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Transnet Capital Projects

Project Documents Handover Procedure

Note: Check Aconex for latest revision

2684358-P-A00-DC-PO-003(03) Project Documents Handover Procedure.docx of 69

Table of Contents

1. Purpose ...................................................................................................................................................... 5

2. Scope ......................................................................................................................................................... 5

3. Terminology / Definitions .......................................................................................................................... 5

4. References ................................................................................................................................................. 8

5. Responsibilities .......................................................................................................................................... 8

5.1 Designated Handover and Closeout Manager ............................................................ 8

5.2 Project Manager .......................................................................................................... 8

5.3 Document Control Manager ....................................................................................... 8

5.4 Design Engineer ........................................................................................................... 9

5.5 Procurement and Contracts Administration Manager ................................................ 9

5.6 Contracts Administrator .............................................................................................. 9

5.7 Quality Manager – Systems ......................................................................................... 9

5.8 Aconex Pty Ltd ............................................................................................................. 9

5.9 Document Responsibility Matrix ............................................................................... 10

6. Procedure ................................................................................................................................................ 13

6.1 General ...................................................................................................................... 13

6.2 Milestones ................................................................................................................. 13

6.3 Document Types ........................................................................................................ 14

6.4 Document Tracking ................................................................................................... 14

6.5 Documentation Classification .................................................................................... 14

6.6 Electronic Documentation Sets ................................................................................. 14

6.7 File System ................................................................................................................. 15

6.8 Sample Construction Data File Numbering System .................................................. 16

6.9 Construction Completion Requirements ................................................................... 17

6.9.1 Requirements for MC are as follows: ........................................................................ 17

6.9.2 Ready for Commissioning Requirements (Multi‐Discipline) ..................................... 17

6.9.3 Beneficial Operation / Final Completion ................................................................... 19

6.10 Isometric Model ........................................................................................................ 19

6.11 Quality ....................................................................................................................... 20

6.12 As‐Built Redline Mark Ups ......................................................................................... 20

6.13 “Wet” Signature Documentation .............................................................................. 20





6.14 CAD Drawing Files (Source Files) ............................................................................... 21

6.15 Internal Design Documentation ................................................................................ 21

6.16 Construction/Contractor documentation hierarchy ................................................. 21

6.17 Pack Definition .......................................................................................................... 22

6.18 Punch lists / Check Sheets ......................................................................................... 22

6.19 Operating & Maintenance Manual content .............................................................. 22

6.20 Data Book Content .................................................................................................... 23

6.21 System Pack Content (Data Pack) .............................................................................. 25

6.22 Test Pack Content ...................................................................................................... 25

6.23 Electrical/Instrumentation C.O.C’s: ........................................................................... 25

6.24 Health and Safety File ................................................................................................ 28

6.25 Environmental File ..................................................................................................... 28

7. Records .................................................................................................................................................... 28

A1. Annexure: Handover Pack Index File Cover Sheet .................................................................................... 29

A2. Annexure: Handover Pack Index File Spine ............................................................................................... 30

A3. Annexure: Handover Pack Index ............................................................................................................... 31

A4. Annexure: Handover Pack Unit File Cover Sheet ...................................................................................... 32

A5. Annexure: Handover Pack Unit File Spine ................................................................................................. 33

A6. Annexure: Hand Over Pack Unit Index ...................................................................................................... 34

A7. Annexure: System Pack Index ................................................................................................................... 35

A8. Annexure: Test Pack Index ........................................................................................................................ 36

A9. Annexure: File Section Separator / Insert Sheet ....................................................................................... 37

B. Annexure – Typical Test Pack Content .................................................................................................... 38

C. Annexure ‐ Completions Schematics ....................................................................................................... 43

D. Annexure: Document Handover Matrix .................................................................................................. 45

1.0 General ...................................................................................................................... 46

2.0 Drawings ................................................................................................................... 46

3.0 Software / Databases ................................................................................................ 49

4.0 Supplier Manuals ...................................................................................................... 49

5.0 Construction Data Book (Per Work Area) ................................................................. 50

6.0 Fabrication Data Book (Per TAG) .............................................................................. 52

7.0 Instrumentation & Controls Systems ....................................................................... 54

8.0 Electrical .................................................................................................................... 56





9.0 Commissioning Hand Over Pack ................................................................................ 57

10.0 General ...................................................................................................................... 58

11.0 Procurement / Contracts ........................................................................................... 58

12.0 Project Controls ......................................................................................................... 60

13.0 Environmental .......................................................................................................... 60

14.0 Health & Safety .......................................................................................................... 61

15.0 Industrial Relations .................................................................................................... 65

16.0 Risk Management ...................................................................................................... 65

17.0 Quality Assurance ...................................................................................................... 65

18.0 Construction & Commissioning ................................................................................. 65

19.0 Document Management ........................................................................................... 66

20.0 Information Management ......................................................................................... 66

21.0 GIS.............................................................................................................................. 66

22.0 Land Acquisition ........................................................................................................ 67

23.0 Security ...................................................................................................................... 68

24.0 CSI ............................................................................................................................. 68





1. Purpose

To ensure that all Framework related documentation for the project is handed over to “The Client” (TPL) in a timeous and controlled manner.

The activities in this procedure form part of the final Handover and Closeout Plan.

2. Scope

This Procedure describes the process and system activities required to prepare, collate and issue all identified and agreed documentation that fulfils the Framework Requirements during the handover period at completion of the Island View and Jameson Park Terminals for the New Multi-Product Pipeline Project. The inclusion of references to other assets on the NMPP Project is for the sake of completeness and potential cross referencing.

Handover includes the following:

Handover from the Contractor/Vendor/Supplier/Consultant - to - TCP

Turnover from TCP - to - TPL

3. Terminology / Definitions

24” MPP 24” Multi-Product Pipeline (Trunkline)

AFC Approved for Construction

AIA Authorised Inspection Authority

As-Built (AB) This is a final record of what was actually installed/constructed according to the Fabrication/Construction Contractor and includes all deviations or changes from the approved IFC/IFU document(s). As-Built documentation is required to reflect the same degree of detail as the original documentation.

Aconex Electronic Document Management System – EDMS (Electronic Document Management System utilised by the Pipelines Project)

AWP Arup/WorleyParsons Joint Venture

BO Beneficial Operation

CAD Computer Aided Design / Drawing

CCMS Construction and Completions Management System

Client Transnet Pipelines (TPL)

CoC Certificate of Conformance

Commissioning Commissioning activities (deemed to be potentially hazardous) comprises of actions required to prepare the equipment and facilities for the first introduction of feed stocks for production / storage / transport purposes

Completion Completion (Project) is the final milestone when the supporting documentation / documentation in terms of this procedure is handed over to the Client (TPL) and thereby concluding TCP’s commitments to the Client.

Data Book Dossier containing evidence of contractual compliance and performance in terms of the requirements of this procedure for equipment supply contracts

Data Pack Dossier containing evidence of contractual compliance and performance in terms of the requirements of this procedure for erection and installation contracts





Design Engineer Design Engineer responsible / consultant to TCP:- 24” MPP Trunkline (PL1) and Inland Network (PL 2, 3, 4) – AWP/Uhde

Pump Station1 (Twini-TNI), 3 (Hilltop-HTP), 5 (Mnambithi-MBT), 7 (Warden-WDN), 8 (Villiers-VLR) – AWP

Island View Terminal (Coastal Terminal - TM1) – Kentz

Jameson Park Terminal (Inland Terminal - TM2) – AWP

DN Defect Notification

Document The documents referred to in this procedure will include any deliverable produced by any organisation contracted or sub-contracted to TCP on the NMPP Project.

Document Control The Department within TCP that is responsible for the registration, issue, and receipt and archiving of project documentation.

EC Electrical Completion

EPCM Engineering, Procurement and Construction Management

FAT Factory Acceptance Test

Field Pack See work Pack

Handover & Acceptance Handover and Acceptance of the works takes place at predefined contractually agreed milestones – e.g. MC, when the construction of a defined package is deemed complete, as defined by the applicable milestone requirements e.g. PC, MC, EC and IC

IC Instrumentation Completion

IFC Issued for Construction

IFF Issued for Fabrication

IFM Issued for Manufacturing

IFU Issued for Use

IOM Installation & Operating Manual

ISO Isometric Drawing

ITP/QCP Inspection & Test Plan / Quality Control Plan

Mark-up (Red Line) The status assigned by the Contractor/Supplier and (or) Installer to the latest controlled revision of a Deliverable which has been updated to reflect the current state of construction and (or) installation by means of manually marking up the Deliverable in red ink, but where the ‘source’ (native) has not been revised yet.

Master Document Original, ’wet’ signature document, document with original signatures/stamps

MC Construction Completion (CC) also referred to as Mechanical Completion (MC) is achieved for a Unit or System when the construction work relating to the Practical Completion (PC), Mechanical Equipment & Piping Completion (M&P), Electrical Completion (EC) and Instrument & Control Completion (IC) facilities serving a Unit or System has been completed and all non-operating tests to ensure compliance with the specifications have been successfully carried out

Native Editable file format in which a document/drawing was created in.

NCR Nonconformity Report

NMPP New Multi-Product Pipeline (Project)

Original See Master Document

PC Piping Completion

pdf Portable Document Format (electronic file format for documentation converted in Adobe Acrobat)

PLC Programmable Logic Controller

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PLMS Pipeline Monitoring System

PM Respective Asset Project Manager

Pre-Commissioning Pre-commissioning (non-hazardous) activities are activities related to the preparation of the Unit or System for commissioning at the RFC milestone and prior to the subsequent start-up at RFO

PT Pressure Testing (hydrostatic / pneumatic)

P&ID Piping and Instrument Diagram

QA Quality Assurance

QC Quality Control

QCP / ITP Quality Control Plan / Inspection & Test Plan

RFC Ready for Commissioning RFC is achieved when the construction work for all the equipment and facilities required for the safe Commissioning of a System (or Unit) have been completed in accordance with the AFC drawings and specifications. All Pre-commissioning non-operational (non-hazardous) testing to ensure compliance with the specifications has been successfully carried out and signed off as applicable

RFI Request for Information

RFO Ready for Operation

SAT Site Acceptance Test

SPIR Spare Parts and Interchange ability Record

System A System is a part of a Unit and is capable of an identifiable process of its own (or function, in the case of utilities). The purpose of breaking a unit into Systems is to facilitate staged Construction Completion, Checkout, Handover and Commissioning

System Pack Documentation for a System that consists of a number of Sub-System / Test / QC Packs.

TCCC Transfer of Care, Custody and Control

TCP Transnet Capital Projects (EPCM)

Test Pack / QC Pack Master instruction and support documentation, including QC, QA, test, inspection reports, certificates, data sheets, re-lined drawings and procedures held by QC/QA that will form the handover documentation to TCP.

TPL Transnet Pipelines (Client / Operator)

Turnover Turnover takes place at RFC with the Transfer of Care, Custody and Control of the Asset/Facility to the Client (TPL).

TQ Technical Query

Unit / Plant A Unit/Plant consists of all the equipment, piping and all support facilities, within the defined Battery Limits (i.e. Inside Battery Limits – IBL), required to carry out a specific process from defined raw materials to produce specific products. A Unit/Plant is capable of operating on its own

Vendor A supplier or fabricator or consultant or contractor who has a contractual obligation to supply equipment and/or services to TCP.

