Project Quality Plan

Revision History

Date Revision Brief Description

Prepared Reviewed Approved

QA/QC ENGINEER PROJECT MANAGER CONSULTANT

TABLE OF CONTENTS

SR .NO. DESCRIPTION PAGE

Revision History, Approvals and Distribution List 1
Index of Contents 2

1.0 INTRODUCTION & PURPOSE 4-6

1.1 Scope of Application 4
 1.2 Reference Documents & Precedence Level 5
1.3 Client/Contractor coordination 5
1.4 Issue revision control & distribution 5

2.0 DEFINITIONS 7

3.0 QUALITY POLICY, OBJECTIVES & COMMITMENT 8-9

3.1 Quality Policy 8
3.2 Quality Objectives 9

4.0 QUALITY MANAGEMENTY SYSTEM 10-15

4.1 General 10
4.2 Interaction and Application of Processes 10
4.3 Project Management Procedures / Documentation / Coordination 11
4.4 Documentation Structure 11
4.5 Document & Drawing Numbering System 12
4.6 Control of Documents / Drawings 14
4.7 Control of Records 15

5.0 MANAGEMENT RESPONSIBILITY 16-17

5.1 Management Commitment 16
5.2 Responsibility, Authority and Communication 16
5.3 Internal Communication 16
5.4 Management Review 17
5.5 Project Risk Management 17

6.0 RESOURCE MANAGEMENT 18

6.1 Provision of Resources 18
6.2 Human Resources & Competence 18
6.3 Infrastructure & Equipment Integrity 18
6.4 Work Environment 18
7.0 PRODUCT REALIZATION 20-27
7.1 Planning of Product Realization 20
7.2 Customer Related Process 21
7.3 Design and Development 21
7.4 Purchasing & Subcontracting 24
7.5 Production Service Provision 25
7.6 Control of Monitoring & Measuring Devices 28

8.0 MEASUREMENT, ANALYSIS & IMPROVEMENT 27-36

8.1 General 27
8.2 Customer Satisfaction 27
8.3 Internal Audit 27
8.4 Monitoring & Measurement of Processes 29
8.5 Monitoring & Measurement of Product / Inspection & Testing 29
8.6 Independent Testing Laboratory / NDT Agency 29
8.7 Field Inspection Coordination Procedure 29
8.8 Control & Reporting of Non Conforming Product / Activities 33
8.9 Analysis of Data 35
8.10 Project Document Handover 36
8.11 Improvement / Corrective & Preventive Actions 36

9.0 LIST OF ATTACHMENTS

 9.1 Quality Policy
9.2 Project Organization Chart
9.3 Key Personnel Job Responsibility
9.4 Document Submission Schedule
9.5 Project Quality Audit Schedule
9.6 Forms / Formats
9.6.1 Document Transmittal Sheet
9.6.2 Material Approval Request
9.6.3 Specification Comparison Sheet
9.6.4 Technical Query
9.6.5 Request for Inspection and Testing (RFI)
9.6.6 Daily Site Report
9.6.7 Customer Satisfaction Survey
9.6.8 Method Statement Template
9.6.9 Inspection and Test Plan
9.6.10 Quality Check sheet
9.6.11 General Visual / Dimensional Checks
9.6.12 Non-Conformance Report for CONTRACTOR use
9.6.13 Training Record
9.6.14 Weekly / Monthly Quality Report
9.6.15 Material Verification Form
9.7 Document Distribution Matrix

1.0 INTRODUCTION & PURPOSE

This quality plan describes Stonewood Construction Company

proposed Quality Management System as applicable to the project titled,

As part of CONTRACTOR commitment to quality, this project is covered by the Project

Specific Quality Plan in compliance with the requirements of Contract and with the
relevant elements of ISO 9001-2008 as applicable to the project.

CONTRACTOR has herein specified the policies, objectives, established a system of

procedures to accomplish them, assigned duties, delegated authority and set up suitable
inspection, testing, examination and audit programs to verify that the requisite standards
of performance and customer (CLIENT) satisfaction are achieved.

Consequently, this quality plan together with the activities has been systematically carried
out to the required standard and is verified. This quality plan is designed to accomplish
and demonstrate the achievements, compliance of all contractual requirements or
obligations to material, equipment and services quality, performance and workmanship
requirements specified by CLIENT.

The Occupation, Health, Safety and Environment (OHSE) requirements are addressed
separately by HSE Plan

1.1 Scope of Application

 This Quality Plan is overall applicable for the captioned project; Scope includes

The project scope of works and contract specifications are as detailed clearly in contract
documents reference.

1.2 Reference Documents and Precedence

The following matrix shows the interrelationship and the precedence levels of the various
quality-related documents to be implemented in this project.

Reference Documents Precedence Level

1 Agreement / Contract, Drawings &
1. Contract Agreement
. Specs
2 Project Quality Plan, ISO 9001: 2008,
2. Specification and Drawings . Project Procedures, Inspection & test Plan

3 Approved Inspection and Test Plans

3. Client Project Coordination Procedure
.
4. Client Quality Management, Quality 4 Approved Method Statements
Assurance and Project Quality Plan .
5. Client Quality Management 5 SWC Procedures and regulations
Requirements .
6. Client Procurement Guidelines And
Requirements For EPC Contract
7. Client Criteria For Selection Of
Vendors / Subcontractors
8. Client Source Inspection
9. Client Reviews, Comments And
Approvals
10. Client Document And Drawing
Format Procedure
11. Client Document Numbering
Procedure
12. ISO 9001: 2008 – applicable clauses

This project quality plan will be utilized in conjunction with applicable project procedures and
corporate IMS procedure of CONTRACTOR.

1.3 CLIENT / CONTRACTOR Coordination

CLIENT coordination will be in accordance with the Project Coordination Procedure.

Where applicable and instructed specific CLIENT reporting formats and co-ordination will
be implemented and utilized instead of CONTRACTOR formats.

1.4 ISSUE REVISION CONTROL & DISTRIBUTION

This Quality Plan has been prepared by CONTRACTOR and shall be approved by CLIENT for
implementation on the project. It is a controlled document and the QA/QC Engineer controls its
issue on site. A list of controlled copyholders will be maintained on site. Refer attached Document
Distribution Matrix.

Revisions may be necessary to incorporate CLIENT instructions or as a result of site requirements

/ corrective actions agreed during internal audits. All revisions are conducted by the QA/QC
 Engineer and all holders of controlled copies will be issued latest revised copies whenever
revisions are effected and approved by CLIENT.

The first revision is “0” followed by 1, 2, and 3 on subsequent revisions. The revision number is
indicated on every page as can be seen in the header. Wherever practical, the changes /
modifications or amendments are indicated by a vertical line in the left margin.

2.0 Definitions

CLIENT - The Owner / Employer and or his representative, including

Engineer (Consultant) employed by Owner/ Employer

CONTRACTOR - Stonewood Construction Company for General Contracting

 DOCUMENT - Any form, letter, facsimile, contract, subcontract specification,
drawing, or record of any kind required to transmit information
from one party to another. It also includes computer generated
drawings, lists, charts, etc. and other data used to form a
"As-Built" condition.

SITE -

PROJECT -

SUBCONTRACTOR - Any person, firm, or company employed by CONTRACTOR to

perform any work or duty on CONTRACTOR’s behalf.

