BTC Co.

BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION
EXPORTS TURKEY

COORDINATION AND COMMUNICATION PROCEDURE

BTC-PRO-OAG-GEN-011

NEXT REVISION DATE 28.07.2017

8 21.03.2016 Re-Issued for Use (IFI) GP DN EY
7 08.02.2013 Re-Issued for Use (IFI) YA IR/SI/PG AA
6 13.09.2012 Re-Issued for Use (IFI) AT YA / JM AA
5 30.03.2011 Re-Issued for Use (IFI) YA FE SK
4 08.04.2011 Re-Issued for Use (IFI) YA FE SK
3 26.03.2008 Re-Issued for Use (IFI) YA FE SH
2 19.02.2008 Re-Issued for Use (IFI) YA FE SH
1 22.01.2008 Re-Issued for Use (IFI) YA FE SH
0 23.10.2007 Issued for Use (IFI) YA FE SH
C 22.10.2007 Inter Discipline Check (IDC) YA FE SH
REV. DATE PURPOSE PREPARED CHECKED APPROVED

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BTC Co.
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1. INTRODUCTION...................................................................................................3
2. OBJECTIVES........................................................................................................3
3. PROCEDURE....................................................................................................... 4
3.1 Communication Requirements...................................................................................4
3.2 Documentation Requirements....................................................................................8
3.3 Management of Change Requirements...................................................................17
3.4 Audits and Assessments..........................................................................................21
3.5 Inspections and Tests...............................................................................................22
3.6 Material receipt and storage.....................................................................................26
3.7 Reporting..................................................................................................................28

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BAKU-TBILISI-CEYHAN
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COORDINATION AND COMMUNICATION PROCEDURE Rev.8

BTC-PRO-OAG-GEN-011

1. INTRODUCTION

BTC Co. shall manage, monitor and oversee the work of Contractors and Suppliers
Projects in order to assure the efficient execution of the works. This procedure has been
structured around various activities associated with managing quality in projects and
also to ensure effective communication and coordination of processes between BTC Co.
and all Contractors and Suppliers.

This procedure defines the basic quality management requirements associated with
scope of work, which may include various activities related to design, procurement,
manufacturing, fabrication, construction, installation, commissioning, handover to
operations activities or services, such as training, 3 rd party inspection, certification,
maintenance, etc.. The Contractor/Supplier will comply with these basics depending on
the nature of services they provide to BTC Co..

2. OBJECTIVES

This procedure requires that the following objectives are achieved:

 Common processes requiring participation by both BTC Co. and its Contractors
and Suppliers during the execution of the works are identified and agreed by both
parties, in order that Contractor’s/Supplier’s own arrangements and relevant
management systems can be made to comply with them.

 Communication requirements between the Parties are identified in order to

ensure the efficient flow of information.

 Documentation requirements are identified and documents produced/revised for

the works are standardised.

 Conforming products/services are delivered.

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3. PROCEDURE

Contractors/Suppliers should have their own Quality Management System and possess
a valid certificate of registration for ISO 9001 that is issued by an internationally
recognised, accredited organisation, which is independent of the supplier, or should
have commitment to quality and a valid Quality Management System Certificate. If
industry, commodity, or service specific management system standards are deemed
more appropriate, these may be specified in place of ISO 9001 (an example of such
standards is API Spec Q1 and API Spec Q2). Contractors/Suppliers shall review their
Quality Management System against the requirements of the contract and prepare
Contract/Project Specific Quality Plan and any supporting documentation accordingly.

Only the main and formal processes are described in this Procedure, which are:

 Correspondence flow

 Documentation flow

 Control and Management of Changes

 Audits and Assessments

 Inspections and Tests

 Reporting

3.1 Communication Requirements

All verbal and e-mail communications shall be deemed unofficial unless followed
by written confirmation via signed Letter or Document Transmittal, such condition
is applicable only to technical matters; all commercial and contractual discussions
shall be conducted by/through BTC Co. PSCM Department.