Work Pack / Field Pack Instruction and support documentation to a Construction Team to perform an activity/task

Wet Signature See Master document





4. References

OHSAct Occupational Health & Safety Act and Regulations 85 of 1993 (as amended)

2684358-P-A00-PM-PH-011 Project Close Out Plan

2684358-P-A00-DC-PO-005 Data Books and Manuals Procedure

2684358-P-A00-DC-PO-001 Records and Retention Procedure

2684358-P-A00-DC-PO-002 Aconex Instruction Procedure

2684358-P-A00-DC-PO-003 Commercial Aconex Instruction procedure

2684358-P-A00-CO-PH-001 Commissioning Plan

2684358-P-A00-CO-PH-002 TM1 & TM2 Facilities – Construction, Completion, Handover & Turnover

2684358-E-A00-PM-PH-004 Completion Turnover & Commissioning Support Execution Plan

2684358-P-AOO-CO-PH-001 Operational Readiness Strategy

2684358-P-A00-CO-PH-005 Commissioning Philosophy

2684358-P-A00-PP-PO-003 Project Procurement Procedure

2684358-P-A00-CN-PO-002 Contracts Management procedure

2684358-J-A00-IT-CN-001 Aconex Service Order Agreement 30/06/2008

3342620-Doc-Fat-0075 NMPP Data Hand Over Matrix (Guide)

PL103 General Drawing Standards

DOC-STD-0001 Contractor Documentation Submittal Requirements

2684358-E-A00-EL-PO-500 Electrical & Instrumentation Certificates Of Compliance - Area Definition And Execution Procedure TM1 & TM2

5. Responsibilities

The individual responsibilities for specific documentation are as per the responsibility matrix and Annexure D

5.1 Designated Handover and Closeout Manager

The Portfolio Manager Handover and Closeout is responsible for ensuring implementation and maintenance this procedure.

5.2 Project Manager

The NEC Project Manager is responsible for the final release of documents/packages, including the Ready for Commissioning Certificate, after approval by the Designer, prior to Project Completion.

5.3 Document Control Manager

Ensures adherence to the respective Aconex Instruction Procedure.

Compiles registers of documentation required for handover.

Issues document and revision numbering.

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Receives, registers, and files documentation.

Informs QA, Kentz / AWP and procurement of document packages received.

Compiles handover packages and issues under cover of transmittal, after approval to release is given by the Project Director.

Handover of documentation.

Obtains signatures to confirm correct receipt of document packages from TPL’s Document Control Department.

5.4 Design Engineer

Monitors the receipt of documents by the Project Document Control Department.

Checks that Vendor/Contractor/Consultant documentation packages are complete and ready for handover – and advises the Project Director when packages have been approved.

Issue of a Certificate of Conformance in terms of the OHSAct Construction Regulation 9(2)H requirements at MC/PC/EC/IC to confirm that the Plant / Facility has been constructed in terms of the design.

5.5 Procurement and Contracts Administration Manager

Ensures that contractors and service providers comply with contractual terms and conditions in the conduct of their work and delivery of projects

Oversee all day-to-day aspects of administration of contracts, ensuring adherence to and the effective use of tools, Transnet systems and procedures. This may include:

Liaison with the Expediting function for outstanding documentation

Ensuring close-out of purchase orders

5.6 Contracts Administrator

Ensure that contractual and this documentation requirement is transmitted to Contractors / Suppliers

Ensure compliance with all requirements of the Project Execution Plans (PEP) and with the Transnet Detailed Procurement Procedures (DPP)

Ensures that Purchase Order Close-out in terms of the Transnet Detailed Procurement Procedures (DPP) does not take place prior to the delivery of documents in terms of this procedure requirement.

5.7 Quality Manager – Systems

Quality Manager Systems shall monitor the implementation and adherence to this procedure through the Internal Audit process.

5.8 Aconex Pty Ltd

In terms of the Service Level Agreement (SLA), Aconex Pty Ltd is responsible for the storing and archiving of all project documentation and correspondence up to 1 July 2016. Thereafter TPL must make a decision regarding long term archiving.





5.9 Document Responsibility Matrix

Role Mechanical Completion Ready for Commissioning Project Completion

Vendor / Contractor / Supplier / Consultant

Generate As-Built mark ups (Red line) Correct deficiencies in documentation Closeout of all deficiencies

Compile and submit final documentation

Construction Manager Direct Contract management on delivery of quality documents

Manage closeout of deficiencies Manage closeout of deficiencies

Senior Construction Manager

Accept and approve As-Built documents as representation for Construction Completion

Final compilation of As-Built documents into the Mechanical Completion Packs

Facilitate hand over of Mechanical Completion packs as part of the mechanical completion process

Expedite closeout of As-Built deficiencies

Assist Project Engineer in closeout of document related deficiencies

Portfolio Manager Execution

Manage the As-Built process Assists the Project Engineer in the back drafting process

Document Controller Receive documents from Contractor and TCP internally. Audit contractor sign off, registers and tracks status. Transmit documents between Field Engineering and Pre-Commissioning

Compilation of As-Built documents ready for Mechanical completion

Scan and save documents versions

Receive documents from Pre Commissioning and track status.

Receive final documents from the contractor and track in data bases. Compile and submit documents to the Customer Document Controller on NEC Project Manager’s approval and Completions Manager’s notice






Asset Project Engineer Expedite and direct quality of As-Built documents

Combine cross contract As-Built documents to single version

Assign actions for As-Built deficiency correction

Expedite and direct quality of final documents from contractor

Expedite document related deficiencies with the contractor

Manage back drafting of all As-Built documents to final status. Submit to document control

Engineering Manager (Portfolio Manager Technical)

Ensure preparation and availability of As-Built documents

Ensure availability of Engineering documents identified in the Handover Matrix

Coordinate certification by the design team

Ensure availability of Engineering documents identified in the Handover Matrix

Coordinate Engineering closeout of document related deficiencies

Site Manager QC Ensure sign-off of all QCP operations

Expedite document packs from the contractor

Ensure completion of Punch Lists and correction/sign-off of defects.

Approval of contractor data packs

Ensure completion of Punch Lists and correction/sign-off of defects.

Approval of contractor data packs

Assist Project Engineer in closeout of document related deficiencies

Review of final documentation prior to approval by the Design Engineer.

QC Manager (Procurement)

Ensure availability of final equipment vendor approved data packs

Quality Manager Systems Monitor completions process through assistance and internal audit

Monitor completions process through assistance and internal audit

Monitor completions process through assistance and internal audit

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Commissioning Manager Provide management support to Pre-commissioning Supervisor

Audit the quality completeness and schedule of deliverables

Audit quality of documentation and direct if required

Audit the quality completeness and schedule of deliverable to Project Commissioning team.

Manager Completions Provide scope control, manage schedule and provide resources for delivery of documents.

Ensure deliverables to customer are as per contract in terms of quality and completeness

Provide scope control, manage schedule and provide resources for delivery of documents

Facilitate the final completion process and notify document control to transmit packages to customer document control at final completion

Manager Operational Readiness

Ensure that all operational procedures have been approved and are available

Senior Quality Manager Informal review and advise on expectations

Review and advise Operational Readiness Manager of final expectations

Review and acceptance of final handover document packs

NEC Project Manager Review and advise Director Terminal Operations of final expectations

Review and advise Director Terminal Operations of final expectations

Review and approval of final handover document packs





6. Procedure

6.1 General

The contractor, sub-contractor, consultants, sub consultants and vendors are required to provide documentation as prescribed in Annexure D “Document Handover Matrix”. This matrix lists the paper originals, copies and electronic copies. All electronic copies shall be submitted via Aconex to the TCP Document Control Department.

Page numbering shall be indicated on the Data Book / handover Pack content.

One Master PDF copy of the same files will be supplied. The required PDF copy will be the original design signed-off by the relevant Professional Engineer followed by the final “As-Built” signed-off copy. Electronic media shall be suitable for reproduction.

One Hard Copy of all information listed in Annexure D as indicated and one combined PDF file of the final format. Natives will be supplied as per Annexure D.

Hardcopy Documents shall be compiled in ring binders and each shall have a Table of Contents (Refer to Annexure A). Numbering must be obtained from TCP Document Control).

Typical Data Book / Pack content are defined in 6.18, 6.19, 6.20 and Annexure B.

The file front cover and spine must show the name of the project, the asset, the TAG number, the submitting organisation and the title and number of the document (Refer to Annexure A). Boxes for shipping should be water-proof.

The address for shipping is:

TCP Document Control Manager

12 Woodlands Office Park

Western Services Rd,

Woodmead, Johannesburg

Gauteng,

South Africa.

6.2 Milestones

The principal milestones for project documentation are:

Mechanical Completion (MC) Handover

Ready for Commissioning (RFC) Turnover

Beneficial Operation (BO) Project Completion

The required documentation shall be available at MC and updated as necessary after RFC.

Complete document packs (Refer 6.19 below and Annexures B & D) shall be transmitted to TCP Document Control after RFC.





6.3 Document Types

The document types and requirements for each handover and turnover milestone are specified in the Document Handover Matrix (Annexure D).

Legend for Document Handover Matrix:

M - Mandatory, there must be a document supplied of this type at the indicated milestone I - Must be supplied at the indicated milestone if the document is planned to exist P - Document supplied in paper media form E - Document supplied in electronic media form Y - Yes (As-built required)

6.4 Document Tracking

During the various completion phases (MC through to BO), the documentation status, as per this procedure, must be tracked. The Contractor shall ensure that no documentation is taken off-site

No documentation shall be allowed to leave the respective site without the written authorisation of the TCP Senior Construction Manager.

6.5 Documentation Classification

The documentation to be handed over must be divided into groups (6.6 below) and detail of the contents can be found in the Document Handover Matrix. Construction Handover will be per asset packaged (in terms of the scope of work) as per Annexure C (Construction Turnover Schematic)

NMPP Asset references:

Island View Terminal - IVW (TM1)

Jameson Park Terminal – JMP (TM2)

Systems & Automation (S&A / MAC)

Previously completed Asset references:

24” MPP Trunkline (PL1) and Inland Network (PL 2, 3, 4)

Twini - TNI (PS1)

Hilltop – HTP (PS3)

Mnambithi – MBT (PS5)

Warden – WDN (MS7)

Villiers – VLR (MS8)

6.6 Electronic Documentation Sets

One full set in soft format (CD/DVD/Hard Drive) for each of the following locations: 1. Drawing Office / library – MASTER SET 2. Master Control Centre 3. Workshops 4. Depot 5. TPL Project Manager





6.7 File System

A summary of the requirements include:

1. A Files: Design & Engineering

A1: Design & Engineering General

A2: Drawings

A3: Systems & Automation

Process Control Communications Security Systems ICT

Please note that the matrix is generic and should be expanded as per project requirements into the various disciplines viz.:

Process Architectural Civil / Earthworks Geotechnical Electrical Mechanical (including piping) Systems: Control and instrumentation Structural Fire & Gas

2. B Files: Supplier Manuals – Operating, Maintenance, IOM and Training Manuals

3. C Files: Construction Data Books/Quality Dossiers per discipline

4. D Files: Fabrication Data Books/ Quality Dossiers per discipline

5. E Files: Commissioning data packs

6. F Files: Procurement / Contracts

7. G Files: Project Management

G1: General

G2: Project Controls

G3: Environmental

G4: Health & Safety

G5: Industrial Relations

G6: Risk Management

G7: Quality Assurance

G8: Construction & Commissioning

G9: Land Acquisition

G10: GIS

G11: CSI (Corporate Social Initiatives)

8. H Files: Document Management

9. I Files: Operational Readiness Training documents

10. J Files: Operational Readiness Procedures

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6.8 Sample Construction Data File Numbering System 3





6.9 Construction Completion Requirements

The construction completion milestone (at MC) is generally an internal project (per Asset) milestone with respect to documents. The documents are required at MC to allow Pre-commissioning to complete the Pre-commissioning performance & tests and have documents compiled for them in readiness for the RFC milestone.

