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Vendor Data Management Process- Vendor Use

1. Vendor Submitting SDRL (Initial SMDR) - within 1 week after issuance of LOA/PO, Critical Documents identified
At the time of award obtain Vendor SDRL contact details and agreement from Vendor to submit SDRL (Initial SMDR), in Native Excel
Format, identify the critical path documents/drawings within 1 week after issuance of LOA/PO whichever is earlier.
Also, obtain Vendor concurrence to use CPECC standard templates and specifications as follows:
1) Template for Vendor Drawing
2) Template for Vendor Document
3) Vendor Data Management Process
4) WQ-I Upstream Numbering System for Project Technical Document
5) Upstream Identification of Equipment, Components and Devices, Lines, and Valves
6) Upstream Project Technical Document Requirements and Deliverables
7) SDRL Template (with timing)
CPECC Procurement DCC shall make initial contact with Vendor immediately upon issuance of LOA/PO for SDRL submission in the
desired format.
CPECC Procurement Manager/Expeditor shall organize the Kick off Meeting or Post PO Meeting/Communication soonest, the
expectation is within 2 weeks after LOA/PO whichever is earlier.
In the event Vendor Document/Drawing Rev B are available, Vendor shall issue to CPECC together with the Vendor SDRL while in
parallel the SMDR (Numbering, Review Category, Cover Sheet Template) is being finalized.

2. Vendor Document Numbering


After receipt of SDRL (Initial SMDR), CPECC Procurement DCC will assign the number for each Vendor Document and Drawing (the
Document Review Category and timing to be reviewed and agreed by CPECC Engineering/EMIL). Thereafter, Procurement DCC
return the SDRL with Drawing/Document reference number to Vendor with agreed submission and review turnaround timing.
Vendor commence sending documents in Rev B version as scheduled in accordance with agreed Numbering System and Templates:
1) For Drawing, Vendor shall use the format and ref: number provided by CPECC,
2) For Document, Vendors own format and numbering system is allowed and shall be submitted with CPECC Cover Sheet
Template complete with assigned Document Numbering.
3) In the event Vendor use the incorrect number in the Document or Drawing Rev B, CPECC Procurement DCC shall modify
before transmitting to CH2M & EMIL for review by TeamBinder:
Vendor Document
1) Amend/markup or prepare a new Cover Sheet.
2) If the Cover Sheet is omitted in Vendor submission, CPECC Procurement DCC shall prepare the Cover Sheet with assigned
Document Numbering before transmitting to CH2M & EMIL for review.
Drawing Correct the numbering on the Drawing.

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Vendor Data Management Process- Vendor Use


3. Document Rev and Response Code

The 1st issue from Vendor to CPECC shall be Rev B.

If Vendor receives comments Code B or C, Vendor shall issue Rev C within 5 working days after receiving comments.

Rev C documents/drawings which had not incorporated Code B or Code C comments shall be rejected and returned to Vendor
accordingly.

If Vendor receive comments Code A, Vendor consolidate & issue Rev 0 soonest.

Definition of Review Response Code:


-

Code A means No comments. Work to proceed and re-issue Document/Drawing as Rev 0 (Issue for Use).
Code B comments means Work may proceed subject to incorporation of changes indicated. Vendor to revise/upgrade
Document/Drawing and resubmit Rev C.
Code C comments means Do not proceed. Revise Document/Drawing and resubmit as Rev C.

4. Rev 0 Vendor Document/Drawing


Only Vendor & CH2M/CPECC will sign Rev 0 version. However, for Vendor Document/Drawing which were reviewed by EMIL,
CPECC shall consolidate and conduct face to face review with EMIL to validate EMIL comments were incorporated prior to signing
Rev 0 version.
The signed Rev 0 shall be returned to Vendor for compilation of the Final Vendor Document/Drawing which ultimately become part of
CPECC DFO.
Vendor PDF files shall be converted directly from the source file (e.g. Word, Excel, DWG, etc.), in these cases, printing the original and
then scanning to PDF is not acceptable.

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