00-ZA-E-G09806_B

(1)

(2)

INDEX

INDEX ... 2

AMENDMENTS AND REVISIONS ... 3

1. GENERAL REQUIREMENTS ... 4

1.1 SCOPE ... 4

1.2 ABBREVIATIONS AND DEFINITIONS ... 4

1.2.1 Abbreviations ... 4

1.2.2 Definitions ... 5

1.3 REFERENCE DOCUMENTS ... 5

1.3.1 COMPANY’s documents ... 5

1.3.2 CONTRACTOR’s documents ... 5

1.4 PROJECT DATA AND ORGANISATIONS INVOLVED IN THE PROJECT ... 5

1.5 PROJECT ORGANIZATIONS AND INTERFACES ... 5

1.5.1 CONTRACTOR’s Project Organization ... 5

1.5.2 COMPANY Representative ... 6

1.5.3 CONTRACTOR Representative ... 6

1.5.4 COMPANY’s, CONTRACTOR’s Representative Addresses ... 6

1.6 CONTRACTUAL LANGUAGE ... 6 2. COMMUNICATIONS ... 7 2.1 CORRESPONDENCES ... 7 2.1.1 Headings ... 7 2.1.2 Numbering of Correspondence ... 7 2.1.3 Transmittals ... 8 2.2 MEETINGS ... 8

2.2.1 Meeting between COMPANY and CONTRACTOR ... 8

2.2.2 Numbering of Minute of Meetings... 9

3. INTERFACES WITH OTHER CONTRACTORS ... 9

3.1 GENERAL ... 9

3.2 INTERFACE CONTROL ... 9

4. ATTACHMENTS ... 10

VERIFICATION FINDING REPORT (VFR) (FIGURE 5) ... 13

TECHNICAL QUERIES (TQ) / CONCESSION REQUEST (CR) (FIGURE 6) ... 13

(3)

AMENDMENTS AND REVISIONS

Amendment

and revision Date Page Description

Project Director

X1 11-07-11 All Inter Disciplinary Check GS

A 27-08-11 All Issue for COMPANY Comments / Approval GS

B 05-10-12 Issue for COMPANY Comments / Approval (Incorporated

COMPANY comments AOC-OMPD-S-T0617)

GS

Page 8 Section 2.2.1 deleted this sentence “COMPANY Office in Sharjah”

Page 10 Updated Figure 1

Page 14 Added new section – “Field Change Request” (Figure 9) Page 17 Updated Figure 4 – “Minutes of Meeting” Form

Page 20 Updated Figure 7 – “Distribution Matrix”

(4)

1.

GENERAL REQUIREMENTS

1.1 Scope

This co-ordination procedure and the figures attached here to set forth the

procedure to be followed to ensure co-ordination between COMPANY and

CONTRACTOR including certain administrative procedures, to be followed in

the execution of the project. The use of the procedures set forth herein

intended to provide the flexibility required by the project management teams

of COMPANY and CONTRACTOR in implementing corporate execution

plans and procedures applicable to the project.

The procedures

set forth in the project’s document are in agreement with

Schedules of the Contract.

1.2 Abbreviations and Definitions

1.2.1 Abbreviations

PD

Project Director

PM

Project Manager

PEM

Project Engineering Manager

DPEM

Deputy Project Engineering Manager

PPL

Project Process Leader

PSL

Project Specialist Leader

PS

Project Specialist

EIM

Engineering Integration Management

OOK

Out of Kingdom

IK

In Kingdom

IDC

Inter Discipline Check

PDA

Project Document Administrator

PDC

Project Document Control Centre

PCM

Project Control Manager

PQM

Project Quality manager

PROC

Procurement

HSEM

Health Safety Environmental Manager

PE

Project Engineer

MDR

Master Document Register

VFR

Verification Finding Report

TQ

Technical Query

CR

Concession Request

FCR

Field Change Request

WoI

(5)

1.2.2 Definitions

COMPANY

Saudi Arabian Oil Company “SAUDI ARAMCO” and one of

its affiliates Aramco Overseas Company B.V. “AOC B.V.”

