GENERAL MAINTENANCE

CONSTRUCTION OF AFENOSERVICE CONTRACT

ROAD 665M OF NAOC
X 6M ASPHALT FACILITIES
WORKS AT IRRI
(BUILDING/ESTATE SERVICES) FOR LOT 2 - LAND AREA LOCATION
COMMUNITY IN DELTA STATE - AFENO ASPHALT ROAD - PHASE 1
7200027088
2100002976

26-02-2024
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Table of content

2.0 REFERENCES

3.0 RESPONSIBILITY

4.0 PROCEDURE

4.1 Planning
4.2 Receiving Inspection

4.2.1 Acceptable Items

4.2.2 Not Acceptable Items

4.3 Handling, Storage and Preservation

4.4 Issue to Production
4.5 Materials to Reconciliation

5.0 SITE MATERIALS CONTROL FLOW DIAGRAM

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1.0 SCOPE

This procedure pertains to the material procurement and control quality management
either material supplied by the Client, procured by SHROMB GEOTECHNICAL LTD or
furnished by Subcontractors for incorporation in a specific project.

Applicability of this procedure is limited to materials and equipment inspected and

tested at the source, provided with release certificate and with all required
documentation.

This procedure establishes the minimum quality control criteria to be applied to the
management of site materials. The Project Manager may extend the outlined here
below quality control activities in accordance with the specific needs and contractual
obligations.

2.0 REFERENCES

Reference documents to this procedure are:

- Corporate Quality Assurance Manual

- Organization Procedure

3.0 RESPONSIBILITY

The responsibility of site materials management is assigned as follows:

3.1 The Project Manager or Construction Manager shall be responsible for the
implementation of this procedure.

3.2 The Procurement Coordinator shall be responsible for planning the materials
delivery to the site.

3.3 The Material Coordinator shall be responsible for coordinating all material
management activities on site and for issuing material inspection reports,
maintenance/preservation reports, non-conformity reports, as applicable, and
for updating of the materials, inventory system.
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3.4 The Material Controllers shall be responsible for carrying out quantity and
quality inspection of the materials received on site.

3.5 The Project Field QA/QC Engineer shall be responsible for:

- Monitoring of the inspection activities related to the receipt, storage,

preservation and employment of the project materials.

- Organization, coordination and performance of audits for project activities

related to this procedure.

- Collection and filing of all Q.C. records relevant to the management of

project materials (i.e. Mill Certificates, Test Certificates, Inspection
Reports, Release Notes, Traceability Records, Non-conformities and
relevant dispositions).

3.6 The Discipline Engineer(s) (or Field Engineer) shall be responsible for updating
the A.F.C. drawings with as-built information and, when required, shall assist
material controllers in the materials inspection activities.

4.0 PROCEDURE

4.1 Planning

On the basis of the project materials delivery plan to the site, receiving
inspection details shall be planned in advance by the Material Coordinator.

4.2 Receiving Inspection

All project materials and equipment received on site, whether provided by the
Client, procured by the company or furnished by Subcontractors, shall be
subject to quantity and quality inspection.

Quantity inspection shall consist of systematic and planned

over/shortage/damage checks on all materials received.

Materials shall also be checked for their identification and marking against the
relevant supporting documentation: packing lists, material certificates, etc.
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At the same time, a quality check shall be carried out on the materials regarding
compliance to the respective Release Notes and availability of the required
certification.

In addition, implementation of dispositions relevant to materials previously

found non-conforming shall be verified.

4.2.1 Acceptable Items

All materials (and equipment) found acceptable shall be logged into the
project materials inventory system, adequately stored and made available
for issue to production.

4.2.2 Not Acceptable Items

All materials (and equipment) found not acceptable during

quantity/quality receiving inspection shall be duly identified, marked as
“hold” and transferred to a suitable and properly delineated segregation
area.

A materials Non-Conformity Report shall be raised clearly defining

material identification, details of the non-conformity found, segregation
location, disposition proposed.

The disposition shall be agreed between the involved project function (i.e.
Procurement, Engineering, Planning, Q.C.), and approved by the P.M.

Depending on the non-conformity found and on the complexity of the

required corrective action (time and cost impact on the project schedule)
the disposition may be discussed and agreed also with the Client
Representative.

Once the approved disposition has been implemented the materials shall
be reinspected and if found acceptable, logged into the project materials
inventory system.

All materials definitely rejected shall be duly identified, marked as

“Rejected” and kept into a suitable and properly delimited segregation
area until their final destination has been decided.
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In this case actions shall be taken by the involved organizations in order
to integrate the definitely rejected materials with equivalent acceptable
ones, whether re-procuring or withdrawing them from existing surplus
stock.

All information relevant to rejected materials shall be recorded for materials

reconciliation purposes.

4.3 Handling, Storage and Preservation

All materials shall be handled, transported and stored in accordance with the
contractual specifications and Vendors recommendations.
All stored materials and equipment shall be properly identified and marked and
their storage location recorded at all times for easy traceability purposes when
issued to production.
All materials requiring additional inspection and tests before their issue to
production, or requiring maintenance and/or preservation shall be properly
identified. Maintenance/preservation activities shall be carried out in accordance
with Contract specifications and/or Vendors recommendations.
All maintenance/preservation activities shall be duly recorded.

4.4 Issue to Production

All Materials and equipment shall be reinspected for damages when issued to
production.
All materials and equipment issued to production shall be logged out and
“discharged” for the project materials inventory system.
Where required, materials and equipment identifications and marking shall be
recorded on the “as-built” documentation in order to maintain their full
traceability.

4.5 Materials Reconciliation

Upon completion of the project, a materials reconciliation shall be performed by
the Material Personnel.
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Such reconciliation shall include all materials received, all materials issued to
production, all rejected and surplus materials, all materials re-procured to
reintegrate rejected materials.

Records of the final materials reconciliation shall be kept by the Materials

Personnel for as-built documentation preparation purposes.