PQP - Kilaraipur PDF

Project Quality Plan Page 1 of 53
Inland Container Depot, Kilaraipur 01-03-2016
PROJECTS
Project Quality Plan
Inland Container Depot, Kilaraipur.
Adani Projects
Document No: 2704-Q-ICD-OTH-DG-A-I-001
Issue date: 01-03-2016

Change Authorization History
Document No 2704-Q-ICD-BTH-DG-A-I-001
Overall Process Owner Project Quality Manager (PQM)
Process Change Authorization Project Quality Manager (PQM)
To be Reviewed By Project Manager (PM)
Periodicity of Review of this Document: 6 Months
Version Control
Version No. Prepared by Reviewed by Approved by Date Location

R0 Project Construction Project 01- Kilaraipur
Quality Manager Director March-
Manager 2016
Issued as Anand Harjeet Singh Shirish
Approved Prakash Satodiya
Pandey
Version Control History
Version No. Reasons for change

R0 Issued for review & comment
INDEX
Abbreviations ....................................................................................................5
1. GENERAL ....................................................................................................6
1.1 Objective ...........................................................................................................................6
1.2 Scope and exclusions .....................................................................................................6
1.3 Brief description of the project .................................................................................... 7
1.4 Distribution list of project quality plan (PQP) ........................................................... 7
1.5 Method and stages of revision for PQP ...................................................................... 7
1.6 Schedule for completion of project ...............................................................................8
1.7 Schedule for quality management...............................................................................8
2 ORGANISATION .........................................................................................9
2.1 Organization Chart ..........................................................................................................9
2.2 Job description and Functional reporting................................................................10
2.2.1 Project Quality Manager............................................................................ …………10
2.2.2 Vendor Inspection and Co-ordination Manager (VICM) ........................................ 11
2.2.3 Vendor Inspection and Co-ordination Engineer (VICE) ......................................... 12
3 PROJECT MANAGEMENT .......................................................................12

3.1 Control of documents................................................................................................... 12
3.1.1 Incoming and outgoing correspondences................................................................ 12
3.1.2 Contractual documents ............................................................................................... 13
3.1.3 Method statements and Quality plan........................................................................ 13
3.1.4 Document Numbering System………………………………………………………………………………………..13
3.1.5 Internal distribution ...................................................................................................... 14
3.1.6 Traceability ..................................................................................................................... 15
3.1.7 Interfaces with contractors& vendors ...................................................................... 15
3.1.8 Approval of Deviations ................................................................................................. 16
3.1.9 Sample approval procedure for construction material .......................................... 17
Contractor – Bulk Material: Source Approval ...................................................................... 17
3.1.10 NCR .................................................................................................................................. 18
3.1.11 Punch list ........................................................................................................................ 18
3.1.12 Project Handover Quality document……………………………………………………………………………..19
3.1.13 Quality MIS ..................................................................................................................... 19
3.1.14 Permanent Quality Records……………………………..……………………………………………………………….19

3.1.15 Confidentiality of documents .................................................................................... 20
3.2 Engineering control ..................................................................................................... 20
3.3 Procurement control ................................................................................................... 20
3.3.2 Preparation of QA requirements for packages........................................................... 21
3.3.3 Sub Vendor pre-qualification .........................................................................................22
3.3.4 Bid evaluation ...................................................................................................................23
3.3.5 Pre-award meeting........................................................................................................23
3.3.6 Pre-qualification of Sub-supplier ................................................................................. 24
3.3.7 Approval of Quality Documents…………….……………………………………………………………………… ….25
3.3.8 Inspection of equipments/ materials........................................................................ 26
3.3.9 Metal Stamping…………………………………………………………..……………………………………………………… 30
3.3.10 Issue of Inspection Report: ........................................................................................ 30
3.3.11 Control of NCs ................................................................................................................ 31
3.3.12 Dispatch Clearance .......................................................................................................33
3.3.13 Receipt Inspection of materials/ equipments at site: ............................................ 36
3.3.14 Vendor/ contractor performance feedback: ............................................................. 37
3.4 Construction management.......................................................................................... 37
3.4.1 Contractor pre-qualification: ...................................................................................... 37
3.4.2 Preparation of QA requirements: ............................................................................... 37
3.4.3 Pre-award/ post-award meeting:............................................................................... 38
3.4.4 Approval of Quality documents: ................................................................................ 38
3.4.5 Control of NCs:.............................................................................................................. 40
3.4.6 Certification of Bills for contractors: ....................................................................... 43
3.4.7 Support to Field Quality team....................................................................................... 43
3.5 Inspection of stored material........................................................................................... 44
3.6 Manpower and skilled workers ........................................................................................ 44
Skilled workers:.......................................................................................................................... 45
3.7 Pre-commissioning, commissioning and handing over......................................... 45
3.8 Customer feedback ...................................................................................................... 45
3.9 Lesson Learnt and Improvement..................................................................................... 45
4.0 AUDIT ........................................................................................................46

4.1 Program for audit ......................................................................................................... 46

4.2 Audit reporting.............................................................................................................. 46
4.3 Non compliance and corrective and preventive action (CAPA).......................... 46
5.0 TRAINING ..................................................................................................46
6.0 ANNEXURES .............................................................................................47

Annexure-1 (List of quality deliverables) ..............................................................................47
Annexure-2 (Communication Matrix for Quality function) ............................................... 49
Annexure -3 (List of standard AGILE formats)…………………………………………………….................................52
Abbreviations
Standard Abbreviations:
KPI Key Performance Indicator

SIPOC Supplier, Input, Process, Output, Customer
RASCI Responsible, Accountable, Support, Consult, Inform
FEL Front End Loading
FEL1 FEL2 FEL3 FEL4

(Concept) (Pre-feasibility) (Feasibility) (Project
implementation)
Process Specific Abbreviations:
BEDP Basic Engineering Design Package

BOQ Bill of Quantities
DPR Daily Progress Report
EWS Early Works Schedule
HSEQ Health, Safety, Environment & Quality
MIS Management Information System
MTO Material Take Off
ALL Adani Logistic Ltd.
COQ Cost of quality
EQP Engineering Quality Plan
ITP Inspection & test plan
QAP Quality assurance plan
PEM Project Engineering Manager
PPM Project Procurement Manager
PCA Project Contract Administrator
PCM Project control Manager
1. GENERAL
1.1 Objective
The objective of this document is to provide a guideline and framework, which
would govern the Quality management functions for the construction of
integrated and accessible by multiple modes (rail, road) comprising of container
terminals, warehouses, 3rd Party Logistics players, Inland Container Depots
(ICD) etc at ALL, Kilaraipur project from various stages of project life cycle.
1.2 Scope and exclusions

Scope:
This document details about the Quality Assurance and Quality Control
activities which includes Quality requirements of customer during Feasibility
stage (FEL3) and Execution stage (FEL4) for this Project.
The scope of Project Quality Plan is to state the quality requirements, establish
the Quality Management procedures and implement the procedure to achieve
quality in all aspect of project which shall include requirement of concession
agreement, design and specification for integrated and accessible by multiple
modes (rail, road) comprising of container terminals, warehouses, 3rd Party
Logistics players, Inland Container Depots (ICD) etc for the ALL.
The scope of PQP shall encompass from Design phase of project to

commissioning & handover phase of this project.
Project: Development of Multi Modal Logistic Park at Kilaraipur, Ludhiana. The

proposed Multi Modal Logistic Park to be developed in phases. Under Phase 1
ALL plans to setup an ICD at Kilaraipur in 24 Acres of land.
Project site location: Kilaraipur, Ludhiana.
Client: Adani Logistic Ltd (ALL).
Work: As per signed off Project Work Packages are as mentioned below
 Main Berth
 Approach Trestle.
 Pump House.
 Dock line
 Structure
 Fire Fighting System
 Electrical/Instrumentation
Exclusions:
The equipment above berth is excluded from the scope of this PQP.
1.3 Brief description of the project

 Design and construction of Warehousewith floor area of 2300 Sqm (O/O).
 Development of approximately 26000 sqmContainer yard.
 Development of approximately 24000 sqmRail Handling yard.
 Design and construction of approximately 3600 sqmof Buildings & Sheds.
 Development of approximately 17900 sqmGSB Road.
 Development of approximately 6200 sqmParking (GSB) area.
 Necessary rail connectivity along with S&T and IMW facility from Kilaraipur rail
station to handle container rake.
 Design and construction of Fencing, Gates, Weighbridges.
 Design and construction of Utilities.
 Design and construction of IT & Security facilities required for ICD Operation.
1.4 Distribution list of project quality plan (PQP)

Approved PQP shall be distributed to the following stake holders for reference
and implementation as applicable:
 Project Director
 Project Quality Manager
 Project Procurement Manager (PPM)
 Construction Manager (CM)
 Project Control Manager (PCM)
 Project Safety Manager (HSM)
 Vendor Inspection and Coordination Manager
1.5 Method and stages of revision for PQP

The PQP shall be reviewed by HQ once in 6 months with respect to its
effectiveness and applicability for the project. He will assess the fulfillment of
all the Quality objectives and requirements in the execution stage through
various inputs like:
 Changes in Corporate Quality Policy and objectives (if any)
 Quality MIS
 Contractors’ scorecard
 Audit reports
 Customer Feedback
Based on the review feedback from HQ, QM decides whether to revise the PQP
to meet the new requirements for the project or not. If yes, he shall revise the
document as per the requirements. If not, the process document remains

unchanged and the same document continues to be followed.
1.6 Schedule for completion of project
1.7 Schedule for quality management

The schedule for Quality management highlighting the start dates and end
dates of major Quality activities and milestones to be achieved shall be as
Annexure-1 (Schedule of Quality Deliverables).
2 ORGANISATION
2.1 Organization Chart
The typical organization structure at project and site level is detailed in the
chart below:
Project Director Construction

Head Quality
Mr. Shirish Manager
Mr. R.K Sharma
Satodiya Mr. Harjeet Singh
Project Quality Incharge

Anand Prakash Pandey
2.2 Job description and Functional reporting
2.2.1 Project Quality Manager
Role:
Design, development, implementation & conformance of construction quality

systems comprising of, but not limited to, QAP, work methods, technology
implementation, measurements, analysis, controls including ensuring Project
technical & quality compliance
Primary Responsibilities
 Preparation & establishment of Project Quality Plan, Quality procedures,

work instruction based on Tender study and contract scope.
 Conducting inspection / Surveillance of construction activities of
projects. Validation of construction activities & processes.
 Coordination with Project Manager and Site Head for closure of Non-
Conformances (NC’s). Monitoring and verification of closure of NC’s.
 Review & comment of Technical Specifications & BOQ in pre-
construction/during construction stage.
 Coordinate with Vendor Quality Manager (VQM) & ensuring receipt of
materials with due technical compliance.
 Compilation, verification & submission of Project QA/QC documents to
Users through Project Manager.
 Submission of MIS data in specified format & time.
 Liaoning with cross-functional Departments (Engg. CAD, Commercial,
PPC) as well as Users for resolving construction quality issues.
 Witness of material test in laboratory as & when required.
 Will be responsible for quality in projects to PD.
Secondary Responsibilities
 Ensuring inspection & Testing of materials at specified frequencies in

