TCE Consulting Engineers Limited

SECTION: TITLE
TCE.M9-PCS-13
PROCEDURE FOR REVIEW OF DOCUMENTS FROM
VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR
SHEET i OF iii

REV. NO. R0 R1
INITIALS SIGN. INITIALS SIGN. INITIALS SIGN. INITIALS SIGN.
ISSUE
PPD. BY RL Sd/- RL
CHD. BY UKH Sd/- BDZ
APD. BY RL Sd/- RL
DATE 22-03-2006 03-11-2006
R1
FILE NAME: F020R3.DOC TCE FORM NO. 020 R3














PROCEDURE FOR REVIEW OF DOCUMENTS FROM
VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR














FILE NAME: M9PCS13R1.DOC
TCE Consulting Engineers Li mi ted
SECTION: CONTENTS
TCE.M9-PCS-13
PROCEDURE FOR REVIEW OF DOCUMENTS FROM
VENDOR/CONTRACTOR AND CLIENT/COLLABORATOR
SHEET ii OF iii

TCE FORM NO. 120 R2 FILE NAME: F120R2.DOC
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CONTENTS

SL.
NO.
TITLE
SH.
NO.
1.0 SCOPE 1
2.0 CATEGORISATION OF DOCUMENTS 1
3.0 RECEIPT AND REGISTRATION OF VENDOR DOCUMENTS 2
4.0 VENDOR DOCUMENT REVIEW 4
5.0 CONVEYING COMMENTS/APPROVAL TO VENDOR 7
6.0 RECEIPT AND REGISTRATION OF CLIENT AND COLLABORATORs
DOCUMENTS
8
7.0 CLIENT AND COLLABORATORs DOCUMENT REVIEW 9
8.0 HANDLING AND STORAGE 10


APPENDIX
NO.
TITLE
SH.
NO.
1.
VENDOR DOCUMENT REVIEW STATUS CODES FORMAT FOR
STAMP AND STICKER
11
TCE Consulting Engineers Limited
SECTION: REV. STATUS
TCE.M9-PCS-13 PROCEDURE FOR REVIEW OF DOCUMENTS FROM
VENDOR/CONTRACTOR AND
CLIENT/COLLABORATOR
SHEET iii OF iii

TCE FORM NO. 120 R2 FILE NAME: F120R2.DOC
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REVISION STATUS

REV.
NO.
DATE DESCRIPTION
(a) Document Number revised from TCE.M9-PCS-59 R6 to TCE.M9-
PCS-13 R0.
(b) Document reformatted and revised based on inputs received from
Bangalore, Matulya Centre and Vikhroli offices.
R0 22-03-2006
(c) Substantial revisions made in paras 2.1, 3.14, 8.2.2 and 8.2.3.
Paras 5.2 and 5.3 added.
(a) Revised the document to be in line with the Organisation Structure
effective 01-05-2006.
(b) Para 8.2.3 added.
R1 03-11-2006
(c) Paras 3.1, 3.2 and 8.2.2 revised. Appendix 1 revised.




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1.0 SCOPE

1.1 This procedure lays down guidelines for review and approval of documents from
the Vendors or Contractors, Client and Collaborator. The Vendor or Contractor
documents also include documents submitted by their sub-Vendors or sub-
Contractors.

1.2 The term Vendor used hereinafter in this document shall mean the Contractor
also, wherever applicable. The abbreviation VDR used in this document stands
for Vendor (or Contractor) Document Review.

1.3 The vendor documents include engineering drawings, fabrication drawings,
design calculations, data sheets, write-ups, catalogues, bills of materials, lists and
schedules, inspection and test reports, quality assurance documents, erection
and testing procedures, operation and maintenance manuals etc. All such
documents shall hereafter be referred to as Vendor Documents. These
documents are prepared by the Vendor after the issue of Letter of Intent (LOI) or
Purchase Order (PO) or Work Order (WO) or after the award of the Contract and
submitted to the Client and TCE for review and approval or information.

1.4 The documents received from the Client and Collaborator include site plan, Piping
and Instrumentation Diagrams (P&I Ds), Equipment Layout (GA) drawings,
process data sheets, equipment drawings etc.