Below e-mail address is the official BTC Co. Document Control Centre address,
to which the electronic copies of signed letters, document transmittals and
associated documents can be sent:
ankaradcc@bp.com

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Correspondences shall be maintained within the document control systems of

both parties (BTC Co. and BTC Co.’s Contractor/Supplier) and each
communication shall be numbered in accordance with following coding
requirement:

TYPE CODE - ORIGINATOR CODE - RECEIVER CODE - SEQUENTIAL NO

For Letters:
LET-OOO-RRR-XXXXXX,

For Document Transmittals:

DOT-OOO-RRR-XXXXXX

For Minutes of Meetings:

MOM-OOO-RRR-XXXXXX

Where,
OOO and RRR = Correspondence Originator and Receiver codes
(same as Document Originator Code in Section 3.2 below)

XXXXXX = Sequential Number

Number with 6 digits commencing at 000001 for each combination

A specific past correspondence or document number, which in a way effects

current correspondence by its subject or content, shall be referenced on the
letter.

Document transmittal and Minutes of Meeting templates are provided herewith.

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COORDINATION AND COMMUNICATION PROCEDURE Rev.8

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.
Company Name – Logo

DOCUMENT TRANSMITTAL

TO : FROM :

Transmittal No : DOT-OOO-BTC-xxxxxx Date : ../../….

Dear Sir/Madam

We enclose/are sending you under separate cover, the document(s) listed below.
Item Document Number Revision No. of Document Title Status*
No. Prints

* Status of enclosed documents To be delivered by;

4. As Requested
1. For Information Mail :
5. For Implementation
2. For Review/Comment Airmail :
6. For Procurement
3. For Approval Hand :
7. Other
Courier :

Response Required Latest by (Just for above item 2 & 3):

Name :

Sign:

Date:

I acknowledge receipt of the documents described above;

Signature:

Date :

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BTC Co.
BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKEY BRANCH
MINUTES OF MEETING

Minutes of Meeting No.:MOM- - - Meeting Chairman:

Meeting Date: Minutes Reported By:

Objective of Meeting: Attendees:

Copies to: Central File,

Item Minute Action
No.
By Due Date:

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3.2 Documentation Requirements

All Documents and Drawings prepared by the Contractor/Supplier shall be in line
with the below Document, Drawing and Form Numbering and Revision Sequence
Requirements and officially submitted to BTC Co. via Document Transmittal.
Documents will be submitted as electronic copies only, unless otherwise is
requested at any stage of the works until final documentation stage. Final
documentation shall be provided both as hard copy and electronic copy in
native/editable format.

All documentation officially received from the Contractor/Supplier shall be

distributed to the relevant BTC Co. disciplines for internal review and comments
shall be consolidated on Document Comment Sheet (DCS) Form and submitted
to Contractor officially via Transmittal Form.

Document cover page / Drawing title Block and Document Comment Sheet
template are provided herewith.

Document, Drawing and Form Numbering

All deliverable documents prepared within BTC Co. and by Contractors/Suppliers
shall be numbered in accordance with the following code,

AAA-BBB-CCC-DDD-XXX

Where;

AAA = Document Originator code

e.g. BTC for BTC Co. documentation, etc.

Other Originator Codes (for Contractors, Suppliers etc) will be created when
required.

BBB = Document Type code

BCA - Business Case Assessment
BOM - Bill of materials
BOQ - Bill of quantities
BOD – Basis of Design
CAL - Calculation
CAT - Catalogue
CER - Certificates
CHR - Chart
CON – Contracts
COR – Project Close-out Report with Post Project Assessment
CRB - Construction Record Book
CRC – Construction Readiness Checklist
CSR – Concept Selection Report
DAT - Data Sheet
DBC - Drawing, wiring schematic

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DBD - Drawing, block diagram

DDT - Drawing, detail
DGA - Drawing, general arrangement
DLP - Drawing, loop diagram
DPD - Drawing, P&ID
DPF - Drawing, PFDs
DRG - Drawing, general
DSC - Drawing, schematic
DSP – Decision Support Package
FCN – Field Query / Change Notice
LST - List
MAN - Manual
MAP - Projected map
MPR - Monthly Progress Report
MRB - Manufacturing Record Book
MST - Method Statement
MTX - Matrix
ORG - Organisation Chart
PDC - Project Deliverable Checklist
PIR - Project Initiation Report
PLN – Plan
PQP - Prequalification Package
PRO - Procedure
PST - Process Safety THREAT Checklist
PSS – Process Safety STUDY Checklist
PUR - Purchase Order
REG – Register
REP - Report
REQ – Requisition
RIA - Risk Assessment
SBP – Setting Business Priorities
SCH – Schedule
SHR – Stake Holder Relationship Interface Management Plan
SOR - Statement of Requirements
SPC - Specification
TEP - Tender Evaluation
TNO - Technical note
TNP - Tender package
TQN – Technical Query
OMB – Operation and Maintenance Data Book
WBS – Work Break Down Structure
WIN - Work Instruction
WPR - Weekly Progress Report