Site QC-lab or External lab as per approved QAP and validation of use of
materials on basis of inspection / testing
 Coordinate with TPIA wherever applicable.
 Analysis of field data with an objective of improvement during
construction
 Management development works – Providing inputs to training module
as & when assigned.
 Executing of delivery of SAP QM module functions
2.2.2 Vendor Inspection and Co-ordination Manager (VICM)
Role:
Inspection & certification of materials & equipment’s, including integration with

construction, liaison with TPIA, Consultants, & Laboratory.
Primary Responsibilities:
 Review & approval of QAP/ITP, checklists of bought out/supply materials

w.r.t. Contract Specifications.
 Ensuring implementation of Approved Quality Plan (QAP) at vendor’s
works
 Arranging and co coordinating for procurement quality inspection &
expediting with external agencies such as TPIA/Certification agencies
 Inspection, testing, & certification of material & equipment’s at Vendor’s
Works as planned & directed.
 Review of inspection reports submitted by TPIA & In-house inspection
Engineer
 Review & conclude pre-dispatch clearance including forwarding of IRN/IR
to all the concerned.
 Close coordination with PQM and regular reporting with respect to
quality compliances
 Coordination with external Lab w.r.t. the testing of material samples
received from site
 MIS preparation & submission.
 Coordination with vendor for closure of NCs and verification of the same
 Verification of conformance of P.O submittals by vendors and validation
of all the project submittals on handover of project.
Secondary Responsibilities:
 Scheduling of sourced inspection

 Checking, processing & tracking of invoices of service agencies like TPIA,
external laboratories, etc.
 Floating enquiries for Service Orders of TPIA & PO for purchase of Lab
equipment’s
 Raising Service Order Requisitions (in SAP) for TPIA & Lab work in
coordination with Commercial
 Forwarding of manufacturing inspection & test reports as applicable with
the concerned.
 Product development activities as assigned.
 Execution of SAP QM module.
2.2.3 Vendor Inspection and Co-ordination Engineer (VICE)
Role:
Inspection & testing of materials & equipment’s including liaison with TPIA &
Laboratory within set schedules.
Primary Responsibilities:
Does inspection & testing of materials and equipment’s of project as per

approved quality plan & drawings.
Coordination & follow-up for procurement quality inspection & testing with
external agencies such as TPIA.
Coordination with vendor for closure of NCs and verification of the same, if any
Follow-up with external labs for timely execution of testing & issue of test
reports
Provide regular inputs to Project Quality Manager regarding inspection status

of the concerned materials
Compilation of inspection reports & records.
Secondary Responsibilities
 Review of TPIA reports.

 Assist in MIS preparation
 Execution of SAP QM module functions.
2.2.4 Communication & Role Matrix of Quality Control

ALL has established communication matrix for quality function. Same is attached Annexure
-2
3 PROJECT MANAGEMENT
3.1 Control of documents
3.1.1 Incoming and outgoing correspondences
All incoming & outgoing correspondences shall flow according to the defined
communication channel as decided and finalized with the Project Manager
(PM) while finalizing the PQP. Correspondences shall include both internal
(Inter Office) as well as external correspondences.
3.1.2 Contractual documents

Contractual Documents are the documents which are created within the
framework of contract agreement for the project. A list of contract document
(non-exhaustive) pertaining to quality is furnished below:
 Quality requirements-QAP, Procedures, check list, audit
 Resource plan for deployment of quality requirement
 Check List
 Approved vendor/ sub-vendor’s list
 Approved material list
 Approved method statements
 Approved list for consumables
 Quality plan (MQP/ FQP)
 NCR
 List of National Accreditation Board for Testing and Calibration
Laboratories NABL/ National Council for Cement and Building Materials
(NCCBM) accredited laboratories
 List of Quality deviations (if any)
 Quality certification of Running Account (RA) & Final Bills
3.1.3 Method statements and Quality plan

Method statements: It is a chronological description of the procedure to
executeVarious items of works involved in the project. It shall cover the
equipment and skilled manpower resource to be engaged specifically for the
work. Applicability of these resources also needs to be articulated, to achieve
the specified output. It also covers the good engineering practices to be
adopted including special precautions with respect to construction, quality, and
safety requirements specific to the site conditions.
Quality plan: Quality plans (QPs) consist of the test plans for the Manufacturing
Quality Plan (MQP) and Field Quality plan (FQP). MQPs shall be submitted by
vendor/ supplier/contractor (if supply of material is in his scope) to VICM for
approval. On receipt of QP, VICM shall review the documents. VICM will consult
QM for finalization of MQP. In case, the QP is “Approved”, VICM shall forward
the approved documents to Vendor with a copy to Project Manager (PM). But if
the document is “Not Approved” or “Approved with Comments”, VICM shall
inform the vendor for incorporating the comments in the ITP and resubmit for
final approval. Vendor shall resubmit the ITP for final approval duly
incorporating comments of QM. On final approval, VICM forwards the document
to vendor with a copy to PM and QM.
3.1.4 Documents Numbering system
A unique number will be given to each document wrt name of Project, Client
and document detail.
BARREL
B1 - B2 - B3 - B4 - B5 - B6 - B7 - B8
Doc. Code
Project Doc. Document Doc.
- Function - Package - Area - (Proj.Stage & - - -
No. Type Originator Sl.No.
Discipline)
XXXX - X - XXX - XXX - XX - X - X - XXX
Example
2704 - Q - ICD - BTH - DC - E - E - 001
Kilaraipur - Quality - - - Detailed Engg. - Method - Engg. - S.No.
Civil Stmt. Consultant
Project Stage
B Basic Engineering
D Detailed Engineering
Disciplines
M Mechanical
C Civil
S Structural
E Electrical
I Instrumentation
P Process
G General (If discipline not applicable)
Document Type
( Refer Document No. ALL00-00-0I-000G-M00-
001, Document Numbering System, Page 17)
Document Originator
I Internal
E Engg. Consultant (External)
3.1.5 Internal distribution

The document distribution Matrix for the project is mentioned below:
Document Reviewer/ Intermediate

Originator Final recipient
Type Approver recipient
All
participants
MOM PPM,PCM,PE,PCA ------------ and concerned PD
department
head
Approved CM, AM, PCA,
PEM HE
Drawing PQM,PCM
Data Sheet Manufacturer HE NIL PPM, PCM, PQM,
CM, PD,
Manufacturer
Vendor/
MQP VICM PQM Vendor/Contractor
Contractor
Vendor/
FQP PQM CM Vendor/contractor
Contractor
QA CM, PPM,
Vendor/
Coordination PQM PCM, VICM
Contractor
Procedure CM,HE,PCA,SM
Inspection PPM, CM, Vendor/
TPI/QC engineer PQM/VICM
Report SM,PCM Contractor
PPM, PCM, Vendor/
MDCC VICM --------
CM,SM Contractor
Customer
feedback Customer ------- CM, PQM PCM, DP,PD
records
Audit report Auditor PD PCM,CM, PCM Auditee/PQM
NCR QC engineer PQM,CM AM, PCM,PCA Vendor/contractor
Construction
Deviation HE/PD PCM/PCA PQM,AM,
Manager
QA Package
owner/own PCM, PCA,
Punch list PQM CM
inspection Contractor
engineer
3.1.6 Traceability
As per the document internal distribution system traceability of all the pre-order and
post-order documents under purview of PQP shall be ensured by QM. Storage of the
quality documents with in Quality department is maintained as below-
All the docs are stored in shared folder at the following path \\: QA/QC Z drive >>
Quality & System folder>> Project Documents>>> Kilaraipur Phase-1, the documents
are stored package wise as well as activity/sub activity and item-wise. Access right
has been given to concern authorize person to access the Quality Z Drive.
3.1.7 Interfaces with contractors& vendors
Contractors-
Contractor will submit quality documents directly to PQM for their review and
approval.
PQM will further forward the “Approved” document to the contractor with a copy to
CM.
In case, the documents are either “Not Approved” or “Approved with Comments”, PQM
informs the contractor to incorporate the comments and resubmit the same for final
approval.
Following are the documents submitted for the project

a. Field Quality Plan
b. Material Quality Plan
c. Material categorization plan
d. Source approval
e. Method statements for various field activities
f. Quality testing templates for recording results are to be submitted for
approval and implementation as per the agile process. The same may also be
decided upfront by PQM and released for implementation.
g. Calibration of plant/equipment’s
Suppliers-
In the event of quality documents requiring approval, supplier submits the same to
VICM. On receipt of such documents, reviews the documents in consultation with
PQM. In case, the documents are “Approved”, VICM forwards the approved documents
to Supplier with a copy to Project Director (PD) and PQM. But if the documents are
“Not Approved” or “approved with Comments”, VICM informs the suppliers for
incorporating the comments and resubmit for final approval. Supplier resubmits the
documents for final approval duly incorporating comments of VICM . On final
approval, VICM forwards the document to supplier with a copy to PD.
The documents which do not require prior approval from VICM, these documents shall
be submitted directly for records updating, as a routine process at a predetermined
frequency.
3.1.8 Approval of Deviations

For Material:
 A list of pre-approved sub- suppliers is finalized by PQM/VICM during pre-

award stage.
 If any deviation for sub-suppliers is identified by the main supplier, then the
waiver process shall be initiated by the main supplier.
 PQM/VICM shall accord the approval of such deviation requests at his
discretion in consultation with PD after assessing the reasons of deviations
sought as well as the adequacy of the alternative list proposed by supplier.
For Construction:
 Genuine constrains are encountered and are beyond control of contractor,

depending on site conditions.
 In such cases, the deviations in form of “RFW” shall be submitted by
contractor to CM.
 CM shall review the RFW and forward the same to PQM with his input.
 PQM shall further inform the decision for the requested deviations through
RFW with justification in consultation with PEM and PD considering aspects
related to quality, operability and stability of the product/ component
Contractor shall initiate “ Request for Waiver” (RFW) for deviation required in
construction works specifications, only in case where /structure
 PQM shall retain a copy of RFW with him along with waiver log in
chronological order clearly mentioning the updated status.
 CM will raise FCN (Field Change Note) and for the approval of PEM/PQM
3.1.9 Sample approval procedure for construction material
Contractor – Bulk Material: Source Approval
 Contractor shall inform the PQM regarding the source for approval.
 PQM shall visit the site in case he decides or arranges to get the sample for
testing.
 PQM receives the Lab test results based on which he decides whether to
qualify the source.
 Once the source is qualified the procedure for sample testing is finalized by
PQM in FQP
Contractor – Other than Bulk
Incase the sub supplier is approved:
 The material received is offered to PQM through MRIR.

 The sampling and testing procedure is defined in the FQP
 PQM assures that the testing is carried out as per FQP
Incase the sub supplier is not approved:
 Contractor submits the main supplier evaluation form to PQM.