VARIATION - Any and all changes in or relative services and amendments to the
agreement.

VENDOR - Any person, firm or company contracted to supply any material

or service in connection with this project.

ITP - Inspection and Test Plan

RFI - Request For Inspection

TQ - Technical Query

OHS & E - Occupation, Health, Safety & Environment

IMS - Integrated Management System

EDMS - Electronic Data Management System

NCR / CAR - Non Conformance Report / Corrective Action Request

MAR - Material Approval Request

3.0 QUALITY POLICY, OBJECTIVES & COMMITMENT

3.1 Quality Policy Statement

The Contractor Quality Policy Statement declared in IMS Manual, extract of our quality policy is
reproduced below. The signed copy is attached as Attachment 1.

3.2 Quality Objective

The Quality objectives are set in order to achieve, maintain a performance level to achieve
customer (CLIENT) satisfaction.

The summaries of objectives of this project have been provided below. These objectives are
updated bi–yearly by QA/QC Engineering department together with Project Manager and
submitted to Corporate QA/QC Department.
 Objectives for this Project
1 Quality Compliance to Project Specifications, Requirements & Drawings.
Customer Satisfaction Level – Minimum Level 2. (Satisfied to minimum 80%)
Customer Satisfaction Survey midway during execution and towards end of
project
Audits conducted as per schedule within ± 4 weeks.
Non Conformances Issued by Client replied within 3 working days and closed
within an average time of 4 weeks, unless otherwise justified.
2 HSE Fatalities : 0
Frequency Rate : 0 LTA / Million Man Hour
Severity Rate : 0 Day Lost / Million Man Hour
Fire Incident : 0
Near Miss Reporting : As Many as Possible
Vehicle Incident : 0
Property Damage : 0
Energy Consumption : As Minimum as Possible
Aspects / Impact : Analysis and update on Quarterly Basis
Pollution Control : Compliance to all applicable legal requirements
Note: Detail HSE Objective has been mentioned in Project HSE Plan
3 Design Compliance with all design requirements.
Completion of Design within the approved schedule.
Aim for Client approval of all design deliverables within maximum 3
submissions.
4 Procurement Identification and list of long items with four weeks of award.
Compliance to all specification, drawings, codes and standard.
Compliance to approved schedule for delivery.
Compliance to all inspection requirements, intervention, schedule and on time
notification.

3 Construction Completion of all works as per approved schedule of works and within the early
/ Progress – late dates.
Completion within Milestones.
Progress Reports submitted within stipulated time; Weekly Progress Report by
Tuesday, Monthly Report within 25th of every month.
4 Cost Control Actual costs within budget.
Cost control reports to Contractor corporate office on a monthly basis.
4.0 QUALITY MANAGEMENT SYSTEM

4.1 General

CONTRACTOR will establish, document, implement and maintain a quality management

system (as depicted by this Quality Plan) for the captioned project, which meets contract
requirements and those of ISO 9001:2008.

CONTRACTOR committed to continually improve the effectiveness of CONTRACTOR

proposed system by religious implementation and regular audits of the system. Ongoing
improvements / suggestions and recommendations from the CLIENT will be implemented.

The following sections describe how CONTRACTOR will execute the project; satisfy contract
requirements while complying with ISO 9001: 2008 requirements

4.2 Interaction and Application of Processes

The key processes are grouped into three main process groups -

Process Group 1 Process Group 2 Process Group 3

Management Commitment
Project / Construction Measurement, Analysis and
Planned Systems and
Operations Improvement
Procedures
1. Project Planning & 1. Field Inspections and
1. Quality Management
Control Service Testing
2. Management
2. Contract Review 2. Design validation
Commitment
3. Detail Engineering,
3. Project / Business Risk
Design Verification & 3. Internal Audits
Management
Documentation
4. Project Management 4. Procurement & 4. Control of Non Conforming
Procedures Subcontracting Activities
5. Provision of Manpower 5. Corrective and Preventive
5. Material Control
Resources Actions
6. Construction
6. Provision of Equipment Management / 6. Customer Satisfaction
Installations
 7. Project Quality
7. Quality Control &
Management System
Monitoring
Reviews
8. Document and Data 8. Testing &
Control Commissioning
9. Control of Records

The above process groups satisfy the ISO 9001:2008 requirement for processes in that they include
Management Responsibility (ISO 9001:2008, #5), Provision of Resources (#6), Product Realization
(#7) and Measurement, Analysis and Improvement (#8).

Process 1) – Management, Resources and Administration covers all the management activities of
planning, implementing and managing the system and determining and providing those resources
needed to operate the system effectively and assure product / service conformity.

Process 1) enables Process 2) – Project / Construction Operations to take place in a planned and
systematic way in order to comply with contract / project requirements and eventual CLIENT
satisfaction and realization of payments. Process 2) covers all those elements of product and
service realization, those activities pertinent to the quality management system which take place
during the planning, purchasing, design, installation of the product or service and related testing
and commissioning works (actual construction).

Process 3) – Measurement, Analysis and Improvement measures and monitors the effectiveness
of Process 1) and Process 2) and provides feedback to those processes for improvement.

4.3 Project Management Procedures / Documentation / Coordination

CONTRACTOR is aware and will comply with CLIENT requirements on Project Management
Procedures and required documentation. This shall be ensured through identification and
implementation of Project Management Procedures applicable for the project. CONTRACTOR
shall submit all the required procedure and documents to CLIENT for approval as indicated in List
of Project Management Procedures for the project is indicated in attached Document Submission
Schedule (Attachment 4), which will be submitted by CONTRACTOR for CLIENT approval.

4.4 Documentation Structure

The following three levels of documentation will be utilized and maintained to satisfy the
requirements of the Project and ISO 9001:2008 and to ensure adequate control of the processes.

Level I : Quality Plan

Contract Documents take precedence (Agreement, Specs, and
Drawings)

Level II : Design, Detail Engineering, Residual Engineering and Project

Specific Procedures as required, Quality Control Plans /
Inspection and Test Plan Method Statements

Level III : Quality Records

The above will be complemented by the Corporate Quality Manual and the Quality Management
Procedures of CONTRACTOR ref. “Project Document Schedule” Attachment 4. Where instructed
by CLIENT, CLIENT Documents / Formats will be utilized within the framework of agreed
contract.
4.5 Document & Drawing Numbering System

Document numbering system shall be in accordance to CLIENT provided document numbering

system.

a) All project documents shall be categorized with abbreviations as under in accordance to

Attachment 3 of CLIENT provided Document Numbering Procedure.

Table 1 – Category of Documents and Project Code

No Description of Document Abbreviation

1 Project Specific Procedures PSP
2 Method Statement MS
3 Inspection Test Plans ITP
4 Quality Check sheets QC
5 Forms FM
b) The numbering system for all documents described above is a simple alpha-numeric system
giving the category of the document, the project reference, the serial number (3 digits for
Procedures and an extended digit for related Forms and Quality Check sheets) within the
Procedure / Activity Series.

