one requisition.
The allocation of equipment/materials to separate requisitions, within one account group, shall be the subject of discussion and agreement between the Engineering and the Procurement Groups.
Subcontract requisitioning shall follow procedure Ref. 6.6 although the general principles of this procedure also apply.
Technical descriptions of equipment, materials or work required shall be specified on either standard data sheets/specification forms, special preprinted combined requisition/specification forms, computerized requisition/specification formats and/or drawings, see Section 4.3.3 and also Ref. 6.2.
The preparation of standard requisitions shall follow in principle this procedure. The numbering of standard requisitions is defined in Ref. 6.11. The approval and authorization is defined in Ref. 6.1.
3. Responsibilities
The Specialist (Project) Engineer is responsible for the preparation of requisitions in accordance with this procedure.
The Project Manager is responsible for the proper maintenance and registration of all project requisitions. He shall also allocate Job requisition numbers to the engineering disciplines and define the number of copies/reproducibles required from the vendor.
The Manager of Quality Assurance is responsible for the control of Company standard requisitions.
4. Requisitions
4.1 Presentation
4.1.1 Forms
In principle when requisitions contain one sheet and more, than a cover sheet shall be used on form US778-03.
Continuation sheets in multi-page requisitions shall be used on form US778-02.
These forms are used in the examples included in the attachments.
Standard requisition forms shall be used except for the following:
-
All "C" account and "Q" account requisitions and, within the "F" account, requisitions for "FC" and "FS" materials; these shall be produced in a standard programmed format by computer, from data input by the Piping Material Control Section.
-
Items in the "E" and "K" accounts for which special preprinted combined requisition/specification forms exist.
4.1.2 Index
In principle requisitions containing more than one sheet of text (excluding the cover sheet) shall contain an index on a separate sheet which shall basically be limited to sections and attachments.
4.1.3 Page Numbering
The page numbering of requisitions shall be in accordance with Ref. 6.7.
4.1.4 Requisition Numbering
The Specialist Engineer shall obtain a requisition number form the Project Engineering Group. A complete requisition number shall Consist of the job number followed by an identification number. (Ref 6.11).
4.2 Preparation
4.2.1 Introduction
The base of the technical description of the requisition forms the equipment data sheets/specifications.
The term "equipment" is intended to cover those items falling within Company account codes "A", "M", "P", "T", "G", and "H". A specification required for items in other accounts, e.g., electrical switch gear, shall be numbered and handled as a job specification in accordance with Ref. 6.2.
Equipment data sheets/specifications normally originate the Process Engineering Group, however, in certain cases this work may be done in the Project Engineering Group. In such cases the Process Engineering Group shall notify the Project Engineering Group of each requirement in writing (duplicate copies).
In some instances, the project function described in this procedure may be performed by Process Engineers, e.g. on projects where no Project Engineer has been appointed.
4.2.2 Action by Process Department
Process data sheets (process specifications) shall be prepared and handled in accordance with procedure Ref. 6.12.
4.2.3 Action by Project Manager
The process data sheets/specifications (vellums) received from the Process Engineering Group shall be distributed to the relevant disciplines for completion, and inclusion in the requisition(s).
Revisions to process data sheets/specifications before requisitions are completed and issued
If it becomes necessary to amend the vellum released by the Process Engineering Group, before the requisition has been completed and issued, the Process Engineer shall reissue the process data sheets/ specifications and send them with an Internal Document Transmittal (IDT) as per procedure Ref. 6.12 to the Project Manager.
The marked up copy shall then be distributed as described in Section 4.2.3 above.
4.2.4 Action by Project/Specialist Engineers
The Project/Specialist Engineer shall not commence the preparation of a requisition without having a formal issue of the process data sheets/specifications marked "released for mechanical design" as a minimum issue status.
The Company standard requisitions may be used as a basis for preparing requisitions.
4.2.5 Split-Order Requisitions
If the items of an original requisition already issued for bids are to be ordered from two or more vendors, then the original requisition shall be superseded and replaced by separate requisitions one for each vendor stipulating the scope of supply.
Split requisitions produced manually shall retain the original number and be identified individually by an alpha suffix (e.g. P006A, P006B, etc.).
Irrespective of the number of times that the original requisition has been issued, each of the new split requisitions shall start with issue "I".
Split requisitions produced by computer shall retain the original number (without an alpha suffix) and shall be identified by a specific issue number.
4.3 Content
The requisition shall contain a full description of the item/equipment/material/service purchased.
