Table of Contents

  1. Purpose
  2. General
  3. Responsibilities
  4. Procedure
  5. Spare Parts Work Flow Diagram
  6. References
  7. Attachments

1. Purpose

Define the necessary steps to be followed for handling Spare Parts and serve as a base for a project specific Spare Parts procedure.

2. General

This document represents a summary of actions, responsibilities and remarks related to Spare Parts handling for both grass root and revamp plants and is intended to serve as a base for the preparation of a project specific procedure when appropriate.

The type of Spare Parts handled in this procedure are described in section 4.1. A Spare Parts Program is available for electronically completing the SPR forms (by Vendor).

2.1 Organization

Depending on project scope and size certain positions in the Spare Parts team described in the following sections may be combined or eliminated.

For example:

  • on smaller Projects the Spare Parts Engineer performs the roles of the Spare Parts Manager and the Spare Parts Coordinator;

  • on medium Projects, the Spare Parts Coordinator performs the role of the Spare Parts Manager;

  • on large Projects the Spare Parts Manager will be appointed to be the single focal point, responsible for conducting the Spare Parts team and controlling all Spare Parts activities.

2.2 Abbreviations Used

  • MEC, Material and Equipment Coding

  • MMS, Maintenance Management System

  • SPC, Spare Parts Coordinator

  • SPE, Spare Parts Engineer

  • SPM, Spare Parts Manager

  • SPP, Spare Parts

  • SPR, Spare Parts List and Interchangeability Record

3. Responsibilities

3.1 Spare Parts Manager (SPM)

The SPM will be the single focal point, responsible for co-ordinating and controlling all Spare Parts activities.

  • he will complete attachment 1, (Questionnaire) to define the Project Scope;
  • he ensures that the project specific Spare Parts- and Spare Parts Procurement Procedures (refer 6.1) describe in detail the Scope of responsibilities as agreed with Client; i.e. Spare Parts selection criteria, approval cycle, soft- and hardware deliveries, etc.;
  • he assigns a Spare Parts Coordinator (SPC);
  • he obtains local Inventory of existing Spare Parts (stock) and if available Client's Material and Equipment Coding (MEC);
  • he reports monthly to Client the status of Spare Parts and related documents and if required Spare Parts costs.

3.2 Spare Parts Coordinator (SPC)

The duties of the Spare Parts Coordinator are as follows:

  • organize Spare Parts team and specify Spare Parts requirement clauses in requisition.

  • make sure that each Department involved has a copy of the approved Yes / No list, and the Spare Parts Procedure. Ensure that SPR requirements are well defined and complete in the request for quotation for main equipment.

  • provide the Procurement Department with hard copies or electronic SPR-forms for completion by Vendors. (see attachment 8)

  • submit hard copy of SPR-form “Package Complete" with letter or "Provisional Complete” with letter and transmittal to the Client for approval. (refer 3.3, item 10)

  • perform the necessary expediting.

  • coordinate and follow-up comments and questions from the Client.

  • provide and submit answers / data to Client with letter and/or transmittal.

  • send 2 copies of each document with transmittal to Client and store 1 copy in the Project file, after completion of the SPR form with attached documents.

  • prepare a “Request for Purchase” and hand it over to Procurement Department. This department will place an appropriate Purchase Order with the Vendor / Supplier.

  • arrange an electronic transfer of SPR_II into Company’s Material Management tool, after completion of all purchases.

  • Provide a file containing the full SPR_II data as an deliverable to Client for implementation in their Material Maintenance System (MMS), in an format as agreed per Contract.

  • keep a fully up-to-date administration of the status of all Spare Parts recommendations and SPR-lists.

  • send hardcopies to Client for manual implementation in their Material Management System (MMS) in case of changes after completion such as purchase order amendments.

3.3 Spare Parts Engineer (SPE)

The SPM will be the single focal point, responsible for co-ordinating and controlling all Spare Parts activities.