Refer to: 2684358-P-A00-CO-PH-002 TM1 & TM2 Facilities - Construction, Completion, Handover & Turnover

6.9.1 Requirements for MC are as follows:

Classification of Documents

Mechanical Completion Requirements (Refer to Annexure D for detailed document requirements)

Red-Lined (All documents listed “Y” in Document Handover Matrix)

Paper sets of documents as per the separable portion document lists, to be submitted to document control. Each document shall be signed off as complete by the contractor and Designer. Document status shall be “As-Built Construction”

Mandatory Documents (All documents listed “M” in Document Handover Matrix)

Documents shall be in document control to A-Approval status and available to the TCP in electronic form.

Planned Documents (All documents listed “I” in Document Handover Matrix)

Documents must be available in the form specified in Document Handover Matrix for inspection if requested. The components for this document type shall be completed to the equivalent state of the equipment to which documents are associated with.

Certificates of Compliance

Any certificates of compliance or certification of lifting equipment pressure vessels, electrical, or gas systems are to be provided to Field Engineering where originals shall be stored in a secure location e.g. Asset Control Room.

TCP Certificates

Take-over certificates / Material Received Report issued to Vendors Copies of CC/MC completion certificates: - Civil & Structural (PC) - Mechanical & Piping (M&P) - Electrical (EC) - Instrumentation & Control (IC) Practical Completion sign-off by TPL

6.9.2 Ready for Commissioning Requirements (Multi-Discipline)

Documentation requirements are compiled for turnover by System to TCP. Where practical all documents shall be compiled into a mechanical completion pack. 1 of this mechanical completion pack shall be provided. These mechanical completion packs shall be handed over as part of the MC process prior to RFC.

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RFC Requirements (Refer to Annexure D for detailed document requirements)

Consolidated Red-Lined (All documents listed “Y” in Document Handover Matrix)

Paper sets of documents as per the separable portion document lists, to be submitted to document control. Each document shall be signed off as complete by the Pre Commissioning Supervisor. Document status shall be “As-Built Pre Commissioning”.

Mandatory Documents (All documents listed “M” in Annexure D)

Documents shall be in document control to “Final” status and available to the Customer in electronic form.

Planned Documents (All documents listed “I” in Document Handover Matrix)

Documents must be available in the form specified in Annexure D for inspection if requested. The components for this document type shall be completed to the equivalent stage of the equipment to documents are associated with. For example ITRs sheets must be complete for equipment within the separable portion ready to achieve construction completion.

Certificates of Compliance

Any certificates of compliance or certification of lifting equipment, pressure vessels, electrical compliance or gas systems are to be provided to the Asset Project Engineer where originals shall be stored in a secure location until handover of the originals/CoC files to TPL.

Copies of the certificates shall be included in the discipline completion packs vz. MC, PC, EC, IC.

Additional Copies may be left in the Asset Control Room under the direction of TPL.

TCP Certificates

Copies of the following:

Construction Completion Certificate Notice of Energisation Spares Delivery Transmittal.

Final Acceptance Certificate

Where applicable a copy of the final acceptance certificate

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6.9.3 Beneficial Operation / Final Completion

Documents are handed to the Customer Document Controller by System.


Final Completion Requirements (Refer to Annexure D for detailed document requirements)

As Built (All documents listed “Y” in Annexure D)

As-Built document shall be handed over in a back drafted complete state. Where documents are common to more than one package they may be transferred with the later package completion.

As-Built “Red Line” (All documents listed “RL” in Annexure D)

As above but not back-drafted, having the original red markings showing the site modifications.

Mandatory Documents (All documents listed “M” in Annexure D)

Documents shall be in document control and available to customer in electronic form.

Planned Documents (All documents listed “I” in Annexure D)

Documents marked as “I” shall be handed to Customer at final status.

Certificates of Compliance Certificates shall be passed from Document Control at the completion of the project

Contractor Acceptance Certificate(s)

Copy of the contractor acceptance / takeover certificate(s)

Vendor Acceptance Certificate(s)

Where applicable a copy of the vendor acceptance certificate(s)

Final

TCCC certificate Environmental compliance certificate Land Acquisition Sign-off CoC to ESCOM

6.10 Isometric Model

The completed 3D Model(s) for the Pump Stations and Terminals shall be As-Built and handed over at the completion of the project unless otherwise agreed to by the designated TCP Manager: Technical.

Field mark-ups shall be received from construction at tie-in and completion and handed to the respective Design Engineer for back drafting.

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6.11 Quality

The quality of documents shall comply to project standards as well as the specific points listed below.

Specific PDF requirements are as follows:

i. Page creation sizes shall match the original drawing or Document size – to enable full size printing from the PDF, particularly for scale drawings.

ii. All pages in the PDF shall be orientated to match the original orientation to able reading without having to rotate any pages.

iii. PDF files shall have no security set

iv. Clear book marking shall be used to aid navigation through the document

v. Where signatures are required – a scan of the signature page will replace the electronically produced page.

vi. Scanning of documents shall be done at a minimum of 250 DPI. Printing of the scanned document shall be capable of reproducing the original document without significant loss of image quality and shall have a clear background.

vii. All PDF’s shall be saved to be compatible with Adobe reader 7 or higher.

viii. Opening options should be set to default to view ‘full page’ & ‘bookmarks’ if present

ix. PDF file sizes should be reduced using the Adobe Optimization function.

6.12 As-Built Redline Mark Ups

As-Built mark ups are handed over by System. Each document shall have all field changes marked up on a single version of the drawing for each System. Handover of a successive System shall include the mark ups from previous System handovers. Any cross contract mark ups shall be combined onto a single document before pre commissioning mark ups are started. The responsibility of combining of drawings shall reside with the Designer.

Each document shall be stamped on the front of the drawing with an “AS-BUILT” stamp, indicating System, date, signature of contractor and acceptance by TCP.

Drawing size shall generally be A4 for word type documents and A3 for drawing type documents but the legibility of the document must be such that further copies shall remain legible. If it is not possible at that size, then larger versions shall be submitted

6.13 “Wet” Signature Documentation

After completion and final submission of as-built documentation, which includes undergoing final Project review/acceptance by means of “wet” signatures, the documentation shall be scanned to PDF file format and uploaded into Aconex. A copy shall be included in the ‘hand over packs’ by replacing previous revisions with the final ‘as-built status’.

All the final revision “wet” signature deliverable documentation (i.e. “As-Built, Final and / or For Record”) as prepared and updated by the Project and / or External Parties, shall be

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issued separately from the ‘Hand Over Packs’ under cover of a Project Transmittal Note to Transnet Pipelines appointed Representative along with the corresponding PDF file format.

Upon receipt of acceptance by TPL’s appointed Representative of the abovementioned documentation, the Project files shall be stripped and unnecessary documentation shall be disposed of.

6.14 CAD Drawing Files (Source Files)

AutoCAD ‘native’ drawings shall be checked by Engineering to confirm drawings are back to back with formal ‘wet’ signature drawings

One electronic native file per drawing shall be provided. Where not in DWG format, the file shall be at least a native export DXF file or compatible per drawing.

The AutoCAD file shall include all reference files merged, including standard title blocks,

borders etc. (i.e. bound file) and not flat lined.

6.15 Internal Design Documentation

History Files, Master Mark Up files and Contractor History files (inclusive of reviews and checking) shall be maintained by TCP Portfolio Manager Technical and shall not be handed over but will be archived.

The Master Mark-up files shall be compiled from the Master File maintained in the Site Management Offices.

A copy of the Master File may be placed in the Asset Control Room under the direction of TPL.

6.16 Construction/Contractor documentation hierarchy

A typical Construction Site documentation hierarchy could be as follows:

Sample file numbering

C1.1.1.1 Cx.x.x.x

C1.1 Cx.x

C1 Cx

C Files

C1.1.1 Cx.x.4





6.17 Pack Definition

Unit, System, Sub-System, Test and QC Pack boundaries and definition will be provided by the TCP Commissioning Team.

6.18 Punch lists / Check Sheets

Punch lists and / or Check Sheets utilised during the handover process shall be filed in the Test packs.

Typical TCP Commissioning Checklists:

Commissioning Checklists - Civil 2684358-P-A00-CO-CL-001

Commissioning Checklists - Mechanical & Piping 2684358-P-A00-CO-CL-002

Commissioning Checklists - Communications 2684358-P-A00-CO-CL-003

Commissioning Checklists - Field Equipment 2684358-P-A00-CO-CL-004

Commissioning Checklists - Fire and Safety 2684358-P-A00-CO-CL-005

Commissioning Checklists - Power Distrubution 2684358-P-A00-CO-CL-006

Commissioning Checklists - Substation Equipment 2684358-P-A00-CO-CL-007

Commissioning Checklists - UPS 2684358-P-A00-CO-CL-008

Commissioning Checklists - Equipment Control Room 2684358-P-A00-CO-CL-009

Commissioning Checklists - Field Equipment 2684358-P-A00-CO-CL-010

Commissioning Checklists - Security Systems 2684358-P-A00-CO-CL-011

6.19 Operating & Maintenance Manual content

The typical content for an O&M Manual would be:

1. Content List

2. Data Sheet

3. GA Drawing

4. Parts List

5. SPIRS List

6. Catalogue / Brochure

7. Installation instructions

8. Operating Instructions

9. Maintenance Instructions

3

3





6.20 Data Book Content

Data Book requirements apply to the procurement of equipment and services from Vendors and Consultants. These requirements also apply to equipment and services procured by Contractors on behalf of TCP.