CCC = Document Discipline code

OAG: Operations Assurance
TEM: Technical Manager
HSM: Health and Safety Manager
COM: Compliance Manager
ESM: Environment and Social Management

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HSE: Health and Safety & Environmental

SCM: Contracts and Procurement
QAC: Quality Assurance and Control
PPC: Purchasing/Procurement
SEC: Security
SOC: Social Responsibility
SCM: PSCM
DCC: Document Control
FIN : Finance
HRM : Human Resources
CEA : Communications and External Affairs
PRJ: Project
ENM: Environment
ENG: Engineering, General
EMT: Engineering, Marine Terminal, General
EMP: Engineering, Marine Terminal, Process
EMD: Engineering, Marine Terminal, Design
EMM: Engineering, Marine Terminal, Piping Material
EMR: Engineering, Marine Terminal, Rotating Equipment
EME: Engineering, Marine Terminal, Electrical
EMJ: Engineering, Marine Terminal, Instrumentation and Control
EMC: Engineering, Marine Terminal, Civil and HVAC
EST: Engineering, Stations, General
ESM: Engineering, Stations, Piping Material
ESJ: Engineering, Stations, Instrumentation and Control
ESP: Engineering, Stations, Process
ESR: Engineering, Stations, Rotating Equipment
ESD: Engineering, Stations, Design
ESE: Engineering, Stations, Electrical
ESC: Engineering, Stations, Civil and HVAC
EPL: Engineering, Pipeline, General
EPM: Engineering, Pipeline, Pipeline Material
EPJ: Engineering, Pipeline, Instrumentation and Controls
EPE: Engineering, Pipeline, Electrical
EPD: Engineering, Pipeline, Design
EPC: Engineering, Pipeline, Civil
EPT: Engineering, Pipeline, Station
EPP: Engineering, Pipeline, Cathodic Protection
ETS: Engineering, SCADA Telecom Electrical

DDD = Geographical Location Code

GEN = General
PLA = Pipeline Lot A
PLB = Pipeline Lot B
PLC = Pipeline Lot C
PLG = Pipeline General
SPX = Stations, Pumping (X= Station No)
SRX = Stations, Pressure Reducing (X = Station No)
SMX = Stations, Metering (X= Station No)
BXX = Block Valves (XX = Block Valve Number)

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BVG - Block Valves, General

SCT = SCADA/Telecommunications
TRG = Terminal General

XXX = Sequential Number

Number with 3 digits commencing at 001 for each combination
Note: For drawings with multiple sheets under the same drawing number, the
numbering code shall include ‘Sheet No.’ and ‘No. of Sheets’. All sheets of these
drawings shall be issued at same revision as complete set.

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BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION

COORDINATION AND COMMUNICATION PROCEDURE Rev.8

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Document revision sequence for new documents

All documents shall be given a single alpha revision code, e.g. A, B, C etc. during
document development stage; i.e., until the formal stage of ‘Approved’ for it’s
intended purpose, when the document shall be given the single digit code 0.
Thereafter any further revisions shall be given the progressive digital code in the
sequence 1, 2, 3 etc.
Rev. A Discipline Internal Check (DIC)
Rev. B Inter Discipline Check (IDC)
Rev. C Issued for Review (IFR)
Rev. 0 Issued for Implementation (IFI)
Rev. 1 Re-Issued for Implementation (ref. to document that authorised the
change)
Rev. X As-Built

Document revision sequence for existing documents

Contractor/Supplier may be required to revise already existing BTC Pipeline
documents that were produced during BTC Project Execution time. When re-
issuing an already existing Project document, the original revision ladder shall be
kept on the document (Rev.0, 1,…X etc) and an additional row shall be added on
top with the next revision and it shall be named as “Re-issued Contract Ref – for
purpose by EEE.”. Below are some examples:

Example-1 : An existing document (not-as-built-left at numeric revision)