  • use agreed Yes / No list with requisitions in which Spare Parts are involved.
  • obtain SPR from Procurement department, import this collection module for Vendor data on Spare Parts into SPR_I.
  • expedite Vendors via Procurement department for additional data and/or drawings if required.
  • check Vendors Spare Parts recommendations and SPR-lists for technical acceptability (check if: all recommended Spares are listed in appropriate columns, ensure Spare Parts of Vendors, such as auxiliary equipment and accessories, show the original data of the manufacturers and sub-Suppliers, priced with delivery time and completed with all required drawings.).
  • transmit SPR-lists internally to Discipline Engineers for their recommendation on type and quantities of First year Spare Parts and Normal Operation Spare Parts proposed according to Clients standards and comments.
  • expedite Discipline Engineer to obtain his recommendation on specified Spare Parts and quantities.
  • update SPR-form with Client's comments, make sure that Vendors quotation concerning prices, delivery time, packing and shipping conditions are in line with the original recommendation and are still valid. Prepare a "Request for Purchase" and hand it over to the SPM.
  • make sure that all required documents for each part are present, such as certificates, test reports, fabrication reports, manuals, etc..
  • complete files with all originals ready for hand-over to Client. " complete SPR-form to "Preliminary" status with sufficient information for the selection of Spare Parts with long delivery time, when not all SPR data is available
  • ensure that existing MEC numbers for identical parts that are already used in the Plant, are identified on the SPR-forms.
  • check SPR-form and complete data, select new MEC numbers if existing MEC numbers are not available and/or applicable (in accordance with Client's MEC standard, latest version and ensure consistency with local Inventory Record, Buying Descriptions and Client's on-line system for materials administration).
  • review MEC numbering, performs Interchangeability analyses, collecting Spare Parts files consolidating them in one Master Spare Part file in order to analyze the required quantity.

3.4 Discipline Engineer

The duties of the Disciple Engineer are as follows:

  • implement the Spare Parts requirements as generated by the SPC in the selected requisitions.
  • review Main Order Bids and ensure that Capital, Warehouse and Commissioning Spares quoted by the Vendor are also shown on the Bid summaries.
  • review each individual SPR-form per Purchase Order and review the indicated quantities for First Year - and Normal Operating Spare Parts based on judgement as to the required amounts.

Note: These quantities are not to be added up cumulatively to determine the final quantities to be purchased.

  • check received SPR packages from Vendor for completeness inclusive drawings. Make the necessary calculations to determine the quantities for Commissioning -, First Year-, Normal Operation- and Critical- Spare Parts as per Clients standards and procedures.
  • complete Spare Parts Audit Record to indicate the status of Spare Part package. A copy of this form will be sent to the SPC. (see attachment 7)
  • assess the final recommended number of Spare Parts at the consolidation stage in Module_II.


This final figure is determined by:
judgement of the Discipline Engineer taking into account total number of selected Equipment items, as per Yes / No list.

b. judgement of Client Maintenance Department.

3.5 Procurement Department (refer also Procedure 6.1)

The Project Procurement Manager is responsible to make sure that Vendors bid for Bulk materials and Equipment also contains a detailed list of priced Commissioning Spare Parts. He is also responsible for:

  • the expediting of Spare Parts recommendations and SPR’s from Vendors, after Purchase award.
  • inform the SPC the Spare Parts Purchase Order numbers for each Vendor; in case Electronic SPR_I floppies are to be prepared.
  • receive blank SPR-forms or E_SPR_I floppies from the SPC and forward these together with the Main order to the Vendor;
  • expedite Vendor to deliver complete SPR-form, with recommended spares in the appropriate columns, prices, delivery times and relevant drawings.

4. Procedure

Spare Part Definitions


"Spare Parts and Interchangeability Record", form (see also attachment). This form is available as a Company furnished hard copy or Electronic Data file to be completed by the Vendor with complete information defining all , First Year- and Normal- Operation Spare Parts, including quantity, cost and delivery time.

Capital (Insurance)Spares:

Parts or assemblies that are quoted, evaluated and purchased along with the original equipment because of cost factors, engineering, fabrication, testing and fitting requirements, long delivery problems or are specified by Client.

Usually one of a kind assemblies such as rotor assemblies, reduction gear sets, special forgings, etc.

Warehouse Spares:

Complete assemblies that are quoted, evaluated and purchased along with the original equipment.

Assemblies are usually identical to installed units (for example a complete Spare pump assembly) but are stored in the Client’s Warehouse.

Construction Spares:

Parts and assemblies normally used or consumed during installation of equipment, cleaning, flushing and inspection.

Usually limited to gaskets and other sealing devices, filters, screens, etc. These Spares are quoted, ordered and shipped with the original equipment. Construction Spares are not an integral part of the Spare Parts program and are not recorded on the SPR form(s).

Commissioning Spares:

Parts and assemblies that are required from the time of Mechanical completion to the point at which Equipment is ready for start-up (RFSU).

Commissioning Spares include such things as would be required for testing, vibration testing and hot alignment. Parts included would be bearings and seals for major rotating equipment.

First Year Spares:

Parts required to safeguard the operation of Equipment during the running-in and start-up periods (after RFSU) and the first complete year of plant operation. Must be ordered in time to arrive at the jobsite prior to commissioning.

Normal Operation Spares:

Parts required for 2 years of plant operation beyond the first year of operation, including slow wearing and consumable Parts required for the day to day maintenance of equipment.