Refer to 2684358-P-A00-DC-PO-005 Data Books and Manuals Procedure

for data book requirements. Typical content could be:

1. Quality Assurance

a. Quality Control Plans and/or Inspection and Test Plans

b. Non-Conformance Reports / Concessions / TQ / RFI

c. QCP operations Inspection Reports & Release Certificate(s)

d. Weld Maps

e. Weld Procedure Specification

f. Weld Procedure Qualification

g. Welder Qualification Certificates

h. NDT Level III certification

i. FAT Report

2. Operating Data

a. Data sheet e.g. Pump, motor etc.

b. Nameplate reproduction / copy

c. Painting Report

3. Curves & Selection data

a. Performance Curves

b. Selection Data

4. General Information

a. Brochure

b. Licensing Data for Software

c. Configuration Data for Software

5. Drawings & Design Data

a. General Arrangement Drawing / As-Built Drawings

b. Motor Arrangement Drawing

c. Mechanical Seal Drawing

d. Coupling Arrangement

e. Pump Sectional View

3





f. Seal Flush Plan

g. Design Calculation (statutory equipment)

h. EDS

i. DDS

6. Certificates

a. Certificate of Compliance

b. Material Certificates and traceability sheets (incl. Weld Consumables, paint batch etc.)

c. Balance Certificate

d. Pressure Test Certificate (Hydrostatic / pneumatic)

e. Performance Test Certificate

f. Alignment Report

g. Stress-free connection report (Pumps, vessels, tanks)

h. Mechanical Seal Test Report

i. Motor Hazard Certificate

j. Motor Performance Test Report

k. Corrosion Protection Guarantee

l. Radiographic Test Report

m. Dye Penetrant Test / Magnetic Particle Test Report

n. Ultrasonic Testing Report

o. Hardness Testing Report

p. Calibration certificates

7. Parts List

a. Parts List

8. Procedures

a. Dye Penetrant

b. Hydrostatic

c. Performance Testing

d. Packing, Transport & Storage

e. Painting

f. Pickle & passivation

g. Method statements and repair procedures

h. Radiographic Testing





i. Ultrasonic Testing

j. FAT Procedure

k. SAT Procedure (also refer to Annex B)

l. Commissioning procedures (also refer to Annex B)

6.21 System Pack Content (Data Pack)

Typical System Pack content will be:

Cx.x System Definition

Cx.x.0: CoC Boundary Definition

CoC Reference List

Cx.x.1: Test Pack number Cx.x.1 Title

Cx.x.2 Test Pack number Cx.x.2 Title





Reference Document Volumes:

1 – Welding a) Weld Procedure Specification (WPS) b) Procedure Qualification Record (PQRs) c) Welder Qualification (WQ)

2 – Method Statements and procedures a) Method Statements b) Procedures

6.22 Test Pack Content

The content lists below, are typical and would require adjustment for specific equipment/systems. Approval must be obtained from the Manager QC where the content is deviated from.

Refer to Annexure B below.

Where standard content lists are utilised and an item is not applicable, it must be marked as such on the specific index. No blank sheets are required to be placed in the files for not applicable items.

6.23 Electrical/Instrumentation C.O.C’s:

Original CoC’s will not be included in the main Handover documents, but only in the CoC files (also refer System Content above). The QC/Test packs will still have ALL applicable

3





checks and balances, and the specific documents listed below in Section 2, will be extracted from the packs.

Master Electrical CoC documentation for handover to TPL shall have the following contents:

1. Reports / Certificates:

(a) Dept. of Labour CoC and SANS 10142-1 test report

(b) SANS 10142-2:2009 - MV Installation Safety Report. Installations where: 1000V < VAC < 33 kV

(c) Responsibility definition sheet – This is required if the Design section of the Government ticket requires more than one signature ( eg. E & I portions ), or alternatively if the Responsible Person is only liable for certain parts of the design covered by the CoC. This can be specified here.

(d) Hazardous Area Drawing (Plan & Elevation), Hazardous Area classification drawing and Section 3 Additional Hazardous Area check sheet where applicable.

2. Field / Construction Documentation:

2.1 Electrical

(a) Cable Megger Test Sheet(s)

(b) Megger Test for Motor – Where Applicable

(c) Equipment Earthing and Bonding Test Sheet

(d) Volt drop per cable

(e) Checkout List(s)

(f) SANS 10086-1 inspection sheet for EXi, EXd, Exe & EXn rated equipment

(g) Hi-Potential testing certificate – any cable with operating voltage above 1000 VAC

(h) For All distribution boards :

(i) Lighting & Small Power Layout drawing

(ii) Circuit test certificate showing that each circuit has been traced and successfully tested

(iii) DB Single line diagram

(i) Cable Schedule

(j) Connection Diagram

(k) Overall Single Line

(l) Earth spike readings per area with a reference to Earthing layout drawing

2.2 Instrumentation

(a) Cable continuity Test Sheet / Multi-pair cable test sheet





(b) Loop test

(c) SANS 10086-1 inspection sheet for EXi, EXd, Exe & EXn rated equipment

(d) Checkout List(s)

(e) Loop drawing

(f) P& ID

(g) Cable Schedule

(h) Site Calibration Certificate

3. Engineering documentation:

3.1 Electrical

(a) Equipment FAT / Field Inspection Report / Inspection Release Certificate

(b) Equipment SAT test certificate

(c) Equipment Data sheet(s)

(i) For Small Power circuits, the Data sheets for the lights, welding sockets etc must be included

(ii) For E-Stops and Stop/Start stations, EX cert and Data sheet

(d) EX Certificates (IA) as well as any ATEX certificates referenced by the EX Cert

(e) Where equipment has an E-Stop or Stop/Start station (e.g. Motors), the data sheet and EX Certificate for these must also be included

3.2 Instrumentation

(a) IS Loop certification – Calculation & Drawing

(b) Calibration certificate

(c) EX Certificates (IA) as well as any ATEX certificates referenced by the EX Cert

(d) Instrument Data sheet





6.24 Health and Safety File

In addition to the individual Test Packs (Annexure B), a Health and Safety file in terms of the OHSAct (Occupational Health & Safety Act and Regulations 85 of 1993 - as amended) shall be submitted to TCP. The Safety File shall be designated G4 as per par. 6.7 above.

Also refer to Annexure D13 for typical file content (as a minimum) and format.

6.25 Environmental File

In addition to the individual Test Packs (Annexure B), a general Environmental file in terms of Annexure D shall be submitted to TCP by each Contractor. The Environmental file shall be designated G3 as per par. 6.7 above

7. Records

Electronic version of handover documents

Transmittal note for each document package handed over.

For archiving refer to 2684358-P-A00-DC-PO-001 Records and Retention Procedure.

3

3





A1. Annexure: Handover Pack Index File Cover Sheet


22668844335588

NNMMPPPP PPrroojjeecctt

CCooaassttaall TTeerrmmiinnaall

HHAANNDD OOVVEERR PPAACCKK

IINNDDEEXX FFIILLEE

EEnnggiinneeeerriinngg,, PPrrooccuurreemmeenntt,, CCoonnssttrruuccttiioonn MMaannaaggeemmeenntt

VVOOLLUUMMEE 11 ooff ……………… 22668844335588--XX--xxxxxx--xxxx--DDBB--xxxxxx

MMAASSTTEERR CCOOPPYY

3





A2. Annexure: Handover Pack Index File Spine


22668844335588




IINNDDEEXX FFIILLEE

EEnnggiinneeeerriinngg,, PPrrooccuurreemmeenntt,, CCoonnssttrruuccttiioonn MMaannaaggeemmeenntt

VVOOLLUUMMEE 11 ooff ………………

2684358-X-xxx-xx-DB-xxx


3





A3. Annexure: Handover Pack Index


New Multi-Product Pipeline


Contractor Logo

Hand Over Pack Index – Overall Aconex Ref.: 2684358-……

Project Number: 2684358 Project Name: New Multi-Product Pipeline

Commissioning System Name: Commissioning System No:

Asset:

Package No. (If Applicable)

File Reference No. Index

MASTER COPY

Section No.

Description Volume No.

A1 DESIGN/ENGINEERING - GENERAL A1

A1.1 User Requirements Specification/Statement 1

A1.2 Facility Breakdown Structure (FBS) 1

A1.3 Drawing/Document Register 2

A2. DESIGN/ENGINEERING - ARCHITECTURAL A2

A2.1 Drawings:- Plans, Sections, Elevations, Building Services & Details 1

A2.1.1 Drawings – Plans 2

A2.1.2 Drawings – Sections 4

A2.1.3 Drawings – Elevations 6

Approval

Contractor TCP Designer TPL

Name:

Position:

Date:

Signature:





A4. Annexure: Handover Pack Unit File Cover Sheet


22668844335588


CCooaassttaall TTeerrmmiinnaall HHAANNDD OOVVEERR PPAACCKK

TTaannkk FFaarrmm

CCoonnttrraacctt nnuummbbeerr

TTaannkk NNuummbbeerrss

FFaabbrriiccaattiioonn aanndd EErreeccttiioonn DDaattaa BBooookk ––

SSttrruuccttuurraall//MMeecchhaanniiccaall//EElleeccttrriiccaall

FFIILLEE SSEECCTTIIOONN CC11

VVOOLLUUMMEE 11 ooff ……………… 22668844335588--XX--xxxxxx--xxxx--DDBB--xxxxxx


3





A5. Annexure: Handover Pack Unit File Spine


22668844335588




TTaannkk FFaarrmm




SSttrruuccttuurraall//MMeecchhaanniiccaall//

EElleeccttrriiccaall

FFiillee SSeeccttiioonn CC11




3





A6. Annexure: Hand Over Pack Unit Index




Contractor Logo

Hand Over Pack - Unit Index

Aconex Ref.: 2684358-

Project Number: 2684358 Project Name: New Multi Product Pipeline

Commissioning System Name:

Tank Farm

Commissioning System No:

Asset: TM2


File Reference No. C1

MASTER COPY Section

No. Description Volume

C1 Unit Definition 1

C1.1 Diesel Accumulator System

C1.2 Aviation Fuel Accumulator System

C1.3

Approval


Name:

Position:

Date:

Signature:





A7. Annexure: System Pack Index




Contractor Logo System Pack Index Project Number: 2684358

Project Name: New Multi Product Pipeline Commissioning System Name: Diesel Accumulator System


Asset: Island View – Coastal Terminal


File Reference No. C1

MASTER COPY

Section No. Description Volume No.

C1.1 System Pack Definition 1

C1.1.1 Civil Works

C1.1.1.1 Earth Works Test Pack

C1.1.1.2 Concrete Works Test Pack

C1.1.2 Mechanical & Piping

C1.1.2.1 Mechanical Test Pack

C1.1.2.2 Piping Test Pack

C1.1.3 Electrical :

C1.1.3.1 Electrical QC Pack

C1.1.3.2 Electrical QC Pack

C1.1.4 Control Systems

C1.1.4.1 Instrumentation QC Pack

C1.1.4.2 Instrumentation QC Pack

Approval


Name:

Position:

Date:

Signature:





A8. Annexure: Test Pack Index




Contractor Logo Instrumentation Test Pack Index Project Number: 2684358

Project Name: New Multi Product Pipeline Commissioning System Name: Diesel Accumulator System -


Asset: Island View – Coastal Terminal


File Reference No. C1.1

MASTER COPY

Section No.

Description Volume No.

C1.1.4.1-1 Test Pack Definition

C1.1.4.1-2 Certificates

C1.1.4.1-2.1 Instrumentation Completions Certificate

C1.1.4.1-3 As-Built (Red lined):

C1.1.4.1-3.1 P&ID

C1.1.4.1-3.2 General Arrangement

C1.1.4.1-3.3 As-Built Instrument Loop Drawing

C1.1.4.1-4 Punch Lists:

C1.1.4.1-4.1 Contractor

Approval


Name:

Position:

Date:

Signature:





A9. Annexure: File Section Separator / Insert Sheet


22668844335588


CCooaassttaall TTeerrmmiinnaall HHAANNDD OOVVEERR PPAACCKK

TTaannkk FFaarrmm




SSttrruuccttuurraall//MMeecchhaanniiccaall//EElleeccttrriiccaall


SSuubb SSeeccttiioonn........((ee..gg.. AA11..11)) DDeessccrriippttiioonn



3





B. Annexure – Typical Test Pack Content R e f

Civil (incl. Structural) Test Pack Content

(Ref. Cx.x.1.x.)

