REVIEW OF VENDOR PRINTS

[Good Guys]

1.            PURPOSE

This procedure provides a common basis for the review and for the recording of the reviews of Vendor Prints (= drawings and documents) in order to ensure that the specification as detailed in the relevant Requisition is met fully in every respect.

2.            SCOPE

This procedure covers the method of review for technical drawings / documents provided by Vendors in compliance with the requirements of Purchase Orders and in connection with CDMS system.

For the review of Vendor Concession Requests, see “Review of Vendor Concession Requests” Document No. 7000-E-00-10-S-0219.

3.            DEFINITIONS

Refer to “Glossary of Terms” Doc. No. 7000-E-00-10-S-0001-01 for the abbreviations and definitions to be used for this project.

4.            REFERENCE DOCUMENTS

4.1          CONTRACTOR Documents

7000-E-00-10-S-0001-01	Glossary of Terms
7000-E-00-10-S-0024-01	Application for Authority Approval (Offshore)
7000-E-00-10-S-0103-01	Guideline to Prepare Dual Language Documents
7000-E-00-10-S-0108-01	Correspondence Procedure
7000-E-00-10-S-0201-01	Document Preparation, Identification, Review and Approval Procedure
7000-E-00-10-S-0203-01	Instructions to Vendor for Vendor Print Transmission
7000-E-00-10-S-0215-01	Compilation of Equipment Data Book and Manufacturers Data Report Compilation of Equipment Data Book, Equipment Record Card and Vendor Data Book
7000-E-00-10-S-0219-01	Review of Vendor Concession Requests
7000-E-00-10-S-0313-01	Guide to Use Concession Request Form

5.            RESPONSIBILITIES AND ORGANISATION

5.1          Deputy Project Director - Engineering (“DPD-E”) / Senior Engineering Manager (“SEM”) / Area Engineering Manager (“EM”)

DPD-E / SEM / EM are responsible for the following :

(a)          Establishment of consistent and appropriate approach to the requirements for processing of Vendor Prints Review

(b)          Review and comment on Vendor Prints, as appropriate

(c)          Confirmation of Equipment Data Book / Manufacturing Data Record review status prior to issue to Company

5.2          Lead Engineers (“LE”) / Originating Engineer for Requisition (“OE”)

LE / OE in charge shall be responsible for the following :

(a)          Implementation of procedures during processing of Vendor Prints

(b)          Ensuring that reviews are made in a timely and efficient manner ; it shall include the overall co-ordination / expediting with respect to technical / commercial / Company to achieve timely reply to Vendor

(c)          Keeping his own record of Vendor Prints for the purpose mentioned above

5.3          Procurement Manager (“PRM”)

PRM shall be responsible for assigning batch of Company Documents No. to Vendors when awarded.

PRM shall be responsible for expediting of Vendor’s submission of Vendor Prints, periodically and upon request of LE / OE, by using the source in Expediting Coordinators and Expediters in Project Procurement Group and Overseas Affiliate Offices.

5.4          VPC (Vendor Print Centre)

VPC shall be responsible for the distribution / registration into CDMS system regarding Vendor Prints.

6.            PROCEDURE

6.1          General

Vendor Print requirements shall be defined in the Material Requisition, as appropriate, and in “General Notes for Equipment and Materials” Document No. 7000-E-00-10-S-0233-01.

6.2          Pre-Award Activities

LE / OE shall review Vendor’s proposed submission schedule for Vendor Prints and LE / OE shall further clarify and agree with Vendors the fixed due dates for submission of each drawing / document.

Vendor Prints Requirements, detailed in “General Notes for Equipment and Materials” Document No. 7000-E-00-10-S-0233-01, may be used by Vendors and discussed at Pre-Award clarification meetings in place of Vendor’s proposed schedule.

For repetitive Purchase Orders (e.g. bulk materials), CONTRACTOR may include a standard schedule in Requisition / Blanket Order Agreement. Such schedule may be adjusted to suit Vendor/ Purchase Order requirements after award.

6.3          Assignment of Company Document No.

Upon award of Letter of Intent or Purchase Order, PRM shall assign batch of Company Document No. to Vendor, so that Vendor can automatically assign Company’s Document No. in Form-1.

6.4          Vendor’s Submission of Form-1

Based upon the agreed schedule or Requisition requirements, Vendor shall fill in Form-1 to show all the details of Vendor Prints to be submitted and submit it to LE / OE through PRM for review.

LE / OE shall make a detail review and agree with Vendor fixed schedule, considering various factors, such as design input and output.

LE / OE shall ensure to conclude such a review in timely manner, so that VPC can avoid the situation to receive Vendor Prints prior to the registration of Form-1 to CDMS system.

6.5          Registration of Form-1 by VPC

After review of Form-1 (Attachment-1) by LE / OE, LE / OE shall send it to VPC and VPC shall register it to CDMS system.

If necessary, LE / OE can also amend Vendor Print submission schedule after registration. In such a case, LE / OE shall advise Vendor promptly.

After this registration, persons in charge, such as LE / OE, DPD-E / SEM / EM, PRM, VPC, can start monitoring the status of Vendor Prints on CDMS system.