 Based on the qualification PQM decides and inform the contractor.
 The material received is offered to PQM through MRIR.
 The sampling and testing procedure is defined in the FQP
 PQM assures that the testing is carried out as per FQP
Note: The Approval process may also include the following
 Name of Material,
 Brand/ Make,
 Technical information (i.e. Size, Type, Rating, Capacity, shelf life etc.)
 Quantity
 Reference to BBU/ BOQ
3.1.10 NCR
This section defines the document management &control procedure of Non –
Conformity of deliverables for the following activities at different stages of
project.
 Engineering deliverables
 Procurement of material
 Construction work
For efficient control of NC documents, PQM shall ensure that they are
originated by authorized person as defined in the communication matrix of the
project. The NC shall be issued to define recipients depending on the stages/
phases of the project such as Engineering, Procurement and Construction (up
to mechanical completion).
PQM shall maintain the NCR log in chronological order clearly mentioning the
updated status
3.1.11 Punch list

Punch list is generally a list of un-attended works or minor defects, pending
rectification or work nearing completion and are identified as part of the
checklist. Scope of identifying punch points is covered broadly during in
process, pre-commissioning, commissioning and handover/ startup phases of
the project.
During above mentioned phases of work, the CM & PQM shall prepare a punch
list which are balance points which are required to be attend by the contractor/
vendor within specified and agreed time line. The punch point list are the
points which were identified in the checklist of commissioning or pre-
commissioning and yet to be completed.
3.1.12 Project Handover Quality documents
All the documented quality deliverables for the project are covered under
Project Handover Quality documents.
PQM shall ensure that the quality documents discipline wise which are to be
handed over to Document Controller (DC) shall be, but not limited to, the
following:
 Material/ equipment source inspection reports
 Project Quality Plan/ FQP
 Manufacture’s test certificate
 Field inspection/ test reports
 Equipment/system test reports
 Protocols
 Manuals
 NDT reports
 Interface hand over reports
 WPS/ PQR
 Lab test reports (Internal and external)
 NCRs
 Soft copy (for above and whichever is possible)
3.1.13 Quality MIS

PQM ensures to capture and collate all the quality related information in
Management Information System (MIS) for reporting purpose. Frequency for
generating MIS shall be at the end of every month. PQM shall forward the MIS
to PD, Site In - charge.
3.1.14 Permanent Quality Records:
PQM shall ensure proper control of Quality records generated during applicable
phases of the project life cycle with respect to identification, storage, retrieval,
retention, availability etc to demonstrate product conformity. The following
shall be ensured:
Documents list Controlled by Confidential (Yes/ No)

PQP PQM NO
FQP DL NO
MRIR DL NO
MQP VCIM/ DL NO
Categorization VCIM/ DL NO
plan
WPS/ PQR DL NO
Field test reports DL NO

Material lab test DL NO
reports (Internal/
external)
NCR/ Punch list DL NO
Field Welding DL NO
schedule
Quality Audit QA Yes
reports
MIS PQM NO
Vendor quality VICM NO
summery and
facility visit
reports
Contractor PQM NO
performance
evaluation
summery
3.1.15 Confidentiality of documents

Identified in the master list as above
3.2 Engineering control

 The PQM is accountable for ensuring the quality of engineering deliverables
for his respective project. This will be done by establishing an internal process
with the PEM to ensure that the quality objectives of engineering deliverables
identified for the project are captured.
 Control of NCs:
The deviations in engineering deliverables shall be recorded as NC. NC shall be
raised by PQM and issued to Project Engineering Manager (PEM) for closure.
The NC shall be recorded in defined format applicable for engineering function.
PEM shall take the corrective actions for closing the NC and intimate PQM for
verification & validation of closure. After verifying and validating the corrective
actions, PQM shall mark the NC as “CLOSED”. This closed NC shall be
distributed to PEM, PM, PCM and CM.
3.3 Procurement control

PQM shall ensure compliance of the Procured materials/ equipment’s to
approved Technical Specifications, Standards, Codes, procedures, duly
integrated with project requirement with optimum external services (if
needed)and cost within set schedules. He shall also ensure defect free supply
of materials/ equipment’s through following processes
3.3.1 Pre-Bid stage: Supplier pre-qualification prior to issue of bid documents.

The process for qualification is managed by the Sourcing & Procurement team
though a two-step process. The first step is the collection of information as
part of Request for Information (RFI) format. The RFI will collate information
and conduct evaluation on several criteria including quality. The CL and PQM
should ensure that that all the relevant quality evaluation criteria/ question are
included as part of the RFI and that PQM provides his input for quality section
of RFI. Based on the information collated, the CL will decide if vendor can be
shortlisted to next stage and whether quality team should conduct the site/
facility visit of the supplier.
If it is decided that a site/ facility visit is required, PQM shall conduct the same
and assess the existing facility of vendor in terms of defined parameters and
record the assessment report in format Vendor's facility visit report
HSEQ.3.1.II.b. The report shall be submitted to Sourcing & Procurement for
initiating the RFP process and PQM shall update the Vendor/ Contractor
Qualification Summary in format HSEQ.3.1.II.a.
PQM shall also ensure that the RFI process, site visit/assessment and report
submission to S & P is conducted within defined lead time in a SIMS system.
3.3.2 Preparation of QA requirements for packages

 While preparing the Technical Specifications for the packages to be awarded
by S&P, the requirements for Quality assurance and inspections shall be
incorporated in Technical specifications by PQM. These requirements shall be
incorporated after receiving the draft Technical Specification from PEM,
indicating Scope, BOQ, and other relevant details.
 Requirements pertaining to Quality assurance and inspections which form

part of Technical specification shall be prepared by PQM. These shall include
General and Specific Technical requirements with respect to Quality Assurance,
Testing and Inspection and other specific requirements.
 These will take into account the applicable National/ International Standards,
Industry practices, Good Engineering practices, past feedback from Inspection
Engineer and lessons learnt from previous projects of similar nature. The QA
requirements shall be sent to the PEM, for incorporating in the Technical
Specifications of various packages.
 PQM shall ensure that the Standard MQP and FQP are included in the
technical specification as a part of QA requirements.
Pre-award Stage:
3.3.3 Sub Vendor pre-qualification

 New sub-supplier proposed by Bidder during Pre-award stage for items which
are not listed in the approved supplier list attached with Technical
Specification. For this, main supplier needs to submit the proposal in format
Main supplier's evaluation report (HSEQ.3.1.II.f) for seeking approval from
QM.(Where ever applicable)
i) During Pre-award discussions, mutually agreed list of Bought out item (BOIs)
and Items/ Equipment or Systems to be sub-contracted along with
corresponding names of the proposed sub-supplier shall be finalized with
Bidder. The list of proposed sub-supplier shall be discussed with the Bidder
based on the criteria as referred below.
In the mutually agreed list, sub-supplier shall be classified into the following
categories:
 Approved (A):Sub-supplier considered acceptable for the identified items

during pre-award based on past record.
 Details Required (DR):Sub-supplier proposed by bidder in the Bid or during

Pre-award, with whom organization has no previous experience for
manufacturing/ supply of similar items/ equipment/ systems/ services shall be
identified as DR category, requiring review and assessment of the capability
and capacity of such sub-supplier. The bidder shall submit the sub-supplier’s
details along with their own past experience with the proposed sub-supplier.
The assessment of DR category suppliers shall be carried out by PQM based on
following criteria either by authorized representative of quality functions or
their authorized Third Party Inspection agency (TPI).
a) Specification requirements.
b) Supplier has supplied the equipment/ items of similar rating, size and
material in the last 2 years.
c) Performance feedback of supplied equipment/ items from the customers.
d) Manufacturing facilities.
e) Quality management system followed.
f) Experience with the supplier in our previous projects.
The bidder can place the order on such sub-supplier after assessment and
approval of such sub-supplier by PQM subsequent to submission of all required
documents by the bidder.
 Noted (N): Category of items (as specified/ agreed by organization) for which
no specific sub-supplier approval from organization shall be required. Sub-
supplier for such items may be selected by the bidder based on his own
assessment under intimation to organization.
ii) While finalizing the mutually agreed list of sub-supplier during pre-award
discussions, all efforts should be made to identify adequate number of sub-
suppliers for each item (including the ‘DR’ category). Normally, approval of
single sub-supplier for any item should be avoided.
3.3.4 Bid evaluation

(Where ever applicable)
 As step two of the qualification process, the PQM will receive request to visit
supplier’s site/ facility and present a comprehensive assessment of the supplier
for qualification purposes. In case some information provided in RFI stage
needs to be revalidated, the PQM and his team will do this validation during
such site visits.
 The process of evaluation of Bid from various Bidders with respect to quality
requirements shall be initiated by PQM after receipt of bids either from PEM or
from PPM.
 On receipt of such Bids from various Bidders and their Bid Documents
pertaining to Quality Assurance requirements, PQM shall prepare the Bid
Evaluation Report. The Deviations taken in the Bid/Offer pertaining to Quality
Assurance, testing and inspection shall evaluate in respect of requirements
indicated in Tender Specifications of the Package. Any declared deviation
having commercial impact shall be separately identified and evaluated by him.
 PQM shall list out all un-cleared deviations separately for tie up during Pre-
award meeting with Bidder. These Deviations shall be classified as:
i) Acceptable
ii) Not acceptable – To be withdrawn by Bidder.
iii) Others not covered in i) and ii) above - to be discussed and resolved.
Wherever considered essential, assessment of the Bidder(s) shall be taken up as

per the relevant procedure. This aspect shall be coordinated by PPM.
3.3.5 Pre-award meeting

 PQM shall ensure the Pre-award discussions on quality requirements with the
Bidder after receiving intimation from PPM.
 During Pre-award discussions, the following shall be finalized with Bidder:

i) Resolution of Deviations (Declared as well as Undeclared Deviations) related

to quality requirements.
ii) Quality Assurance Management Program, including Quality Assurance/

Quality Control set up of Bidder and their Subcontractors/ Vendors.
iii) Corrective measures required for known deficiencies and other specific
issues, as per Bid Evaluation Report.
iv) Finalization of List of sub-contractor proposed by vendors for items not

included in the purchaser’s technical specification.
v) Inspection procedure in case of inspections at ‘Sub-supplier’s manufacturing

works, the inspection shall be carried out in the presence of main supplier’s
representative. However, if main supplier’s representative is not present in spite
of intimation through inspection calls by sub-supplier, the Inspecting Engineer
(or nominated TPI agency) shall continue with the inspection and main supplier
shall be informed of the outcome of inspection, which shall be binding on him.
Post-award stage:
This section details out the Post-award Quality Assurance activities to ensure Quality
during manufacturing and delivery of materials and equipment to site.
PQM shall ensure that all the relevant communication and correspondence (including
approval of Quality Plans, ITPs and other Quality document) with the supplier/ vendors
are communicated with a copy to PCM. He also ensures that all cross functional
correspondence within the project organization are done directly with a copy to PCM.
In addition to this he shall ensure that the coordination with Nominated Inspection
Agency (if needed) is done for scheduling and performing material/ equipment
inspection. The main post award QA activities include the following:
3.3.6 Pre-qualification of Sub-supplier

Process followed during Post-award stage:
The items/ equipment/ systems/ services other than those identified during Pre-award
for sub-contracting in the contract shall not be sub-contracted. However, depending
upon exigencies of work and/ or need of additional sub-suppliers/ items, in
exceptional cases, during post-award, the supplier may propose, modification/
additions in the mutually agreed list (during Pre-award) and these shall be considered
by PQM during Post-award stage of the contract, only in the following circumstances.
i) Where the supplier is able to demonstrate, to the satisfaction of organization, that

execution of the contract is not technically feasible or going to adversely affect the
Project schedule without such modification/ additions in the list.
ii) Where the supplier does not have satisfactory response from sub-suppliers
identified in the list finalized.
iii) Where certain BOIs were inadvertently left out from the list agreed during Pre-
award discussions or due to change in scope of work during execution of contract/
detailed engineering need for certain new BOI has arisen.
In all above cases, the supplier shall submit the documentary evidence through
Contract Administrator (CA) to PQM in detail along with a request for consideration
and permitting the supplier to include the new sub-supplier. PQM shall review the
proposal on the basis of credentials submitted by the Main supplier and shall decide
whether to approve or assess the sub-supplier. On the basis of assessment report,
PQM shall approve or reject the sub-supplier proposed by main supplier.
 When the name of sub-supplier is proposed by main supplier, the main supplier
shall submit their report in Main supplier’s evaluation report (HSEQ.3.1.II.f) for
proposed sub-supplier along with sub-supplier details in Details of Proposed Sub-
supplier. Both reports and other supporting documents shall be reviewed by PQM.
 Based on the review of documents PQM shall decide whether to accept the
proposal as it is or plan to visit the premises of sub-supplier for assessment. Date of
visit shall be mutually discussed with supplier and finalized.
 During the visit details submitted by main supplier shall be verified along with
other requirements.
 Assessment of supplier shall be carried out based on the following criteria either
by authorized representative of quality functions or their authorized Third Party
Inspection agency (TPI).
a. Specification requirements.
b. Supplier has supplied the equipment/ items of similar rating, size and material
in the last 2 years.
c. Performance feedback of supplied equipment/ items from the customers.
d. Manufacturing facilities.
e. Quality management system followed.
f. Experience with the supplier in our previous projects.
 Either after reviewing documents submitted by the supplier or after assigning the
supplier as decided by VIM, nominated quality representative shall prepare
assessment report in format Vendor's facility visit report (HSEQ.3.1.II.b) and submit
to PPM with a copy to PQM.
 Result of Supplier Assessment shall be communicated to PPM, PEM and PCM.