Table 2 – Numbering System – Block Diagram. Each block being separated by a hyphen “ - “

1 2 3
Project Reference Category of the Three/Four Digits Serial Number for
Document Procedures, Method Statements, ITP’s as in
Table 2 with extended digits for forms and
ABC PSP = Project Specific Quality Check sheets
Procedure E.g. Procedure Series
MS = Method 101, 102, 103, 201, 202… 401, 402, …. etc.
Statement 1001, 1002…, 2001, 2002…., etc
ITP = Inspection and Forms & Check sheets within a given
Test Plan procedure follow the same 3 digit number
F = Form followed by 1, 2, 3 and separated by a
QC = Quality Check ‘hyphen’
sheet E.g. Forms within Procedure
ABC-PSP-101 will have numbers
ABC-FM-101-1, ABC-FM-101-2 etc.

c) All documents will have full reference to the Project / Agreement Number and will have the
document number, revision number and date on which the document was made.

d) The first submission will have a Revision Number 0 and subsequent submissions will have
revision numbers 1, 2, 3 and so on.

e) Status of submission and approval will be updated every time a submission is made and
CLIENT comments are received.

f) Monthly status reports on submissions / approval will be issued by the Document Controller.
Follow up on submissions will be done by CONTRACTOR Project Manager.

g) Approval category legends for documents as proposed by CONTRACTOR are as follows.

However CONTRACTOR shall adopt any approval legends preferred by CLIENT:

Table 3 – Approval Legends for Drawings and Other Documents

 CLIENT Approval Legends
Approval
Explanation
Code
A Accepted, proceed with work
(No Adverse comments on the submittal, Work may be carried out. No Re-
submittal required)
B Accepted with comments– incorporate / take into account comments and
proceed with works
(Revise and Resubmit as applicable. Work may start taking into account
Client`s comments)
C Revise and resubmit for approval incorporating comments by CLIENT, no
related work to start
(Revise and Resubmit as applicable)
D Rejected , revise and resubmit for approval, no related work to start.
(Resubmission will be considered as first submission)

Letters / Faxes and Document Transmittals Numbering

The letters and fax numbering system will be in accordance to the CLIENT provided in Project
Coordination Procedure: SWC\AD\project #\letter #. The CONTRACTOR’s Project Manager
together with the Site Secretary / Document Controller is responsible for control of all documents
and informing all affected departments / personnel.

Incoming / Outgoing Mail

All incoming mail/correspondence, document transmittals are stamped to indicate date of receipt.
The CONTRACTOR’s Project Manager then reviews and indicates further distribution (to
CONTRACTOR’s and relevant subcontractors) and action by others.

Project Specific Correspondence is logged in ‘Incoming Mail Register’.

The secretary / document controller will track and ensure that CONTRACTOR’s Project Manager
responds to CLIENT correspondence.

4.6 Control of Documents / Drawing

All project design and shop drawings shall be uniquely numbered with indication of latest
revisions as per the drawing numbering system provided by CLIENT. Wherever practical, the
changes themselves are indicated by clouding and placing the revision number in a triangle beside
the cloud. All drawing submittal and approval status is tracked using the Drawing Submittal and
Approval Log.

‘As Built’ Drawings

As built mark ups are continuously marked during execution by the Surveyor / Site Engineer.
After incorporation of As-Built mark ups in the drawings, the ‘AS BUILT’ drawings are submitted
for approval from CLIENT. Comments by CLIENT will be further incorporated until the As Built
Drawings are approved. Submission requirements for As Built Drawings as indicated in the
contract will be followed.

4.7 Control of Record

The following quality records will be maintained on site: -

 a) Project Specifications, Drawings & Procedures
b) Approved Quality Plan, HSE Plans
c) Approved Inspection and Test Plans
d) Approved Procedures / Method Statements & Check Sheets
e) Signed Quality Check sheets (Verifying Records)
f) Material Test Certificates / Mill certificates / Material Safety Data Sheet
g) Welding Records / WPS’s
h) Non Destructive Test Reports
i) All Test Reports from Laboratories
j) Material / Product Catalogues
k) Approved Computations, Drawings & As Built Drawings
l) Material Approvals
m) Technical Query
n) Updated Project Schedule
o) Monthly, Weekly, Daily Progress Report
p) Concession Requests
q) Request for Inspection
r) Closed out Non Conformance Reports
s) Corrective Action / Rectification Records
t) Internal and CLIENT Audit reports
u) Calibration Reports
v) All other records identified in individual procedures

These Quality records on site are filed on site based on guidelines given by the Quality Assurance
Department. Generally the records are filed in such a way so as to make the final hand over a
convenient exercise. The hand over dossier / construction dossier is compiled based on the Master
Index (to be submitted later) approved by the CLIENT.

5.0 MANAGEMENT RESPONSIBILITY

5.1 Management Commitment

CONTRACTOR’s management is committed to implement an effective quality management

system in this project and will ensure it is continuously improved. Communication of this
commitment will be done by periodic reminders of the need and importance to meeting CLIENT
and regulatory requirements.

The aim of this project quality management system is to ensure all CLIENT’s and Contract
requirements are determined and are met with, thus satisfying the requirements of CLIENT. This
will be done by regular interactions with the CLIENT and complying with the specification
requirements and the approved design and drawings. Commitments made during meetings will
be implemented.

The quality policy is already detailed in section 3.0 clause 3.1 and is the basis of CONTRACTOR’s
Quality Management System. Specific project objectives have been indicated in section 3 clause
3.2. These will be monitored and verified during internal audits.

5.2 Responsibility, Authority and Communication

The project will be managed with adequate resources on site for executing contract requirements. The
site organization is detailed by the Project Organization Chart .
2. The Project Organization Chart is reviewed monthly, updated accordingly and maintained current by
the Project Manager. Updated organization charts reflecting current organization in this project will be
issued by the Project Manager as applicable and will be submitted to CLIENT.
 CONTRACTOR’s site team will be fully complemented by the Home and Corporate Office support in
terms of Engineering, Procurement & Expediting, Quality Assurance, HSE Management and Contract
and Project Administration.

The key personnel reporting & interaction is shown on the organization chart. The formal point of
contact will be the Project Manager. The Project Manager reports directly to the General Manager,
who represents Sr. Management of CONTRACTOR and is, authorized to deal with techno-
commercial issues of the project.

The Site based QA/QC Engineers and QC Engineers together with the Project Manager are
responsible for all quality issues. The quality personnel and the safety personnel on site are
independent and have access to senior management for all issues on quality and safety.

5.3 Internal Communication

CONTRACTOR will ensure all internal communications are effective either verbal or written format
(memo’s). Copies of CLIENT internal correspondence will be copied to relevant key personnel.
Engineering Coordination meetings between each discipline and Site meetings for co-ordination and
progress will be held internally.
Communication between Engineering Subcontractor and individual discipline will be carried out by
Project Manager and assigned Engineering Coordinator. Technical quires and clarification from
Engineering Subcontractor will be forwarded to CONTRACTOR’s Project Manager for further
communication with CLIENT.

Prior to the commencement of major work activities, an initial quality system - induction training
session will be conducted by the QA/QC Engineer. This training induction will include persons who
will conduct or be involved with a quality function. The training will include the proper use of this
Project Quality Plan, the use of the project specific procedures, the implementation of the inspection
and test plans and maintenance of quality records. Routine Refresher training will be done on the job
by the QA/QC Engineer.

Project related scope of works and highlights will be addressed by General Manager and the
CONTRACTOR’s Project Manager.

The Corporate Quality Manager and the QA/QC Engineer are organizationally independent and
as such have the necessary freedom and authority to carry out the Quality Related Activities /
duties required for the successful execution of the project.