6.6          Return of Form-2 by VPC

After registration of Form-1, VPC shall print out Form-2 (Attachment-2 : to be used as transmittal for Vendor Prints submission) and send it to Vendor by courier.

6.7          Vendor’s Submission of Vendor Prints

Vendor shall submit 4 copies of Vendor Prints in English version to VPC and 2 copies to Narashino Office in accordance with “Instructions to Vendor Print Transmission” Doc. No. 7000-E-00-10-S-0203-01, by using Form-2 as the transmittal.

In case that the review by Narashino Office is not required, Vendor shall needs not to submit 2 additional copies of Vendor Prints to Narashino Office to save time. Such a discretion is prescribed in “Instructions to Vendor Print Transmission” Doc. No. 7000-E-00-10-S-0203-01 and respective Purchase Orders.

6.8          Registration and Distribution of Vendor Prints by VPC

VPC shall register the receipt of Vendor Prints to CDMS system, print out Form 2.5 (Attachment-3) for transmittal for internal distribution and make an internal distribution as follows .

(a)          to LE / OE :                                      3 copies

(b)          to DPD-E / SEM / EM :      1 copy

If necessary, LE / OE shall distribute Vendor Prints to other related disciplines, such as process, piping, instrument, electrical for their comments.

6.9          Review / Comments

LE / OE shall collect the comments from related disciplines, DPD-E / SEM / EM and Narashino Office (if necessary) and add to own comments.

After making all necessary comments, LE / OE shall assign one of the following review codes to each Vendor Print on the sticker provided :

(a)          A :             No comments (= Vendor can proceed with manufacturing.)

(b)          B :             Reviewed with comments as noted (= However, Vendor can

proceed with manufacturing.)

(c)          C :            Do not proceed with manufacturing

(d)          D :            For information only

LE / OE shall also designate on the sticker provided whether each Vendor Print is subject to Company’s review or for Company’s information.

Then, LE / OE shall :

(1)          print out Draft Form-3 (Attachment-4 : to be used as the transmittal for return of Vendor Prints) and

(2)          submit Form-3, document transmittal and commented Vendor Prints to DPD-E / SEM / EM for internal approval.

After approval, DPD-E / SEM / EM shall return Form-3, document transmittal and commented Vendor Prints to VPC.

6.10       Return to Vendor by VPC

VPC shall :

(1)          Make required number of hard copies for distribution in accordance with Draft Form-3

(2)          scan and register reviewd Vendor Prints to CDMS system ; and

(3)          keep original reviewed Vendor Prints in VPC’s file ; and

(4)          print official Form-3 from CDMS system ; and

(5)          return Form-3 and commented Vendor Prints to Vendors.

6.11       Submission to Company for Review / Information and Company’s Comments

VPC shall :

(1)          print official document transmittal for submission to Company ; and

(2)          print reviewed Vendor Prints from CDMS system ; and

(3)          send draft document transmittal and reviewed Vendor Prints to LE / OE.

LE / OE and DPD-E / SEM / EM shall make initial signature on official transmittal and PD shall formalize it and submit to Company for review / information.

In case that Company’s review is required, Company shall advise Contractor of comments within 3 weeks upon receipt, if any. Upon receipt of Company’s comments, LE / OE shall advise Vendor of such comments by fax correspondences and amend review status in CDMS system if necessary. To avoid double handling of comments (by Contractor and Company) at Vendor’s end, LE / OE shall ensure that all comments are exhausted so that there will be no comments from Company.

6.12       Repeat of Review Cycle

Vendor shall re-submit Vendor Prints as specified in Section 6.7 if review code “A” or “D” are not assigned to returned Vendor Prints.

Contractor shall repeat the review work prescribed in Section 6.8 to 6.11.

Until review code “A” or “D” are given, Vendor and Contractor shall repeat such a cycle.

6.13       Review by Russian Authority through Russian Expertise

Once the review code “A” or “B” is given, Vendor shall start the preparation of dual language Vendor Prints (in English and Russian) in accordance with “Guideline to Prepare Dual Language Documents” Doc. No. 7000-E-00-10-S-0103-01. Then, Vendor shall submit dual language Vendor Prints to VPC in the same manner as prescribed in Section 6.7. VPC shall register as prescribed in Section 6.8.

Contractor shall arrange Russian authority’s review of Vendor Prints in accordance with “Application for Authority Approval (Offshore)” Doc. No. 7000-E-00-10-S-0024-01.

Review code by Russian authority will be given as follows :

(a)          X :            No comments

(b)          Y :             Reviewed with comments as noted

(c)          Z :             For information only

After assignment of review code, LE / OE shall draft Form-3 and DPD-E / SEM / EM shall approve it and VPC shall return to Vendor as prescribed in Section 6.9, 6.10 and 6.11.

Until review code “X” or “Z” are given, Vendor and Contractor shall repeat such a cycle.

6.14       Flow Chart

Overall flow chart is shown in Attachment-5.

7.            ATTACHMENTS

Attachment No.	Description
1	Form-1
2	Form-2
3	Form-2.5
4	Form-3
5	Work Flow