 Directory of approved suppliers shall be maintained by PPM for the future

reference.
Supplier Inputs Out puts Customer

PPM List of sub vendors Approved list of sub PPM( PCA)
( Pre Bid proposed by Main Vendor / vendor proposed by
Stage) Main Supplier Main vendor/ Main
supplier
PCM Details of each sub vendors Assessment report PPM,PD,PCM
(Post proposed by the Main of visiting engineer. ,PEM
Bid vendor/Main
Stage) supplier in format No-
HSEQ.1.II.f (Main supplier
evaluation report)
3.3.7 Approval of Quality documents

PQM shall ensure all documents pertaining to quality assurance like -
Manufacturing Quality Plans (MQP), Inspection & Test Procedures (ITPs), Field
Welding Schedules (WS) (if any), Welder Performance Specifications (WPS), Process
Qualification Records (PQR), performance tests and material test reports etc. are
approved by him within the specified lead time on receipt of same from vendor/
supplier/ manufacturer. He shall also ensure that the QA coordination procedure
with vendors is established during FEL3/FEL4, by considering following:
QA Coordination procedure:
i) Identification of quality coordinator from supplier as well as organization.
ii) Categorization of items and the procedure for issue of MDCC, which shall not
be inspected by the organization, shall be finalized.
iii) List of approved welding consumables for site welding shall be finalized.
iv) Schedule of submission of quality document as identified in MQP shall be
finalized.
Approval of MQP:
i) Any specific item for which a standard quality plan is not included in the
technical specification, due to non-availability of detail engineering inputs, but
the equipment is considered critical in nature, the supplier shall prepare MQP in
the format HSEQ.3.1.II.c and shall submit to PQM for approval with a copy to PPM.
ii) Schedule of submission and approval of MQP for additional critical item (as
identified in point (i) above) shall be finalized.
iii) Categorization of items as mentioned in QA coordination procedure sr. no.(ii)for
issue of MDCC, shall be as under:
 Category A: Quality Plan approval by client & physical inspection/ witnessing of
Test/ Checks of the item by client’s Inspecting Engineer (or Inspection Agency
nominated by client), prior to dispatch of equipment or on completion of proposed

stage of inspection.
 Category ‘B’: Inspection Reports and Test Certificates of equipment shall be
submitted by supplier for review prior to dispatch of equipment.
 Category ‘C’: Quality Plan approval as well as physical Inspection of item is not
required. The Main supplier shall submit the Certificate of Compliance (COC), in
Certificate of Conformance, prior to dispatch of the equipment.
Approval of NDT Procedures and Test Procedures:

The submission schedule for Non-destructive Test (NDT) procedures and test
procedures to be submitted by Supplier shall be finalized during Kick off meeting
with the Supplier.
3.3.8 Inspection of equipment’s/ materials

PQM shall ensure arranging Inspection through Vendor Inspection and
Coordination Engineer / Nominated Inspection Agency for various equipment and
dealing Customer Hold Point (H). PQM shall also ensure to review the NCs observed
during Manufacturing & Erection of equipment and track them to closure. VICM
Will review inspection reports submitted by TPIA & In-house inspection Engineer
and conclude pre-dispatch clearance including forwarding of IRN/IR to all the
concerned.
 Inspection Planning:
PQM shall ensure arranging Inspection through Inspection Engineer/ Nominated
Inspection Agency for various equipment and dealing Customer Hold Point (H).
PQM shall also ensure to review the NCs observed during Manufacturing & Erection
of equipment and track them to closure.
To enable the Inspection Engineer to carry out the Inspection, PQM shall ensure
the availability of all below mentioned reference documents:
i) P.O. Copy and specification
ii) Approved Data sheets &GA Drawings of equipment
iii) Approved and agreed Standard Quality plan with deviations (if any) agreed
during pre-award stage
VCIM will arrange the inspection within 72 hours after submission of all above
mentioned documents and confirmation from vendor.
 The Inspection of Material and Equipment:
i) Inspection call shall be raised by the supplier as per Contract. Seven (7)
working days advance notice shall be given for any inspection call from the
proposed date of inspection.
ii) Inspection call must be raised through SIMS only. SIMS ID and Password can
be provided by VICM.
iii) Details of approved drawings, QAP, inspection place details, contact details,
technical specification must be provided by contractor/ vendor or supplier to
arrange the details
iv) All inspection calls involving physical inspection shall be attended on the
proposed date of Inspection of Equipment or any other suitable date proposed
by the supplier and acceptable to PQM. Any inordinate delay in inspection should
be brought to the notice of PQM with a copy to PCM.
v) For all items, Supplier shall give inspection call in the Inspection Call Format
(HSEQ.3.1.II.g) for inspection to inspection coordinator as identified in the QA
Coordinator procedure for the package with a copy to all as specified in QA
Coordination procedure.
vi) For Category- ‘A’ items, the Inspection Engineer (or nominated TPI agency)
shall inspect the item and witness all tests at identified Customer Hold Points
(H) in the approved Quality Plan and shall check that equipment comply fully
with the Technical Specifications and ensures that all requirements of relevant
documents viz. approved QP, Drawing/ Data sheets and Technical requirements
have been met. If any major/ critical Non-conformity is observed, the prescribed
procedure of NC Dis-positioning shall be followed. The Inspection report and
Material Dispatch Clearance Certificate (MDCC) shall be issued as per prescribed
procedure.
vii) For Category- ‘B’ items, the Dispatch Clearance shall be accorded by PQM
based on the review of the Test Certificate and Inspection reports submitted by
supplier.
viii) For items under Category ‘C’, the supplier shall furnish the COC in the
prescribed format Certificate of Conformance (HSEQ.3.1.II.h) to identified
inspection coordinator for acceptance and issue of MDCC.
ix) The Inspection Engineer (or nominated TPI agency) shall ascertain the
inspection and testing requirement for item/ equipment from approved MQP
during each stage of inspection. On completion of such stage inspection, he
shall prepare Material Inspection Report and submit the same to supplier with a
copy to QM.
x) Inspection Engineer (or nominated TPI agency), while carrying out inspection,
shall ensure the following:
 Testing and Measuring equipment/ instruments used during the

inspection are controlled equipment and are in a known and acceptable
state of calibration and shall record the same in the inspection report.
 The manufacturer is maintaining product identification and its

traceability.
 Internal inspection records of supplier.
 The parameters against each test shall be verified from the approved
data sheet/ relevant standards and noted down on the test report format.
 Carry out Surveillance check as felt necessary.
 Any previous Non-conformity has been approved by the designated

authority in the organization, if any.
xi) On successful completion of final inspection, the Inspection Engineer (or

nominated TPI agency) shall identify the item inspected by suitable
xii)
xiii) stamping/ marking (wherever possible), as detailed out in sr. no. 3.3.9
below, and detail inspection report, in format Material Inspection Report, shall be
issued after verifying supporting documents.
xiv) Any holdups in respect of items under inspection in the manufacturing

works being visited for inspection shall be assessed and reported to PQM for
further necessary action.
xv) For critical items, on the request of the PQM/ PCM/ PPM, the status on
manufacturing unit, where an inspection visit is already planned, the Inspecting
Engineer shall obtain the status on visiting such works for inspection and
provide the same to PQM/ PCM/ PPM.
xvi) All cases of review of documents (i.e. review of TCs & Inspection Report
for category-‘B’ items and review of COC for category ‘C’) items shall be attended
and cleared within specified time. Exceptions in respect of Inspection calls
which are more than defined time shall be reviewed by PQM on weekly basis and
necessary action shall be taken to resolve exceptions expeditiously. Any
inordinate delay in inspection shall be brought to the notice of PQM.
xvii) In exceptional circumstances, when witnessing of tests by organization is

waived in writing by PQM, records of such waiver along with Inspection/ Test
record of supplier/ manufacturer shall be maintained. Also, such waiver shall be
mentioned in Inspection call Register. The waiver of witnessing of test/
inspection shall be accorded by PQM. In such cases, Dispatch clearance shall be
accorded by PQM after review of Inspection report/ Test certificate submitted by
supplier to him for approval.
xviii) The Material Inspection Report shall be prepared after completion of

specified inspection. It shall be mandatory to prepare Material Inspection Report
after every identified completion of manufacturing stage inspection at Customer

Hold Points, as per approved MQP, on the same day. Following data will be
entered by Inspection Engineer in the Inspection report.
3.3.9 Metal Stamping---NA
3.3.10 Issue of Inspection Report:

Material Inspection Report (MIR) in formatHSEQ.3.1.II.i shall be issued by the
organization’s Inspecting Engineer (or nominated TPI agency), after it is duly
signed in 2 (two) copies (one: Inspection Engineer, one: Manufacturer). The
original copy shall be retained by Inspecting Engineer. The attested copy of
Inspection report shall be sent to:
a. PQM
b. Main supplier, when material is inspected at sub- supplier’s works.
c. PPM
d. PCM
e. CM
f. FQA
 Certificate of Conformance (COC) :

PQM shall ensure that the COC for Category ‘C’ items shall be in format
Certificate of Conformance, when the item is not included in QP and it shall be
obtained from the supplier. The Inspection Engineer shall verify the COC and
shall clear the item for dispatch by issuing MDCC.
 Non-conformity observed during inspection:

During an inspection, if any Non-conformity is observed, it shall be
communicated to supplier by Inspection Engineer through Material Inspection
Report for Category ‘A’ and ‘B’ items (or nominated TPI agency for Cat. ‘An’ item),
highlighting the Non-conformity.
 Review of supplier’s Inspection report and Test Certificate:
i.The items for which physical inspection is not required by organization but the
item is in the Category-B for which the suppliers required to submit the specified
inspection reports/ test certificates and supplier’s acceptance report, the
required documents shall be submitted by the supplier for review and approval of
PQM.
ii.In case where material is to be supplied from sub- supplier’s godown and items
are bulk in nature (e.g. pipes, chemicals, salt, cotton waste, wood etc.) or low
value items/ non-critical items, where pre-dispatch inspection is not practicable
or does not serve the purpose of ensuring/ assessing the quality of product or
items are to be procured from registered dealers with payments to be made
against Dispatch Documents, pre-dispatch inspection may not be insisted upon.