2.0 CATEGORISATION OF DOCUMENTS

2.1 VENDOR DOCUMENTS

2.1.1 The vendor documents are categorised under two (2) heads as given below:

(a) Category FA Documents which are to be reviewed, commented
and/or approved.

(b) Category FI Documents which are for information and records only.

2.1.2 Categories of various documents to be submitted by the vendor are normally
decided at the time of issue of the enquiry document or during the bid evaluation
stage. The Project Engineer (PE) shall ensure that the vendor is informed about
the categories of various drawings to be submitted by the time LOI or PO or WO
is issued or the Contract is awarded.

2.1.3 On issue of LOI or PO or WO or the award of the Contract, the PE shall obtain
from the vendor a detailed Document Schedule with expected dates of
submission. The categorisation as indicated in para 2.1.1 above shall be included
in the Document Schedule. The PE shall review this and get it rectified, if found
to be not in order.

2.2 CLIENT AND COLLABORATORs DOCUMENTS

2.2.1 The Client and Collborators documents are categorised under two (2) heads as
given below:
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(a) Category A Documents which are to be reviewed and updated by TCE
during course of detailed engineering - for example P&I
Ds, GA Drawings etc. like similar drawings prepared by
TCE for systems completely engineered by TCE. Such
documents are received as soft copies.

(b) Category B Documents which are to be reviewed, marked with
comments, if any, and released by TCE to other agencies
for further engineering - for example preliminary
equipment drawings given by the Collaborator may have
to be reviewed, marked up with revisions from point of
view of indigenisation and compatibility and issued to
vendors for preparation of detailed fabrication drawings
and subsequent fabrication.

2.2.2 The project data may be given by the Client and the Collaborator through letters
and Minutes of Meetings (MOMs). Such letters and MOMs shall not be registered
in the Central Document Reference Library (CDRL). These shall be maintained
the by PM and the PEs as per multi-disciplinary procedures TCE.M9-PCS-02 and
TCE.M9-PCS-10.

3.0 RECEIPT AND REGISTRATION OF VENDOR DOCUMENTS

3.1 Registration and storage of vendor documents shall be carried out by CDRL. The
guidelines given in this procedure shall be generally followed. However, the
General Manager-Business Unit (GM-BU) or Office-in-Charge may authorise
certain deviations by issuing an Office-Specific CDRL Procedure duly cleared by
the Chairman-PCS Committee.

3.2 In case CDRL is not available in an office, the stipulated activities shall be carried
out by staff members assigned by the GM-BU or Office-in-Charge.

3.3 All vendor documents, if received by Administration Section, shall be sent to the
Project Manager (PM), who in turn shall send these to the CDRL for registration.
Depending on the urgency for review of the vendor documents, the PM may
distribute some copies of the documents for review directly to the concerned PEs
and simultaneously send the remaining copies to the CDRL for registration.
However, the PM and the PEs shall ensure that document numbers as allotted by
the CDRL are subsequently written on the copies distributed prior to registration.

3.4 Vendor documents received by a PE on the job, may either be sent to the PM or
directly to the CDRL for registration with intimation to the PM regarding receipt of
such documents.

3.5 If the vendor documents are handed over during a meeting and the MOM lists out
the documents, the MOM itself shall be forwarded to the CDRL along with the
documents for registration. In the absence of MOM or a letter listing out the
documents handed over, the PM or the PE may use TCE Standard Form No. 021
for forwarding the documents for registration to the CDRL.

3.6 Documents such as catalogues, printed brochures etc. are normally not to be
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registered. However, the PM or the PEs, in the interest of safe keep and retrieval
for reference and use may advise CDRL to register such documents also in
specific cases.

3.7 The CDRL shall verify the documents received against the forwarding letter from
the vendor and record the shortages, if any, in receipt of documents on the
forwarding letter and inform the PM immediately, who may follow up with the
vendor.

3.8 All vendor documents shall be registered in the CDRL. Registration records shall
be maintained in TCE Standard Form No. 002.

3.9 Coding Structure for vendor documents shall be as per multi-disciplinary
procedure TCE.M9-PCS-01. The PE shall decide the System or Equipment
Number and advise the CDRL before the coding is carried out. However, this
field is optional and may be omitted. The PM shall decide the policy for a
particular project and advise the CDRL well in advance of receipt of first
document for the project.

