Engineering Procedure
SAEP-31 19 November 2008
Corporate Equipment and Spare Parts Data Requirements
Document Responsibility: Project & Strategic Purchasing Dept.
Saudi Aramco DeskTop Standards
Table of Contents
1 Scope............................................................. 2
2 Applicable Documents.................................... 2
3 Instructions..................................................... 2
4 Responsibilities.............................................. 3
5 Exemptions and Waivers............................... 5
Previous Issue: 30 September 2003 Next Planned Update: 19 November 2013
Page 1 of 5
Primary contact: Bassam, Adnan Hamad on 966-3-8740620
CopyrightSaudi Aramco 2008. All rights reserved.
Document Responsibility: Project & Strategic Purchasing Dept. SAEP-31
Issue Date: 19 November 2008
Next Planned Update: 19 November 2013 Corporate Equipment and Spare Parts Data Requirements
Page 2 of 5
1 Scope
This procedure details the requirements for the acquisition of technical and catalog data
for equipment, spare parts and operating materials, commonly referred to as a Spare
Parts Data Package (SPDP), for all new or re-furbished equipment purchases originated
for capital projects, BI 1900 projects, and by proponent/MRO organizations.
2 Applicable Documents
The requirements contained in the following documents apply to the extent specified in
this procedure:
Saudi Aramco Engineering Procedures
SAEP-14 Project Proposal
SAEP-3101 Equipment and Spare Parts Data Requirements
for Contractor Procured Equipment
SAEP-3102 Equipment and Spare Parts Data Requirements
for SAPMT Originated Requisitions
SAEP-3103 Equipment and Spare Parts Data Requirements
for Proponent/MRO Originated Requisitions
3 Instructions
3.1 Purpose
The acquisition of technical and catalog data for the equipment, spare parts and
operating materials required to operate and maintain new equipment is a
complex and lengthy process. It requires teamwork, and the cooperation of
Suppliers, Saudi Aramco Project Management Teams (SAPMTs), Contractors,
Materials Supply Departments, Proponents, and Maintenance Repair and
Operating (MRO) organizations. As such, it is essential that each organization
understands its role in the overall process and executes its responsibilities in a
manner that will ensure availability of spare parts and operating materials before
the new equipment is put into service. This procedure outlines the roles and
responsibilities of all organizations involved in the cataloging data acquisition
process.
3.2 Data Acquisition Process
3.2.1 The equipment and spare parts data acquisition process begins when a
Request For Quotation (RFQ) is issued to a Supplier for any equipment
Document Responsibility: Project & Strategic Purchasing Dept. SAEP-31
Issue Date: 19 November 2008
Next Planned Update: 19 November 2013 Corporate Equipment and Spare Parts Data Requirements
Page 3 of 5
that may require spare parts or operating materials for its operation and
maintenance. The RFQ must contain specific instructions to the bidders
that shall require the successful Supplier to provide full and complete
equipment, spare parts, and operating materials information referred to
as a Spare Parts Data Package (SPDP). One SPDP is required for each
purchase order with subsections as required for each type of equipment.
The SPDP must contain all the technical and spare parts data required by
Saudi Aramco to identify, standardize and catalog spare parts and
operating materials in the Saudi Aramco Materials System. Detailed
requirements for the SPDP specific to the equipment being purchased are
contained in the instructions provided with the RFQ and purchase order
and in accordance with the procedures listed in Section 2. The technical
data and literatures, that each Supplier is required to provide, are
considered essential for Saudi Aramco to adequately catalog the spare
parts and operating materials to assure their availability at start up.
3.2.2 Instructions for waiving a SPDP, in whole or in part, are contained in
Section 5 of this procedure.
3.2.3 Upon receipt of the SPDP, Saudi Aramco will review the package for
completeness and accuracy. Any deficiencies will be directed to the
Supplier for resolution. Once accepted, the SPDP information will be
used to identify and catalog, purchase, store, replenish, and issue spare
parts and operating materials.
4 Responsibilities
4.1 Saudi Aramco Project Management Team
The SAPMT is responsible to:
4.1.1 Make the Contractors aware of the spare parts cataloging data
requirements during the job explanation meeting. Materials
Standardization Division (MSD) of Projects & Strategic Purchasing
Department (P&SPD) should be invited to help clarify these
requirements.
4.1.2 Ensure that the Contractors submit accurate and complete SPDPs for
their originated purchases in accordance with SAEP-3101.
4.1.3 Obtain accurate and complete SPDPs for all SAPMT originated
requisitions from suppliers for submittal to MSD, in accordance with
SAEP-3102.
Document Responsibility: Project & Strategic Purchasing Dept. SAEP-31
Issue Date: 19 November 2008
Next Planned Update: 19 November 2013 Corporate Equipment and Spare Parts Data Requirements
Page 4 of 5
4.1.4 Coordinate with MSD to ensure that the SPDPs are submitted and
accepted in a timely manner and SPDP deficiencies are promptly
resolved and accepted by MSD.
4.2 Saudi Aramco Direct Charge (DC) Purchase Requisition Originators
MRO organizations, BI-1900 projects, and Proponents other than SAPMTs who
originate requisitions for DC purchases of equipment that may require spare
parts and operating materials for its operation and maintenance are responsible
to:
4.2.1 Transmit the Saudi Aramco Spare Parts Instructions to Suppliers as part
of the requisition in accordance with SAEP-3103.
4.2.2 Obtain accurate and complete SPDPs and submit them to MSD in
accordance with the SPDP submittal schedule outlined in SAEP-3103.
4.2.3 Ensure that any SPDP deficiencies are promptly resolved and that the
SPDP is formally accepted by MSD.
4.3 Saudi Aramco Materials Standardization Division (MSD)
MSD is responsible to:
4.3.1 Review and approve SPDP Waiver requests.
4.3.2 Verify the accuracy and completeness of the SPDP data received from
supplier, and highlight deficiencies to originators.
4.3.3 Catalog the spare parts and operating materials and upload them in
SAP/R3.
4.3.4 Initiate purchase requisitions ordering parameters to procure new spare
parts and operating materials.
4.4 Saudi Aramco Purchasing Departments (PDs)
PDs are responsible to:
4.4.1 Procure spare parts and operating materials (included in the MSD
initiated purchase requisitions ordering parameters) in time to support
operation and maintenance of the new equipment.
4.4.2 Develop Purchase Agreements for candidate materials, Parts
Management Programs and other strategies to ensure uninterrupted
supply of the spare parts and operating materials.
Document Responsibility: Project & Strategic Purchasing Dept. SAEP-31
Issue Date: 19 November 2008
Next Planned Update: 19 November 2013 Corporate Equipment and Spare Parts Data Requirements
Page 5 of 5
4.5 The Proponent/MRO organizations are responsible to:
4.5.1 Identify and approve capital spares requirements.
4.5.2 Initiate requisition or Project Change Request (PCR) for additional long
lead or capital spares identified by the Contractor.
4.5.3 Purchase selected unused startup spares from Contractor through the
SAPMT in accordance with SAEP-14, Project Proposal.
5 Exemptions and Waivers
Exemptions and Waivers from the requirement of submitting SPDPs are defined below:
5.1 Exemptions: For equipment already covered under an existing Maintenance
Services Contract where the Contractor is responsible for
supplying spare parts.
5.2 Waivers: For equipment identical or nearly identical to previously supplied
equipment.
Detailed instructions to waive the SPDP submittal requirements are contained in
SAEP-3101, SAEP-3102, and SAEP-3103 (Appendix E).
Revision Summary
19 November 2008 Major revision.
