Shell Petroleum Development Company Of Nigeria Ltd.

Classification Status RESTRICTED

Contract Title OGBOTOBO FLOWSTATION POWER SYSTEM

REVAMP - DOMGAS PROJECT

Shell Project Ref. -

Node Name OGBOTOBO

Document Title PROCUREMENT MANAGEMENT AND

MATERIAL PROCEDURE REPORT

Shell Document No. -

Revision No. R01

Revision Date 09-07-2013

Proprietary Information: This document contains proprietary information and may not be partly or wholly reproduced without prior
written permission from Shell Petroleum Development Company

Revision Date Description Originator Checker Approver

R01 09.07.2013 Issued for Comments M. UGBOH A. IKPEA A. BRESCIA

LEE ENGINEERING
PROJECT: OGBOTOBO FLOWSTATION POWER SYSTEM REVAMP PROJECT
TITLE: PROCUREMENT MANAGEMENT AND MATERIAL PROCEDURE REPORT
SHELL DOC. NO.: ---
SUMMARY PAGE

Client: SPDC

Node: OGBOTOBO
Project: OGBOTOBO ELECTRICAL INTERDEPENDENCY
POWER PROJECT
Title: Procurement Management and Material Shell Project. Ref. -
Procedure Report Shell Doc. No. -

SUMMARY
This Procurement Management and Material Procedure Report sets the procurement framework for
this project clearly identifying the necessary steps and responsibilities for procurement to meet
contract deliverables and deadlines. It serves as a guide for managing procurement throughout the
life of the project. This plan identifies and defines the procurement approval process and decision
criteria. The importance of coordinating procurement activities, establishing firm contract
deliverables, and metrics in measuring procurement activities is included.

KEY WORDS: LEE ENGINEERING & CONSTRUCTION COMPANY LIMITED,

REFERENCES HOLDS

LEE E&C Document No Shell document No Description Page

----------- Procurement Management 16

and Material Procedure
Report

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Table of Contents
SUMMARY PAGE...................................................................................................................................................2
1 PROCUREMENT PLAN...............................................................................................................................4
1.1 Procurement Objectives........................................................................................................................4

1.2 Procurement Strategy...........................................................................................................................4

1.3 Procurement Management...................................................................................................................5

1.3.1 SHELL Procured Goods..................................................................................................................5

1.4 LEE Engineering Procured Items........................................................................................................8

1.4.1 Preparation of Materials Requisition and Data Sheets................................................................8

1.4.2 Vendor Selection...............................................................................................................................9
1.4.3 Design and Manufacture of Materials and Equipment................................................................9
1.4.4 Expediting........................................................................................................................................10
1.4.5 Progress Reporting.........................................................................................................................10
2 Purchase Orders............................................................................................................................................10
2.1 Factory Acceptance Testing and Inspection.....................................................................................11

2.2 Materials Documentation and Certification.....................................................................................11

2.3 Variety Control....................................................................................................................................12

2.4 Bulk Materials Procurement..............................................................................................................12

2.5 Spares....................................................................................................................................................13

Surplus Material..................................................................................................................................................13

3 Material Logistics..........................................................................................................................................13
3.1 Receipt, Storage, Issue and Reconciliation.......................................................................................14

3.2 Return of Surplus Materials...............................................................................................................15

3.3 Return of Scrap and used Material...................................................................................................15

Appendix A: LEE Engineering Procurement organization Chart

Appendix B: LEE Engineering Procurement Schedule

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1 PROCUREMENT PLAN

1.1 Procurement Objectives

The objectives of the procurement strategy are:

 To provide the best value over the life of the asset.
 Optimise the procurement process to meet installation dates
 Obtain the best quality and prices by ensuring competitive bidding
 Meet SHELL procurement and contracting expectations in project
execution.
 Maximise local content
These objectives shall be achieved without compromising HSE and
Quality standards

1.2 Procurement Strategy

The basic strategies to meet these objectives are:

 Procurement of critical long lead equipment will be done by the LEE
Engineering Procurement Team. This will secure the project schedule.
 Continually assess supply market to ensure competitive bidding at all
times.
 Procurement from Nigerian sources shall be maximised where
technically or commercially feasible.
 Maximise the use of in-house SHELL functional specifications for the
procurement of fit-for-purpose equipment.
 Utilise the resources of the LEE Engineering Team to maintain ROS
dates for hook-up and construction services.
The overall procurement strategy is based upon the requirement to:
 Minimise the number of interfaces
 Ensure the OGBOTOBO project is able to meet the scheduled plant
facility start-up time line window.
The key elements of the strategy are:

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 Critical long lead items will be engineered either by resources in the
LEE Engineering or SHELL Project Teams and procured under the
LEE procurement system.
 Other company supplied materials will be engineered by the LEE
Project Team and procured via the local procurement system in our
Western Regional Offices.
Successful execution of the OGBOTOBO project requires that close attention and support to
the procurement process be adhered to. The project organisation has been developed to
ensure close interface management in this area.

The benefits of this arrangement are:

 Project schedule less dependent on sub contractor
activity
 Maximising the use of experienced in-house
procurement services
 Most effective use of external resources
 Fewer interfaces to manage

1.3 Procurement Management

LEE Engineering corporate headquarters in Lagos shall be responsible for the supervision of
the procurement activity on behalf of the OGBOTOBO Project Team and the provision of
procurement resources.

The various activities that shall be carried out are;

1.3.1 SHELL Procured Goods

1.3.1.1 Documentation, Offshore Packaging and Inland Freight of Modules and
materials

LEE Engineering with the collaboration of our foreign partners shall sub contract to suitably
accredited vendor (approved by SHELL) the packaging for shipment and coordination of the
SHELL procured materials.

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Detailed activities include:

 All Painting and Protective Coating in accordance with the requirements of SPDC
ENGL/28/20/10 & DEP 30.48.00.31-Gen.

 All preparation for shipment in accordance with requirements of the SPDC General
Specification for export crating, SPDC-ENGL/21/20/02

 Provide crates, freight containers, bags, package etc to properly pack and protect
from damage the materials and equipment during shipment.

 Thoroughly clean, dry out, tag, label and pack equipment and materials after shop
tests.

 Skid mounted assemblies shall be secured, anchored to the skid to prevent damage
during shipment using metal strapping not less than 13mm wide.

 Instruments shall be removed, tagged and crated in waterproof boxes constructed

from suitable lumber. Instruments shall be packed with sufficient desiccant or
protection in transit and during storage at job site.

 All components subject to mechanical damage or corrosion shall be adequately

protected.

 Construct Export packing Cases from plywood and lined with vapour phase inhibitor
and sufficiently strapped with heavy steel bands.

 Purchase a shipping Container boxes as necessary in appropriate sizes to be lifted at

the installation site. This shall be used for storage of materials on construction site.
 CONTRACTOR shall submit his recommendations for shipment packaging for the
consideration of SHELL.

 Place one (1) copy of Packing List in each case and one (1) copy to be fixed on
outside of each case.

 Collect materials and fabricated packaged equipment from SHELL appointed

vendors, manufacturers, agents and/or warehouses in Europe and North America and
transport the goods using land transport to a convenient sea port (to be agreed with
SHELL) within the specified country(s) or region(s). At least 70% of the items are
expected from EU countries.

 All prudent activities necessary for suitable storage and security of the Goods at the
specified Offshore Ports, prior to customs clearance and transportation out of the
ports.

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 Obtain all requisite documentation about the goods from SHELL appointed agents or
manufacturer necessary for legal and prompt shipment of the goods. Such
documentation include, but not limited to Authority from SHELL and/or their Agents
for CONTRACTOR to ship the goods, proforma invoice, Certificate of Origin,
Materials test certificates, etc.

 Ensure that the materials and equipment are properly packaged prior to collection
and shipment.