Rev. A Discipline Internal Check (DIC)
Rev. B Inter Discipline Check (IDC) Original revision
Rev. C Issued for Review (IFR) information to be
Rev. 0 Issued for Approval kept as it is
Rev. 1 Re-Issued for Approval
Rev. XA Re-Issued for Contract Ref. – DIC by EEE
Rev. XB Re-Issued for Contract Ref. – IDC by EEE
Rev. XC Re-Issued for Contract Ref. – IFR by EEE New revisions
Rev. X0 Re-Issued for Contract Ref. – IFI by EEE produced during
Rev. X1 Re-Issued for Contract Ref. – IFI by EEE implementation
(If another revision is required for this document the next row
will be Rev.X2 “Re-issued for Contract Ref. -IFI by EEE”.)
(EEE is the party that re-issues an existing document,
e.g. BTX. )
Rev. XX As-Built for Contract Ref. – by EEE

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Example-2 : An existing document (as-built)

Rev. A Discipline Internal Check (DIC)
Rev. B Inter Discipline Check (IDC)
Rev. C Issued for Review (IFR) Original revision
Rev. 0 Issued for Approval information to be
Rev. 1 Re-Issued for Approval kept as it is
Rev. X As-built
Rev. XA Re-Issued for Contract Ref. – DIC by EEE
Rev. XB Re-Issued for Contract Ref. – IDC by EEE
Rev. XC Re-Issued for Contract Ref. – IFR by EEE New revisions
Rev. X0 Re-Issued for Contract Ref. – IFI by EEE produced during
Rev. X1 Re-Issued for Contract Ref. – IFI by EEE implementation
(If another revision is required for this document the next row
will be Rev.X2 “Re-issued for Contract Ref. -IFI by EEE”.)
Rev. XX As-Built for Contract Ref. – by EEE

Document Management and Final Documentation

The Contractor/Supplier shall ensure that they maintain only copies of the ‘Issued
for Implementation’ (IFI) documents and drawings for use.

Documents and Drawings shall be maintained progressively in the ‘as-built’ form;

i.e. any changes approved by BTC Co. in accordance with Management of
Change requirements and implemented at site shall be marked up on documents.
At any time during implementation the as-built copy shall reflect the ‘as-is’
situation. Therefore, the Contractor/Supplier shall need an effective procedure to
ensure day to day modifications to the design are always incorporated into the
as-built copies.

At the completion stage of the projects, Contractor/Supplier shall compile

documentation, records and data that were produced during execution of the
works and submit as final documentation in the form of:

1- Construction/Manufacturing Record Book covering:

 Construction / Manufacturing Procedures, Method Statements, Risk

Assessments
 Health and safety documents
 Environmental documents
 Inspection and Test records and certification (including the GOC forms)

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2- Operation and Maintenance Data Book covering

 Relevant Employer Design Drawings – as-built

 Construction / Manufacturing Engineering Drawings – as-built
 Data sheets, specifications
 Commissioning procedures
 Operation and Maintenance manuals
 Operating spares and Preservation data
 Safety Data

Final documentation shall be submitted in soft and hard copy, number of copies,
filing structure, final content shall be advised by BTC Co. in accordance with the
requirement.

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Document Cover Page / Drawing Title Block

Rev. Date Description Prepared Checked Approved

No. ORIGINATOR

BAKU-TBILISI-CEYHAN PIPELINE COMPANY

Document Title

Contractor

Subcontractors Document No. Rev.

AAA BBB CCC DDD XXX

Org. Doc. Disc. Geog. Ser.
Code Type Code Area No

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Document Comment Sheet (DCS)

BTC Co.
BAKU-TBILISI-CEYHAN
Page .. of .. PIPELINE COMPANY-TURKISH SECTION

DOCUMENT COMMENT SHEET

Document Comment Sheet No.: DCS-AAA-XXX

Document Number/Revision :
Document Title :
Document Originator :

BTC Review Department:

Commnets:

Comment Code
1. No comments, work may proceed.
2. Revise & resubmit, work may proceed subject to incorporation of
comments or changes indicated.
3. Revise and resubmit, work may not proceed.

Review By :

Date :

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3.3 Management of Change Requirements

Contractors shall develop project specific Management of Change Procedures
based upon the requirements described within this document and customised to
suit their needs. The objective of the MoC Procedure shall be to control changes
that occur within the Projects, to ensure that the risks associated remain at an
acceptable level and the effects they have are evaluated and communicated
around the affected parties in a logical manner.