3.10 If same vendor has more than one order and the PE intends to differentiate the
documents under these, suitable abbreviated alpha-numeric vendor codes may
be generated.

3.11 The document code number shall be boldly written on the document, preferably
just above or by the side of the document title block, and the date of registration
shall also be stamped by the CDRL.

3.12 The CDRL shall also affix VDR STATUS CODES stamp or sticker prepared as
per the format given in Appendix 1 on each copy of the vendor document before
forwarding these to the PM or the PE for further action. In case the documents
are not to be stamped, the PM or the PE shall indicate so while forwarding the
documents to the CDRL for registration. The stamp or sticker shall preferably be
affixed on the front side of the document as close as possible to the title block so
that it is visible without having to unfold a folded print of the document. If it is not
possible to affix the stamp or the sticker on the front side of the document, it shall
be so affixed on the back side, just behind the title block so that it can be
conveniently referred without having to unfold a folded print of the document.

3.13 One copy of the document shall be stamped as CDRL COPY. In case the vendor
submits only one copy of A3 or A4 size documents, one photocopy shall be taken
by the CDRL and stamped as CDRL COPY.

3.14 In case the vendor submits only a soft copy of the document, the following
procedure shall be followed. Needless to say that paras 3.1 to 3.13 above shall
also applicable.

(a) The PM or the PE shall take white paper plots of the document and send
these to the CDRL for registration.

(b) The soft copy shall be retained by the concerned PM or the PE and shall
be handled and stored in accordance with multi-disciplinary procedure
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TCE.M9-PCS-34.

3.15 After registration the CDRL shall forward all copies of documents, including the
CDRL copies to the PM or the PE. It is the responsibility of the PM and the PE to
forward the document to the concerned persons for review or information.

3.16 In case of insufficient number of copies, the PE shall arrange for additional
copies either from the vendor or by printing and photocopying.

3.17 When revised issues of vendor documents are received by the CDRL, following
actions shall be taken by the CDRL:

(a) Register the revised documents as per para 3.9 and other applicable
paras above.

(b) Stamp the CDRL copies and all other copies of the previous version of
the documents as SUPERSEDED.

(c) Forward all copies of revised version of documents, including the CDRL
copies to the PM or the PE. It is again the responsibility of the PM and
the PE to forward the documents to the concerned persons for review or
information.

4.0 VENDOR DOCUMENT REVIEW

4.1 The review of vendor documents shall normally, be carried out by an Authorised
Design Verifier (BD). However, at the discretion of the PE an Authorised Design
Developer (AD) may carry out the review closely supervised by a BD. The PE
may review the documents or closely supervise review by an AD, if the PE is a
BD for the concerned system or equipment.

4.2 Preferably, the CDRL copy of the document shall be taken for review and shall
have the original yellow and red mark-up by the reviewing engineer. This copy is
retained in the CDRL and is the proof for proper review.

4.3 The following documents for the concerned equipment or system shall be referred
to for review of vendor documents:

(a) Enquiry document along with all the appendices, attachments,
enclosures, drawings and all amendments

(b) Vendors bid document and all correspondence and MOMs with the
Bidder upto the issue of LOI, PO, WO or award of the Contract

(b) LOI, PO, WO or the Contract

(c) All correspondence and MOMs with the Vendor after the issue of LOI,
PO, WO or award of the Contract

(d) Relevant national and international codes and standards as stipulated in
the enquiry document, LOI, PO, WO or the Contract
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(e) Specific VDR guides and checklists for the equipment or system,
available as Discipline Standard Documents under TCE.M3 series

4.4 Before the technical contents of the document are reviewed, check whether
following are indicated:

(a) Name of the Purchaser

(b) Name of the Consultant - TCE Consulting Engineers Limited

(b) Project title

(c) Title of the document clearly identifying the equipment or the system

(d) LOI or PO or WO or Contract number and date

(e) Document number with revision numbers and date

(f) Name of the vendor. In case of sub-vendor or manufacturer's
document, check whether name of the vendor and sub-vendor or
manufacturer are incorporated.