 Insure the materials and equipment against damage in transit, theft, pilferage, poor
storage, etc. until delivery to SHELL designated site in Delta and Edo States in
Nigeria.

 Process all shipment documentation, necessary for hitch-free shipment and clearing
of the goods. These include, but not limited to Bill of Lading, Pre-shipment
Inspection Reports, etc.

 Pay all document processing charges, offshore ports charges, Insurance costs, costs
of export crating and containerization, sea freight costs and any other forwarding
expenses.

 Expedite shipping schedules to ensure prompt, safe and secured arrival of the
materials and equipment.

1.3.1.2 Shipment, Customs clearance and Transportation to site of SHELL Procured

materials

Details activities include;

 Process all necessary documentation necessary to clear the goods and dispatch to
final destination in SHELL.
 Pay Clearing Agents, Customs Duty, VAT, Customs Surcharge, Port Handling
Charges and all other duties and incidental expenses.
 Transport the materials and equipment Delivery Duty Paid (DDP) from Onne Ports
in Rivers State to SHELL designated location in Delta and/or Edo state.
 arrange insurance to cover loss, theft or damage to all materials and equipment from
the point of collection until delivery to site

1.4 LEE Engineering Procured Items

Procurement by LEE Engineering will be in accordance with our internal procurement

system. Key control to achieve quality, and competitive cost are:
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PROJECT: OGBOTOBO FLOWSTATION POWER SYSTEM REVAMP PROJECT
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 Procurement of materials using SHELL bidders list or preferred

manufacturers list.
 Appraisal of vendor’s material delivery process and system via audits
or reviews.
 Review and approval of the final technical award recommendation.
 Review the manufacturing programme, and determine the extent of
surveillance needed based on the inspection and test plan of selected
equipment procured by contract.

 Establish an effective means of co-ordinating and executing the materials and

equipment supply requirements, and inform SHELL regularly (fortnightly) of the
status of the PROCUREMENT activities.
 ensure that all PROCUREMENT activities are fully integrated and managed in
accordance with the Project Management, CASHES and QA/QC requirements

A two-stage technical and commercial evaluation procedure will be adopted.

List of materials and equipment to be procured by LEE Engineering & Construction

Company include switchgear, generators, transformer, earthing and lightning equipment, LV
cables, ups system, etc.

1.4.1 Preparation of Materials Requisition and Data Sheets

LEE Engineering as part of the Design deliverable shall prepare all materials and data
sheets for the approval of Shell prior to the commencement of procurement.

Drafts of all Data/Requisition Sheets shall be copied to SHELL for review prior to dispatch
to Vendors. SHELL shall appraise and return a copy of each draft Data/Requisition Sheet
with any necessary comments. Lee engineering shall incorporate and act upon any comments
noted by SHELL before placing the order.

LEE Engineering shall ensure that the requisitions and the supporting Engineering
documents, specifications and drawings are sufficiently clear.

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1.4.2 Vendor Selection

In line with the Federal Government directive on Nigerian Content, all purchase orders and
contracts will be awarded to Nigerian companies where applicable. LEE Engineering will
also directly purchase materials / equipment / services from local manufacturers where these
are available locally, including insurance, banking, shipping and transportation services.

Furthermore, as per SHELL requirement, goods / services shall be sought from those
approved by SHELL under the OGBOTOBO Vendor List.

The project vendor list will be used for selection of bidders. Pre-qualification could be
carried out where deemed necessary.
All bidders shall have adequate technical capabilities and financial resources to undertake the
award. To ensure final bidders comply with requirements, all tender plans will specify the
following:
 Technical capability and experience requirements.
 Technical & quality assurance audit be carried-out on
bidders with unknown manufacturing experience.
Company standard procurement terms and conditions will be used. Inspection and test
requirement for each item of equipment will be specified. In-house inspection and test effort
shall be concentrated on critical activities using either third party or by SHELL project team
discipline engineers.