Mechanical Test Pack Content

(Ref. Cx.x.2.x)

Piping Test Pack Content (non & presurised

(Ref. Cx.x.2.x)

Pressurised Systems (HDPE piping) Test pack

Content

(Ref. Cx.x.2.x)

Cathodic Protection Test Pack Content

(Ref. Cx.x.3.x)

Electrical Test Pack Content

(Ref. Cx.x.3.x)

Instrumentation Test Pack Content

(Ref. Cx.x..4.x)

1. Test Pack Definition Test Pack Definition Test Pack Definition Test Pack Definition Test Pack Definition Test Pack Definition Test Pack Definition

2. Certificates: Certificates: Certificates: Certificates: Certificates: Certificates: Certificates:

o Completions Certificate (incl. HVAC)

o Foundations and Slab o Roof structure o Glazing o Geyser o Gammazenith

guarantee

o Mechanical Completions Certificate

o Box up Certificates o Pressure Test Report or

AIA Exemption Report o Flushing Certificate

o Piping Completions Certificate

o Certificate of Manufacture o Certificate of Construction o Pressure Test o Water Quality Certificate o Calibration Certificate (N/A

for non-pressurised Systems

o Flushing Certificate o CoC

o Piping Completions certificate

o Flushing Certificate o Pressure Test

Certificate

o Completions Certificate

o Separate CoC File

o Electrical Completions Certificate

o Fire & Safety o Communications o Security o Separate CoC File

o Instrumentation Completions Certificate

o Separate CoC File

3. As-Built (Red lined): As-Built (Red lined): As-Built (Red lined): As-Built (Red lined): As-Built (Red lined): As-Built (Red lined): As-Built (Red lined):

General arrangements Architectural drawings Layouts Above Back-drafted

drawings

P&IDs As-built, AIA verified, ISO Above Back-drafted

drawings

P&IDs Field/Data Sheets, Support Drawings Specials Above Back-drafted

drawings

P&IDs Above Back-drafted

drawings

P&ID General Arrangement As-Built single line

drawing Location/Layout/Hazar

dous Area Cable Schedule Termination Details Above Back-drafted

drawings

P&ID General Arrangement As-Built single line drawing Location/Layout/Hazardous

Area Cable Schedule Termination Details Above Back-drafted

drawings

P&ID General Arrangement As-Built Instrument Loop

Drawing P&ID Hook up/Hazardous Area Cable Schedule Termination detail JB Stand Details Above Back-drafted

drawings Software and software

register 4. Punch Lists Punch Lists Pre & Post Hydro punch

lists Pre & Post Hydro punch

lists Punch Lists Punch Lists Punch Lists

Contractor TCP/TPL

Contractor TCP/TPL Plant and equipment

check-out form (Checklists)

Contractor AIA TCP/TPL

Contractor AIA TCP/TPL

Contractor TCP/TPL

Contractor TCP/TPL

Contractor TCP/TPL

5. Calibration Certificates, Data Sheets

Calibration Certificates, Data Sheets, General i.e. Pressure Surge Valves-PSVs, Pressure Relieve Valves - PRVs, Control Valves

Calibration Certificates, Data Sheets, General i.e. Pressure Surge Valves-PSVs, Pressure Relieve Valves - PRVs, Control Valves

Calibration Certificates, Data Sheets



6.

Quality Control Plans (Signed-off)

Quality Control Plan (Signed-off)










R e f


(Ref. Cx.x.1.x.)


(Ref. Cx.x.2.x)


(Ref. Cx.x.2.x)


Content

(Ref. Cx.x.2.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x..4.x)

7. QA/QC Dossier QA/QC Dossier QA/QC Dossier QA/QC Dossier QA/QC Dossier QA/QC Dossier QA/QC Dossier Inspection/Checkout

Reports Area Handover

Reports Closed Out NCRs,

Defect Notification, Concessions, Technical Queries, Request for Information

QCP Referenced Method Statement & Procedures

Test Equipment Calibration Certificates

Procedures

Inspection/Checkout Reports

Area Handover Reports SAT Report NDT Reports Closed Out NCRs, Defect

Notification, Concessions, Technical Queries, Request for Information



Procedures


Area Handover Reports SAT Report NDT Reports Closed Out NCRs, Defect




Procedures


Area Handover Reports NDT Reports Closed Out NCRs, Defect




Procedures


Area Handover Reports

Closed Out NCRs, Defect Notification, Concessions, Technical Queries, Request for Information



Procedures


Area Handover Reports SAT Report Closed Out NCRs, Defect




Procedures


Area Handover Reports Procedures

8. Tests/Certificates (as applicable)

Tests/Certificates (as applicable)






Slump test results Mortar results Plumbing PT Survey Earthing

Flushing Certificate Torque Alignment

Flushing Certificate Pressure Test Water Quality Certificate

Flushing Certificate

Cables High Potential Tests Megger tests Insulation Resistance

Tests Distribution Boards Earthing Tests

Cables High Potential Tests Megger tests Insulation Resistance

Tests Distribution Boards Motor Bump Test Record Motor Uncoupled Run

Test Earthing Tests Vibration Report Noise Levels Report Lighting Illumination

Cables Megger Tests Earthing Impulse Line Pressure

Test Loop Cable Tests

9 Earthworks Earthworks

Surveyor Records Material Approvals Permit to Excavate Founding Level Approval Compaction map Compaction test

results

Surveyor Records Material Approvals Permit to Excavate Compaction map Compaction test

results





R e f


(Ref. Cx.x.1.x.)


(Ref. Cx.x.2.x)


(Ref. Cx.x.2.x)


Content

(Ref. Cx.x.2.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x..4.x)

10 Concrete Works Concrete Works

Concrete mix design Pre-Concrete

Inspections Concreter Cube

Results Post Concrete

Inspection Reports

Concrete mix design Pre-Concrete

Inspections Concreter Cube

Results Post Concrete

Inspection Reports

11 Floors

Soil Poisoning Slab Screeds Access Floor Tiles Carpets

12 Roof Structure

Shop drawings

13 Corrosion Protection Corrosion Protection Corrosion Protection Corrosion Protection

Surface Preparation Reports

Humidity/Dew point, Temperature Reports

DFT Reports Adhesion reports Batch Certificates














R e f


(Ref. Cx.x.1.x.)


(Ref. Cx.x.2.x)


(Ref. Cx.x.2.x)


Content

(Ref. Cx.x.2.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x..4.x)

14.

Completed Checklists (as applicable)







Piling Underground service

network Structural Steelwork Brickwork Carpentry & Joinery Wall finishes Ceilings Aluminium & Glazing

Cable Rack Support Cable Rack/Tray Trench Excavation,

Trenching and Backfilling

Cable Sleeve Installation

Transformer Installation

Distribution Board Installation

UPS Installation PVC/Galvanised Steel

Conduit Field Isolator

Installation Earthing Installation Cable Installation Cable Glanding and

Termination Junction Box

Installation Instrument Installation Interface Relay Panel

Cable Rack Support Cable Rack/Tray Trench Excavation,

Trenching and Backfilling Cable Sleeve Installation Transformer Installation Distribution Board

Installation Motor Control Centre

Installation Busduct Installation UPS Installation Power Skirting Installation PVC/Galvanised Steel

Conduit Lighting Fittings and 220V

Socket Outlet Installation Socket Outlet Installation Field Isolator Installation Welding Socket Outlets Electric Motor Earthing Installation Cable Installation Cable Glanding and

Termination Junction Box Installation

Cable Rack Support Cable Rack/Tray Instrument Installation Interface Relay Panel Earthing Cable Installation Cable Glanding and

Termination PLC cubicle Installation Instrument Tubing Junction Box Installation Marshalling Panel

Installation

15.

Welding Records, Field Pack Welding Records, Field Pack Welding Records Welding Records

Weld Map/Isometric Weld Comprehensive

Sheet NDE Reports Reference to General

Weld Procedure File


Sheet NDE Reports Reference to General Weld

Procedure File


Sheet NDE Reports Reference to General

Weld Procedure File


Sheet NDE Reports Weld procedure

Specification Weld Procedure

Qualification Welder Qualification





R e f


(Ref. Cx.x.1.x.)


(Ref. Cx.x.2.x)


(Ref. Cx.x.2.x)


Content

(Ref. Cx.x.2.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x.3.x)


(Ref. Cx.x..4.x)

16.

Materials Materials, Field Pack (extra field materials only)

Materials, Field Pack (extra field materials only)

Materials

Concrete Batch certificates

Rebar schedules Rebar batch

certificates Materials Map Material Index Material Test

Certificates

Materials Map Material Index Signed Material Test

Certificates


Certificates


Certificates

17.

Shop Fabrication Packs Shop Fabrication Packs Shop Fabrication Packs Shop Fabrication Packs

Signed-off QCP Weld Map/Isometric Weld Comprehension

Sheet NDE Reports Material Map Material Index Material Certificates Corrosion Protection

Inspection Reports Reference to General

Weld Procedure File Closed Out NCRs,

Defect Notifications, Concessions, Technical Queries, Request for Information



Inspection Reports Reference to General Weld

Procedure File Closed Out NCRs, Defect

Notifications, Concessions, Technical Queries, Request for Information

Signed-off QCP Weld Map/Isometric Weld Comprehension Sheet NDE Reports Material Map Material Index Material Certificates Corrosion Protection

Inspection Reports Reference to General Weld

Procedure File Closed Out NCRs, Defect

Notifications, Concessions, Technical Queries, Request for Information



Inspection Reports Reference to General

Weld Procedure File Closed Out NCRs,

Defect Notifications, Concessions, Technical Queries, Request for Information





C. Annexure - Completions Schematics

C1- Pipelines & Pump Stations





C2- Terminals

PC - CIVIL - PRACTICAL COMPLETION

- UNDERGROUND

Oily Water

Storm Water

Sanitation

LV Sleeves and Draw-Pits

MV Sleeves and Draw-Pits

Instrument and Control Sleeves and Draw-Pits

Communications Control

- BUILDINGS

Compressor Room

Testing Building

Workshop/Store

Fire Foam Pumphouse

Guard House

Fire Shed(s)

- SUBSTATIONS

Substation(s)

MV Control Room

LV Control Room

Remote Equipment Room(s)

- HANDOVER BY AREA

Incoming Manigold, Metering and Proving Area

Sleeperway(s)

Aaccumlator Bund Area(s)

Booster Pump Area(s)

MP Manifold Area(s)

Main Pump Area(s)

Launcher Area(s)

Tank Bund(s)

Transfer Pump Area(s)

Genset Area(s)

Tanker Loading Area(s)

Spill Basin Effluent(s)

Outgoing Chamber Area(s)

- TIE INS (CIVILS)

Storm Water

M&PC - MECHANICAL & PIPING HANDOVER MECHANICAL COMPLETION - PROCESS SYSTEMS

TM1 - xx off

TM2 - xx off

- UTILITY SYSTEMS

TM1 - xx off

TM2 - xx off

- TIE INS (PIPING)

Pipeline(s)

Fire Main

Storm Water

Municipal Water

EC - ELECTRICAL HANDOVER

- PROCESS SYSTEMS

TM1 - xx off

TM2 - xx off

- UTILITY SYSTEMS

TM1 - xx off

TM2 - xx off

- TECHNICAL SYSTEMS

TM1 - xx off

TM2 - xx off

CoCs

TM1 - 13 Areas + Security

TM2 - 13 Areas + Security

NOC

IC - INSTRUMENT HANDOVER

- PROCESS SYSTEMS

TM1 - xx off

TM2 - xx off

- UTILITY SYSTEMS

TM1 - xx off

TM2 - xx off

FIRE AND GAS

- CONTROL ROOM

Spill Basin

Manifold Area

Pump Bay

PIG Launcher Area

MV Gensets

Tank(s)