The requisition shall include as a minimum the following sections. as specified below:
4.3.1 Vendor Scope of Supply and Quantities of Items Required
This paragraph of the requisition defines the scope of supply.
| e.g. | - Supply only |
| - Supply of piping materials excluded | |
| - Supply and erect | |
| - Supply of E-motor included |
On requisitions to be issued for bids for accounts "E" and "K" it is permissible to list similar items (e.g. dial thermometers) as "one lot" if it is considered practical and expedient to do so and has the agreement of the Project Manager and where appropriate, the Client.
Requisitions to be issued for purchase for accounts "E" and "K" shall list each individual item separately either by its identifying tag number or by identifying reference numbers per requisition.
Requisitions to be issued for bids or purchase for all other accounts shall list each item separately.
If the project procedure requires Client's item numbers to be shown then the usual practice will be for the Client's item number to be entered first with the Company numbers shown beneath them in parenthesis.
The number of items required, shall be stated as a whole number, or as "one lot", or "one set" (e.g. when applied to tower trays).
A brief description, of the item as given in the equipment list, shall follow it's number.
The cost codes of equipment/material shall be given.
4.3.2 List of Applicable Documents
All documents which are referred to in the text of the requisition shall be listed in this paragraph.
| e.g. | - Laws/rules and/or regulations |
| - (Inter)national standards | |
| - Specifications (job, equipment, others) | |
| - Drawings | |
| - Project standards |
The listed documents shall each have a subsection number against which the document number and title is given.
The applicable issue of all referenced documents shall be clearly indicated.
The reference made in the text shall refer only to the reference subsection number.
The purpose of this arrangement is to simplify updates when referred-to documents should ever be given a new number or title.
In such cases it would then only be necessary to change the section "list of applicable documents" instead of searching through and changing the main text.
4.3.3 Technical Description
The requisition shall contain a full technical description of the item/equipment/material purchased.
This technical description may be in the following formats:
-
Mechanical data sheets/specifications
-
Drawings
-
As a separate section(s) to the requisition.
Where it is required to refer to other documents then this shall be done in accordance with Section 4.3.2.
4.3.3.1 Mechanical Data Sheets/Specifications
Accounts "P", "T", "G" and "H"
The process information is to be transferred on and shall be completed with additional technical information by the Project/ Specialist Engineer on new equipment data sheets/specifications.
Accounts "E" and "GN"
Electrical and/or noise data are to be prepared on data sheets by the responsible discipline, and these sheets are to be included, in the appropriate requisition(s).
Account "K"
Instrument data sheet/specification shall be initially prepared by the Control Systems Engineer. The Process Engineer shall add process information on those data sheets and give any necessary comments.
Authorization
Data sheets/specifications shall be authorized in accordance with Ref. 6.7.
4.3.3.2 Drawings
Accounts "A" and "M"
The Specialist Engineer shall prepare a new vessel drawing, with all information of the equipment data sheet/specification (released for the Process Engineering Group) transferred to the new drawing.
Other Accounts
For all other accounts the Specialist Engineer shall prepare the required drawings to be included with the appropriate requisition(s).
Authorization
Drawings shall be numbered in accordance with Ref. 6.4 and shall be authorized in accordance with Ref. 6.7.
4.3.3.3 Separate Sections of the Requisition
When a process specification is issued without data sheets (no data sheet available), the Lead Specialist Engineer in coordination with the Project Manager may decide to develop a new data sheet for this specific piece of equipment/item. Data sheets shall then be handled as indicated in Section 4.3.3.1.
When no new data sheets are developed then the information of the process specification shall be transmitted to the requisition and a full technical description shall be made as a section in the requisition.
In the text of the requisition (technical description) a reference shall be made to all applicable drawings, (See also Section 4.3.2).
4.3.4 Vendor Furnished Document (VFD) Requirements
Standard VFD requirements are listed on pre-printed forms, developed for each engineering discipline, Ref. 6.10.
The Project Manager shall, well in advance before the first requisition is issued for bids, verify the number of copies/reproducibles of the VFD required for all parties.
The VFD requirement sheets shall be completed and attached to the requisition.
These forms contain a front sheet defining the general VFD requirements such as:
-
Drawing standard sizes and formats
-
Vendor document identification
-
Vendor document handling
Continuation sheet(s) defining VFD requirements (quantities of drawings, parts lists, reports, etc.) which are required:
-
together with quotation
-
In case of order
4.3.5 The requisition shall be further completed including as appropriate:
-
Labor
-
Inspection/acceptance requirements
-
Authority approvals
-
Other contractually required clauses
-
Suborders
-
Spare parts
-
Miscellaneous
4.3.6 Example
Attachment 1 gives an example of a multi-page requisition.