Vendors will be required to submit a Quality Assurance (QA) Plan indicating how they will
satisfy the requirements of the functional specification. Where feasible, the Vendor’s quality
assurance plan shall be agreed upon before placing an order. Quality Assurance will be the
responsibility of the individual Vendor.
LEE Engineering shall procure materials from SHELL approved vendor(s) and will be
required to supply evidence of procurement from the approved vendor(s).

1.4.3 Design and Manufacture of Materials and Equipment

All successful bidders for major equipment will be required to submit production programs
covering the design, manufacture and supply of the equipment and materials. This program
shall be checked and verified to ensure that they are achievable and meet the project
schedule.

For major equipment packages manufacturer’s commissioning and start-up assistance will be
required. This requirement will be included in the procurement package requesting a
quotation of rates for the provision of a vendor technical support to carry out offshore
commissioning and start-up.

1.4.4 Expediting

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LEE Engineering shall appoint a Materials Expeditor. Material Required on Site (ROS)
dates will be set and documented in the Procurement Plan. The ROS dates and the
subsequent contractual dates set with the supplies shall be owned by the expeditor. There
will at least one dedicated expeditor within the project team. The expeditor will assist to
confirm and update delivery times and to progress shipment to site.
The document control co-ordinator shall undertake document tracking. Responsibility for
expediting vendor documentation requisitions requiring documentation will lie with the
document control co-ordinator. Vendor documentation needs will be clearly specified on
the Purchase Order.

Expediting shall be carried-out on all purchase orders to confirm compliance to delivery

terms and to highlight potential delivery problems. Experience has shown that for critical
orders, the presence of the end user during expediting visits also, has a positive impact on
delivery dates.

1.4.5 Progress Reporting

LEE Engineering shall hold PROCUREMENT and Materials Meetings at which current
status and planned activities will be discussed, and recovery actions decided in the event of
slippage on any planned delivery date.

LEE Engineering shall produce a fortnightly material and equipment status report, which
shall detail to item level the status of all LEE

2 Purchase Orders

LEE Engineering shall also produce a summary report at Purchase Order level showing
planned, forecast, actual duration and dates.

2.1 Factory Acceptance Testing and Inspection

SHELL Project engineers shall specify the need for FAT and inspection at the order
placement stage. These requirements shall be reflected in the supplier’s Purchase Order.
The basis of the FAT and inspection shall be by a Quality Control Plan prepared by supplier.
Where an inspection/FAT programme is required, this need including acceptance testing and
final material release shall be noted on the plan. SHELL Operations shall be involved in
FAT.
All other materials shall be subject to goods inwards inspection on site.

Dedicated Materials Controllers located at each site will be responsible for receipt, storage
preservation and load-out of material & equipment for the Project.
The FAT plan shall be developed by the Senior Commissioning Engineer as part of the pre-
commissioning activities.

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The quality requirements including those for inspection and testing will be spelled out in the
equipment and materials specifications. Potential vendors will be required to submit a
Quality Plan that will include how they will satisfy the requirements of the specifications.
The vendor quality plan will form part of the purchase orders.

Shell will participate in Quality surveillance at pre-determined stages.

As much as possible equipment will be fully assembled and tested in the vendor’s works to
keep site assembly of equipment to the minimum and ensure that any problem areas are
identified in good time and corrected before equipment is shipped to site.

A multidiscipline team from Shell will witness shop assembly and acceptance tests for
critical equipment. This critical equipment will be identified prior to award of purchase
order.

LEE Engineering shall duly inform SHELL of dates and locations, of Factory Acceptance
Tests (FAT) that are to be undertaken in connection with the WORK. SHELL shall indicate
if it intends to witness the FAT, together with the names of those SHELL personnel who will
be present at the FAT.
LEE Engineering shall provide enabling environment for SHELL Representative(s) to visit
vendors manufacturing or processing parts and/or components covered by the CONTRACT
at any time at the discretion of SHELL.