CONTRACTOR Saipem SpA (OOK) / Snamprogetti SA Ltd. (IK)

MOM

Minutes of External Meeting (with the COMPANY)

MIM

Minutes of Internal (CONTRACTOR) Meetings

MEM

minutes of external Meetings with Vendors/Subcontractors

1.3 Reference Documents

1.3.1 COMPANY’s documents

 CONTRACT 6600026283 (OOK) and relevant Schedules

 CONTRACT 6600026284 (IK) and relevant Schedules

Schedule B of IK/OOK Contract – Job Specification

1.3.2 CONTRACTOR’s documents

 00-ZA-E-G09805 “Document Control and review Procedure”

1.4 Project data and organisations involved in the Project

The official name of the project is:

ARABIAYH & HASBAH OFFSHORE AND ONSHORE FACILITIES

This heading shall be used for all documents of the project

1.5 Project organizations and interfaces

1.5.1 CONTRACTOR’s Project Organization

The CONTRACTOR project organization is included in the Project Team Organization Chart which is keep updated on monthly basis and transmitted to COMPANY as attachment to the Project Monthly Progress Report..

CONTRACTOR’s staff employed in the project has a sufficient number of personnel and has the competence to adequately carry out simultaneously the works in accordance with the schedules, the specifications and other requirements of both the Contracts (6600026283 OOK and 6600026284 IK)

(6)

CONTRACTOR will ensure not to remove or authorize any of CONTRACTOR’s Key personnel without obtaining COMPANY representative prior approval.

1.5.2 COMPANY Representative

Within five (5) days after the effective date of the contract, COMPANY shall notify CONTRACTOR in writing of the designated Company Representative that represents a party or parties duly authorized by COMPANY to act on behalf of COMPANY, with whom CONTRACTOR may consult at all reasonable times, and whose instructions, request and decisions shall be binding on COMPANY as to all matters pertaining to this contract, herein indicated as “Company Representative”.

CONTRACTOR shall be promptly notified of any change in the designation of Company Representative.

1.5.3 CONTRACTOR Representative

Immediately after the effective date of the Contract, CONTRACTOR shall notify COMPANY in writing of the designated Contractor Representative that represents a party or parties duly authorized by CONTRACT, to act on behalf of CONTRACTOR, with whom COMPANY may consult at all reasonable times, and whose instructions, request and decisions shall be binding on CONTRACTOR as to all matters pertaining to this contract, herein indicated as “Contractor Representative”.

COMPANY shall be promptly notified of any change in the designation of Contractor Representative. The party designated by CONTRACTOR as his representative is the Project Director, herein indicated as “Contractor Representative”. He has authority to accept and sign Change Orders on behalf of CONTRACTOR.

The PD shall at all times have full charge of all operations of CONTRACTOR with respect to the works and full authority to represent CONTRACTOR in all matters concerning performance of the works, including the authority to agree to and sign on behalf of CONTRACTOR any variation order covering changes, modifications, deletions, or additions to the Works.

During engineering and procurement activities at Design Offices (OOK and IK), in case of absence the PD will appoint a replacement Representative. This appointment will be communicated in writing to COMPANY.

1.5.4 COMPANY’s, CONTRACTOR’s Representative Addresses

The names, addresses and telephone, fax, telex numbers of COMPANY and CONTRACTOR Representatives are shown in Figure 1.

1.6 Contractual Language

The official language of the project is English and shall be utilized for all written documents, as well as any conversation or meeting between COMPANY and CONTRACTOR concerning the Project.

(7)

2.

COMMUNICATIONS

2.1 Correspondences

The originals of all correspondence, both IK and OOK, from COMPANY to CONTRACTOR shall be addressed to CONTRACTOR’S Representative.

In the same manner the originals of all correspondence, both IK and OOK, from CONTRACTOR to COMPANY shall be addressed to the assigned COMPANY Representative.

The originals of all IK correspondence from Subcontractor to CONTRACTOR shall be addressed to CONTRACTOR’S Project Director. The originals of all IK correspondence from CONTRACTOR to Subcontractor shall be addressed to the assigned Subcontractor’s Representative.

Figure 2 provides details for controlling and numbering project correspondences.

