Full title: Specification for Site Quality Assurance/Quality Control Requirements for Subcontractors (and for Site Element of Supply and Erection of P.O.'s)
Table of Contents
1. Object
2. Quality Assurance Plan (Q.A.P.)
3. Quality Records
4. Non-Conformance Management
5. Drawings on Site
6. Auditing of Subcontractor by Company
7. Construction Dossier
8. Appendices
1. Object
The object of this document is to define what is required from Subcontractors concerning site quality assurance and quality control.
2. Quality Assurance Plan (Q.A.P.)
The Subcontractor shall prepare a Quality Assurance Plan specific to the Subcontract to be presented to Company Engineers & Constructors B.V. (Company) within 15 days of the Subcontract award (or before start of site works in the case of a Supply and Erect PO). A model Q.A.P. is attached (see Appendix A). A Subcontractor may fill in this form directly or present his Q.A.P. in another format, but containing the same information. This Q.A.P. will be commented/accepted by the Company Site QA Department.
The Q.A.P. shall include as appendices:
- all procedures having an incidence on quality of the works
- a set of forms that the Subcontractor proposes to be used to constitute the quality records, including definition of hold points.
These appendices will also be reviewed by the Company Site QA Department and commented/accepted with Q.A.P.
As soon as possible after the award of the Subcontract and before the start of site works, a meeting will be arranged on site to review the Subcontractor's Q.A.P. and its Appendices. These documents once agreed become in effect the ground rules for quality matters and the basis on which any quality audits are carried out by Company on the Subcontractor (see 6.0 hereunder).
In the case of Supply and Erect PO's, a Q.A.P. will be required in a similar manner to cover the site erection element. The Q.A.P. is additional to any previous Q.A.P. covering design, procurement, manufacture.
3. Quality Records
The Subcontractor shall use the forms which have been accepted as Appendices to the Q.A.P. to register the results of the various inspections and tests that he shall carry out as the work progresses. He shall call the assigned Company Supervisor at all agreed hold points. If both parties are satisfied, he shall sign the form and request the Company Supervisor to do likewise.
The Subcontractor shall retain the original, place it in the Construction Dossier and give a photocopy to the Company Supervisor (who will thus build up a duplicate set for security reasons).
All documents accepted by Company i.e. the Q.A.P. and its Appendices, duly stamped and signed by the Company Site QA Department, and the various quality records of inspection and test as they are signed off by Company Supervisors, shall be filed by the subcontractor in a logical coherent sequence to form a Construction Dossier (see 7.0. hereunder). This dossier shall be accessible to the Company supervisor at all times.
4. Non-Conformance Management
If the Subcontractor has his own internal system for non-conformance management, he may use it. However, any significant non-conformances will be entered into the Company system, which covers all operations by all parties on the site. The Subcontractor shall cooperate with Company in the identification and resolution of non-conformances.
5. Drawings on Site
Subcontractors will normally execute the works in accordance with Company drawings issued as "Approved for Construction{ and listed in the "Applicable Documents" section of the subcontract package.
It is the responsibility of the Subcontractor to "mark-up" in red on an ongoing basis two sets of prints of these drawings to show modifications made during construction (with Company's prior agreement). These "mark-ups" will appear in the Construction dossier.
When site work is executed to drawings prepared by the Subcontractor himself (or by a firm executing a supply and erect PO), two similar sets of previous approved drawings shall be "marked up" on site as the work progresses. A set of drawings formally updated to "as-built" status from information on the "mark-ups", shall be included in each copy of the Construction Dossier.
6. Auditing of Subcontractor by Company
Company reserves the right to quality audit the Subcontractor with five working days notice. this notice can be reduced in the case of an urgent quality question arising necessitating an immediate investigation. The object of an audit is to review systematically all or part of the Subcontractor's quality system as defined in his Q.A.P. and any other contractual documents. Conclusions will be expressed in terms of corrective actions (if any) with completion dates.
7. Construction Dossier
The complete Construction dossier shall be presented with the works at the time of acceptance in accordance with the general conditions of subcontracts. For the format and content of the Construction Dossier, refer to Appendix B.
8. Appendices
A. Quality Assurance Plan
B. Construction Dossier - Standarized Format
Quality Assurance Plan
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Subcontract No. |
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Subcontract Title |
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Name of Subcontractor |
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Subcontractor's Ref. No. |
The attached model Q.A.P. is intended:
- To indicate to bidders the information they will be required to provide in the Q.A.P. to be developed and applied should they be awarded the subcontract.
- To serve as a questionnaire to be filled in during bid clarification meeting (if required).
- To serve as a guide to the Subcontractor when he is preparing his Q.A.P. to his own format
or
- To be filled in directly by the Subcontractor, the completed and signed document constituting his Q.A.P.
NOTE: This is a general document to be adapted to the needs of each specific subcontract.
Index
A. Interfaces/Responsibilities
B. Subcontractor's Site Organization Chart
C. Definition of Quality Assurance/Quality Control Function
D. Material Control
E. Identification, Marking and Traceability
F. Document Control
G. Non-Conformance Management
H. Procedures for Prefabrication, Erection, Installation, Carrying Out Works, Inspection and Testing
I. Personnel Records
J. Quality Records
K. Other Relevant Details of Subcontractor's Quality System
L. List of Appendices
M. Conclusions
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A. Interfaces/Responsibilities |
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Function |
Service Provided |
Name of Organization |
Location |
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Subcontractor
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For Joint Venture
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Other Participants
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(Sub)Subcontractor
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Official Organizations: · Laboratories · Consultants, ...