Bund(s)

Substation

Tanker Loading

Guard House

- FOAM PUMP HOUSE

Meter Prover

Fire Foam House

Test Facility

- REMOTE ROOM(s)

Booster Pump Bay(s)

- FIRE SHED

Bund(s)

SYSTEMS AND AUTOMATION

- COMMS (Design, manufacturing & construction data books / packs)

- PLMS (Design, manufacturing & construction data books / packs) RFC - IMS (Design, manufacturing & construction data books / packs)

- CoC - Security

- HTS (Design, manufacturing & construction data books / packs)

- FIBER NETWORK

Fiber Installation

Junction Boxes

- PERIMETER FENCE AND GATES

Aacces Control

Cameras

Alarm System

- CAMERA SURVEILANCE AREAS

Control Room

Guard House

1ST Floor Control Room

Fire Pump House

Test Facility

Main Line Pumps

PC - CIVIL - PRACTICAL COMPLETION

- OTHER

Bundwalls

Roads

Paving

Fencing and Walls

Safety Procedures

Environmental

Noise

Air Emissions RFOWaste Discharges

(TCCC)

3





D. Annexure: Document Handover Matrix

CONTENT LIST

1.0 General 46 2.0 Drawings 46 3.0 Software 49 4.0 Supplier Manuals 49 5.0 Construction Data Book (per work area) 50 6.0 Fabrication Data Book (per work area) 52 7.0 Instrumentation & Controls Systems 54 8.0 Electrical 56 9.0 Commissioning Hand‐Over Pack 57 EPCM – Project Management 10.0 General 58 11.0 Procurement / Contracts 58 12.0 Project Controls 60 13.0 Environmental 60 14.0 Health & Safety 61 15.0 Industrial Relations 65 16.0 Risk Management 65 17.0 Quality Assurance 65 18.0 Construction 66 19.0 Document Management 66 20.0 Information Management 66 21.0 GIS 66 22.0 Land Acquisition 67 23.0 Security 68 24.0 CSI 68

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HAND OVER REQUIREMENT (Latest Revisions) AND FORMAT A – Architectural C - Civil CM - Construction Man. CO – Commissioning D - Document Control E – Electrical EG - Engineering H – HSES I - Control and Instrumentation IM - Information Man M – Mechanical EN – Environment P – Piping Pr – Process PM - Project Man PS - Project Serv. PP - Procurement Q – Quality S – Structural SV – Survey IR – Ind. Relations V - Vendor/Contractor GIS

M - Mandatory, there must be a document supplied of this type at the indicated milestone I - Must be supplied at the indicated milestone if the document is planned to exist P - Document supplied in paper media form E - Document supplied in electronic media form Y - Yes (As-Built Requirement)

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TCP TPL Total documents /

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1.0 General

1.01 Document Index (Table of Contents pertaining to the file(s))

D

M P, E Yes Yes 1 Yes Yes No Yes Yes 1

1.02 Design Basis EG

M p, e No Yes 1 No Yes No No Yes 1

1.03 Discipline Scope of Work / Design Basis / Engineering Work Plan / Engineering Requisition

All

M P, E No Yes 1 No Yes No No Yes 1

1.04 Equipment List / Line List / Motor List / Valve List / Cable Schedule

M

I P M P, E Yes Yes 1 Yes Yes No Yes Yes 1

1.05 Standards and General Specifications, Procedures, Work Instructions and Method Statements

All

I P, E No Yes 1 Yes Yes No Yes Yes 1

1.06 Project Specific Specifications and Data Sheets (Equipment, Installation, Instrument, Functional etc.)

All

I P, E No Yes 1 Yes Yes No Yes Yes 1

1.07 Calculations (Statutory equipment) All

I P, E No Yes 1 No Yes No No Yes* 1

1.08 Engineering and Design Reports (Design Reviews, Peer Reviews, Studies/ Surveys etc.)

All

I P, E No Yes 1 No Yes No No Yes 1

1.09 Hazard Study 3 - Register & Action Close Out (HAZOP)

EG


1.10 Piping line lists P Y I P I P I P, E

2.0 Drawings

2.01 Drawing Register All

I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.02 General Arrangements (GA) All Y I P I P M P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.03 Layouts (LA) All Y I P I P M P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.04 Buried Services and Servitudes All Y I P I P M P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.05 Plot Plans, Key Plans, General Plans M,C, P,E

Y I P, E I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

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2.06 Process Flow Diagrams (PFD) I, Pr Y I E I E I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.07 Piping & Instrumentation Diagrams (P&ID)

Pr, H Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.08 Single Line Diagrams (SL) E, I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.09 Schematic Diagrams (SD) E, I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.10 Loop Diagrams (LD) I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.11 Hook-up Diagrams I I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.12 Block Diagrams (BD) I, Pr, E Y

I P, E Yes Yes 1 Yes Yes 21 Yes Yes 3

2.13 Piping Isometrics (ISO) P Y

I E Yes Yes 1 Yes Yes No Yes Yes 1

2.14 Fitting Diagrams P


2.15 Mainline Diagrams P


2.16 Manifold Diagrams P


2.17 Drainage Diagrams P Y


2.18 Domestic Diagrams P


2.19 Fire Diagrams P


2.20 Feeder Diagrams P


2.21 Concrete Layout Drawings C Y


2.22 Concrete Detail Drawings C Y


2.23 Column Loading Drawings C Y


2.24 Reinforcement Detail Drawings C


2.25 Architectural Detail Drawings A Y


2.26 Foundation & Anchor Bolt Sizes and Location Drawings

C, A Y I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

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2.27 Nameplate Drawing M, E, I


2.28 Hydraulic Diagrams I, M Y I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.29 Pneumatic Diagrams I, M Y I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.30 HVAC Drawings GA M Y I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.31 Mechanical Equipment General Arrangement Drawings

M Y I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.32 Earthing Diagrams E, I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.33 Logic Diagrams I

I P, E Yes No 1 Yes No No Yes Yes 1

2.34 Cause and Effect Diagram I


2.35 Utility Flow Diagram Pr I E I E I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.36 Utility list Pr Y I P I E I P, E Yes Yes 1 Yes Yes No Yes Yes 1

2.37 Electrical Layout Drawings E Y


2.38 Panel/ Cab/ Equipment General Arrangement Drawings

E, I Y


2.39 Cable Termination Diagram E, I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.40 Hazardous Area / Manifold Drawing and Classification

M, E Y

I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

2.41 Racking Diagrams E, I, P Y


2.42 Switchgear Diagrams E


2.43 Structures/ Frames E


2.44 Electrical Equipment Diagrams E


2.45 3D Models All Y


2.46 Schedules All


2.47 Alignment Sheets All


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2.48 Survey Diagram SV


2.49 Survey Compilation Plan SV


2.50 Topocadastral Series SV


2.51 Town Plans (Where Applicable) SV


2.52 Aerial Photographs SV

I E Yes Yes 1 Yes Yes No Yes Yes 1

2.53 Concept Drawings All


3.0 Software / Databases

3.01 Software License register I Y E I P,E No Yes 1 Yes Yes No Yes Yes 1

3.02 Software/version register I Y I E I P,E Yes yes 1 Yes Yes No Yes Yes 1

3.03 PLC Software Programme I Y

I E I E Yes No No Yes No No Yes No No

3.04 DCS Software Documented Program I Y

I E I E Yes No No Yes No No Yes No No

3.05 All native software input/output files/deck e.g.

All Y E Yes No No Yes No No Yes No No

- INTOOLs database, ,

- CAEZAR pipe stress

- Hydraulic calculation files of

Impulse/ FT fathom

- Other

4.0 Supplier Manuals

4.01 Operating & Maintenance Manual V Y M E M E M P, E No Yes No No Yes 11 No Yes 2

4.02 Installation Instructions V Y M E M E M P, E No Yes 1 No Yes 11 No Yes 2

4.03 Training Manual & Programme V I E I E I P, E No Yes 1 No Yes 11 No Yes 2

4.04 Instrument User Manual V

I E I E No Yes 1 No Yes 11 No Yes 2

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5.0 Construction Data Book (Per Work Area)

5.01 Index V

I P, E Yes Yes 1 Yes Yes No Yes Yes 1v

5.02 QCP, ITP V I P I P I P, E No Yes 1 No Yes No No Yes 1

5.03 Check Sheets and Inspection Reports V


5.04 Survey Reports V


5.05 Access Certificates V

I P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2 5.06 Certificates ( Material, Calibration, Test,

etc.) V No Yes 1 No Yes No No Yes 1

5.07 Weld maps V Y


5.08

Welding Certificates ( Welding Procedure Specifications (WPS), Welding Procedure Qualification Records (WPQR), Welder Qualification Records (WQR)

V


5.09 Weld consumable certificates V


5.10 NDT Procedures & Reports V

I P, E No Yes 1 No Yes 11 No Yes 2

5.11 NDT Operator Qualifications V


5.12 Coating Inspection Report V

I P I P, E No Yes 1 No Yes No No Yes 1

5.13 Pressure / leak / Soap test certificates V

I P I P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

5.14 Non-Conformance Reports V


5.15 Concessions V


5.16 Contractor's Defects List V Y


5.17 Request for Client Inspection V


5.18 Employer's Defects Lists V


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5.19 Site Acceptance Tests – SAT’s V I P I P I P, E No Yes 1 No Yes No No Yes 1

5.20

Contractor's "Redline" Drawings - Signed and Stamped "As-Built" These drawings are to be updated and issued “As-Built”

V Y I P I P I P, E No Yes 1 No Yes 2 No Yes 3

5.21 Certificate of Compliance - COC V

I P I P I P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

5.22 Design Engineer's Certificate of Completion as per Construction Regulation 9(2) H

V

M P M P M P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

5.23 Mechanical Completion Certificate (MC) V

M P M P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

5.24 Hazard Study 4 - Register & Action Close Out (Constructability)

V

M P M P M P, E No Yes 1 No Yes No No Yes 1

5.25 Rebar, Reinforcement and Cast-in Schedules

V


5.26 Reinforcement bending schedules V


5.27 Dynamic Analysis Report V


5.28 Geotechnical Report V


5.29 Architectural Schedules V Y


5.30 Concrete Pour Records - Slump and Cube Strength Tests

V

M P M P, E No Yes 1 No Yes No No Yes 1

5.31 Soil Compaction Report V

M P I P, E No Yes 1 No Yes No No Yes 1

5.32 Materials Certificate V

M P I P, E No Yes 1 No Yes 1 No Yes 2

5.33 Material Traceability Maps/Records V


5.34 Underground Installation Report V

M P I P, E No Yes 1 No Yes No No Yes 1

5.35 Cladding and Fixing Details V Y


5.36 Expansion Joint Details V Y


5.37 Cladding Data Sheet V


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5.38 Data Sheets on All Materials V