(g) Document duly signed in checked and approved columns

(h) Scale to which the drawing is drawn

(i) Cross references to all relevant documents

(j) Relevant notes

(k) Abbreviations and legend to all notations used

(l) Bill of materials, wherever required

4.5 Documents poorly drafted or engineered, seemingly incomplete or submitted out
of sequence or without any signatures in checked and approval columns shall be
returned to the vendor, without review, for necessary action. The reason for
returning a drawing without review shall be stated in the memo attached to the
Letter of Transmittal. Soft copies received from authentic source with initials in
checked and approved columns shall be treated as signed.

4.6 Multi-disciplinary procedure TCE.M9-PCS-12 and multi-disciplinary guide
TCE.M10-PCS-02 give guidelines for Preparation and Drafting of TCE Drawings.
However, many of the guidelines given in these documents can be used for
review of vendor drawings also.

4.7 Vendors design calculations shall be generally reviewed as per guidelines given
in multi-disciplinary procedure TCE.M9-PCS-16. For computerised calculations
check whether accredited and validated software has been used.

4.8 Documents shall be generally reviewed considering the following aspects:
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(a) Review for compliance with documents indicated under para 4.3 above
in respect of scope, technical parameters or features, material of
construction etc.

(b) Review from the point of view of interfacing to ensure proper co-
ordination between the vendor's engineering and TCE engineering and
requirements of other vendors, if applicable

(c) Review from the aspect of technical adequacy i.e., whether all the
relevant technical particulars as applicable to the document have been
shown in the document

(d) Review from the point of statutory requirements as applicable for the
project in general and to the system or equipment in particular

(e) Review from the operational, erection and maintenance considerations

4.9 In addition to the review as indicated at paras 4.1 to 4.8 above, the PE shall
review the documents like layout drawings etc. from the point of view of the
project-specific and client-specific requirements which may not have been
conveyed to the person reviewing the documents.

4.10 The review engineers may take directions from the PE or a specialist engineer in
the event of:

(a) Deviations taken by the vendor from the documents indicated under para
4.3 above

(b) Design changes adopted by the vendor

(c) Interface or interference problems relating to system or equipment
supplied by others

(d) Any claim for additional compensation made by the vendor

4.11 For all subsequent revisions of the documents, it shall be ensured that all
revisions are clearly identified with revision numbers marked on the documents. It
shall also be ensured that general details of revisions are indicated for each
revision in the revision blocks with revision numbers.

4.12 In case vendors previous document is rendered completely void due to
submission of another document, the PE shall advise the CDRL to mark the
previous document as VOID.

4.13 For all subsequent revisions of drawings after award of VDR STATUS CODES
B, C, D, E and F, the review shall be carried out against comments on the
previous issues of the documents as well as other revisions highlighted by
vendor. However, sometime vendors carry out some additional revisions on their
own without highlighting these either in the revision block or in their transmittal
letter. To guard against such acts of vendors, comment VDR STATUS CODE
H' shall be given.
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5.0 CONVEYING COMMENTS/APPROVAL TO VENDOR

5.1 Comments to be conveyed to the vendor shall be marked on another copy in red
colour. If commented copies of the documents need to be sent to others, like the
Client or the Collaborator, comments shall be marked in red colour on additional
copies also. If comments are large in number, it is advisable to take photocopies
of the commented document and send these to the Client or Collaborator. On the
photocopies the marked-up comments shall be encircled in red with a thick sketch
pen. If comments are large in number, comments shall be encircled on the
original marked-up print before the photocopies are taken.

5.2 Comments to be conveyed to the vendor may also be made in the form a memo
and attached to the Letter of Transmittal for Vendor Documents. Letter of
Transmittal Number and date shall be indicated on the VDR STATUS CODE
stamp or sticker.

5.3 In case the comments to be conveyed are of very minor nature and need for
further review of revised version of the document is not felt, the engineer
reviewing the document shall obtain the PEs concurrence and following shall be
prominently marked close to the Title Block.

CONFIRM ACCEPTANCE OF COMMENTS THROUGH A
LETTER, FAX OR E-MAIL. INCORPORATE COMMENTS IN AS-BUILT
DOCUMENT TO BE SUBMITTED AT THE END OF THE JOB.

5.4 Unmarked extra copies shall either be destroyed or retained in the CDRL with
following warning prominently appearing close to the Title Block.