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B. Subcontractor's Site Organization Chart (Include interfaces with Subcontractor's Head Office)
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C. Definition of Quality Assurance/Quality Control Function (Who is responsible for QA/QC on site and in Head Office of Subcontractor? Describe their functions)
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D. Material Control (Describe Material Control function of Subcontractor. Refer to separate procedure if appropriate and attach a copy as an appendix).
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E. Identification, Marking and Traceability (Define principles for material incorporated by Subcontractor into the works. Refer to separate procedure if appropriate and attach a copy as an appendix.)
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F. Document Control (Describe Document Control function of Subcontractor on site with reference to engineering drawings furnished by Company and/or generate by the subcontractor himself. Define how "as built" will be produced. Refer to separate procedure if necessary and attach a copy as an appendix).
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G. Non Conformance Management (Subcontractor shall define his own system - If he has one. - Refer to separate procedure if necessary and attach a copy as an Appendix. Note: Generally on site Company system applies).
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H. Procedures for Prefabrication, Erection, Installation, Carrying Out Works, Inspection and Testing etc. (Give a complete list of all documents covering site requirements including special processes such as surface treatment, painting welding etc. Also procedures for non destructive, destructive testing and include copies as appendices). Document No./Rev. Document Title
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I. Personnel Records (List records to be maintained and standard/type of certification to be applied, in particular for welders, welding operators, NDT inspectors, HT electricians etc.).
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J. Quality Records (List checklists, quality control plans, test certificates, lists of operations of fabrication, erection and tests etc., required to record the various quality controls carried out by the Subcontractor - Include a copy of each document as an appendix). Document No./Rev. Document Title
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K. Other Relevant Details of Subcontractor's Quality System (Add further relevant details not already covered in A to K above, e.g. measuring equipment calibration procedures, purchasing procedures, design review procedures, etc. if appropriate.)
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L. List of Appendices Attached to Q.A.P. No. Ref. Appendix No. Title
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M. Conclusions Remarks
This document with its appendices constitutes the Quality Assurance Plan applicable to all operations carried out by _______ on or around the site at ______ for the execution of the above defined subcontract. After acceptance by Company, it will be distributed to all the persons appearing on the organization chart (see Chapter C) for immediate application. For: ___________ Name: ___________ at: ___________ Signature: ___________ Date: ___________ |
Construction Dossier
Standardized Format
The object of this document is to define format and content of CONSTRUCTION DOSSIER to be produced by each Subcontractor as follows:
1. The Dossier shall be presented in A4 binders.
2. The Dossier shall be presented in two complete sets clearly identified:
- Set "O" with original documents.
- Set "C" with copies of documents.
3. The chapter numbering, sequence, titles, and contents is standardize as shown in the attached table. When for a give Dossier a particular chapter is not required, the chapter concern will still appear, but carrying the mention "Not Applicable". There will be no renumbering of chapters.
4. This document is written in terms of "Subcontractor". It is equally applicable for the site element of a "Supply and Erect" PO.
Construction Dossier
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Chapter No. |
Title |
Contents |
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Title page as follows: Client Name: __________ Site Location: ____________ Plant Name: ___________ Construction Dossier Subcontract No.: ____________ Rev: ____________ Date: _____________ (Each chapter should also have a title page with summary) |
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SUMMARY |
A list of chapters. When chapter is not applicable indicate "Not Applicable". Do not change chapter numbering. List also where appropriate subdivisions of chapters. |
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1. |
QUALITY ASSURANCE PLAN |
The Q.A.P. of the Subcontractor as accepted by Company including all the Appendices. |
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2. |
Purchased Materials |
For all significant material purchased by the Subcontractor:
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3. |
Procedure Qualification Records |
All records of qualification tests in particular for welding and other special processes. |
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4. |
Personnel Qualification Records |
Qualification records of personnel i.e. welders, welding operators, NDT inspectors, HT electricians, etc, who have worked on the project. |
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5. |
Quality Records |
All checklists, quality control plans, test certificates, lists of operations of fabrication, erection and test, etc as defined in the Q.A.P. duly completed and signed by the Subcontractor and by Company. They shall be presented in a coherent fashion by type of work, zone, system, etc as appropriate. |
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6. |
Non Conformance Reports |
Copies of all Company NCR duly resolved. Also copies of any NCR of internal Subcontractor's system if relevant. |
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7. |
Subcontractor's Drawings |
Where Subcontractor's drawings are used for construction, provide a complete set raised to "As built" status and preceded by a drawing list. |
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8. |
Engineering Drawing Mark-ups |
These are Company drawings issued to the Subcontractor marked up to show modifications agreed in the course of construction. Cross refer to NCR or other documents as appropriate. Each modified and marked-up drawing shall be stamped:
The drawings shall be preceded by a list to indicate these drawings modified/those not. Non modified drawing will not be included. |
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9. |
Reserves |
Any agreed punch lists at time of issue of construction dossier. |