5.39 Shop Pre-Assembly Details V


5.40 General Arrangements and Primary Member Signs

V Y I P I P I P, E No Yes 1 No Yes No No Yes 1

5.41 Building Floor Plan and View V Y I P I P I P, E No Yes 1 No Yes No No Yes 1

5.42 Continuity Test Results V I P, E No Yes 1 No Yes No No Yes 1

6.0 Fabrication Data Book (Per TAG) 6.01 Index V


6.02 Shop detail drawings V


6.03 QCP & ITP V


6.04 Quality Audit Schedule & Report V


6.05 Check Sheets and Inspection Reports V


6.06 Certificates ( Material, Calibration, Test, Welding, Painting, etc.)

V


6.07 Certificate of Compliance - COC V

I P M P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

6.08

Welding Certificates (Welding Procedure Specifications (WPS), Welding Procedure Qualification Records (WPQR), Welder Qualification Records (WQR), Welding Consumables Certificates (WCC))

V


6.09 List of Special Tools V


6.10 Non-Conformance Reports V


6.11 Concessions V


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6.12 Supplier's Defects List V


6.13 Request for Inspection V


6.14 Employer's Defects Lists V

I P, E v Yes 1 No Yes No No Yes 1

6.15 Factory Acceptance Test (FAT) V


6.16 Supplier's "Redline" Drawings - Signed and Stamped "As-Built"

V Y


6.17

Material/Equipment Fabrication Release Certificate These drawings are to be updated and issued “As-Built”

V Y


nal2

6.18 List and Location of Bearings and Seals V


6.19 Lubrication Sheets V I E I E I P, E No Yes 1 No Yes No No Yes 1

6.20 Mechanical Tech Specifications V Y


6.21 Mechanical Equipment Data Sheets V Y I P I P I P, E No Yes 1 No Yes No No Yes 1

6.22 Spare Parts Interchangeability Register (SPIR)

V Y


6.23 Commissioning Spares V


6.24 Noise and Vibration Data V


6.25 Noise and Vibration Test Certificates or Guarantees

V


6.26 Vessel Closure Certificate V

I P I P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

6.27 Alignment Records V


6.28 Material Traceability Maps/Records and material certificates

V


6.29 NDE Procedures & Reports V


6.30 NDE Operator Qualifications V


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6.31 Weld Maps V


6.32 Coating Inspection Report V


6.33 Dimensional Checks V


6.34 Preservation Procedure V


6.35 Heat Treatment Reports V


6.36 Manufacturing & Fabrication Record Books (MRB, FRB)

V


6.37 Factory Test Certificates and/or Pressure / Leak Test certificates

V


nal2 6.38 Certificates for Intrinsically Safe

Equipment V

I E M E M P, E No Yes 1 No Yes Original2 No Yes

1+Original2

6.39 Equipment Flameproof / Explosion Proof certificates

V

I E M E M P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

6.40 Fabrication jig drawings V


6.41 Cathodic Protection Requirements V Y I E I E I P, E No Yes 1 No Yes No No Yes 1

6.42 Cathodic Protection Test Certificates V

I E I P, E No Yes 1 No Yes No No Yes 1

7.0 Instrumentation & Controls Systems

7.01 Instrument Index I Y I P I P I P, E No Yes 1 No Yes 11 No Yes 2

7.02 Cause & Effect diagram I Y

M P M P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.03 Instrument Layout drawings I Y


7.04 Instrument data sheets & Technical specifications

I Y I E I E I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.05 Cable racking layout I


7.06 Cable routing layout I, E Y


7.07 Cable block diagrams I, E Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

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7.08 Cable Termination Information I Y I P I P I P, E Yes Yes 1 Yes Yes No Yes Yes 1

7.09 Instrument Cable Schedule I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.10 Instrument Nozzle Elevations I Y

I P, E Yes Yes 1 Yes Yes No No Yes 1

7.11 Earthing diagram I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.12 Loop diagrams I Y I P I P I P. E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.13 PLC schematics I Y I P I P I P, E Yes Yes 1 Yes Yes No No Yes 1

7.14 Logic diagrams & description I Y

I E I E Software ver. only

No No Software ver. only


No No

7.15 Loop Checks I Y


7.16 EDS (Software Functional Design Specification)

I Y


7.17 Software License register (see 3.0 above)

I Y E I P,E No Yes 1 Yes Yes No Yes Yes 1

7.18 Software/version register (see 3.0 above)

I Y I E I P,E Yes yes 1 Yes Yes No Yes Yes 1

7.18 PLC Software Programme (see 3.0 above)

I Y

I E I E Software ver. only



No No

7.19 DCS Software Documented Program (see 3.0 above)

I Y


7.20 Flow Calculations I Y


7.21 Control/ Safety Valve Calculations I Y


7.22 Power Supply Calculations I Y


7.23 Air Supply Calculations I Y


7.24 Certificates for Intrinsically Safe Equipment

I


nal2

7.25 Flame Proof/ Explosion Proof Certificates

I


nal2

7.26 Calibration certificates I

I E I P, E No Yes 1 No Yes Original2 No Yes 1+Origi

nal2

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7.27 FAT Specification, Program and Report I

I E I P, E No Yes 1 No No No No Yes 1

7.28 SAT Specification, Program and Report I

I E I P, E No Yes 1 No No No No Yes 1

7.29 Panel / Cabinet General Arrangement Drawings (Internal & External)

I Y I P I P I P. E Yes Yes 1 Yes No 11 No Yes 2

7.30 PHD/ Experon Data Tables I Y I P I P I P, E No Yes 1 No Yes No No Yes 1

7.31 User manual I

M P, E No Yes 1 No Yes 11 No Yes 2

7.32 Connection Schedules PLC I Y I P I P I P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.33 I/O List I Y I P I P M P, E Yes Yes 1 Yes No 11 Yes Yes 2

7.34 Trip/ Alarm Schedule / RAT List I Y

M P, E Yes Yes 1 Yes Yes 11 Yes Yes 2

7.35 PLC Hardware Configuration & Component BOM

I


7.36 PLC Hardware Backpane Dip Switch Setting Schedule

I


7.37 Control System Layout I Y


7.38 SIL Verification Report I Y

M P, E No Yes 1 No Yes 11 No Yes 2

8.0 Electrical

8.01 Load Lists E Y


8.02 Protection Settings/ Calculations E Y


8.03 Protection Coordination Curves E Y I P I P I P, E No Yes 1 No Yes No No Yes 1

8.04 Motor Start Calculations E


8.05 Lightning Protection Layouts E


8.06 Motor Overload Relay Settings E Y I P I P I P, E No Yes 1 No Yes No No Yes 1

8.07 Lighting Layout E Y


8.08 Transformer Design Data E


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8.09 Rectifier Design Data E

I P., E No Yes 1 No Yes No No Yes 1

8.10 Motor List E Y I P I P I P, E No Yes 1 No Yes No No Yes 1

8.11 Circuit Breaker Time-Current Curves E


8.12 Heat Run Test Reports E Y


8.13 Termination Lists E Y I P I P I P, E No Yes 1 No Yes No No Yes 1

8.14 Electrical Equipment Data Sheets E Y I P I P I P, E No Yes 1 No Yes No No Yes 1

8.15 Cable Schedule (Including de-rating factor philosophy / calculator, cable length, volt drop calculations)

E Y I P I P I P, E No Yes 1 No Yes No No Yes 1

8.16 Installation certificate of compliance E Y


nal3

8.17 General Arrangements for Motor Control Centre (MCC)

E Y

I P, E

No Yes 1 No Yes 1

9.0 Commissioning Hand Over Pack

9.01 Commissioning Start-up Schedule CO

i P, E No Yes 1 No Yes 1 No Yes 2

9.02 Performance test procedure Pr

I P No Yes 1 No Yes No No Yes 1

9.03 Test Certificates CO


nal2

9.04 Test Reports (Test Run Records, Results and Inspection Reports)

CO


9.05 Defects List CO


9.06 Mechanical Completion (MC, IC, EC, PC), Take Care, Control & Custody (TCCC) Certificates

CO


nal2

9.07 Cost Reports PS


9.08 Hazard Study 5 - Register & Action Close Out (Commissioning)

EN


9.09 Pre Commissioning Manual (Pre Operation Verification)

CO

M P M P, E No Yes 1 Yes4 Yes No4 Yes4 Yes 14

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9.10 Training program CO I E I E I P, E No Yes 1 Yes4 Yes No4 Yes4 Yes 14

EPCP - Project Management

10.0 General

10.01 Owner Requirement Specification (ORS) PM


10.02 Project Execution Plan PM


10.03 Insurance Policies and Guarantees PM


10.04 Progress Reports PM


10.05 Project Reports PS


10.06 Permit Plan PM


10.07 Operating Permit Dossier PM


10.08 Project Close-out Index PM


10.09 Project Close Out Report PM


10.10 Customs Documentation PP


10.11 Utilities List EG


11.0 Procurement / Contracts

PRE-AWARD

11.01 Enquiry Document including Addendums, RFQ's

PP P, E No Yes 1 No Yes No No Yes 1

11.02 Tender Opening Record PP P, E No Yes 1 No Yes No No Yes 1

11.03 Tender Evaluation & Adjudication Report (TEAR)


11.04 Successful Tender Submission PP P, E No Yes 1 No Yes No No Yes 1

POST AWARD

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OP

Y

Nat

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F

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Nat

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Y

11.05 Contract Document or Purchase Order


11.06

Approved Compensation Events or Order Amendments, Notifications, Project Management Instructions, Early Warnings


11.07 Bonds/Guarantees PP

11.08 Invoices & Payment Certificates PP P, E No Yes 1 No Yes No No Yes 1

11.09 Requests for Information PP P, E No Yes 1 No Yes No No Yes 1

CLOSE-OUT

11.10 Close-out Pack: PP P, E No Yes 1 No Yes No No Yes 1

11.11 Final Material Receiving Report or Suppliers Notice of Completion


11.12 Outstanding Requirements

Memorandum PP P, E No Yes 1 No Yes No No Yes 1

11.13 TCP Notice of Completion PP P, E No Yes 1 No Yes No No Yes 1

11.14 Final Statement / Account PP P, E No Yes 1 No Yes No No Yes 1

11.15 Final Payment Release PP P, E No Yes 1 No Yes No No Yes 1

11.16 Waiver of Delay Damages PP P, E No Yes 1 No Yes No No Yes 1

11.17 Bank Guarantee Release Authorization


11.18 Close-out Notices:

Internal TCP TCP to Supplier


11.21 Supplier / Contractor performance evaluation

PP P, E No Yes 1 No No No No Yes 1

11.22 Warrantee & Retention Bond Handover PP P, E No Yes 1 No Yes No No Yes 1

11.23 Open Contract Files PP P, E No Yes 1 No Yes 1 No Yes 2

11.24 Contract Close-out Checklist PP I P, E No Yes 1 No Yes No No Yes 1

3





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Required for RFC

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data required

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Y

12.0 Project Controls

12.01 Final Project Cost Report (Level 2) PS


12.02 Final Project Cost Report (Level 4) PS


12.03 Final Project Schedule PS


12.04 Register of Project Change Notices (PCN's)

PS


12.05 Project Change Notices (PCN's) PS


12.06 Asset Register PS


12.07 Budget, Estimates PS


13.0 Environmental

13.01 Environmental Assessment EN


a. Application EN

b. Scoping Report EN

c. Environmental Impact Report EN

d. Environmental Management Plan (construction + operation)