5.4 Management Review

Formal Management Reviews of the overall CONTRACTOR’s Quality System are done at least
twice a year to ensure continuing suitability and effectiveness in satisfying the requirements of
contracts and the ISO 9001 standard. This review by senior management considers the results of
the internal quality and safety audits, the CLIENT audits on sites, and the Non Conformance’s and
the corrective / preventive and improvement actions are taken.

Evaluations during these reviews form the basis of any changes in the project quality system. This
management review will be recorded either as a report or as minutes and circulated / maintained
by the Quality Manager. All recommendations and action points arising out of this review will be
acted upon within agreed times.

The review participants will include the Quality Manager, CONTRACTOR’s Project Manager and
key site personnel as required.
 For the project, management review will be affected through the Weekly Meetings and by close
interaction and dialogue with CLIENT and review of audit results.

5.5 Project Risk Management

To keep up this commitment, CONTRACTOR understands the importance of implementing the

Project Risk Management for major projects as encouraged by the CLIENT.

6.0 RESOURCE MANAGEMENT

6.1 Provision of Resources

CONTRACTOR will ensure that all resources required for the successful execution are provided
within time. These resources include manpower, equipments, site facilities, computers, lifting
tools and tackles, storage space, personal protective equipment, instruments, and machinery.

Details of these as made in technical submissions during tender / and those committed by
programme / and required to successfully complete the project will be mobilized to site in
accordance with the programme requirements. All necessary resources for implementing the
quality management system on site will be provided for – Sufficient personnel, document
controller and document control systems including trained auditors.

6.2 Human Resources & Competence

6.2.1 General

CONTRACTOR will ensure that only competent personnel with sufficient experience and / or
potential will be utilized on the project site. CONTRACTOR believes that all proposed key
personnel / senior positions are competent to lead this project. We note and understand CLIENT
may want to interview and approve these key personnel prior to utilization for the project.

6.2.2 Awareness and Training

Regular training sessions following the initial induction training will be conducted on site to keep
the personnel continuously aware of the requirements. The Project Manager on site together with
the QA/QC Engineer and HSE Engineer will ensure that all quality and safety requirements are
explained and that all safety precautions are in place to prevent accidents and loss of life and
property.

Training needs on site will be identified by the Project Manager / Construction Managers /
QA/QC & HSE Engineers. Necessary training for any specialized activity shall be provided to
personnel as applicable.

6.3 Infrastructure & Equipment Integrity

All equipment deployed on site will be fit for use on site. Authority requirements / Legal
requirements / CLIENT requirements for vehicles, lifting equipment and tackles will be complied
during the installations on site.

6.4 Work Environment

 Proper infrastructure, Safety Tools and Tackles, necessary rest / ablution facilities and other
requirement to provide a safe conducive work environment will be provided. This will help to
ensure provision of construction services in conformity with CLIENT requirements. Necessary
safety procedures and relevant contract requirements will be posted at pertinent locations.
All CLIENT and CONTRACTOR’s Corporate Safety requirements will be proactively
implemented onsite to ensure safe working environment and to ensure project is successfully
executed without fatalities, lost time accidents and lost time incidents.

7.0 PRODUCT REALIZATION

7.1 Planning of Product Realization

The project will be executed strictly in accordance with the specifications and drawings, approved
procedures and programs. CONTRACTOR’s Planning Package / Program will be submitted
separately for CLIENT approval. CLIENT reporting formats will be complied with. Only
approved materials will be utilized in the project. Selection of Subcontractors and vendors will be
as governed and shall be approved by CLIENT.

The whole process of Project / Construction operations can be split as:-

 Contract review – which is done at tender stage and immediately after award.

 Design Control – basic design and detail engineering computations, drawings and shop drawings
will be submitted to CLIENT for approval.

 Procurement and Purchasing Control – use of approved vendor, materials and subcontractors
and store control.

 Material Receipt and Installation.

 Inspection and Testing – including receiving inspection, in process inspections and testing,
inspections at vendor premises, testing and commissioning.

 Handover.

More specifically the QA/QC activities will be governed to ensure the following:

 Incorporation of CLIENT requirements during Design phase itself (see Para 7.3.1 to 7.3.7).

 Ensuring quality of material by reviewing materials data sheets and securing approval.

 Ensuring in process quality checks by review of inspection record / conformity certificate / and or
audit at manufacturer premises (at least once during production).

 Ensuring quality of delivered material per the requirements. Additional conformation for critical
material if sourced locally will be tested, as applicable in CLIENT approved laboratories.

 Ensuring quality of installation by checks during and after installation. Refer attached Document
Submission Schedule Attachment 4, for the list of Method Statements and Inspection and Test
Plan.

 Finally closing out of all snags / non-conformances raised by CLIENT or internal by

CONTRACTOR.
 All the above processes forming the Project / Construction operations are covered by design
engineering specification and project specific procedures. Records required to demonstrate
compliance are indicated in each of the procedures, which will be verified during internal audits.

Method Statements will be submitted to ensure planning of the detailed construction activities
including specification requirements, equipment, and possible hazards and control measures
which need to be in place for a safe operation.

7.2 Customer Related Processes

CONTRACTOR will review the contractual requirements in detail at the time of tender, post
tender negotiations and on award of contract. All addenda and bulletins issued during tender
period, post tender clarifications and other queries are all will be retained as contractual
documents.

Where requirements are not clear, the CLIENT will be contacted and clarifications will be
sought using the Technical Query format, see 9.7.4 below. Records are kept of all reviews and
any exchanges of correspondence on contractual requirements and are filed as evidence of
contract review. Example – Minutes of Meeting

The post award contract review will be done in CONTRACTOR’s Head Office and will be
attended by the CONTRACTOR’s Division Manager, the Quality Manager and the Project
Manager and / or his deputy.

7.2.1 Clarifications

Any clarifications on drawings, scope of works, contractual requirements or technical queries

are assessed by means of “Technical Query”. The Technical Queries are treated as contractual
documents and will form part of the final hand over documentation.
For any attained resolutions thru Discussions, Actions and Clarifications with CLIENT, the
discussions shall be documented in Minutes of Meeting form with all details by CONTRACTOR
and forwarded to CLIENT for approval and signature as Discussion Conformation.

7.2.2 Variations / Site Measurements

The Variation Procedure as will be agreed by CLIENT. All instructions constituting variations
will be properly documented and processed.

7.3 Design and Development

7.3.1 Design and Development Planning

7.3.1.1 The design works for the Project will be undertaken by CONTRACTOR or by any CLIENT
approved engineering design sub-contractor. Coordination meetings and site visits will be
conducted to know and understand CLIENT requirements in depth and detail, which will be
incorporated in design.

7.3.1.2 Necessary meetings will be conducted with CLIENT and CONTRACTOR and other relevant
partners to agree on the review stages, deliverables and submission schedule. Responsibilities of
each of the members of the design team will be established. In general these responsibilities are
summarized below:-

No Member Responsibilities
1 CLIENT Approval of Deliverables, Design Computations & Responding
to Clarifications
 2 CONTRACTOR Compile Design Deliverables
Review for completeness all design documents
Review for contractual compliance
Submit documents to CLIENT for approval
Ensure instructions and clarifications from CLIENT are passed
on immediately to Design-Engineering Subcontractor
Participate as applicable in Design Review / Verification /
Validation Meetings
CONTRACTOR Project Coordinator will coordinate the design
process and interact with CLIENT and the Design Engineering
Subcontractor

Approved DESIGN Submit design engineering procedure in coordination with

ENGINEERING CONTRACTOR
SUBCONTRACTOR Submit List of deliverables
Submit Design Computations
Submit Design Documents – Specifications and Drawings
Submit Design Engineering Formats
Conduct / Participate in Design Review and Validation Meetings

7.3.1.3 The Design Process will be audited by the CONTRACTOR as indicated in the Internal Project
Quality Audit Schedule Attachment 5.