WARNING
USE MARKED-UP CDRL COPY. DO NOT USE THIS UNMARKED COPY.

5.5 The BD who has reviewed the document or who has closely supervised the
review by an AD shall tick the appropriate boxes in the VDR STATUS CODES
stamp or sticker affixed on the document, fill the details and sign against the
appropriate column. The AD if associated with the review, shall also sign. In
addition, the PE shall sign if involved in the review.

5.6 The documents after review and mark-up as explained above shall be sent to the
vendor and others under Letter of Transmittal for Vendor Documents TCE
Standard Form No. 390. Applicable VDR STATUS CODES need to be ticked on
the Letter of Transmittal for Vendor Documents also. Distribution of documents
shall be as per the Coordination Procedure (COP).

5.7 VDR STATUS CODES A to I also appear on the Letter of Transmittal for
Vendor Documents. Additional code J signifying Print Not Enclosed also
appears on the Letter of Transmittal for Vendor Documents. This code may be
used along with code G.

5.8 Letter of Transmittal for Vendor Documents shall be issued in respect of all
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documents received by TCE whether under categories FA or FI. The transmittal
shall be prepared by the reviewing engineer and signed by the PE.

5.9 In case of documents are under FI category, the transmittal shall be sent promptly
on receipt of such documents, with code G and J.

5.10 Even if the documents are approved across the table, this shall be followed by a
transmittal along with commented documents showing the status of approval and
appropriate codes. The transmittal shall also refer to the MOM by which approval
was given.

5.11 When comments or approval on vendor documents are transmitted by a fax or e-
mail with the transmittal and the drawings as attachments, a formal transmittal,
which shall show the appropriate VDR STATUS CODES along with the
documents, shall be sent through normal mail.

5.12 One copy of the transmittal together with marked-up CDRL and non-CDRL
copies of the documents shall be sent to the CDRL for safe keeping of
documents and for entering the VDR STATUS CODES, date and transmittal
reference number in TCE Standard Form No. 002.

6.0 RECEIPT AND REGISTRATION OF CLIENT AND COLLABORATORs
DOCUMENTS

6.1 All the Client and Collaborators documents shall also be registered in the CDRL.
Registration records shall be maintained in TCE Standard Form No. 002.

6.2 Requirements for receipt and registration of vendor documents as indicated in
para 3.0 above, shall generally be applicable for receipt and registration of the
Client and Collaborators documents also. Paras 6.4 to 6.7 below indicate some
variations for registration of the Client and Collaborators documents.

6.3 Coding Structure for the Client and Collaborators documents shall be same as
indicated in para 3.9 above.

6.4 For Category A documents for which soft copies are received, the following
procedure shall be followed.

(a) The document shall be plotted on a white paper by the PM or the PE and
sent to the CDRL. The document number shall be written by the CDRL
on the document and the date of registration shall be stamped. The
CDRL shall also stamp it as a CDRL COPY.

(b) The VDR STATUS CODES stamp or sticker shall not be affixed.

(c) The soft copy shall be retained by the concerned PM or the PE and
shall be handled and stored in accordance with multi-disciplinary
procedure TCE.M9-PCS-34.

6.5 For Category B documents for which soft copies are received, the following
procedure shall be followed:
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(a) The document shall be plotted on a white paper by the PM or the PE and
sent to the CDRL. The document number shall be written by the CDRL
on the document and the date of registration shall be stamped. The
CDRL shall also stamp it as a CDRL COPY.

(b) The VDR STATUS CODES stamp or sticker shall not be affixed.

(c) The soft copy shall be retained by the concerned PM or the PE and
shall be handled and stored in accordance with multi-disciplinary
procedure TCE.M9-PCS-34.

6.6 For Category B documents for which only prints are received, the following
procedure shall be followed.

(a) The document number shall be written by the CDRL on the prints and
the date of registration shall be stamped. One copy of the document
shall be stamped as CDRL COPY.

(b) The VDR STATUS CODES stamp or sticker shall not be affixed.

7.0 CLIENT AND COLLABORATORs DOCUMENT REVIEW

7.1 Category A documents shall be handled in accordance with multi-disciplinary
procedure TCE.M9-PCS-12. The CDRL copy shall be retained in the CDRL in As
Received unmarked condition for records.