In such cases, the receipt inspection shall be carried out at site.
In cases of Nominated TPI agency, the standard procedure/ formats followed by

them can be adopted, after mutual agreement.
3.3.11 Control of NCs

This chapter details out the issue and disposition of non-conformities on
Equipment/ item/ Systems sourced from supplier.
PQM shall ensure that NCs observed during the inspection are recorded in
Inspection Report (IR).The authorized inspector (or Nominated Inspection
Agency) shall analyze the NC in order to ascertain its nature of non
conformance, cause and effect. Based on above, he shall assign the Non-
conformity Category, ‘1’ or ‘2’.
The NC shall be categorized as under:
Category 1 - The NCs which are departures from Specifications/ Drawings/

Datasheets/ QPs which affect the Performance/ Reliability/ Safety,
Interchangeability, Erection or working life of the equipment.
Category 2 - All other NCs which do not pertain to category ‘1’ are classified as
category 2.
The Processing and disposal of NCs shall be as under:
Category 1 -
 When NCs to the specified requirement of Category-1 is observed in the
Item/ Equipment/ System during inspection by owner for Category ‘A’ (as
mentioned in Sr. No.3.3.6 above) items or during review of Test Certificate and
inspection report for Category ’B’ items (as mentioned in Sr. No.3.3.6 above), a
Non-Conformity Report (NCR) in prescribed Format Non-Compliance Report shall
be initiated by authorized Inspector and sent to QM along with all the supporting
documents for his review. QM shall dispose off the same, in consultation with
PEM, where required.
 When NCs to the specified requirement of Category-1 is observed in an
Item/Equipment/System during inspection for Category ‘A’ items, the detailed
observations as recorded in IR shall be reviewed by respective quality engineer,
responsible for the package/ Equipment. Inspection engineer shall issue NCR in
prescribed Format along with all the supporting documents and send to PQM for
review. PQM shall dispose off the same, in consultation with PEM, where
required.
 When NCs to the specified requirement of Category-1 is observed in an
Item/ Equipment/ System during internal inspection by supplier, NCR in
prescribed Format shall be initiated by the supplier and sent to PQM along with
all the supporting documents. PQM shall inform to supplier, the final disposition
of NC.
 In case NC is not acceptable the recommendation of Rejection shall be
recorded by PQM. Same shall be put up to PEM for approval. Based on the
approval, final disposition shall be carried out PQM. The Manufacturer / Supplier
in such cases will have to offer a fresh item that will be inspected following the
procedure of new items. Detailed dispute resolution is described in process for
contract administration.
Category 2 - The Inspection Engineer shall review and dispose of NC in

consultation with PQM/ PEM as per the requirement and record the decision in
the closing Inspection Report. In case the Non-conformity is observed during
inspection by Nominated Inspection Agency or by the supplier themselves during
internal inspection, the client’s inspection responsible for the
package/equipment shall review the NC in consultation with PQM and
communicate the decision to Nominated Inspection agency or the supplier as
the case may be.
 Any NC having contractual implications, the recommendations/ disposal shall

be referred to PPM and Contract Administrator (CA) for settling commercial
implications as mentioned in 3.3.9above.
The responsibilities of the Manufacturer / Supplier while dealing with NCs are as
under:
i) Ascertain exact nature of NC.
ii) Identify and finalize the cause of NC.
iii) Propose Corrective action.
iv) Ensure and certify that the product Quality, Performance, Reliability and
Working life is not affected for the Category - 2 NCs and quantify the extent
to which these are affected in the case of Category-1 NCs.
v) Implement agreed Corrective action in the time bound program.
 The NC shall be disposed off by taking a decision for (i) Rejection or (ii) Accept
with conditions (specify conditions) or (iii) Accept as it is or (IV) Accept with
repair. Based on the decision to ‘Accept with Repair’, the repair or rework shall
be carried out by the supplier. Inspecting Engineer (or Nominated Inspection
Agency) shall verify implementation of correction. Disposition of Category ‘1’
Non-Conformity shall not be considered as complete until the ‘Corrective Action’
has been identified, agreed and effectively implemented in a time bound
program. In case NC is not acceptable, even after the repair, the
recommendation of Rejection shall be recorded by Inspecting Engineer (or
Nominated Inspection Agency). The manufacturer in such case will have to offer
a fresh item that will be inspected following the inspection procedure for new
items.
 If the Interchangeability for the mandatory spare is affected due to NC, it is to

be ensured that the Supplier takes care of the required corrective mechanism to
ensure proper fitment of spares or interchangeable parts with main equipment.
 The recurring NC, deviating from the approved practices & procedures, due to
inadequacies in manufacturing practices, process capabilities, result of
carelessness/negligence and poor workmanship on the part of the supplier shall
be monitored by PQM and supplier shall be instructed by him to improve upon
the Process and Controls to facilitate the supply of conforming item/ equipment/
system.
Once the NC is closed, PQM shall distribute the copies of such NC to PD, PEM,
PCM, CM and PPM for information.
3.3.12 Dispatch Clearance

Below mentioned procedure to be followed for the issue of Material Dispatch
Clearance Certificate (MDCC).
 MDCC is a document for Dispatch Clearance of Equipment and release of

payment to the supplier.
 After conducting the inspection at manufacturing end or submitting

documents of the material as per the categorization plan, client (VCIM/ VCIE) will
issue Material Dispatch clearance Note in SIMS.
 The original sheet of MDCC shall be handed over to the main supplier
representative (duly acknowledged by him) or dispatched by Registered Post or
Courier (with acknowledgement due) only to the concerned. In no case, it should
be handed over to any other Agency viz. Manufacturer or Sub-Supplier. MDCC
shall be issued only after QM has reviewed and concurred the same.
 For items/equipment which are inspected by client/Nominated Inspection

agency, MDCC shall be issued in format HSEQ.3.1.II.m by client’s Inspecting
Engineer after he is satisfied that all specified requirements of QP, other
documents approved by client have been met by the supplier/ manufacturer and
the equipment after the inspection is ready for dispatch. The MDCC shall be
issued to the main supplier. Duplicate copy of MDCC shall be distributed to PCM,
PPM, PQM.
 Items, which are not inspected by client but the relevant document such as,
Test Certificates, IR and COC of the equipment submitted by supplier (as per
Category - B), are reviewed and the MDCC shall be issued by client to main
supplier (original copy signed in blue ink) with photo copy to PCM, PPM, PQM.
 Original sheet of MDCC duly signed by the client’s Inspection Engineer should
be submitted by the supplier as a part of claiming payment.
 In case items, after inspection are satisfying the requirements as per approved
MQP but kept on hold in IR due to non-submission of required quality documents
by supplier, but are urgently required at Site, a proposal requesting the dispatch
clearance of such item/material will be initiated by PCM with approval from CEO,
PQM shall ensure that the MDCC is issued under concession.
 Inspection Engineer shall review the Manufacturer’s Test Certificate (MTC) and
other documents furnished by the supplier to client and ensure that these are
duly authenticated by them. In case of sub-supplier, the endorsement of main
supplier shall be necessary. This provision should be tied up in QA coordination
Procedure (as mentioned in Sr. No. 3.3.6 above) with the supplier.
 Where the Quantity of any item/equipment is indicated in sets/lots in Purchase

Order (PO) or approved Billing Break-Up (BBU), MDCC shall be issued after
quantity is changed to measurable unit either by amendment of BBU or after
necessary approval by PCM/ PPM. When BBU schedule is not yet approved or if
BBU is issued but Amendment is required in respect to offered items/quantity,
although all other inputs are available and all Technical requirements of
Inspection are fulfilled, the inspection of the equipment/materials shall be taken
up and IR shall be prepared stating among other remarks, “BBU not yet approved
or amended” and MDCC in such cases shall be issued only when the BBU for
such item is approved or amended.
 If certain dispatch able items are not included in the BBU, such items can be
cleared for dispatch by issuing IR and for such items, no MDCC will be issued.
 In cases where any material/equipment included in BBU is required at site in

view of the Project schedule, but BBU is not approved or amended, the dispatch
clearance of such items may be issued on IR by Inspection Engineer and MDCC
for such cases would be issued after the BBU approval.
 If any item(s) identified under the supply contract is /are shifted for
unavoidable reasons or site requirement for fabrication at site instead of at
manufacturing works, the item shall be inspected by authorized quality person at
site, as per approved FQP. After completion of fabrication and satisfactory
inspection, he shall issue IR with a copy to PQM. MDCC will be issued by PQM.
 Where the Item/ equipment has to split into two or multiple consignments, as
against the description given in BBU as single entity for the purpose of dispatch
or to meet urgent site erection requirements, Dispatch Clearance on IR can be
issued by PQM after approval of PD and MDCC shall be issued when last
item/component is cleared.
 If the supplier is required to supply the additional quantities of an item

mentioned in BBU due to site requirement along with billable quantity, MDCC
shall be issued only for billable quantity with the remark in MDCC that ‘MDCC for
quantity in excess of BBU quantity will be issued after amendment of BBU.’
 If the supplier is required to supply the additional quantities of an item

mentioned in BBU, on ‘as required basis’ without any change in contract price. In
such cases, IR shall be issued by inspection engineer for the quantity in excess of
BBU quantity, with the remark as ‘Non Billable Quantities’ and no MDCC will be
issued in such cases.
Amendment of MDCC:
 MDCC once issued, shall not be amended. However, in exceptional cases an
amendment to MDCC can be issued by PQM with the consent of PD in following
cases:
i)If any discrepancy is noticed in MDCC and the same requires correction, an
amendment to MDCC will be issued, and shall be distributed to all such
department to whom MDCC was sent earlier.
ii) Where MDCC already issued has been lost: At the request of the supplier, new
MDCC shall be issued after obtaining an undertaking that the MDCC already
issued is not traceable and no Payment has been claimed by him against the
same and Original shall be returned to client, if found. New MDCC shall be issued
with a remark ‘THIS MDCC IS ISSUED IN LIEU OF LOST ORIGINAL
MDCCNO…………..DATED……..’
iii)Where the validity of MDCC already issued has expired: At the request of the
supplier a new MDCC will be issued after receipt of previous MDCC from him,
whose validity has expired as per detailed procedure specified below. New MDCC
will be issued with remarks:
iv) “This MDCC is issued in lieu of MDCC No. ______ Dt. _____, which has been
cancelled due to expiry of its validity.”
v)MDCC received from supplier shall be retained along with office copy of new
MDCC issued to the supplier.
 In case, repair of any items/equipment damaged during transmit or replacement

of lost item, a Protocol shall be signed with the Supplier by inspection engineer
at site and repair/rectification/replacement carried out by the supplier, with
required inspection etc. For such cases no MDCC is issued.
 Where the supplier on his own initiative wish to obtain the dispatch clearance
for item in excess quantities over and above BBU quantities or for item not
mentioned in BBU as a standby towards Erection Spares, same shall be recorded
and for such excess quantities IR shall be issued with the remark-
 ‘Non Billable Quantities’ and no MDCC will be issued.

 MDCC shall be issued as per Format Material Dispatch Clearance Certificate.