7.3.1.4 Design Management Strategy

CLIENT has in contract / tender document specified scope of works including general
requirements and specific design and performance criteria for various portions of the work.

CONTRACTOR will input requirement with other information from site, proprietary information
and specifications and apply applicable / relevant codes and standards to complete a detailed
design which will be delivered in the form of drawings and specifications including computations
wherever required.

Detailed design will be carried out as per applicable codes and standards, especially considering
ease of construction, availability of materials locally, ease of maintenance, economics, reliability
and sustainability.

Regular meetings are envisaged where design review and technical discussions will be carried out
/ information exchanged to ensure the design programmed is executed in accordance with agreed
milestones for deliverables.

All design documents will be checked / reviewed by authorized personnel within the Contractor
organization and submitted for approval by CLIENT. All design changes will be recorded and all
necessary records / changes / instructions will be maintained. Design will be validated against
user requirements by means of tests and commissioning / handover.

7.3.2 Design and Development Inputs

7.3.2.1 The design inputs for this project could be grouped as under :-

a) Concept drawings as received from CLIENT

b) Contract Specifications
c) Contract Agreement / Contract Conditions – General and Particular
d) Proprietary information of other relevant services, protection of existing facilities
 e) Authority / CLIENT Requirements
f) Changes requested by CLIENT

7.3.2.2 The above design inputs shall be reviewed for adequacy and any unclear, ambiguity will be
clarified with CLIENT through the CONTRACTOR, who will maintain the above information
current.

7.3.3 Design and Development Outputs

7.3.3.1 Design Outputs will be in the form of the drawings, sketches, details, design computations, and
specifications. Basically a list of deliverables will be agreed which will be the basis for comparing
the progress of design works.

7.3.3.2 Necessary formats agreed with CLIENT and the output documents will be submitted to the
CLIENT for approval.

7.3.3.3 CONTRACTOR will ensure that the design output documents will satisfy the input
requirements, provide adequate specifications for procurement, installation and servicing,
provide acceptance criteria and specify safety requirements as appropriate.

7.3.4 Design and Development Review

7.3.4.1 Reviews may take the form of meetings, or submittals and all design review meetings will be
recorded. It is understood that design activities / process status will be discussed during the
weekly / monthly progress meetings.
7.3.4.2 Review will also identify any bottlenecks in the design process, identify solutions and will also
evaluate the ability of the design process to meet requirements.

7.3.5 Design and Development Verification

7.3.5.1 Design Verification will take the form of approvals from the CLIENT and any meetings held for
the purpose as in 7.3.4 above.

7.3.5.2 Methods used for verification include 1) performing alternative calculations, 2) review of design
output documents as discussed in 7.3.3 and 3) comparing design specification with similar
proven design specification.

7.3.5.3 All design verification documents will be recorded / maintained, including results for any tests
and demonstrations.

7.3.5.4 Results of any verification that necessitates changes in other already reviewed / approved / issued
documents will be highlighted and subject documents will be reissued / resubmitted for CLIENT
approval.

7.3.6 Design and Development Validation

7.3.6.1 Design Validation verifies that user’s needs are met. This will be achieved by ensuring completed
works are checked, tested, commissioned and CLIENT user departments / authorities have
accepted the works.

7.3.6.2 For the nature of the construction industry the design validation documents will be final inspection
reports, snag lists if any, testing and commissioning reports; and the provisional and final
acceptance certificates.

7.3.7 Design Changes

7.3.7.1 All design changes necessitated either as a result of design review, verification, validation, CLIENT
instructions, changes in law / regulations, etc will be recorded in Design Change / Concession
Authorization Form (DCA) or Contract Trend Notice (CTN) forms as applicable. Affected
documents will be documented, reviewed and approved in accordance with 7.3.1-7.3.6. All design
changes will be recorded and maintained.

7.4 Purchasing and Subcontracting

Materials and any subcontractors to be used in the works shall be first submitted for CLIENT
approval. Consideration will be given on quality, price, delivery, reliability and service. Criteria
for selection of subcontractors and suppliers / vendors besides complying with Specifications,
legal / local authority registrations are organizational structure, prior experience, Quality and HSE
systems, past performance, previous experience with CLIENT, current workload and adequate
experience / experience in the particular service shall be considered and complied with.
Contractor will endeavor to procure local material considering the above criteria and the extent of
availability. Where there are proprietary items and the above criteria cannot be adhered to,
CLIENT would be placed on the actual picture with details during submission for approvals.
Critical milestones on procurement of Long Items and necessary follow up will be done to meet
the milestone deadlines. Material Approval & Delivery will be tracked and reported in progress
reports. Material is purchased only from the approved sources. Material requisitions are sent from
site, detailing the requirements. All materials to be permanently incorporated into the project will
be subjected to receiving checks QA/QC Engineers / Site Engineer and Storekeeper.

All subcontractors used in the project are subjected to the same project quality assurance
requirements as applicable to Contractor. Subcontract agreements are made on a back-to-back
basis, thus making all subcontractors bound to the main contract requirements.

7.5 Production and Service Provision

CONTRACTOR understands the critical operations involved during the construction works. As
such, coordination, use of dated and approved drawings, and strict compliance to safety
requirements and approved method statement will be ensured. CONTRACTOR understand that
Work Permit System for the individual areas and will comply with the same (as applicable).

7.5.1 Control of Production and Service

The construction activities shall be controlled by the use of this Quality Plan, HSE Plan, Master
Construction Schedule/Program, The Mobilization Plan / Execution Plan, Inspection and Test
Plans, Project Specific Procedures, Method Statements and Check Sheets together with the Project
Drawings and Specifications.

Familiarity and knowledge of contract specifications / drawings and strict adherence together
with the regular interaction / monitoring / in-process inspections will ensure that work is executed
to contract requirements.

The CONTRACTOR’s Project Manager together with his site team will ensure that the work is
executed in line with the relevant procedures / method statements, suitable equipment are used
and the work is monitored at various stages as required by specifications and identified in the
Quality Control Procedures and relevant procedures.

Inspection will be done using calibrated instruments at predefined inspection times as per the
Inspection and Test Plans.
 Contract Requirements on planning, progress reporting, and construction management will be
complied with. Work Progress is monitored on a daily / weekly basis and progress reporting is
done as per contract requirements. Suitable actions shall be taken to accelerate progress to take
care of slippages. Where required, the schedules will be modified as agreed with the CLIENT.

7.5.2 Service Provision (Operation and Maintenance Manuals)

CONTRACTOR will provide Servicing / Maintenance as agreed in the contract. The mandatory
maintenance period after receipt of provisional acceptance (and before Final Acceptance) is an
example of servicing. All subcontract arrangements for executing works reflect the maintenance
clause so as to ensure servicing / product warranty is guaranteed for the CLIENT. Records of the
correspondence with relevant subcontractors during this stage are maintained and retained in the
CONTRACTOR’s Head Office.