7.2 Category B documents shall be reviewed as follows :

(a) The documents shall be reviewed generally as a vendor document as
indicated in para 4.0 above. However, review shall be more from the
point of view of adequacy, completeness of information for detailed
engineering and procurement, availability of indigenous and equivalent
materials and compatibility.

(b) After the review, the CDRL and non-CDRL copies of the documents
shall be marked as follows and signed with date, by the concerned AD,
BD and the PE.


RELEASED FOR FURTHER ENGINEERING

OR

NOT RELEASED FOR FURTHER ENGINEERING



FOR COMMENTS, REFER LETTER NO. TCE.JOB NUMBER--
....DATED.

(c) Documents shall be sent to the Client, Collaborator, Vendor and other
agencies through a covering letter. Copies of such letters shall not be
sent to CDRL.
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8.0 HANDLING AND STORAGE

8.1 JOB IN PROGRESS

8.1.1 While the job is in progress and till the issue of Job Completion Report (JCR), all
the Vendor, Client and Collborators documents shall be handled and stored by
the CDRL as per guidelines given below.

8.1.2 The CDRL copies of all versions of vendor documents shall be retained. For
example if document number 4356A-SMNS-03 R2 is received, CDRL copy of
superseded version 4356A-SMNS-03 R1, whether marked with comments or not,
shall be marked as SUPERSEDED and shall be retained by the CDRL.

8.1.3 Non-CDRL copies of only latest versions of vendor documents shall be retained.
For example, if document number 4356A-SMNS-03 R2 is received, non-CDRL
copies of superseded version 4356A-SMNS-03 R1, whether marked with
comments or not, is considered SUPERSEDED and shall be destroyed by the
CDRL.

8.2 AFTER COMPLETION OF JOB

8.2.1 After completion of the job and issue of the JCR, only the CDRL copies of all the
versions of the documents shall be stored by the CDRL for a period of one (1)
year from the date of issue of the JCR. All other copies of documents shall be
destroyed after issue of the JCR.

8.2.2 The PM with the assistance of the PEs, and in consultation with the Vertical Head
(VH) or GM-BU or Office-in-Charge, shall identify typical vendor, client and
collaborator documents, which could be retained as exhibits for showing to
prospective clients. If soft copies of such documents are available, these shall be
retained by the System Administrator (SA). If soft copies are not available,
scanned soft copies shall be retained by the SA. Actions taken by the PM in this
regard shall be well recorded in the JCR.

8.2.3 During each periodic review, as indicated in the multi-disciplinary procedure
TCE.M9-PCS-34, the SA shall decide on subsequent retention of soft copies in
consultation with the VH or GM-BU or Office-in-Charge.

8.2.4 After completion of one (1) year from the date of issue of the JCR, the PM shall
check with the Client whether the CDRL copies of all the latest versions of the
documents stored by the CDRL could be sent to the Client. The transfer of such
documents shall be well documented. Rest of the documents shall be destroyed.






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APPENDIX 1

VENDOR DOCUMENT REVIEW STATUS CODES
FORMAT FOR STAMP AND STICKER

TCE Consulting Engineers Limited
VENDOR DOCUMENT REVIEW STATUS
! A Document approved as submitted; proceed with fabrication/
construction.
! B Document approved subject to comments noted; proceed
with fabrication/construction considering our comments.
! C Our comments are noted on this marked-up print.
! D Our comments are noted in the memo attached to the letter
of transmittal No. TCE.................................... dated
......................
! E Correct original of this document to reflect our comments
and resubmit for approval.
! F Correct original of this document to reflect our comments
and resubmit for records.
! G Documents of this category are for information only and not
for approval. Information furnished on the document is
noted.
! H Document reviewed against our previous comments and
other revisions highlighted and identified by the vendor.
! I Document returned without review.
Approval conveyed herein neither relieves Vendor/Contractor of his contractual
obligations and his responsibilities for correctness of dimensions, materials of
construction, weights, quantities, design details, assembly fits,
system/performance requirements and conformity of supplies with Indian
statutory Laws as may be applicable, nor does it limit the Purchasers rights
under the contract.

Reviewed by: Date:..