MDCC shall contain the item description, quantity with units, PO/Contract
No/BBU No. and reference number of Inspection Report.
MDCC Numbering System shall be governed as per the document numbering

system defined above.
 The validity of the MDCC shall be for the ninety (90) days from the date of
issue or as mentioned in the purchase order. Within this period the material is to
be dispatched by the supplier to Project Site. Only in very exceptional cases,
when the material is not dispatched within the validity period of MDCC, the
issued MDCC shall require to be cancelled after due verification. A new MDCC
will be issued having validity for the required period not exceeding ninety (90)
days from the date of issue. Intimation regarding cancellation of earlier MDCC
shall be recorded in the new MDCC and shall be sent to all persons to whom a
copy of earlier MDCC was sent.
 MDCC being a document against which payment is to be released, only one

original sheet shall be prepared, signed in blue Ink and other copies stamped as
‘Duplicate Copy’ shall be prepared by the MDCC issuing Inspection Engineer.
The distribution of MDCC shall be as under:
i) Supplier: one original copy
ii) PQM: one Duplicate copy
iii) PCM/ PPM/FQA One Duplicate copy each in Soft.
3.3.13 Receipt Inspection of materials/ equipment’s at site:

This chapter details out the material/ equipment inspection process on receipt at
site. PQM shall ensure that all the important material received at site is
inspected with respect to quality requirements before clearing/approving Goods
Received Note (GRN), initiated by Stores Manager (SM).
On receipt of such material/ equipment at site, SM shall verify the same for its
correctness (w.r.t. quantity) and visual condition. Subsequently he shall inform
the authorized person from quality department at site to carry out the Quality
Inspection. Inspection engineer at site shall perform receipt inspection of
material/ equipment at site. He shall also verify that the description of material/
equipment is as described in the MDCC as well in the PO. On completion of
inspection, he shall issue an IR. In the IR he shall clearly mention that whether
the material/ equipment is accepted/ conditionally accepted/ not accepted with
supporting documents. He shall forward the IR to SM with a copy to PQM, CM,
AM and PPM.
In case of conditionally accepted/ not accepted material/ equipment, SM shall
coordinate with supplier for replacement of the defective/ damaged/ shortfall in
quantity and follow the process- CONS.4.3: Manage Material at site (Receipt).
3.3.14 Vendor/ contractor performance feedback:

Vendor/Contractor performance feedback shall be in accordance with standard
feedback format
3.4 Construction management

For managing construction from quality perspective, PQM shall ensure
compliance of the entire construction activities including material quality,
erection and installation to approved Technical Specifications, Standards, and
Codes, procedures, duly integrated with project requirement within set
schedules. Manpower will be adequately assessed for their fitness/skill for the
requisite job, wherever applicable. For Example – Welders are assessed through
Welder Qualification test. PQM shall ensure defect free structures/components
and systems/ sub-systems through following processes:
Pre-award stage:
This section details out the Pre-Award Quality Assurance activities which
includes Quality requirements of client during execution/ construction of
project.
3.4.1 Contractor pre-qualification:

On receipt of contractor’s’ Pre-qualification enquiry from PPM, PQM shall ensure
that the contractors are assessed with respect to predefined criteria applicable
for pre-qualification process. He shall review the Pre-qualification report and
shall give necessary feedback to PPM regarding the pre-qualification.
3.4.2 Preparation of QA requirements:

 While preparing the Technical Specifications for the packages to be awarded by
S&P, the requirements for Quality assurance and inspections shall be
incorporated in Technical specifications by PQM. These requirements shall be
incorporated after receiving the draft Technical Specification from PEM,
indicating Scope, BOQ, and other relevant details.
 Requirements pertaining to Quality assurance and inspections which form the
part of Technical specification shall be prepared by PQM. These shall include
General and Specific Technical requirements with respect to Quality Assurance,
Testing and Inspection and other specific requirements.
 These will take into account the applicable National/ International Standards,
Industry practices, Good Engineering practices, past feedback from Quality
Engineer at site. The QA requirements shall be sent to the PEM, for incorporating
in the Technical Specifications of various packages.
 PQM shall ensure that the Standard FQPs are prepared for some common
structures and components. These Standard FQPs shall be included in the
technical specification as a part of QA requirements.
 “Recommended List of Welding Consumables for Field Welding” shall also be

included in the technical specification as a part of QA requirements. PQM shall
ensure the recommended list of welding consumables for field welding is
adopted for welding activity at site by following:
i) PQM shall issue “Recommended Welding consumables for Field Welding”. The
Make/ Brand and other particulars of welding consumables shall also be included
in the list, giving a reference of the recommended areas of use for which it is
approved. It shall be ensured by Head-FQA and concerned AM at site that the
welding consumables are used as per the recommended Welding Consumables
List only.
ii) List of recommended welding consumables shall be revised on receipt of

feedback and recommendation from Head-FQA or on the basis of manufacturer’s
recommendation, once in a year.
3.4.3 Pre-award/ post-award meeting:

Pre-award meeting:
PQM will perform the Pre-award discussions on quality requirements with the
Bidder after receiving intimidation from PPM.
During Pre-award discussions, the following will be finalized with Bidder:
a. Resolution of Deviations (Declared as well as Undeclared Deviations) related
to quality requirements.
b. Quality Assurance Management Program, including Quality Assurance/ Quality
Control set up of Bidder and their Subcontractors.
c. Corrective measures required for known deficiencies and other specific issues,
as per Bid Evaluation Report.
Post-award meeting:
This section details out the Post-award Quality Assurance activities to ensure
Quality during execution and construction of different work at site.
PQM shall ensure that all the relevant communication and correspondence
(including approval of Filed Quality Plans, ITPs and other Quality document) with
the contractor are communicated with a copy to PCM. He also ensures that all
cross functional correspondence within the project organization are done
directly with a copy to PCM. In addition to this he shall ensure that the
coordination with Nominated Inspection Agency (if needed) is done for
scheduling and performing field inspection (work in progress). The main post
award QA activities include the following:
3.4.4 Approval of Quality documents:

PQM shall ensure all documents pertaining to quality assurance like –FQP, ITPs,
FWS, WPS, and PQR etc. are approved on receipt of same from contractor. QM
ensures that the QA coordination procedure with the contractor is established

during FEL3/ FEL4, by considering following:
QA Coordination procedure:
i) List of items requiring FQP, ITP, FWS, and PQR etc. along with their schedule
of submission & its approval.
ii) Customer hold points (H) are identified when FQP is submitted for approval by
contractor. To ensure that structure/ component/ sub-system conform
completely with the Engineering Specifications and Quality Plans, regular
inspections at contractor’s and their sub-contractor’s works at Customer Hold
Point (H) are envisaged as part of QA coordination procedure, as per the Quality
Plans, mutually agreed with the contractor.
iii)The list of activities requiring approval like - FQPs/ ITPs/ FWS etc. shall be
finalized in the standard format
iv)List of consumables and components shall be approved.
Approval of FQP:
i) PQM shall finalize the FQPs in format HSEQ.3.1.II.d with the contractors,
including the checks to be exercised during the execution of various types of
works at site.
ii) The FQPs shall mention the details of Reference Documents and Acceptance
Norms to be followed during the construction.
iii)The checks in the FQP for work at site shall be categorized as perform, review
and witness stages which is assigned to one or more of the following Project
Quality Engineer, Project Construction Engineer and Contractor .
Note:
 It is necessary and essential to carry out Surveillance checks of 10% of each
class of check by the authority identified above and maintain suitable records/
protocols unless specified through QA documents
 Any classification carried out at the time of finalization of FQP can be
subsequently upgraded by PQM, if considered necessary, based on site
conditions/ feedback. However, for down-gradation of classification of check
concurrence of PQM will be required. For site awarded Packages/Purchase
Orders, PQM can downgrade the classification of check in FQP, based on
feedback.
iv)FQP shall be submitted by the contractors in format at either in hard copy or

in soft copy (electronically) as decided in QA Coordination Procedure with
contractor, along with reference Standards mentioned in FQP for erection
activity identified during Post-award discussions.
v) The FQP submitted shall cover detailed checks at various stages of Material
receipt, Storage, Handling, Pre-assembly, Assembly and Erection. The submitted
FQPs shall be in line with Manufacturer’s Practices, National/International
Standards, Manuals, approved Drawing/Data sheet and Technical Specifications
(as applicable). This shall also contain Statutory Testing requirements, where
relevant.
vi)The contents of FQP and associated documents shall be reviewed by PQM.

Suggestions of Site FQA on FQPs, where felt necessary, shall also be taken into
consideration while finalizing the FQP with the contractor. While finalizing the
FQPs relevant provision of Project Manual shall be kept in the view.
Customer(client/user) Hold Point (CHP) shall be identified by PQM. In case any
clarification/details are required on review of FQP, the comments shall be
forwarded to the contractor& submission of revised FQP shall be requested.
The following categorization shall be done.
 Approved: FQP without any comment shall be approved by PQM.
 Approved with Comment (AWC): The FQP with comments may be
approved in Cat-AWC by PQM. Provided comments are such that on
incorporation of the same, the QP can be approved. In this case also, re-
submission of revised QP for approval shall be requested from the
Contractor.
 Commented: In the event of FQP being not found acceptable, it shall be
categorized as “Commented” and returned to the contractor for
resubmission after modification.
vii) The approval shall be granted by PQM. In absence of PQM, all FQPs shall be
approved by site in charge. The commented/approved FQPs shall be forwarded
within stipulated time frame to the contractor for implementation.
viii) The approved FQP shall be stamped by PQM for distribution in PDF format as
given below:
a. Contractor – 1 copy
b. Site (FQA)–1 copy
c. CM – 1 copy
d. PCM – 1 Copy
Approval of FWS:
The submission schedule of Field welding Schedules (FWS) in format
HSEQ.3.1.II.eto be submitted by contractor shall be finalized during Kick off
meeting with the supplier.
Approval of NDT Procedures and Performance Test Procedures:

The submission schedule for Non-destructive Test (NDT) procedures and
Performance test procedures to be submitted by contractor shall be finalized
during Kick off meeting with the Supplier.
i) Endorsement sheet for Quality Plan:
The Endorsement sheet, MQP Endorsement Format in format HSEQ.3.1.II.j and
FQP Endorsement Format in format HSEQ.3.1.III.a are used to endorse an
approved Quality Plan for other Package/Project being executed by the same
contractor conforming in writing that the structure/ component being executed
is identical in construction and design by the same contractor for which the
Quality Plan was already approved earlier.
ii) Standard Quality Plan:

Standard QPs are prepared by PQM for some common structures and
components.
These Standard FQPs are issued to the suppliers after mutual agreement.
3.4.5 Control of NCs:

This chapter details out the issue and disposition of non-conformities arising
during construction/ execution stage of project.
PQM shall ensure that any NC observed during the inspection, the same shall be
recorded in Inspection Report (IR). The authorized inspector (or Nominated
Inspection Agency) shall analyze the NC in order to ascertain its nature of non
conformance, cause and effect. Based on above, he shall assign the Non-
conformity Category, ‘1’ or ‘2’.
The NC shall be categorized as under:

i) Category 1 - The NCs which are departures from Specifications/ Drawings/
Datasheets/ QPs which affect the Performance/ Reliability/ Safety,
Interchangeability, Erection or working life of the equipment.
ii) Category 2 - All other NCs which do not pertain to category ‘1’ are classified as
category 2.
The Processing and disposal of NCs shall be as under:
i) Category 1 -
 When NCs to the specified requirement of Category-1 is observed in the item/
equipment/ system during inspection by owner for Category ‘A’ (as mentioned
in Sr. No.3.3.6 above) items or during review of Test Certificate and inspection
report for Category ’B’ items (as mentioned in Sr. No.3.3.6 above), a Non-
Conformity Report (NCR) in prescribed Format Non Conformance Report shall
be initiated by authorized Inspector and sent to PQM along with all the
supporting documents for review. PQM shall dispose off the same, in
consultation with PEM, where required.
 When NCs to the specified requirement of Category-1 is observed in an Item/
Equipment/ System during inspection for Category ‘A’ items, the detailed
observations as recorded in IR shall be reviewed by authorized engineer who is
responsible for the package/ Equipment. Inspection engineer shall issue NCR in
prescribed format along with all the supporting documents and send to PQM
for review. PQM shall dispose off the same, in consultation with PEM, where
required.
 When NCs to the specified requirement of Category-1 is observed in an Item/
Equipment/ System during internal inspection by contractor/ sub-contractor,
NCR in prescribed format shall be initiated by the contractor/ sub-contractor
and sent to PQM along with all the supporting documents. PQM shall inform to
contractor/ sub-contractor, the final disposition of NC.
 In case NC is not acceptable the recommendation of Rejection shall be

recorded by PQM. Same shall be put up to PEM for approval. Based on the
approval, final disposition shall be carried out PQM. The contractor in such
cases will have to offer a fresh item that will be inspected following the
procedure of new items. (PRMC.5.3.IV: Manage Disputes)
ii) Category 2
The Inspection Engineer shall review and dispose of NC in consultation with
PQM/ PEM as per the requirement and record the decision in the closing
Inspection Report. In case the Non-conformity is observed during inspection by
Nominated Inspection Agency or by the contractor/ sub-contractor themselves
during internal inspection, the client’s inspection responsible for the package/
equipment shall review the NC in consultation with PQM and communicate the
decision to Nominated Inspection agency or the contractor/ sub-contractor as
the case may be.
Any NC having contractual implications, the recommendations/ disposal shall

be referred to PPM for settling commercial implications as mentioned in 3.3.8
above.
The responsibilities of the Manufacturer / Contractor while dealing with NCs

are as under:
 Ascertain exact nature of NC.

 Identify the cause of NC.
 Finalize the cause of NC & propose Corrective action.
 Ensure and certify the product Quality, Performance, Reliability and Working life
is not affected for the Category - 2 NCs and quantify the extent to which it is
affected in the case of Category-1 NCs.
 Implement agreed Corrective action in the time bound program.
The NC shall be disposed by taking a decision for (i) Rejection or (ii) Accept with
conditions (specify conditions) or (iii) Accept as it is or (iv) Accept with repair. Based
on the decision to ‘Accept with Repair’, the repair or rework shall be carried out by the
contractor. Inspecting Engineer (or Nominated Inspection Agency) shall verify
implementation of correction. Disposition of Category ‘1’ Non-Conformity for shall not
be considered as complete until the ‘Corrective Action’ has been identified, agreed
and effectively implemented in a time bound program. In case NC is not acceptable,
even after the repair, the recommendation of Rejection shall be recorded by
Inspecting Engineer (or Nominated Inspection Agency). The manufacturer in such
case will have to offer a fresh item that will be inspected following the procedure of
new item.
The recurring NC, deviating from the approved practices & procedures, due to
inadequacies in manufacturing practices, process capabilities, result of carelessness/
negligence, poor workmanship on the part of the contractor need to be discouraged
and contractor should be asked by PQM to improve upon the Process and Controls to
facilitate the supply of conforming item/ equipment/ system.
NCR (Page-2) is for Organization’s internal use only and should not be given to the
contractor. Based on Recommendation/ Acceptance, final Disposition shall be done
by PQM.
Once the NC is closed, PQM shall distribute the copies of such NC to PD, PEM, PCM,
CM and PPM for information.
3.4.6 Certification of Bills for contractors:

PQM shall ensure that all the Running Account bills (RA Bills)/ Final bills are checked
and certified by FQA to ascertain that all the components/ items/ systems/ structures
are complied with the quality requirements. He shall also ensure that a Quality
clearance shall be issued by FQA by considering following points:
 On receipt of such bills, FQA shall check the completeness of the documents and
ensure that all the supporting documents for quality compliance are provided.
 In case of quality issues/ open NCRs, FQA shall propose the affected quantity to
be kept under hold till contractor takes corrective actions as instructed by him
and complied with the requirements.
 The “HOLD” quantity shall be cleared by FQA upon satisfactory compliance of the
issue/ NCR.
 Site Engineer/ QS will submit Running or Final bill for quality certification. FQA
will check and comment or release the bill within stipulated timeline.
 Service entry sheet will be release by PQM on timely basis upon the receipt of
request of SES. PQM does have right to HOLD SES if any quality non compliance
is pending with the contractor.
3.4.7 Support to Field Quality team

 Providing Technical support and general Policy Guidelines to FQA.
 Communication of finalized FQPs and the categorization of checks for all the
equipment being fabricated and erected at site for all packages.
 Assistance in Dis-positioning of Non-conformities, referred by FQA to QM.
 PQM shall inform CM and Head FQA regarding deviations concurred/ NC
Disposition clearance during manufacture, which will have bearing on site
assembly and erection.
 To accord approval of Field Welding Schedules (FWS) for erection work &
provide list of recommended welding consumables to be used at sites.
 Test Certificates for all equipment of electrical packages shall be sent to Head-
FQA for their reference and record during the erection of the electrical
equipment. In addition to the above if test certificate/shop performance
certificate for any equipment is required by FQA, the same is also provided.
 Quality documents of Corporate awarded packages as & when received from
main suppliers are sent to FQA site for onward submission to Head O&M.
3.5 Inspection of stored material

SM shall raise a request for inspection of the material which are perishable and
have defined shelf life, to be inspected within the project stores. On the basis of
inspection request, PQM shall ensure the following while inspecting stored
material:
 An authorized inspection engineer is appointed by FQA to carry out the
inspection for proposed material. He shall also ensure that the guideline, scope
and instructions for re-inspection/ validation are submitted by the supplier.
 Inspection engineer shall decide whether to re-inspect or re-validate the
material based on document review and visual check. On the basis of such
verifications, he shall decide whether to draw a sample for re-testing either in
own laboratory or in the external laboratory or to reject the material.
 For both the cases, inspection engineer shall prepare an inspection report
Material Inspection Report and forwards to SM with a copy to CM, AM and PQM.
 If the material is forwarded to external laboratory for testing, FQA shall ensure
that the lab reports are received in a lead time and reviewed by the authorized
inspection engineer. Conclusion of the test reports shall be communicated to
SM with a copy to CM, AM and PQM.
3.6 Manpower and skilled workers

Skilled workers:
In this section, requirements of skilled workers and their competency check is
covered. During project execution phase, skilled workers like- masons, plumbers,
welders, fitters, painters etc. are required to be checked for their caliber to
ascertain the quality deliverables. To qualify the competency of the workers,
PQM shall ensure that the following points are considered:
 At the time of starting construction work, contractor has deployed adequate

number of workers to meet the project requirements.
 A schedule of trade test/ WPS/ PQR is agreed with the contractor. He shall also
ensure that the necessary arrangement for carrying out such tests is made by
the contractor at site.
 Contractor shall submit a list of workers to be qualified along with all necessary
information like- name of the worker, age, past experience, certificate issued by
any entity/ contractor, total experience in the particular trade etc.
 Trade test conducted by authorized quality engineer at site/ inspection agency
(if any).
 While qualifying the workers, Inspection engineer shall verify that the
requirements of technical specification, drawings, standards, good engineering
practices are adopted.
 On successfully qualifying the trade test/ WPS/ PQR, the worker shall be issued a
photo identity card, which includes name of the worker, age, qualified for the
trade, date of issue and its validity.
 Contractor has to ascertain that the identity card is carried by the worker all the
time during at work.
 All qualified and dis-qualified workers list shall be reported in the register.
Workers, who are dis-qualified, shall not be assigned to any skilled work during
the project/ till next qualification test is approved by the client. Contractor has
to ensure that the workers who are not qualified for the prescribed test are not
assigned same or any similar kind of work. Contractor has to ensure that the
worker is assigned only those jobs for which they are qualified.
 Any worker found not holding the valid identity card during the work or any dis-
qualified worker found working on the job for which the pre-qualification is
required to be obtained from client, client’s authorized person shall issue a NC in
the prescribed format.
 A periodic refreshment test shall also be conducted to ascertain the quality of
the deliverables.
3.7 Pre-commissioning, commissioning and handing over

Interface of quality function for pre-commissioning activity includes inspection
and witnessing of Trial Run Test during construction phase as well as pre-
commissioning phase of the project. To monitor the quality aspects during these
phases, PQM shall ensure that the punch points are liquidated in due course of
time, through populating defined pre-commissioning formats jointly with
Construction Manger (CM) and Commissioning Manger (COM).
 Review cycle for liquidation of construction as well as pre-commissioning

punch list
 Frequency of witnessing Trial Run Tests as finalized with COM
 Reporting and reviewing cycle of quality metrics.
3.8 Customer feedback

PQM shall record all the Customer feedbacks related to quality as an input for
review and analysis for identifying the lessons learnt and improvement.
3.9 Lesson Learnt and Improvement

PQM shall ensure that all the lessons learnt throughout the project lifecycle are
captured in Lessons Learnt Report format HSEQ.3.2.b during various phases of
the project as applicable.
PQM shall also ensure that all the improvements with respect to process,
documentation and reporting are implemented to meet the project requirements.
4.0 Audit
PQM shall conduct quality audits for the Engineering and Construction processes
of the project and shall prepare Quality Audit Report in format HSEQ.3.1.I.a for
reporting in project metrics.
4.1 Program for audit

Audit shall be conducted as per requirements of Agile processes on HSEQ.3. The
Audit shall be conducted Once in Quarter.
Schedule and scope of audit shall be circulated well in advance to all concerned.
4.2 Audit reporting

Audit reporting shall be conducted as per Agile process No-HSEQ 3.1I for
Engineering deliverables and HSEQ 3.1.III for Construction activities. Audit
reports for these audits shall be documented in Format No HSEQ 3.1.I.Audit
reports shall be circulated to the Auditees with a copy to the PCM & PQM.
4.3 Non compliance and corrective and preventive action (CAPA)

This shall be managed as a part of the NCR management process as per HSEQ.3
5 TRAINING
As When Required
5.1 Attendance & feedback recording Attendance and feedback will be recorded for
future reference and needful in the standard format.
6.0 ANNEXURES
Annexture-1 (List of quality deliverables)
SR.NO. DISCIPLINE/ DOCUMENT DESCRIPTION REMARKS

TYPE
PACKAGE
1 Civil Work for Procedure Vendor/Sub vendor & As per Sl

ICD source approval no.4.2 in
quality
system
requirement
of section 10
2 Organization Quality Organization To be