All Operational and Maintenance Manuals and Spare Parts List, Spares and Special Tools as
required like for the electrical / electro mechanical equipments installed will be submitted to
CLIENT for approval sufficiently in advance of completion and hand over stage. CLIENT
comments will be incorporated and all submissions will be done accordingly. Training of CLIENT
Personnel shall be provided as per contract requirements as may be required and as applicable.

7.5.3 Validation of Process

Specialized work activities will be covered by procedures / method statements duly approved by
CLIENT and work will be done accordingly. Project Specific Procedures will be developed for
work activity where absence would affect quality of work. This will be coordinated with the
CLIENT. Special processes will be validated for ensuring desired outcome prior to use. List /
examples of such processes with their control plans are indicated below:

Sr. No. Process Control Plans

1.0 Mock-up Samples Preparation mock-up samples as per CONTRACTOR’s
Planning Package / Programme and subsequent
approval of CLIENT and Building Permits.

3.0 Material testing / results Material testing, submission of previous test results /
during Material Approval conformity certificate during material approval.

4.0 Testing & Pre Integrity of process equipments thru shop pressure
Commissioning testing, piping thru field pressure testing and rotary
equipments thru test runs during construction phase
and pre commissioning.

7.5.4 Product Identification and Traceability

The product - in this case the scope of work . are visually identifiable as to the status of work and
the numbering as indicated in the drawings. CLIENT specified system of numbering the
individual building and other structures will be followed.

Incoming materials are correctly identified and stored. Most of the construction materials are
identifiable by means of labels and packaging by the manufacturer / supplier. Where not
available, materials will be suitably identified by using colored markers and or tags. All materials
coming out of store shall be either traceable by marking / labels, store records, test certificate, etc.
 CONTRACTOR also understands the confidentiality of drawings and the property contained
therein and will only exchange information as necessary for execution of the project.

7.5.5 Customer Property

There are no free issue materials issued by CLIENT for this project, if any then it will be properly
identified, checked, stored and handled in full compliance to requirements. These items will be
checked for correctness before accepting to be used on site. Any missing items will be indicated to
CLIENT. Any surplus material at the end of project will be returned to CLIENT. The surplus
material shall be stored in a separate area pending a decision on their disposal.

Material obtained from dismantling / demolition (as applicable) will be considered as CLIENT
property and will be returned / disposed off as per CLIENT instructions and contract agreement.

Care will be taken of CLIENT property by complying with all safety and security requirements.
CONTRACTOR also understands the confidentiality of drawings and the property contained
therein and will only exchange information as necessary for execution of the project.

7.5.6 Preservation of Product

Suitable actions are initiated on site to ensure material to be used in the project are handled and
stored in accordance with manufacturer’s instructions / good engineering practice, so as to avoid
damage to materials. Any specific contract requirements on storage and handling, lubrication
requirements as required by will be complied with.

Material received on site for permanent incorporation in the project, are subject to receiving
inspection by Procurement Engineer / QA/QC Engineer / Discipline Engineer and Storekeeper.
Presence of CLIENT will be as per contract requirements and as indicated in the ITP’s.
Acceptable materials are listed on the Site Receipts and logged into the database. Store data is
continuously updated on receipt and issue to site.
Handling / Storage will be done as recommended by Manufacturers / Suppliers or as per good
engineering practices so as to avoid and minimize damage to material. Necessary preservation
activities will be done, such as storage under controlled conditions of temperature for sensitive
materials and shaded / ventilated areas for volatile materials.

7.6 Control of Monitoring and Measuring Devices

All instruments / equipment affecting quality (e.g. Pressure Gauges, Thermometers, Survey
Instrument,) to be used on site will be listed and identified with unique CONTRACTOR’s
identification numbers. The Calibration Status is identified by availability of calibration
certificates. Calibration is done as specified in relevant specifications or once a year or earlier if an
error is reported.

Calibration Frequency for all instruments will be one year. However calibration checks / accuracy
checks will be done before actual measurement of any characteristic. Any instrument showing
errors will be subject to calibration. Any measurements done with such instruments will be
validated once again using calibrated instrument.

The instruments and measuring equipment are stored in such a way as to avoid damage and alter
the calibrated status. Users of all instruments and equipment are responsible to check that the
instruments they are using are calibrated and accurate. Initial Checks are generally done to
ensure accuracy. Instruments / Equipment used by Subcontractors on site will also be subjected
to the same control.
 Copies of the Calibration Certificates will be available at CONTRACTOR’s Home Office and
original at site.

8.0 MEASUREMENT, ANALYSIS AND IMPROVEMENT

8.1 General

CONTRACTOR will plan and implement the monitoring, measurement, analysis and
improvement processes to demonstrate conformity with the contract requirements, process
performance objectives, conformity of the planned quality management system, and for the
continuous improvement of the quality management system.

The monitoring, measurement, and analysis processes are indicated below:

a) Customer Satisfaction – use of Customer Satisfaction Survey Questionnaire twice

during the project duration.
b) Internal Audit – to check compliance and effectiveness of the quality management
system and the processes.
c) Monitoring and Measurement of Processes (CLIENT Level)
d) Monitoring and Measurement of the Product (Inspection and Testing) – use of
Inspection and Test Plans, RFI’s and documentation on Check sheets
e) Control of Non Conformances and Non conforming product
f) Analysis of Data

While the improvement processes includes:

a) Corrective Action
b) Preventive Action
c) Continual Improvement

All the above processes are described in greater detail below.

8.2 Customer Satisfaction

CONTRACTOR will seek CLIENT response on the performance and satisfactions achieved and
check whether requirements / expectations have been satisfied. A questionnaire will be circulated,
and CLIENT response will be analyzed and weak areas indicated will be highlighted to senior
management and site management. Necessary actions will be taken to improve upon the weak
areas indicated. Customer satisfaction survey (frequency) will be conducted at least two in the
project, one at the mid of project and one just before handover. Customer satisfaction survey
questionnaire is attached. (Ref. Attachment 9.6.7)

8.3 Internal Audit

As part of the continuous monitoring of the effectiveness of the Quality System, periodic internal
audits will be carried out by the CLIENT’s Internal Auditor independent of the activity. The
findings will be reported to the CLIENT & CONTRACTOR Management and all improvement
actions and follow up will be undertaken by user departments and followed up by QA/QC
Engineer. Tentative Internal Audit Schedule is attached in Attachment 5.
The Project Manager & QA/QC Engineer will review all Internal Audit Reports and interact with
the Auditors for suitable corrective actions. Results of the Internal Audits are reviewed during the
Management Review of the Project Quality System.

8.4 Monitoring and Measurement of Processes

 Effectiveness of processes will be checked against the pre-planned performance objectives set for
the processes during internal audits. The performance objectives for processes have been
documented on corporate level and achievement or otherwise will be used to check effectiveness
of the processes. Reporting is internal to CONTRACTOR.

8.5 Monitoring and Measurement of Product (Inspection & Testing)

The inspection and testing activities are conducted as indicated in the Inspection and Test Plan
(ITP). Necessary co-ordination will be done with CLIENT representative.