4.4 Checking/Approval and Certification
4.4.1 General
Quality and administrative controls of the requisitions shall be achieved through the systems of discipline checks, inter-discipline checks, multi-discipline reviews and project approvals, all involving the appropriate personnel at each stage prior to the document's formal external issue.
4.4.2 Discipline Checks
Discipline checks shall be done in accordance with Ref. 6.7.
The independent checker shall check as a minimum, but not limited to:
-
That the requisition is prepared initialed and signed in accordance with this procedure
-
That the requisition is complete (electrical/noise data sheets included)
-
Technical conformity
-
Conformity to latest design data
-
That Clients comments are incorporated, if applicable
-
That the correct number of VFD's are requested.
-
For the inclusion of special subjects e.g.:
special inspection requirements
Spare parts
PMI
Safety
Preservation
The type of material certificates
Quality Manuals
Quality/Inspection and test plans
-
If the correct Company/Client requisition form is used
-
Contingency percentage used
-
The presentation is neat and precise and that the document is of a microfilmable quality
-
That the requisition reflects the process mechanical design requirements.
4.4.3 Inter-discipline Checks- and Multi-discipline Reviews
While each requisitions shall be subjected to discipline checking, major requisitions requiring an input from other disciplines/groups shall be subject to inter-discipline checks and/or multi-discipline reviews (Ref. 6.7).
Where field labor is involved in general requisitions, the Construction Department shall review. Where applicable, the Inspection Department shall review workshop practicability of requirements and recommend tests and inspections to verify quality. All inspection and quality assurance requirements, shall be included in the requisition.
The extent of such requirements shall be determined based on:
-
The criticality of the item(s) being purchase
-
Specific Client requirements
-
Other contractual liabilities.
4.4.4 Department Check of Critical Requisitions
See Ref. 6.7.
4.4.5 Approval and certification of Requisitions
The requisition may be approved at the same time as the approval of the "request for bids" form, see Section 4.9.
The authorizations for approval and certification of requisitions shall be in accordance with Ref. 6.7.
4.5 Issue for Bids
In the case of piping and other bulk materials, or for equipment where the content is checked and approved for purchase, the requisition may be certified immediately.
In all other cases the first issue of the requisition shall be marked "for bids". Requisitions "for bids" shall be replaced by certified issues before the Procurement Department may place the purchase order.
4.6 Issue for Purchase
Requisitions for purchase, together with the certified issue of related specifications, drawings, etc., shall be completed and issued to the Purchasing Department within three calendar weeks of notification that approval to purchase has been given. This generally means that the requisition package will have to be completed, typed and sent to the Project Manager for signature by the end of the second week to ensure issue at the end of the third week.
If specification and/or drawing attachments to requisitions cannot be "certified" within the time limits of above paragraph then the Engineering Department shall update the requisition and reissue "for commitment" within the specified time and advise Purchasing Department on the "revised request for bids/purchase" form of those documents that will follow later when certified. In this event the Project Manager will not certify the requisition for purchase.
If for urgent reasons (e.g. expiration of quotation validity) purchase action has to be taken before the period specified in above paragraph has elapsed and formal documents cannot be made ready, then, if approved jointly by the Project Manager and Procurement Manager, a telex of intent or telex order shall be sent to vendor. Engineering shall then prepare a brief description telex format as comprehensively as possible to include item numbers, cost codes for each item and references to the bid documents and transmit them to purchasing with an "revised request for bids/purchase" form. Purchasing shall add the value of each item and commercial terms to the telex and transmit to vendor with copies to normal recipients of purchase order copies.
4.7 Changes and Revisions
4.7.1 Each issue of a requisition and changes to the requisition shall be identified as defined per Ref. 6.3 and Ref. 6.7.
The hard copy frontsheet shall be maintained and updated "by hand" with the latest issue code, date and description so as to maintain all existing signatures from previous issues.
Once a requisition has been issued, any change to its contents will normally require a revised issue of that requisition, for example:
-
Whenever the requisition is issued "for purchase"
-
When superseded by "split-order" requisitions see Section 4.2.5
-
Increase of items/quantities. An increase in quantity of an item already on order or the addition of a new item for which no quotations are required from other vendors. However item/ quantity increases for which new quotations are necessary shall be made the subject of a separate bid requisition.
-
Decrease of items/quantities. A decrease in the quantity of an item already on order or the deletion of an item subject to the Project Manager's approval that items concerned may be cancel led.
-
To include vendor's information etc.
-
Whenever a referenced document is revised, deleted or a new document is added.
When such an update would be caused by a later revision of a referenced document, then extreme caution shall be taken to decide if an update of the requisition is the correct action.