Chart Chart submitted by
contractor
3 Report Site Laboratory To be

Equipment Set Up submitted by
contractor
4 Report Calibration of To be
batching plant and submitted by
lab equipment contractor
5 Mix Design Concrete Mix Design To be

for various grade submitted by
contractor
6 Method Laying of Earthwork, To be

Statement GSB, CBM-3 submitted by
contractor
7 Method Paver Block Laying To be

Statement submitted by
contractor
8 FQP Incoming material To be

submitted by
contractor
9 FQP Inprocess To be
submitted by
contractor
10 Method Concrete repair To be

contractor
11 Method Application of Anti To be

Statement corrosive paint submitted by
(Protective coating) contractor
on steel structure
12 Method Brick Work To be

contractor
13 Method Plaster Work To be
contractor
14 Method Tiling Work To be
contractor
15 Method Track Linking To be
contractor
Mechanical - FFS
01 Mechanical- SQP FFS system To be
FFS submitted by
contractor
02 Mechanical- Method Statement Procedure for fabrication, To be
FFS erection, testing & submitted by
commissioning contractor
03 Mechanical- Method Statement DPT procedure To be
FFS submitted by
contractor
04 Mechanical- Method Statement Hydro testing procedure To be
FFS submitted by
contractor
05 Mechanical- Method Statement Painting procedure To be
FFS submitted by
contractor
Electrical Work
01 Electrical SQP Electrical System To be
Work submitted by
contractor
02 Electrical Checklist Electrical Installation To be
Work submitted by
contractor
03 Electrical Checklist Electrical Pre- To be
Work commissioning submitted by
contractor
04 Electrical Checklist Electrical Commissioning To be

Work submitted by
contractor
Instrumentation & Automation
01 Instrumentation SQP Instrumentation & To be
& Automation Automation System submitted by
contractor
02 Instrumentation Checklist Instruments Installation To be
& Automation submitted by
contractor
03 Instrumentation Checklist Instruments Pre- To be
& Automation commissioning submitted by
contractor
04 Instrumentation Checklist Instrumentation & To be
& Automation Automation submitted by
Commissioning contractor
Annexture-2 (Communication matrix for Quality Function)

Sl Document / Frequency Originator Recipient Copy to Forma Remarks
Information t
1 Weekly Weekly Planning PQM EXCEL
planning of Engineer
works
2 Weekly Weekly PCM PQM EXCEL
progress
report of
works
3 Notification As PQM Contractor Site-In- Mail, Contractor shall
to contractor identified Charge Field directly
on day-to-day Note, coordinate with
quality issues etc. PQM for
resolving day-to-
day quality
issues
4 Request for As per FQP Contractor PQM Site-In- Mail In standard RFT
Inspection Charge format
(RFI)
5 Request for As per FQP PQM VIM SIMS Applicable for
testing at tests done by
external lab PMC
(RFT)
6 Quality Weekly PQM Site-In- Project
Concern Charge Head
Reports
(QCR)
7 Design Against PQM/CM PEM Site-In- Applicable in

Change Note each design Charge, case of design
change Project change requests
required Director, initiated from
site. Either PQM
or CM shall
initiate in joint
discussion with
each other &
with Site-In-
Charge
8 Quality MIS Monthly. PQM Site-In- Project (1). The format
(Legacy (taking cut- Charge Director of MIS shall
Format) off date as include KD (Key
25th of Deliverables),
each month QPR (Quality
& Progress
submission Report), Control
on first of Chart, PMC Lab
every MIS; (2). QM
month) shall review the
MIS and modify
if required
9 NC Log & Fortnightly PQM Site-In- Project The NC log shall

copies of (On 1st & Charge Director, include any kind
signed NCR 16th of each Contract of deviation
month) admin from Tech
Specs, GFC
drawings, &
quality
requirements.
NC Log shall
include the
break-up of cost
of failure as per
format
10 Surveillance/ Monthly for Auditor Site-In- Project Surveillance may
Audit Reports each project Charge Director be more
(min.) frequent as per
the urgency &
importance of
construction
phase
11 NCRs raised As Auditor Site-In- Project
during identified Charge Director
surveillance/a during
udit surveillance
12 Escalation for Each 2 open PQM Site – In - Project Mail (1) These are the
open NCRs NCRs Charge Director, NCRs raided by
beyond contract PQM during
timeline (NCs admin routine site
raised by inspections. (2)
Each 4 open PQM Project Site-In- Mail
PQM) Escalation is
NCRs Director Charge,
applicable for all
contract
open NCRs
admin
irrespective of
Each 6 open PQM CEO Project Mail criticality. (3) If
NCRs Director, open NCRs is 4
Site-In- or more Site-In-
Charge, Charge is
contract answerable to
admin CEO who may
take suitable
action as deem
fit.
13 Escalation for Each NCR PQM CEO Project Mail (1). Escalation
open NCRs pending Director shall be sent to
beyond closure CEO irrespective
timeline (NCs beyond of the criticality
raised by QM agreed of the NCR. (2).
during time-line Site-In-Charge
surveillance) shall be
answerable to
CEO who may
take suitable
action as deem
fit.
14 All Technical Before start Contractor/ PQM Site-In- As (1). Documents
& quality of work Vendor Charge applic such as tech.
related able data-sheets,
documents catalogues,
applicable for calibration
approval by reports, QAP,
PQM Method
statement,
source approval,
vendor approval
etc. (2).
Approval of QM
is hold-point
15 Mix Design Before start Contractor/ PQM Site-In- Approval of QM
Report of work Vendor Charge is hold-point
16 All critical Each PQM Site-In- As Approval of QM

and inspection/t Charge applic is hold-point
important est able
inspection &
test reports
as per FQP
17 Methodology Before start Contractor/ PQM Site-In- As Approval of QM

for all critical of work Vendor Charge applic is hold-point
works able
submitted by
Contractor
18 Rolling Monthly. Contractor/ PQM Site-In- Report shall
margin report (along-with Vendor Charge include both
of steel MIS) details & the
summary report
19 Standard Monthly. Contractor/ PQM Site-In- SD shall be

deviation of (along-with Vendor Charge reported for
concrete MIS) each grade -
Contractor-wise
20 Punch List Mechanical PQM Contractor Site-In-

completion Charge
21 Project On project PQM Site-In- Project Dossier shall be

Quality completion Charge Director in defined folder
Dossier & handover structure &
preserved in
common shared
folder
22 Prepare On project PQM Site-In- Project
Lessons completion Charge Director
Learnt & handover
document
(Quality part)
Annexure-3 (List of standard AGILE formats)
Sr.
Name of Format Format No. Applicability
No.
Audit observations to be reported for Engineering
1 Quality Audit Report HSEQ.3.1.I.a
and Construction audit
Non Conformance Report
2 HSEQ.3.1.I.b Deviations in any deliverables
(NCR)
3 NCR Log HSEQ.3.1.I.c Log of NCR issued within the Project
4 Vendor Qualification Summary HSEQ.3.1.II.a MIS for pre-qualification of vendors/ contractors
Vendor's site visit report prepared by the visiting

5 Vendor's facility visit report HSEQ.3.1.II.b
engineer
Manufacturing Quality Plan
6 (MQP)
HSEQ.3.1.II.c Quality plan for manufacturing items/ equipment’s
7 Field Quality Plan HSEQ.3.1.II.d Quality plan for execution work

8 Field Welding Schedule HSEQ.3.1.II.e welding schedule for each type of welding activity
Main supplier's evaluation Evaluation done by the main supplier for the
9 HSEQ.3.1.II.f
report supplier proposed by him
Inspection request raised by vendor for each item/
10 Inspection Call Format HSEQ.3.1.II.g equipment along with supporting documents (i.e.
approved drawing, data sheets, MQPs etc.)
Items/ equipment which are not to be inspected
11 Certificate of Compliance HSEQ.3.1.II.h
(Cat-C) by either organization or vendor
Inspection Report for material & instruction for

12 Material Inspection Report HSEQ.3.1.II.i
vendor/ manufacturer.
Endorsement of MQP which was previously
13 MQP Endorsement Format HSEQ.3.1.II.j approved for the same item/ equipment and same
vendor/ sub-vendor
14 Inspection Call Register HSEQ.3.1.II.k Summary of Inspection call tracking
Status of Metal stamps issued/ received to/ from

15 Metal Stamp Control Register HSEQ.3.1.II.l inspection engineer during material/ equipment
inspection
Material Dispatch Clearance Clearance for material dispatch & supporting doc
16 HSEQ.3.1.II.m
Certificate for billing
Endorsement of FQP which was previously
17 FQP Endorsement Format HSEQ.3.1.III.a approved for the same component/ structure and
same contractor/ sub-contractor
18 Field Quality MIS HSEQ.3.1.III.b Monthly report from FQA
After collating all quality inputs, project specific

19 Lessons Learnt Report HSEQ.3.2.b lessons learnt report to be populated to the
knowledge portal

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Project Quality Plan Page 1 of 53

Inland Container Depot, Kilaraipur 01-03-2016

Project Quality Plan

Inland Container Depot, Kilaraipur.

Document No: 2704-Q-ICD-OTH-DG-A-I-001

Issue date: 01-03-2016

Change Authorization History

Version No. Prepared by Reviewed by Approved by Date Location

Version Control History

Version No. Reasons for change

3 PROJECT MANAGEMENT .......................................................................12

3.1.14 Permanent Quality Records……………………………..……………………………………………………………….19

4.0 AUDIT ........................................................................................................46

4.1 Program for audit ......................................................................................................... 46

5.0 TRAINING ..................................................................................................46

6.0 ANNEXURES .............................................................................................47

Annexure -3 (List of standard AGILE formats)…………………………………………………….................................52

KPI Key Performance Indicator

FEL1 FEL2 FEL3 FEL4

Process Specific Abbreviations:

BEDP Basic Engineering Design Package

1.2 Scope and exclusions

The scope of PQP shall encompass from Design phase of project to

Project: Development of Multi Modal Logistic Park at Kilaraipur, Ludhiana. The

Project site location: Kilaraipur, Ludhiana.

Client: Adani Logistic Ltd (ALL).

1.3 Brief description of the project

1.4 Distribution list of project quality plan (PQP)

1.5 Method and stages of revision for PQP

document as per the requirements. If not, the process document remains

1.6 Schedule for completion of project

1.7 Schedule for quality management

Project Director Construction

Project Quality Incharge

2.2 Job description and Functional reporting

2.2.1 Project Quality Manager

Design, development, implementation & conformance of construction quality

 Preparation & establishment of Project Quality Plan, Quality procedures,

 Ensuring inspection & Testing of materials at specified frequencies in

2.2.2 Vendor Inspection and Co-ordination Manager (VICM)

Inspection & certification of materials & equipment’s, including integration with

 Review & approval of QAP/ITP, checklists of bought out/supply materials

 Scheduling of sourced inspection

2.2.3 Vendor Inspection and Co-ordination Engineer (VICE)

Does inspection & testing of materials and equipment’s of project as per

Provide regular inputs to Project Quality Manager regarding inspection status

Compilation of inspection reports & records.

 Review of TPIA reports.

2.2.4 Communication & Role Matrix of Quality Control

3.1.2 Contractual documents

3.1.3 Method statements and Quality plan

3.1.4 Documents Numbering system

3.1.5 Internal distribution

Document Reviewer/ Intermediate

NCR QC engineer PQM,CM AM, PCM,PCA Vendor/contractor

3.1.7 Interfaces with contractors& vendors

Following are the documents submitted for the project

3.1.8 Approval of Deviations

 A list of pre-approved sub- suppliers is finalized by PQM/VICM during pre-

 Genuine constrains are encountered and are beyond control of contractor,

3.1.9 Sample approval procedure for construction material

Contractor – Bulk Material: Source Approval

Contractor – Other than Bulk