2.2 Materials Documentation and Certification

LEE Engineering will maintain procedures and adequate systems for materials identification
and for the control of all documents related to materials and equipment. We shall ensure that
records are properly kept and preserved. Prior to the commencement of procurement,
materials certificate information and tracking system will be established.

All procurement related documents would be created and stored electronically. At project
close out, LEE Engineering will hand over all procurement related files electronically to
SHELL.

All materials provided by the LEE Engineering shall have materials certificates attached.
All critical materials/equipment procured by LEE Engineering under this CONTRACT,
shall include commissioning spares and two-year operating spares. The quantity of the
spares shall be recommended by the manufacturer of the materials/equipment

Materials/equipment supplied by LEE Engineering shall be subject to inspection and

acceptance by SHELL.

2.3 Variety Control

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Equipment and materials will be specified so as to minimize the number of manufacturers
and equipment types. This is expected to minimize the capital investment for installed plant
and spare parts. Items of the same make and types already in use in SHELL will be utilized
wherever practical and commercial. Operations and Maintenance input as well as input from
SHELL Procurement Department will be crucial in this process to assist in defining the
requirements for standardization.

All materials specified to be of proprietary manufacture may be substituted with material of

a different manufacture, where it can be demonstrated that such substituted materials are
exactly similar in design detail, shape and quality to those specified, and are equally suitable
for the purpose for which they are required. However, LEE Engineering shall obtain
SHELL's prior approval before usage.

2.4 Bulk Materials Procurement

Because bulk materials will come from a wide range of sources, key requirements will be
variety control, materials certification and traceability. For reasons of variety control, the
number of sources will be limited to the minimum practicable.

2.5 Spares

All vendors of equipment shall be required to complete S.P.I.R. forms as part of the vendor
data requirement, within an agreed period from order placement. The completed S.P.I.R.
forms shall be screened by the LEE Engineering, SHELL Project Teams and operations
engineer, who will take existing spares availability, equipment experience, records,
operational requirements into account, prior to recommending procurement action.
Spares shall be divided into three categories:
a) Commissioning Spares for Pre commissioning
and commissioning
b) Normal Operating Spares
c) Insurance Spares

Project team will be responsible to order spares for categories (a) and (b) and certain critical
high value insurance spares under category (c). These spares will be ordered with the
equipment. Operation department will be responsible for procurement of all other spares.

2.6 Surplus Material

LEE Engineering will keep SHELL surplus materials generation to an absolute minimum.
This will be achieved by the following strategies:-
 Careful monitoring of contingency levels in the design to ensure that
appropriate levels of contingency for scope growth is specified.
 Rapid response to design changes which result in excess materials,
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 Reviewing lists of surplus generated by each phase,
 Rationalise commissioning spares with operational spares, and
Surplus for which other uses cannot be found will be dealt with in accordance with SHELL
disposal procedures.

3 Material Logistics

LEE Engineering will be responsible for all aspects of materials logistics including inland
transport at source, sea freighting, customs clearance, inland transport to site, suitable
warehousing and preservation. LEE Engineering will also be responsible for all logistics
arrangements and vendor representatives required to support construction, commissioning
and initial operations. Materials, or equipment shall not be allowed to drop or strike any
objects which may result in damage or distortion but shall be lifted, lowered and moved
from one position to another by suitable lifting equipment and/or appurtenances. Some of the
SHELL supplied major equipment shall be provided with custom lifting devices which
should be used for lifting the equipment.

Trucks used for the transportation of all materials (including LEE Engineering supplied
items), shall be pre mobbed, free of materials, or debris that might damage or contribute to
the damage of the materials during transport. All materials shall be protected against truck
beds and side metallic protrusions by means of non-metallic soft materials.

3.1 Receipt, Storage, Issue and Reconciliation

LEE Engineering shall keep accurate records of all materials and equipment obtained for
incorporation into the WORK. Separate records shall be kept for each of the following
categories:

i) Those materials and equipment supplied by SHELL.

ii) Those which LEE Engineering has provided for incorporation into a lump
sum part of the WORK; and

iii) Those for which SHELL will be charged at either unit rates or marked-up
cost, where applicable.