For example if the revised referenced document does not have a true influence on the work to be carried out under the requisition or if that work is already completed, then a reissue of the requisition would not serve a useful purpose.
The decision to reissue the requisition under these circumstances, shall be taken by the Specialist Engineer, the Project Manager and the Project Procurement Coordinator.
At each new issue any previous revision indicators shall be removed.
4.8 "Revised Request for Purchase "Bids"
The first time a request is made by the Specialist Engineer to the Procurement Department to issue a document to vendors for bids, that request shall be made in triplicate on the white pre-printed form Ref. 6.13. The first issue of this request form shall bear the code "O" in the "alt" block. The title of this form shall also be updated by hand to indicate if it is really a "request for purchase" or actually a "request for bids".
All subsequent requests for the Procurement Department to issue the same engineering document shall be made on the pink pre-printed form Ref. 6.14. This form's title shall also be updated to reflect the intent of the request and shall carry the next issue (alt) code I, II, III etc. The issue code of the request form shall be independent of the issue code of the document (e.g. requisition) being issued.
If subsequently to a specific requisition issue additional "instructions" are required which do not change the contents of that issue, then the "revised request for bids/purchase" form shall be updated and be reissued with the alteration indication raised as described above.
Further, the following information as appropriate shall be indicated on this form:
-
The numbers and issue codes of the requisition and all other referenced documents to be transmitted to the vendor, e.g. drawings, standard, etc.
-
The documents that are required from the vendor, unless these details are already included in the requisition. For mechanical or other vendor-designed equipment, where spare parts may be required, vendors shall be requested to submit, together with their quotations for the main equipment, a separate, supplementary quotation covering recommended spare parts suitable for an operational period of one year, or as required by the Client.
-
The section "date required at jobsite" shall be completed by the Specialist Engineer and should be a realistic required arrival date that is no later than that required according to the project schedule. Except for major equipment and subcontracts, this date is not generally needed when issuing for bids, but it is always required on the issue for commitment or purchase. For subcontracts for bids, two dates are required; a starting date and a completion date.
-
The section "recommended suppliers" need only be completed in cases where, the equipment or materials are not included in the approved list of vendors for the project or where, for any particular reason, it is desired to restrict the selection of the supply to a smaller number of vendors. In the latter case, the reason for this preference shall be indicated.
-
The vendors shall be requested to include the rates for services in their quotations if there is any possibility that the services of a vendor's technicians may be required to supervise installation, calibration, take part in commissioning of equipment etc.
-
The latest date by which bids must be received by Company.
-
Advise special bid options required, either commercial or technical.
-
Advise name of vendor on whom order is to be placed quoting all bid and related correspondence references.
-
Advise options or alternatives taken up together with their price.
-
Advise the reason for reissue of any referenced document to be sent to vendor (extent of technical revision if unknown to vendor, correction to confirm agreement reached with vendor, etc.)
-
Advise any special transportation requirements
-
Any other information or instruction to vendor or Procurement Department.
4.9 Approval of "(Revised) Request for Purchase (Bids)"
The "(revised) request for purchase (bids)" shall be transmitted, together with the requisition and other attachments, to the Project Manager for approval. All issue of the "(revised) request for purchase (bids)" shall be signed and dated as approved by the Project Manager or his delegate.
4.10 Internal Distribution of Request for Purchase and Requisitions
Following approval, the (revised) requests for bids (purchase) together with requisition and other documents, shall be distributed in accordance with the project document distribution schedule. The distribution of the three copies (original plus 2 carbon copies) of the "(revised) request for purchase (bids)" form are to be sent; one copy to the Project Manager, one to the Specialist Engineer and one to Project Procurement Coordinator, each together with the required number of copies of the requisition and other documents.
4.11 Filing
The originals of the completed requisitions shall be filed by the originating Engineer. When the originals are filed in the printing room the Specialist Engineer shall ensure that he keeps a "master" copy in his own file.