The Materials / Equipments which are required to be inspected at manufacturer point of origin
will be inspected / witnessed by qualified personnel or by the approved third party inspectors as
agreed and required by the contract. Sufficient notice time will be given to CLIENT in writing for
inspection / testing witness of reference materials / equipment at source.

8.6 Independent Testing Laboratory, NDT Agency

An independent Third Party Laboratory will be utilized. The proposed Independent Testing
Laboratory and its personnel will be approved by CLIENT.

The QA/QC Engineer together with Project Manager will ensure necessary coordination with the
Independent Testing Laboratory. They will ensure adequate quantities of representative samples
of materials (as applicable) are secured and delivered other materials required controls are
provided and notify laboratory sufficiently in advance of operations.

8.7 Field Inspection Coordination Procedure

8.7.1 Inspection Activities and Attendance

CONTRACTOR will provide a set of Inspection and Test Plans, together with Check sheets for
recording the inspection. Each of these Inspection and Test Plans indicate the various testing
activity for production and installation, the relevant specification / acceptance criteria and the QC
Check sheet (verifying document) required for the inspection documentation. Inspection
procedure Field Inspection Procedure” and Material, Shop Inspection and Certification
Procedure” will be submitted for CLIENT approval.

The QA/QC Engineer will raise the Inspection and Test Request for all HOLD and WITNESS
activities. Additionally it is understood that the CLIENT have the right to witness at any moment
the ongoing construction activities, as per contract agreement.

Definition of Symbols (Ref. Client Document Reference)

H = Hold Point

CONTRACTOR is obliged to perform the inspection / test and to verify that the results are
acceptable according to required specifications, the relevant inspection / test report / quality
control Check Sheet will be signed off. Further works cannot be processed until the hold point
stage is executed and clearance received from CLIENT.

CLIENT is obliged to witness on request by RFI, the inspection /test that will be performed by
others and to ascertain that the inspection / test is correctly executed and the results are acceptable
according to contractual specifications, relevant inspection / test report / quality control form /
check sheet to be signed off.
 W = Witness Point

CLIENT is requested in writing by an ITR, but not obliged to witness the inspection / test that will
be performed by others; in case of attendance, the party will sign the relevant inspection / test
report / QC form if the results are acceptable. Inspection, Testing and further works can be
proceeding if CLIENT is not present (see 8.2.6.3)

R = Record Review / Review Point

The ‘CLIENT’ is requested by Contractor to review documents issued such as inspection reports,
mill certificates, etc.

S = Surveillance

‘CLIENT’ may perform daily random inspections, monitoring the relevant results, on construction
activities / processes as indicated in the description of item to be inspected.

I = Inspection

Daily Inspections by Contractor’s QA/QC Engineer as work progresses.

A = Approval

The party involved is requested to give approval on the relevant item.

All the controls and tests that involve CLIENT are intended to be performed jointly with the
CONTRACTOR QA/QC Engineer. The test / inspection report will be issued by the
CONTRACTOR which will be reviewed / approved by the CLIENT as applicable.

8.7.2 Request for Inspection (RFI)

All those activities related to any inspection / test / report and classified as Hold (H) / Witness (W)
will be carried out through three essential steps which are-

 Call for inspection

 Inspection
 Result of Inspection (Test Report / QC Check sheet)

Calling for inspection is done will be done by the use “RFI” – Request For Inspection, form as
attached, which is a written request for inspection of work activities that classified as HOLD and /
or WITNESS points in the Inspection and Test Plan.

Surveillance, Monitoring & Review inspections on ongoing supporting activities will not be
covered by an RFI. These activities are indicated in the Daily Site Report / Daily Schedule of
Works.

Inspection and Work activities will not proceed further for HOLD point inspection, even if fail to
attend due to any reason, unless CLIENT have allowed in writing. Rescheduling is expected
within 24 hours so as not have a schedule impact.

All RFI’s will be numbered sequentially, indicating the discipline and the consecutive serial
numbers. The Request for Inspection will contain a group of similar works.
 Due to practical reasons, a notice time of minimum 24 hours will be given as will be mutually
agreed on site.

Following inspection, the result of the inspection will be recorded on the related Quality Control
Check sheet, which eventually becomes the QC inspection report. The QC Reports can be replaced
by Laboratory Reports / Test Certificates as applicable for a given activity. The QC Check sheets
have a cross reference to the RFI number and any previous RFI numbers in case the inspection has
been repeated.

It is expected that the RFI will be returned to the CONTRACTOR with summary results marked
for the various inspection activities requested. Where the result of inspection is not satisfactory,
and positive results have not been achieved, a fresh RFI will be put in after rectification. The
QA/QC Engineer will log all RFI’s and maintain the status of RFI’s and report in the Weekly
Quality Reporting.

8.7.3 Receiving Inspection

All construction material which are to be permanently incorporated in the project, received on
site will be subjected to receiving inspection on site.

8.7.4 Multiple Progressive Inspection

When the size of any operation or task large concrete pours, painting etc, contractor will prepare
a key plan of the entire work and divide into smaller manageable portions. It is possible to use
only one Quality Control Check sheet / Inspection report for documenting inspections in such
cases, however RFI’s will be issued for the different portions of the work.

8.7.5 Inspection at Vendor / Manufacturers Premises / Third Party Attendance

Based on individual specifications, inspections by CLIENT / Third Party Inspection Agencies will
be arranged by CONTRACTOR. Sufficient Notice period will be ensured as stated in. When Third
Party Inspection Agencies are used, they will be as approved and all test certificates and reports
will be submitted to CLIENT. Vendor / material inspection procedure will be submitted for
CLIENT approval.

8.7.6 Final Inspection / Testing & Commissioning / Start-up

The Project Manager along with QA/QC Engineer / Discipline Engineers will ensure all final
inspection and testing are carried out as outlined in the Inspection and Test Plans. The Punch Lists
will be generated and closed out, as applicable. Testing, Pre-commissioning & Commissioning and
Mechanical Completion will be followed upon successful completion of final inspection, close out
of snag points which will not directly affect the Pre-commissioning & Commissioning activities.

8.7.7 Pre-commissioning & Commissioning Plans and Procedures

After completion of all functional checks on each element of work / equipment, pre-commissioning
checks will be done to ensure compliance and proper functioning of all systems. Final Testing and
commissioning will then be done as per agreed schedule with full witnessing from CLIENT as per
mutually agreed and approved procedure.
All pre-commissioning, commissioning and testing activities shall be covered by separate
procedure , Pre Commissioning, Commissioning Procedure and Mechanical Completion”. This
procedure covers the following:
a) Developing the pre-commissioning schedules
 b) Pre-configuring the need for tools, check lists and plans
c) Vendor schedule, availability of Vendor representative
d) Dedicated Testing and Commissioning Team
e) Re-examining the P & IDs from an operability aspect, preparation of Block Diagrams
f) Preparing the plant operating manuals in consultation with CLIENT Operations
g) Operational System Fragment Network and Critical Path Identification
h) Defining particular HSE aspects / conducting risk assessments, arrangements for
emergencies and establishing the safety training plan
i) Spare Parts Interchangeability Records (SPIR) and Lubrication Requirements
j) Recording the results of pre-commissioning tests and running trials
k) Reporting and displaying the status of pre-commissioning items
l) Pre-start up audits / trials

8.7.8 Mechanical Completion

The Mechanical Completion will be achieved after having performed, inspected, and tested the
facilities or a part of them. The Mechanical Completion will be managed according the Contractual
requirements Mechanical Completion and Commissioning”. As indicated above in 8.7.6 a separate
procedure Pre Commissioning, Commissioning Procedure and Mechanical Completion” will
submitted for CLIENT review and approval.