EN I E

e. Environmental authorisation/Record of Decision

EN

f. Compliance (authorisation) and Legal Liability

EN I E

13.02 Other Environmental Permits EN


a. Application EN b. License/Permit EN

c. Compliance and Legal Liability EN

13.03 Correspondence with Government Authorities

EN


a. Letters/Notifications EN

b. Minutes of Meetings EN

3

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Required for RFC

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data required

Req

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Nat

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Y

Nat

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F

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Y

Nat

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F

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Y

13.04 Environmental Procedures EN


13.05 Environmental Incidents EN


a. Incident Notification EN/V

b. Incident Reports V

c. Incident Register EN

13.06 Contractor Documentation EN


a. Environmental Procedures Method Statements

V

b. EMPs V

13.07 Environmental Reports Outside EIA/BAR

EN


13.08 Public Complaints Register (Trunkline) EN


13.09 NCR Register & NCRs V


14.0 Health & Safety

14.01 Health and Safety Specification H


14.02 Principal Contractors Health and Safety Management plans

H


14.03 Health and Safety Management close out report (includes HS performance summary for the project)

H


14.04 Health and Safety monthly reports for the site

H


14.05 Incident reports for all reportable incidents (DOL) (SAMSA)

H


14.06 Safety equipment calibration certificates H

M P M P, E No Yes 1 No Yes No No Yes 1

14.07 Material Safety Data Sheets (MSDS) H I E M E M P, E No Yes 1 No Yes No No Yes 1

14.08 SAFETY FILE:- EACH TCP CONTRACTOR:

V

1. Notification of construction work (DOL Notice)

V No Yes 1 No No No No Yes 1

3

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Required for RFC

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data required

Req

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Nat

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F

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OP

Y

Nat

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PD

F

HA

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OP

Y

Nat

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F

HA

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OP

Y

2. Register of Legal requirements and

Government Notices as applicable


3. Appointments: (principle contractors & 1st tier subcontractors)


a. OHS 37.2’s

b. OHS 16.2’s

c. CR 4.1(c)

d. CR 5.3(b)

e. CR 6.1’s

f. CR 6.6’s

4. Delegations of Authority: (AWP Alliance / EPCM/TCP)


a. 16.2 Project director

a. DOA’s to each asset Project & Construction Manager

5. Risk Assessments: V No Yes 1 No No No No Yes 1

a. Project baseline risk assessment for each principle contractor & consolidated risk assessment register per sub-contractor

b. Issue based risk assessments

register for each principle contractor (corresponding Aconex document number must be included in the register)

c. Project consolidated H&S risk register per asset

6. Safety Management Plans and Process


a. EPCM (incl TCP) i.Project SMP per asset for

EPCM ii.Project Procedures developed

3





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data required

Req

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Y

Nat

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Y

Nat

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F

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OP

Y

for / used on NMPP

b. Principle contractors i. Site SMP’s ii. Project procedures iii. Site Method statements and

safe work procedures (If included in Risk assessment packs recorded onto Aconex this item becomes null en void)

c. 1st Tier subcontractor i. Site SMP’s ii. Procedures developed and

used on the project

7. Safety Closeout reports V No Yes 1 No No No No Yes 1

a. Principle contractor’s comprehensive H&S closeout report per asset, including lessons learnt

b. Asset consolidated closeout report by EPCM, including lessons learnt &H&S initiative summary

c. Project consolidated closeout & Lesson Learnt report

8. Personnel

mobilisation/demobilisation and training:


a. Date medical entry, dates of

periodic medicals and date of medical exit.(register)

b. Proof of project induction register

c. Report on any occupational health reportable cases identified during course of the project & proof of submission/reporting to COID / Workman’s Compensation Commissioner

9. Safety Meetings V No Yes 1 No No No No Yes 1

3





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DELIVERABLE

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Required for RFC

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a. Site H&S Committee meeting minutes per contractor / asset.

b. Site H&S construction meeting minutes per asset

c. Risk reduction/planning/ad hoc

safety management meeting minutes

d. Management reports related to H&S

V

10. Training No Yes 1 No No No No Yes 1

a. Inductions & other relevant site

training programs implemented on the project

b. Each principle contractor’s competency requirement training matrix (per job category)

c. Register of toolbox topic’s

11. Work Stoppage registers which

reflect dates raised, dates closed and any residual risk.


12. Incident management V No Yes 1 No No No No Yes 1

a. Incident & injury register (Aconex

document number recorded for each)

b. Incident dossiers (signed off with all required evidence & information included) - If transmitted via Aconex this item can be voided.

13. Project Audits, V No Yes 1 No No No No Yes 1

a. EPCM – i. Head office audits (Ad Hoc) ii. TCP Corporate governance

audits

b. PC’s – i. Head office corporate

governance (Ad Hoc) ii. Audits by the EPCM /TCP

3





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DELIVERABLE

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Required for RFC

Required for BO


data required

Req

uir

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Med

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(monthly)

c. Sub-contractors i. Audits by PC’s (monthly)

15.0 Industrial Relations

15.01 Industrial Relations Policy & Management Plan

Q


15.02 Industrial Relations Close-Out Report IR


16.0 Risk Management

16.01 Final Risk Register incl. H&S Risk Assessment Register

PS


16.02 Risk Reports PS


17.0 Quality Assurance

17.01 Project Management System Plans and Procedures

Q


17.02 QA Audit schedule and reports Q


17.03 Non Conformance Report (NCR) register and NCRs

Q


17.04 Non Conformance Register Q


17.05 Concession register and concession requests

Q

I P I P I P, E No Yes 1 No Yes No No Yes 1

17.06 Technical query register and Technical Queries

Q

No Yes 1 No Yes No No Yes 1

18.0 Construction & Commissioning

18.01 Construction Permit Dossier CM Y I P I P I P, E No Yes 1 No Yes No No Yes 1

18.02 Construction Plan CM


18.03 FEQ Register CM


18.04 FEQ's CM


3

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DELIVERABLE

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Required for RFC

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Req

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Y

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Y

18.05 Training and Operational Procedures CO I E M P, E No Yes 1 No Yes No No Yes 1

18.06 Maintenance procedures CO I E M P, E No Yes 1 No Yes No No Yes 1

19.0 Document Management 19.01 Overall Drawing & Document Register

(of all documentation handed over) D

I P, E Yes Yes 1 Yes Yes No No Yes 1

19.02 Archive Indices D Yes Yes 1 Yes Yes No No Yes 1

20.0 Information Management

20.01 Aconex Agreement IM


20.02 Aconex Data Base / Transfer IM

I E

21.0 GIS

21.01

GIS Geo-Database (GIS data as per specifications- File and Folder Structure, Associated Data Used in the Development of the Database as well as the Database itself)

GIS I E Yes No No Yes No No Yes No No

21.02 Project Charter GIS I E No Yes No No Yes No No Yes No

21.03 Project Plan GIS I E No Yes No No Yes No No Yes No

21.04 Business Requirement Specification GIS I E No Yes No No Yes No No Yes No

21.05 Master Data List GIS I E No Yes No No Yes No No Yes No

21.06 Requirement Traceability Matrix GIS I E No Yes No No Yes No No Yes No

21.07 Application Design Specification GIS I E No Yes No No Yes No No Yes No

21.08 Data Design Specification GIS I E No Yes No No Yes No No Yes No

21.09 Technology Design Specification GIS I E No Yes No No Yes No No Yes No

21.10 TPL GIS roles & responsibilities GIS I E No Yes No No Yes No No Yes No

3

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Y

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Nat

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21.11 Application User Guide GIS I E No Yes No No Yes No No Yes No

21.12 Internal Test report GIS I E No Yes No No Yes No No Yes No

21.13 Configuration Management Document GIS I E No Yes No No Yes No No Yes No

21.14 Acceptance Test Report GIS I E No Yes No No Yes No No Yes No

21.15 Close-Out Report GIS I E No Yes No No Yes No No Yes No

21.16 Support Plan GIS I E No Yes No No Yes No No Yes No

21.17 Maintenance & Support Contract GIS I E No Yes No No Yes No No Yes No

21.18 Service Level Agreement GIS I E No Yes No Yes Yes No No Yes No

22.0 Land Acquisition Transnet Properties

22.01 Land Acquisition Database GIS I E Yes No No Yes No No Yes No No

Cadastral Mosaic (shape file) GIS I E

Permanent Servitude Area (shape file) GIS I E

Construction Area (shape file) GIS I E

Property Centreline (shape file) GIS I E

22.02 Servitude Agreements & Expropriations GIS I E No Yes No No Yes No No Yes No

22.03 Annexure B of the Servitude Agreements-Occupation Certificate

GIS I E No Yes No No Yes No No Yes No

22.04 Annexure B : Construction Completion Date


22.05 Pre-Entries GIS I E No Yes No No Yes No No Yes No

22.06 Mechanical Sign-off Register GIS I E No Yes No No Yes No No Yes No

22.07 Deeds Records GIS I E No Yes No No Yes No No Yes No

22.08 Access Routes maps GIS I E No Yes No No Yes No No Yes No

22.09 Access Route Register GIS I E No Yes No No Yes No No Yes No

22.10 Environmental Sign off GIS I E No Yes No No Yes6 Original No Yes Original

3

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DELIVERABLE

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Y

Nat

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F

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Y

Nat

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F

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Y

22.11 Property Register GIS I E No Yes No No Yes No No Yes No

22.12 Annexure B: Construction Outstanding matters Register


22.13 Land Verification Database GIS I E No Yes No No Yes No No Yes No

22.14 Contact Register GIS I E No Yes No No Yes No No Yes No

22.15 Owner Register GIS I E No Yes No No Yes No No Yes No

22.16 Servitude Agreement Register GIS I E No Yes No No Yes No No Yes No

22.17 Servitude Occupation register GIS I E No Yes No No Yes No No Yes No

22.18 Clause Register GIS I E No Yes No No Yes No No Yes No

22.19 Servitude Sketches GIS I E No Yes No No Yes No No Yes No

22.20 Power Supply Register GIS I E No Yes No No Yes No No Yes No

22.21 Ingonyama Trust Tenant Register GIS I E No Yes No No Yes No No Yes No

22.22 Ingonyama Trust Crop growers Register GIS I E No Yes No No Yes No No Yes No

22.23 Special Conditions Register GIS I E No Yes No No Yes No No Yes No

22.24 Compensation Register (Invoice Packs) GIS I E No Yes No No Yes No 1

22.25 Environmental Rehabilitation Register (grasslands, wetlands, erosion)

GIS I E No Yes No No Yes No 1

23.0 Security

23.01 Security Risk Assessments H No Yes 1 No Yes No No Yes 1

23.02 Security Incident Report Register and Incident Reports

H No Yes 1 No No No No Yes 1

24.0 CSI

24.01 Project Register PS No Yes ! No Yes 1 No Yes 2

3

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24.02 Project Files PS No Yes ! No Yes No No Yes 1

24.03 Detail Cost Report PS No Yes ! No Yes No No Yes 1

24.04 Contract Files PS No Yes ! No Yes 1 No Yes 2

24.05 Project Close-out PS No Yes ! No Yes No No Yes 1

NOTES: 1 One as-built Hard Copy per site is required, in addition to any other requirements. 2 Certificate originals to TPL to be wet signature documents 3 Originals in the CoC file 4 If manuals are unavailable in native format, four original copy prints for TPL are required in addition to any other requirements 5 Native required only if contract has not been closed out and TCP/TPL is to manage contract subsequent to handover 6 Copy also for Handover to Transnet Pipelines

3

3