4.2 Detailed Project Procedure Breakdown

4.2.1 The Scope of Spare Parts activities on the Project includes the following:

a. Purchasing of Capital (Insurance) Spares as listed on Attachment 5 with original equipment Purchase Order.

b. Purchasing of Warehouse Spares as listed on Attachment 5 with original equipment Purchase Order.

c. Purchasing of Construction- and Commissioning Spares with original equipment Purchase Orders as recommended by the individual Vendors.

d. Collecting in Electronic or other format and subsequent verification of Spare Parts recommendations from Vendor/Suppliers for Commissioning-, First Year- and Normal Operation- Spare Parts for applicable Company purchased electrical, instruments, controls, and mechanical equipment.

e.Defining and developing an electronic database for summarizing and analyzing all project Spare Parts recommendations, with data editing capability for all Spare Parts data received from Vendor/Suppliers.

f. Consolidating of SPR database files.

g. Coordinating of MEC numbering of all First Year- and Normal Operation Spare Parts with Client.

h. Analyzing of Spare Parts interchangeability.

i. Recommending quantities to Client.

j. Procurement of First Year Spare Parts and managing Spare Parts purchases against final recommendations.

k. Transmitting Spare Parts documentation to Client.

4.2.2 Capital, Warehouse- and Construction- / Commissioning- Spares purchased with the original equipment will be delivered with the equipment unless otherwise approved. First Year- an Normal Operation Spare Parts are to be packed, marked and shipped separately from the equipment as stated in the Purchase Order.

4.2.3 Spare Parts will always have the same destination as the original equipment unless otherwise agreed. All Capital-, Warehouse- and First Year-, and Normal Operation Spares will be received by Company, thereafter transfer and handing over to Client's material stores to be arranged.

4.2.4 Spare Parts recommendations for blanket Purchase Orders (i.e. motors) will be obtained from the blanket order Supplier and not from the Equipment Vendor.

4.3 Electronic Data Acquisition & Administration

4.3.1 In case the Spare Parts will be part of Client’s Maintenance Management System (MMS), Electronic transfer of Spare Parts details is required.

The Project team will create an electronic database of Spare Parts information that will be gathered from the data submitted by each Vendor.

4.3.2 At the time of purchase, a floppy disc will be given to the Vendor/Supplier containing data acquisition software consisting of a compiled input program and related files. The software will have data entry screens for each Spare Part Record and the capability to print out the information for each tag and as summary for each selected equipment Purchase Order. The format of the print-out will not be identical to the SPR form included in SPR Manual.

4.3.3 Electronic data will be screened for completeness by the Company Spare Parts Coordinator (SPC) and subsequently verified against the relevant Vendor/Supplier drawings for correctness by the Discipline Engineer.

Corrections and changes will be made to the Electronic files by the SPC.

4.3.4 Individual database files will be merged into a consolidated file for MEC Coding of Spare Parts which do not appear on the MEC List Interchangeability analysis, and further preparation of Purchase Orders.

4.3.5 Electronic data files including information on First Year- and Normal Operation Spare Parts will be provided to Client at the conclusion of the Project.

The Spare Parts program comprises of 2 Modules specified in Attachment 4 of this procedure.

4.4 Work Flow Sequence

The Spare Parts activities Work Flow and Project Task Force responsibilities are depicted in Attachment 3.0 "Spare Parts Work Flow Diagram".

Note that the section numbers listed below are linked to the action sequence as indicated on the “Work Flow Diagram”.

4.4.1 Complete a “Spare Part Project Scope Questionnaire”. (see Attachment 1.0)

Review this Standard Procedure for its application on the Project and when appropriate adjust Procedure to suit Project requirements.

Ensure that this Procedure describes in detail the scope of responsibilities as agreed with Client. i.e. Spare Part selection criteria, approval cycle, soft- and hardware deliveries, etc.

4.4.2 Prepare a Yes / No List. (see attachment 2.0)

Before any Purchase Order is placed a Yes / No List is prepared and submitted to the Client for his approval.

4.4.3 After receipt of Client’s agreement the Yes / No List serves as a guide for the selection of requisitions for which Spare Parts are required.

4.4.4 Make sure that each department involved, has a copy of the approved Yes / No List, and the Spare Parts Procedure.

Ensure that SPR requirements are well defined and complete in the “Request for Quotation” for Main Equipment.