8.7.9 Provisional Acceptance Certificate

The Provisional Acceptance by the CLIENT will represent the most important event of the above
listed phases of the work. The Completion will be certified by the issue of the Provisional
Acceptance Certificate.

8.8 Control & Reporting of Non Conforming Product / Activities

The CONTRACTOR ensures that any non-conformance or non-conformity is controlled, acted

upon and documented as necessary and resolved. All CONTRACTOR’s employees are
encouraged to highlight any non-conforming activity or product to his immediate Supervisor.

Non-conformance might be identified and initiated by the CLIENT/ CONTRACTOR during -

a) Material / equipment inspection at vendor / supplier premises or material receiving

inspection
b) Site works inspection or daily / routine surveillance & testing / commissioning
c) Quality Audit by CLIENT
d) Internal Quality Audit by CONTRACTOR
e) External-Third Party Quality Audit (as may be applicable)

Depending upon the nature of non conformance, any non-conforming work identified on site
(either party) is rectified as per agreed corrective action. Actions include:-

a) Repair / rework to drawings & specifications.

b) Reject if non-conforming product is beyond repair.
c) Accept as is when further rectification may result in serious functional problems.

a) Non-Conformance related to Material / Equipment

 Material / equipment non-conformance found during the inspection at vendor / supplier
premises are not delivered to site until the corrections / corrective actions as agreed are
completed and verified.

Material / equipment non-conformance found during the incoming material receiving

inspection stage are kept isolated from use or in quarantined area, labeling the item if
necessary. The concerned Supplier or the Procurement department is then intimated to
resolve the non-conformance and propose necessary corrections / corrective actions. For
major materials these corrections / corrective actions shall be discussed and agreed with
CLIENT. Generally immediate replacements / rectifications, resolutions are provided.

Non-conforming materials are not used / incorporated the project site, unless allowed /
agreed with and approved by the CLIENT with full traceability for a positive recall if
needed.

b) Non-Conformance identified during site works inspection or daily / routine surveillance

and during Testing and Commissioning

Non-Conformance issued by CONTRACTOR:

Once the corrective and preventive actions are agreed and coordinated with
CONTRACTOR’s Project Manager / the QA/QC Engineer, they will be implemented at
site. Corrective actions shall be completed soonest but not later than two weeks unless
otherwise justified. As soon as the agreed corrective and preventive actions are completed
and verified, the Non-conformance will be closed.

Non-Conformance issued by CLIENT:

Non conformance report may be received from the CLIENT as a result of an audit or due
to non conformance detected during site works inspection or daily / routine surveillance or
during Testing and Commissioning. After receiving a Non Conformance Report (NCR),
CONTRACTOR’s Project Manager together with QA/QC Engineer will review the Non
Conformance, discuss with CLIENT, and agree on the immediate corrective action to
rectify the Non Conformance and a preventive action to prevent recurrence.

CONTRACTOR will write the Corrective / Preventive Action on the NCR and meet the
CLIENT and forward a copy of the NCR with proposed corrective and preventive actions
with in three (3) working days.

On review and approval by CLIENT, the corrective actions will be completed and offered
for re-inspection and then closed as applicable. The non-conforming work shall be put on
HOLD until the corrective action is accepted by the CLIENT.

Records of rectification necessary to close out a Non Conformance are kept. Actions taken
are recorded on the Non Conformance Report. After disposition of NCR, the CLIENT will
be requested to verify the same.

All NCR’s shall be registered in the NCR Log / Register.

c) Non-Conformance identified during Quality Audit

Non conformance identified during Internal, Second Party and External-Third Party
Quality Audits will be reviewed and appropriate corrective / preventive actions will be
proposed. Once the corrective / preventive actions are agreed by the Auditor, these actions
 will be implemented and Auditors will be requested to close the NCR’s after submission of
appropriate evidence of completion.

8.9 Analysis of Data

8.9.1 Weekly Quality Report (Internal to CONTRACTOR)

The QA/QC Engineer in coordination with the Document Controller will prepare and
submit on a weekly basis a report to the CONTRACTOR’s Project Manager and
Corporate Office Quality Manager, indicating issues detailed below.

Monthly Quality Reports will be submitted on 5th working day of every month to
CONTRACTOR’s Project Manager & Corporate Quality Manager. Following issues will
be covered in the weekly report as a minimum.

a) Project Progress
b) QA/QC Personnel on Site
c) Project Quality Plan Status
d) Updated Status of Quality Documentation Submittals and approval status with Highlights
of Changes during the week
e) Updated Status of ‘ Inspection and Test Request’ including summary
f) Details of Rejections during inspections
g) Details of test failures
h) Testing frequency for week / month.
i) Technical Queries Status
j) Summary Status of CLIENT / Internal Audits and Corrective Action Request (if any)
k) Non Conformance Status
l) Status of ongoing corrective and preventive actions
m) Weld Joints Status
n) Status of Waivers
o) Customer Satisfaction Survey Records
p) Commissioning of Systems (Completed vs Pending)
q) Instrument Calibration Record
r) Meetings Summary and List of outstanding issues
s) Punch list Status
t) Training Records
u) Any other issues

8.9.2 Monthly Quality Report to CLIENT

A monthly quality report will be submitted to the CLIENT and CONTRACTOR Head Office
using the same contents as above in the weekly report. Cutoff date for the monthly report will
follow the same as progress reporting as agreed with the CLIENT during execution.

8.9.3 Statistical Analysis

Statistical Analysis for welders defect percentage, concrete compressive strengths will be done to
monitor variations performance of welders and strengths in order to ensure timely corrective
actions are taken should there be any large variations or trends. Quality Statistics and Progress
Measurements statistics, Statistics on concrete strength are examples of the use of statistics.

8.10 Project Document Handover

A construction quality dossier / project handover dossier for all the relevant QA/QC records
certifying the conformance of works to contract specifications will be prepared by the Site QA/QC
 Manager in mutual consultation with CLIENT representative on site. This will include the Red
Line Mark Up / As Built Drawings and the Operations & Maintenance Manuals & Spare Parts
List.

8.11 Improvement / Corrective and Preventive Actions

CONTRACTOR will strive to continually improve the effectiveness of the quality management
system through the use of the audit results, analysis of data as indicated above, and undertaking
corrective and preventive actions resulting from management review decisions and / or CLIENT
instructions / audits.

8.11.1 Corrective and Preventive Action (See also section 8.8)

Corrective action for defective work is started as soon as it is practically possible after approval of
proposed corrective action from the CLIENT. The corrective actions taken are recorded on the
Non Conformance report and / or the relevant check sheets or by a letter.

The QA/QC Engineer will ensure all agreed corrective actions have been completed and related
Non Conformance Reports closed out.

The CONTRACTOR’s Project Manager is responsible to initiate suitable preventive action to

ensure the Non Conformances do not repeat. Preventive actions like project documentation,
method statements and Job Hazard Analysis together with the control measures required are
already documented. Compliance with these will ensure that potential non-conformities and
accidents will be prevented from occurring.

All corrective / preventive actions will be reviewed during the Management Review of the Project
Quality System.

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