During the course of implementation works of projects, it may be necessary for

the Contractor/Supplier to request change or clarification or there may be need to
deviate from the requirements set by “issued for use” documentation
(specifications, datasheets, drawings, etc.).

Identification, communication and managing changes are the responsibility of

Contractor/Supplier.

For the technical integrity of the whole system, it is essential that BTC Co. is
properly involved in review, assessment and approval stage of any change or
deviation requirement before implementation and manufacturing.

The Contractor/Supplier shall officially submit any queries or requests in the form
of

- Field Query / Change Notice

or
- Deviation Request

whichever appropriate, as described below. Relevant supporting documentation

such as marked up drawings or sketches shall be attached to clearly define the
query or request when required.

The Contractor/Supplier shall not proceed on assumptions of technical

requirements, and await official BTC Co. response before implementation.

Any approved Change or Deviation shall be communicated with all affected

parties (within the Contractor/Supplier organisation and their Sub-Contractors
where applicable), so that the actual implementation is in line with the recent
changes. All affected documentation shall be marked up to reflect the changes
(See documentation requirements Section 3.2).

Any change to the ‘Issued for Implementation’ documents must be traceable to

an authorized Field Query / Change Notice or a Deviation Request.

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Field Query / Change Notice

Change or clarification requests shall be controlled by formal Field Change

Notice / Field Query (FCN) process. The Contractor/ Supplier prepare below self-
explanatory FCN form when there is a need for
- small changes that do not affect the requirements set in specifications
or
- clarification of design, engineering or specifications.

The FCNs shall be uniquely numbered and officially transmitted to BTC Co..

Deviation Request

The need for deviation normally occurs when specified requirements cannot be
achieved, which should be identified before proceeding. The reason may be
Health, Safety, Environment, Social, Constructability, Operation and Maintenance
requirements, Security, Interfaces, etc. each of which may influence the other.

The Contractor/Supplier shall prepare below Deviation Request Form and

officially submit to BTC Co. before proceeding. Deviation Requests shall be
uniquely numbered.

In case a deviation is identified after the implementation then the non-

conformance system shall come into force. Supplier or Contractor may apply for
a Deviation; which is a formal application to accept the non-conforming product or
process ‘as-is’.

Deviation is the formal application that a change not affecting the Scope of Work
(e.g. quantity, price fluctuations) has occurred.

Change in Site Execution Work Methods

Contractor / Supplier shall prepare a Method Statement and Risk Assessment for
all site works and submit officially to BTC Co. for approval before site works
commence.

During execution of the works, it may be necessary to change the execution

method. In this case the approved Method Statement and related Risk
Assessment shall be revised accordingly and re-issued for approval of BTC Co..

Contractor / Supplier shall continue the site works only after the revised version
of the Method Statement and Risk Assessment is approved by BTC Co..

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BTC Co.
BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION

FIELD QUERY / CHANGE NOTICE FORM

Issue Date: Form No: AAA-BBB-CCC-DDD-XXX Page 1 of 1
Section 1: Contractor
Subject:
Details of Query / Proposed Change:

Attachments:

Contract References:
Affected Documents/Drawings:

Assessment of Likely effects:

Yes No N/A
Cost Increase
Delay on Schedule
Safety Improvement
Environmental Improvement
Technical Integrity Improvement

Response required latest by:

Name :

Signature :

Date :
Section 2: BTC Co:
Remarks:
Name :
The Change Request is

Accepted, please proceed : Signature :

Rejected, do not proceed :
Date :

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BTC Co.
BAKU-TBILISI-CEYHAN
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DEVIATION REQUEST

Deviation Request No.: -DVR- - -

SECTION A: PROPOSED DEVIATION DETAILS

SECTION B: REASON FOR DEVIATON

SECTION C: CONTRACT REFERENCES

SECTION D: DEVIATION ASSESSMENT – TECHNICAL

Technical impact ………………………… Negative Positive None

Quality/Safety/Environmental impact ……. Negative Positive None

See attached details of impact Technical Integrity Quality Safety Environmental

SECTION E: DEVIATION ASSESSMENT – COST / TIME – ESTIMATED

Cost Impact …………………… Negative Positive None

Schedule Impact …… ………… Negative Positive None

SECTION F: ORIGINATOR
Deviation Request prepared and authorized by;
Prepared: Authorized:

Name: Name:

Signature: Signature:

Date: Date:

SECTION G: DISPOSITION (BTC Co.)