All international mailing, when required, shall be sent by special courier. Large mailing shall be split into smaller packages to facilitate handling and delivery.

As the execution of the project frequently requires communications by telephone, all instructions or understandings transmitted by telephone or in person shall be confirmed promptly in writing. Telexes and faxes need not be confirmed if the message is complete and requires no further clarification.

2.1.1 Headings

All correspondence shall be identified with the following information:  Project Title

 COMPANY’s Contract number (6600026283 – OOK) for Out of Kingdom activities  COMPANY’s Contract number (6600026284 – IK) for In Kingdom activities  Letter, telex, fax, transmittal number

 Subject

 Reply required/by (where applicable)

For references of name and telephone of contact person, see Figure 1 attached to this procedure.

2.1.2 Numbering of Correspondence

All correspondence including letters, minutes of meeting, transmittals, telexes, faxes shall be numbered consecutively with an individual sequential source numbering reference.

Identification codes and sequential references shall be used for the correspondence issued according to Figure 2:

 By COMPANY Representative to CONTRACTOR Representative;  By CONTRACTOR Representative to COMPANY Representative;

(8)

2.1.3 Transmittals

The transmittal of documents generated during the Project execution, such as minutes of meeting, drawings, specifications, procurement documents etc., under circumstances requiring no explanation or discussion, will be sent under a transmittal form.

All transmissions to COMPANY shall be forwarded by CONTRACTOR under a transmittal form cover as shown in Figure 3.

Each transmittal shall deal with one subject only.

The transmission of documents from CONTRACTOR to Subcontractor shall be addressed only with a transmittal signed by the Project Director or his deputy function.

Any mailed or handed over letter and transmittal form shall be one original and one hardcopy, copy shall be stamped “received” and dated by receiver and returned to sender in order to ascertain received.

One electronic file copy will be provided either via email, USB drive or CD depending on size limitations of the media storage. Distribution matrix is enclosed in Figure 7.

All transmissions to CONTRACTOR will be forwarded by COMPANY under s transmittal form cover.

2.2 Meetings

2.2.1 Meeting between COMPANY and CONTRACTOR

During the implementation period of the project, the weekly work progress and other meetings necessary for the performance of the work, including those requested by COMPANY, will be held between Company and Contractor as per agreed schedule.

A MOM of weekly work progress meeting will be issued as per sample of fig. 4 with all relevant attachments.

CONTRACTOR shall provide the meeting agenda for COMPANY Representative’s review two (2) working days in advance of any meeting, including the weekly work progress meeting.

The meetings and formal project Key Design reviews will be attended by CONTRACTOR’S project functions responsible for the disciplines to be discussed.

The adequacy of the design to the project needs, the Contract requirements, the COMPANY’s standards and the local laws shall be verified (in accordance with the requirements of the schedule “B” of the OOK Contract) by the CONTRACTOR’s engineering team together with the COMPANY”s engineering team, through planned and documented project Design Review Meetings.

All conclusions and deliberations during the meetings and formal project detail design reviews should be recorded in writing by CONTRACTOR, using the form shown in Figure 4. Within two (2) working days, CONTRACTOR shall submit minutes signed by its representative for review by COMPANY.

CONTRACTOR shall incorporate COMPANY’S comments and resubmit minutes for COMPANY approval. After approval the minutes will be circulated to all participants and copied personnel list for action/information.

(9)

2.2.2 Numbering of Minute of Meetings

The CONTRACTOR recorded minutes of meetings shall be numbered consecutively with a sequential numbering reference.

Two separate numbering registers shall be dedicated respectively to the CONTRACTOR’s internal meetings (MIM) and to the meetings held between CONTRACTOR and COMPANY or between CONTRACTOR and SUBCONTRACTOR (MEM).

The meetings between the CONTRACTOR and Vendors / Subcontractors shall be numbered as MEM. A copy of the status meetings between the Contractors and Subcontractor / Vendor shall be submitted to Company for information.

For further information see Figure 2 of this procedure.

3.