The records shall clearly indicate the following:

i) Enter the details of every receipt of materials or equipment on the

WORKSHEET into a Consignment Inwards Record (C.I.R.).

ii) Enter details of all CIR onto a Stock Control Record (S.C.R.). The later shall
be properly maintained and up-to-date at all times.

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iii) Record the issue of every item of material or equipment on the Stock Control
Record.

iv) Make at the end of each month, a stock check of all materials and equipment
for the purpose of reconciling the remaining unused stocks of such materials
with the balances shown on the SCR.

v) Issue to SHELL at the end of each month within the monthly report a copy of
the SCR signed by the CONTRACTOR as being correct and in accordance
with the stock-check carried out at the end of the project month.

SHELL shall have the right to inspect the stores, facilities and records at any time without
prior notice.

3.2 Return of Surplus Materials

LEE Engineering shall return all surplus materials and unused materials and equipment to
SHELL Warehouse, Warri using SHELL procedures defined in contract.

LEE Engineering shall submit a statement of reconciliation of all overages showing a

balance between the materials and equipment supplied either by SHELL or by our company
and the materials and equipment actually used in the WORK.

3.3 Return of Scrap and used Material

LEE Engineering shall return all used materials and equipment to scrap yard using SHELL
procedures defined in contract.

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Appendix A: LEE Engineering Procurement Organization Chart

PROCUREMENT OFFICE

LOCATION OF PROCUREMENT OFFICE

LEE ENGINEERING AND CONSTRUCTION CO. LTD.

KILOMETER 7, NPA EXPRESSWAY,
EKPAN - WARRI,
DELTA STATE, NIGERIA.

PROCUREMENT OFFICE ABROAD BY OEMS

 PON POWER GAS GENERATORS

o PON POWER OIL & GAS BV
P.O. BOX 61
3350 AB PAPENDRECHT
THE NETHERLANDS

 CLARKE ENERGY LIMITED

o POWER HOUSE, SENATOR POINT
SOUTH BOUNDARY ROAD
KNOWSLEY INDUSTRIES PARK
LIVERPOOL L33 7RR ENGLAND

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Appendix B: LEE Engineering Procurement Schedule

OGBOTOBO FLOWSTATION POWER SYSTEM REVAMP PROJECT PROCUREMENT SCHEDULE AS AT ……………… JOB No.

      TESTING ATTENDANCE BY TERMS OF DELIVERY (TOD) PLANNING DATA:

 
    Technical Evaluation Required   EX = EX FACTORY   MR  
      Technical Evaluation Not Required IV = INSPECTION VENDOR ST = SITE   P.O.  
READY
      Technical Evaluation Received  IR = INSPECTION RECEIPT FOB = FREE ON BOARD   R.I DAYS INSPECTION
C&
      CW = CLIENT WITNESS   F = COST AND FREIGHT   R.S DAYS READY SHIPMENT
      IT = THIRD PARTY INSPECTION CIF = COST, INSURANCE, & FREIGHT R.C DAYS READY CLEARING
      DR = DOCUMENT REVIEW   D.S DAYS DELIVERY SITE
                                             
TESTING
    MR / ROA     PURCHASE ORDER           EXPECTED DATE ARRIVE   ACTUAL DATE
A
R PLAN No R DAT C BILL DEPAR ARRIV DEPAR
CAL

M.R/R.D.A ISSUE LAST DESCRIPTION . E VENDOR LEAD T READY EXP. T VESSEL OF T E ARRIVE T ARRIVE ARRIVE
ARRIV LADIN
No. E DATE E E   NAME TIME O FOR     NAME G FOB PORT SITE FOB PORT PORT
CRI TI

  V   SITE   V       D INSPECT.       NO     (3) (4) (5)

                                             

                                         
                                             
                                             
                                             
                                             
                                             
                                             
                                             

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