Changes to Documents / Drawings Required?
The Deviation Request has been;
Yes
Approved:
No
Approved with Reservations:

Rejected (see below):

Reservations, or Rejection Details;
Signed:
Date:

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3.4 Audits and Assessments

Quality Management Systems of Potential Contractors and Suppliers will be
assessed by BTC Co., wherever deemed necessary, during bidding exercise
prior to contract award.

After Contract award, Quality Management System of Contractors and Suppliers

will be periodically audited by BTC Co. . BTC Co. will officially notify Contractors
and Suppliers the scope and Terms of Reference of the audit, by giving 1 week
advance notice.

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3.5 Inspections and Tests

All required inspections and tests to be carried out during the Contract scope of
work shall be planned by the Contractor/Supplier and related Inspection and Test
Plan (ITP) shall be prepared and submitted for prior approval by BTC Co. before
Construction/Manufacturing can commence.

Initial Inspection and Test Plans shall be submitted to BTC Co. for approval as a
minimum 2 weeks prior to the related Construction/Manufacturing activities
commencing. The Contractor/Supplier shall ensure that no work covered by the
Inspection and Test Plan scope is carried out until the ITP is approved by BTC
Co. A maximum of 10 days shall be allowed for this process..

BTC Co. shall, as a part of the review comments, provide the Contractor/Supplier
with the inspection, witnessing and hold requirements of BTC Co. and any
nominated Third Party. The Contractor/Supplier shall ensure that these
requirements are included in the original plan before re-submitting for approval.

Inspection and Test Plans shall contain the information, structure and content of
the sample ITP format below. The Contractor/Supplier shall either use the sample
in its entirety, or ensure that their Plan covers description of the activity,
controlling document, acceptance criteria, and quality record as a minimum.

The Contractor/Supplier shall ensure that BTC Co. is given adequate and formal
notice (minimum of 5 working days) of the intention to carry out a test or
inspection identified as an inspection, hold or witness point by BTC Co.

The Contractor/Supplier shall ensure that an Inspection Check List and

inspection itinerary, including date, time, meeting point and representatives are
prepared in relation to Inspection and Test Planning.

A complete set of Guidance on Certification (GoC) forms will be provided to

Contractor by BTC Co. The Contractor/Supplier shall use own forms as Quality
Records as long as the content is compatible with the relevant Inspection scope
or prepare Project Specific Forms (PSF) to be used as Quality Record. The
Contractor/Supplier shall also complete the associated GoC forms for the
relevant steps of projects including mechanical completion and system handover.

Contractor/Supplier shall ensure that all questions of the check list are inspected
and answered. Inspection details and relevant findings are reported to BTC Co..
Any non-conformity is recorded on Non-Conformance Report (NCR), all NCRs
are signed and countersigned by the responsible party before closing the
inspection.

Factory acceptance testing (FAT)

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BTC-PRO-OAG-GEN-011

FAT is intended to prove that the device/equipment/skid meets contractual

specification(s) prior to its release from the vendor shop to the construction site,
for integration into the facilities.

All critical device/equipment/skid that requires FAT shall be identified and

included in the relevant ITP. Attendance by BTC Co. shall be identified during ITP
review.

FAT procedure shall be written to define the purpose and scope of FAT, required
test equipment, roles (vendor, inspector, etc.), and expected test results. FAT
report shall be prepared to record events and accompanied with Punch List
identifying exceptions and incomplete work.

Inspection Release Note (IRN)

Depending on the criticality of the works, Inspection Release Note (IRN) shall be
used to control release by BTC Co. and/or Contractor/Supplier before dispatching
the material or equipment from manufacturing facilities to construction site.
IRNs shall be identified on the relevant manufacturing/fabrication ITPs as HOLD
points.

IRN shall confirm that design, procurement, and quality assurance process has
delivered equipment fully compliant with standards and specifications and shall
be supplemented with the relevant material certification, Punch List identifying
exceptions and incomplete work, wherever applicable.

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 BTC Co.
BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION

COORDINATION AND COMMUNICATION PROCEDURE Rev.8

BTC-PRO-OAG-GEN-011

BTC Co.
BAKU-TBILISI-
CEYHAN
PIPELINE
COMPANY-
TURKISH
Inspection Release Note No: IRL- -

Inspection Number:

Inspected Organization:

Scope of Inspection:
Release Details
Section A Released Items;
Following release inspection, the following items are hereby released for delivery;

Signed (Inspector)
Item Description Item Serial Number(s)

Section B Released with Reservations;

The following released items are the subject of non conformances, which do not prevent delivery;

Signed (Inspector)
Non Conformance Report
Item Serial Number(s)
No.