INTERFACES WITH OTHER CONTRACTORS

3.1 General

As per section 2.33 and 2.34 of Schedule B, CONTRACTOR shall identify, with the COMPANY’s collaboration, all interfacing points, prepare and submit a Responsibility Matrix with identified INTERFACE points and provide Interface Drawings in sufficient detail to define the method and location of interfaces with the works performed by other Contractors. CONTRACTOR shall communicate directly with other Contractors, provide in timely manner any information necessary to other Contractors to carry out their work and actively participate in Interface Meetings with other Contractors.

Specifically within Addendum 2 Sect 6.2.2 of ITT Documents an INTERFACE Matrix has been issued by COMPANY and shall be verified and validated by CONTRACTOR

3.2 Interface control

CONTRACTOR shall review together with the COMPANY and with the other Contractors, updated the Responsibility Matrix for “shared systems” as identified in COMPANY INTERFACE Matrix and included “Master Interface Plan “and which specify the scope of the CONTRACTOR’s WORK and identify the other Contractors’ work at these interfaces.

CONTRACTOR shall coordinate his activities to minimize the interference and delays of the interfaces throughout the performance of the WORK.

CONTRACTOR shall develop Interdependency Schedule to track dates and action plans in the exchange of information, agreed during coordination activities and interface meetings.

The areas of interference or the delays not resolved with the respective Other Contractors shall be clearly indicated by CONTRACTOR in the revised WORK schedule, to be submitted to COMPANY Representative with the supporting documentation.

(10)

4.

ATTACHMENTS

FIGURE 1 – COMPANY, CONTRACTOR AND SUBCONTRACTOR ADDRESSES

CONTRACTOR COMPANY

Mr. Gianalberto Secchi

CONTRACTOR Representative SAIPEM S.PA SHARJAH Branch

P.O. Box 1802, BM Towers 17th Floor, Plot 630 Al Ittihad Road, Al Nahda

Sharjah , UAE

Telephone: + 971 6 65937681 Fax: + 971 6 5370051

And Mr. Nabil A. Al-Majid COMPANY Representative

Saudi Arabian Oil Company (Saudi Aramco) Post Box No. 11477

(11)

FIGURE 2 – CORRESPONDENCE NUMBERING SYSTEM

The correspondence shall be numbered consecutively identifying the issuing organization, the receiving organization and the kind of correspondence.

Correspondence with COMPANY will be codified as follows:

SA-SSP-LT-XXXX Where:

 SA stands for Saudi Aramco

 SSP stands for Saipem/Snamprogetti  LT – stands for Letter

 XXXX stands for the 4 digit sequential number starting from 0001

Numbering of Project Outgoing Correspondence to Subcontractors and Vendors shall be as follows:

SSP-XXX-LT-XXXX Where:

 SSP stands for Saipem/Snamprogetti

 XXX stands for Subcontractor/Vendor code. A Table for Vendor and a Table for Subcontractor codes will be kept alive and update on continuous basis by Project Secretarial staff during project life (example given, FUGRO = FUG, HORIZON = HOR, WELSPUN = WEL, etc)

 LT – stands for Letter

 XXXX stands for the 4 digit sequential number starting from 0001 Internal Correspondence will be codified as follows:

INT-SSP(Y)-LT-XXXX Where:

 INT stands for Internal

 Y=(S) for SHARJAH, (F) for FANO, (D) for DAMMAM, (K) for KARIMUN, (O) for OTHERS  LT – stands for Letter

(12)

 XXXX stands for the 4 digit sequential number starting from 0001 Minutes of Meeting reference numbers will therefore be constructed as follows:

AH-XXX-MM-XXXX

 AH stands for Arabiyah & Hasbah  XXX stands for 3 digit discipline code  MM – stands for Minutes of Meeting

 XXXX stands for the 4 digit sequential number starting from 0001 Numbering of Minutes of Meeting shall be as per following scheme:

SSP-XXX-MM-XXXX

 XXX stands for SUBCONTRACTOR / VENDOR code  MM – stands for Minutes of Meeting

 XXXX stands for the 4 digit sequential number starting from 0001 Numbering the Transmittals to COMPANY shall be as follows:

SA-TR-XXXXX

 SA stands for SAUDI ARAMCO  TR stands for Transmittal

 XXXXX stands for the digital sequential number starting from 00001 Numbering the Transmittals to SUBCONTRACTOR / VENDOR shall be as follows:

SSP-XXX-TR-XXXXX

 SSP stands for SAIPEM/Snamprogetti

 XXX stands for Subcontractor/Vendor code. A Table for Vendor and a Table for Subcontractor codes will be kept alive and update on continuous basis by Project Secretarial staff during project life (example given, FUGRO = FUG, HORIZON = HOR, WELSPUN = WEL, etc) TR stands for Transmittal

(13)

Internal Transmittal will be codified as follows:

INT-SSP(Y)-TR-XXXXX Where:

 INT stands for Internal

 Y=(S) for SHARJAH, (F) for FANO, (D) for DAMMAM, (K) for KARIMUN, (O) for OTHERS  TR – stands for Transmittal

XXXX stands for the 4 digit sequential number starting from 0001

Verification Finding Report (VFR) (Figure 5)

Verification Finding Report - VFR (FORM-AH-040) is raised by CONTRACTOR Engineering Organization to COMPANY in order to promptly highlight “vertical” conflicts between:

 COMPANY provided set of Project specific design documents and drawings (i.e. the COMPANY– provided Preliminary design as per paragraph 6 of Schedule B of Contract)

and

 SAUDI ARAMCO General Documents (SAES, SAMSS, Standard Drawings, SAEP, General Instructions, Other Company provided Drawings and documents) and related Codes and Standards during the Company-provided Preliminary Design Verification carried out by CONTRACTOR within the first 120 days from effective date.

Each VFR shall be traceable to and recorded in a “VFR Log” (FORM-AH-0044) Numbering of the VFR to COMPANY shall be as follows:

YYY-XXX-VFR-XXXX

 YYY stands for the PLANT Code  XXX stands for 3 digit Discipline code  VFR stands for Verification Finding Report

XXXX stands for the digital sequential number starting from 0001

Final CONTRACTOR approver of each VFR shall be by Project Director. VFR shall be sent to COMPANY via transmittal.

Technical Queries (TQ) / Concession Request (CR) (FIGURE 6)

Technical Query / Concession Request (FORM-AH-0005) is used by CONTRACTOR to raise to COMPANY attention clarification or proposed change to the contractual technical requirements, that may arise due to inadequate information in the contract documents or where contractual requirements are unclear, unspecified or contradictory;

(14)

TQ/CR shall be used throughout all Project Phases, including the first 120 days period during the Company-provided Preliminary Design Verification, when the conditions are different from 9.1 above (i.e. “vertical conflicts”)

Each query (one TQ/CR per subject) shall be referred to specifications or contract document and shall be traceable to and recorded in a “Technical Query / Concession Request Log” (FORM-AH-0011)

Numbering of the TQ / CR to COMPANY shall be as follows:

SA-XXX-TQ-XXXX

 XXX stands for 3 digit discipline code  TQ stands for Technical Query

XXXX stands for the digital sequential number starting from 0001

Final CONTRACTOR approver of each TQ/CR shall be by Project Director. TQ shall be sent to COMPANY via transmittal.

Field Change Request (FIGURE 9)

Field Change Request (FORM AH-0027) is used by CONTRCATOR to raise to COMPANY

attention clarification and/or proposed changes to the Design / Engineering inputs received at Field

that might be required upon actual situations at site.

Field Change Request shall be used during construction phase of Project and shall be initiated at

relevant Field / work site.

CONTRACTOR shall prepare and submit Field Change Request (FCR) with relevant affected drawings and /or documents (marked in red) attached.Each FCR shall be traceable to and recorded in a “FCR Log” (FORM-AH-0286)

Numbering of the FCR to COMPANY shall be as follows:

SA-BBBCC-FCR-D-EEEE

 BBB stands for 3 digit discipline code  CC stands for location

 FCR stands for Field Change Request  D stand for Fabrication (F) or Installation (I)

EEEE stands for the digital sequential number starting from 0001

Final CONTRACTOR approver of each FCR shall be by Project Director. FCR shall be sent to COMPANY via transmittal.

(15)

(16)

(17)

(18)

(19)

(20)

(21)

(22)