5. Flowchart
6. References
|
DocumentNumber |
Title | |
| 6.1 | QAM-010 | Document Control |
| 6.2 | CM-PE-501 | Preparation of Specifications |
| 6.3 | CM-MA-102 | Document Issue Code and Change Identification |
| 6.4 | - | Not used |
| 6.5 | DE-EP-304 | Vendor Document Handling |
| 6.6 | BN-EP-502 | Subcontracts Procedure |
| 6.7 | CM-PE-504 | Production of Engineering Documents |
| 6.8 | QA-008 | Technical Evaluation of Vendors Quotation |
| 6.9 | QA-405 | Commercial Evaluation of Vendors Quotation |
| 6.10 | QA-423 | Compilation of Vendor Data Reports |
| 6.11 | CM-MA-101 | Numbering of Documents |
| 6.12 | CM-PE-400 | Verification, Approval and Transmittal of Process Engineering Documents |
| 6.13 | BN-UP2 | "Request for Purchase" Form |
| 6.14 | BN-UP3 | "Revised request for Purchase" Form |
7. Attachments
-
Example of Multi-page Requisition
Requisition For Electrical Installation Work
Table of contents
- Introduction
- The Scope and Description of the Work
- List of Applicable Documents
- Area Classification
- Equipment and Material Description
- Electrical Labour
- Miscellaneous
- Authority Approval
1. Introduction
This requisition covers subcontract package related to lighting installation for vessels 221-M-04/221-M-05 block 2000 at Vlissingen Refinery. The scope of supply and works that shall be done according to this description will be as follows:
2. The Scope and Description of the Work
2.1 Existing lighting fixtures shall be dismantled and returned to Client warehouse.
-
Existing lighting cables shall be partly removed, only where necessary, to enable execution of mechanical works.
2.2 The lighting cables shall be connected in junction boxes for reconnection to new installation
2.3 Complete works in above described lighting installation dismantling shall be done in accordance with drawing Ref. 3.1.5.
2.4 New installation covers the following:
-
the supply of lighting fixtures and part of junction boxes, cables and trays
-
installation of above mentioned
-
functional testing and commissioning
2.5 New installation shall be done in accordance with drawing Ref. 3.1.4.
2.6 Earth reconnection of the vessels in according with grounding layout block 20008 Ref. 3.1.5.
2.7 General condition and requests from "specification for general electrical installation" (Ref. 3.1.1) will also apply to this subcontract package.
3. List of Applicable Documents
3.1 List of Applicable Documents and Drawings
|
Document no. |
Issue |
Title |
|
|
3.1.1 |
BN-5560-SP-E99 |
1 |
General Electrical Installation |
|
3.1.2 |
BN-5560-20505A |
13 |
Area Classification for Electrical Installations |
|
3.1.3 |
BN-5560-20520B |
9 |
Lighting Layout Block |
|
3.1.4 |
BN-5560-20520G |
4 |
Lighting Layout Towers 231-A-02/231-A-01 and 221-M-04/221-M-05 |
|
3.1.5 |
BN-5560-20520GA IV |
4 |
Grounding Layout Block 20008 |
|
3.1.6 |
BN-5560-10598A |
5 |
Installation Details |
3.2 Rules and Regulations
Dutch law (EVB in particular article 48)
Arbeidsinspectie requirements
Site conditions Total Nederland Raffinaderij NV
3.3 Standards
NEN norms
CENELEC
4. Area Classification
Plant area related to this description scope is defined as hazardous location class I division 2 (based on API RP500 code and Arbeidinspectie requirements); minimum required execution of equipment in accordance. with NEN 3125, VDE 0170.0171 - IICT3.
5. Equipment and Material Description
The following equipment and material shall be supplied:
5.1 Fluorescent lighting fixtures CEAG
-
Pole mounting type eLLm81 020/20
-
Ceiling mounting type eLLK81 020/20
5.2 Lighting stanchion (pole) suitable for fluorescent lighting fixture installation, handrail mounted; equipped with welded on junction box mounting plate and welded earth boss; galvanized after fabrication by the hot dipped process.
5.3 Floodlight CEAG, type dTLS 85 2505 with ballast and 250V halogen metal vapor lamp; mounting supports enabling installation on steel structure shall be included.
5.4 Junction boxes CEAG type eAZK 72.
5.5 Cable tray VO-YMvKas m6/1000, 3 x 2.5 sq.mm and 5 x 2.5 sq.mm in a quantities according to site necessities.
5.6 Cable trays and cable fixing material, manufactured from galvanized steel sheet, in a quantities according to site necessities.
6. Electrical Labor
The subcontractor shall use fully trained and competent personnel for installations in hazardous areas and the work shall be of good quality and good workmanship. The installation shall be put into service after the proper verification.
7. Miscellaneous
The subcontractor shall quote separate prices for:
-
Dismantling of existing installation
-
Supply of material and equipment
-
Installation and testing of subjected installation
Beside the installation of the equipment and material mentioned under item 5, contractor shall make earthing connections of lighting stanchions to steel structure.
8. Authority Approval
Subcontractor shall meet all requirements for electrical installation in hazardous atmospheres and additionally all requirements as laid down by the local electrical power supplier PZEM.