Section C Rejected Items;

The following items are the subject of non conformances, which have prevented their release for
delivery;

Signed (Inspector)
Item Serial Number(s) Non Conformance Report No.

Section D Follow up Action;

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BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION

COORDINATION AND COMMUNICATION PROCEDURE Rev.7

BTC-PRO-OAG-GEN-011

Page 1 of 1 BTC Co.

BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION
EXPORTS TURKEY
INSPECTION AND TEST PLAN
DOCUMENT NO.: ORIGINATOR: SCOPE OF PLAN: DATE:
REVISION:
Stage Description of Controlling Acceptance Quality Inspection, Test and Witnessing Plan
No. Activity Document Criteria Record Contractor/ BTC Third Party Other
Supplier

Prepared By: Legend;

W = Witness I = Inspection
Checked By:
W x% = Witness percentage I x% = Inspection percentage
C = Check H = Hold Point
Approved By:
* PSF/GoC form No

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BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION

COORDINATION AND COMMUNICATION PROCEDURE Rev.7

BTC-PRO-OAG-GEN-011

3.6 Material receipt and storage

As soon as possible following receipt of an item at site, contractor shall check for
transit damage, shortage, anomaly, documentation, and certification.
Thoroughness of check shall be determined by complexity, criticality, and fragility
of item. Alternatively, BTC Co. may choose to witness contractor check or
conduct his own.

Item received at site without required certification shall be quarantined.

Contractor shall inform BTC Co. of any non-conformity, overage, shortage or

damage found and proposed corrective action or disposition.

Any non-conformity shall be recorded on Non-Conformance Report (NCR), all

NCRs are signed by the inspector and countersigned by the responsible party
before closing the inspection and leaving the site.

Any overage, shortage or damage with the material received shall be recorded in
Overage, Shortage, Damage (OSD) Form, supported with photographs when
required.

One copy of countersigned NCR form or signed OSD Form shall be sent to BTC
Co. Document Control Center for official records.

After inspection, equipment and materials shall be stored and preserved in

accordance with Vendor recommended procedures and with due regard to
equipment criticality.

For items supplied without Vendor recommendations, Contractor/Supplier shall

put storage and preservation procedures in place.

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 BTC Co.
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PIPELINE COMPANY-TURKISH SECTION

COORDINATION AND COMMUNICATION PROCEDURE Rev.7

BTC-PRO-OAG-GEN-011

BTC Co.
BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION
BTC TURKEY EXPORTS

OVERAGE, SHORTAGE & DAMAGE REPORT

Overage, Shortage & Damage Report No: OSD- -
SECTION 1: MATERIAL DELIVERY DETAILS
Purchase Order Number:

Material Supplier:

Date and Time of Inspection:

Method of Delivery:

Material Description Quantity

Supplied

Tick Applicable Boxes :

a. Material received represents a SHORTAGE of quantity as required by the Purchase

Order.

b. Material received an OVERAGE of quantity as required by the Purchase Order.

c. Material received has been checked and has been damaged in transit.

Details of Overage, Shortage and/or Damage;

See attachment for photographs before and after opening the package.

SECTION 2 DISPOSITION

Signature (Inspector) :

Date:

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BAKU-TBILISI-CEYHAN
PIPELINE COMPANY-TURKISH SECTION

COORDINATION AND COMMUNICATION PROCEDURE Rev.7

BTC-PRO-OAG-GEN-011

3.7 Reporting
Contractor/Supplier shall prepare Schedules for the project in accordance with
the Contract and shall provide Weekly Progress Reports, if not required in a
different frequency in the Contract. All progress reports shall be authorized by the
Contractor/Supplier before dispatch and shall be officially submitted to BTC Co.
via Document Transmittal within the frequency and cut-off date requirements.

The Progress Reports shall contain the information related with the main
headings below:

1- HSE
2- Summary of Progress
3- Areas of Concern
4- Actions Taken to Address Areas of Concern
5- Two Week Look ahead
6- Main Events for Next Reporting Period
7- Attachments

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