4.4.5 Bulk Material and Equipment enquiries that may have associated Spare Parts are issued with a floppy disk of the Spare Part Program together with its Program Manual or alternatively a blank SPR form. Capital (Insurance)-, Warehouse-, Construction-, Commissioning-, and Normal Operation Spare Parts are listed on the Bill of Materials for pricing inclusion. SPR submittal requirements are indicated on the Vendor Furnished Documents sheets.
4.4.6 Main Equipment bids are received from the Vendors, evaluated, short listed, and summarized by the Discipline Engineer. Capital-, Warehouse- and Commissioning Spares quoted by the Vendor are also shown on the bid summaries. Technical bid summaries are submitted to Client for approval.

(During Bid clarification meetings, Vendors are advised of project Spare Parts requirements and definitions and are also reminded to include in their bid the costs of collecting, verifying and furnishing the detailed Spare Parts information required by Client.)

4.4.7 In cases where Bid clarification meetings are not held, a floppy disk or alternatively a blank SPR form and program manual are furnished with the Purchase Order to successful bidder.

4.4.8 When Client approval of technical bid summary is received, a Purchase Order is prepared and issued for the Main Equipment (see section 6.1)

All Capital-, Warehouse- and Commissioning Spare Parts are itemized in the Bill of Materials for field receiving.

4.4.9Procurement Department starts to phone/fax expedite each Vendor for SPR submittal, and maintains an expediting log for each applicable P.O. (see Attachment 6).

Vendor sends SPR Package (including print-out of Spare Part data by tag and summarized by Main Equipment Purchase Order, signed and dated, SPR section drawings with Parts identification and pricing validity letter) to VPC. VPC logs in that SPR package and transmits package to Spare Parts Coordinator (SPC).

4.4.10SPC checks SPR package for completeness (inclusion of all tag numbers and data elements) against relevant documents.

SPC takes necessary action with Procurement Department to obtain missing or incorrect data from Vendor.

4.4.11 SPE gives SPR to appropriate Discipline Engineer together with "SPR Audit Checklist".

Discipline Engineer reviews SPR for correctness and quantities, noting correct equipment model numbers, tag numbers, materials of construction, and that quantities recommended by Vendor are reasonable. Discipline Engineer completes and signs SPR Audit Checklist (see Attachment 7) and returns package to SPE.

Special attention is required for the generic descriptions and part numbers.

4.4.12 SPE reviews and incorporates Discipline Engineer's comments and forwards a copy of "SPR Audit Checklist" and VP transmittal to VPC verifying that Vendors documentation requirements for Spare Parts is complete. Further contacts with Vendors may be required to resolve outstanding questions.

All changes are incorporated into Spare Part data files and record copy SPR is printed out for retention purposes.

4.4.13 The SPC confirms the MEC numbers assigned by the Client and provides MEC numbers if neglected by Client.

As required during the project, the SPC maintains the status of the total number of SPR's required vs. number of SPR's submitted / completed for consolidation into project Monthly Spare Parts Status Report (see section 4.6).

4.4.14 When SPR data is complete for a given order, the SPC starts Spare Parts data consolidation, per P.O. order, MEC coding of Spare Parts (not appearing on MEC List), Interchangeability analysis and preparation for purchasing. The following documents shall be available:

  • Transmittal letter identifying Purchase Order number(s), equipment description and tag item number which the SPR covers.


  • Properly labeled floppy disk (3.5" DOS-format) with data files per established file naming convention.
  • Hard copy print-out of SPR file(s) contained on the floppy disk.
  • Applicable cross section drawings with Parts identification or exploded Parts drawings (documents that were submitted by the Vendor with the SPR submittal). These documents may be used during interchangeability analysis and will be turned over to Client at the conclusion of the Project.

    All dBase files are collected and consolidated into one master Spare Parts database file at Company.

    MEC numbers for Spare Parts not appearing on the MEC List will be assigned by Company.

    4.4.16Interchangeability analysis will be performed by Company to achieve reduced quantities of Spare Parts. Final parts quantities will be added to the Master dBase file for First Year Spares.

    Special SPR's for standard commercial components can be prepared optionally when cost savings may be realized by purchasing such Parts from the original Manufacturer.

    4.4.17 Hard copy of Master SPR's “Ready For Purchase” are prepared and printed for Client’s approval.

    Master SPR's are transmitted to Client for approval and quantity confirmation of First Year- and Normal Operation Spares.

    4.4.19 Client comments are resolved and incorporated into the master SPR's.
    4.4.20 Issue Final recommendations First Year- and for Normal Operation Spares to Client.

    4.4.21Purchase Orders for First Year Spares are issued based on the Master SPR's and using Group code numbers .... and ..... Delivery of First Year Spare Parts is to be 3 months prior to the commissioning of the equipment to which the Spare Parts belong.

    Vendors are to pack Spare Parts separately and identify with the Purchase Order and MEC number.

    Copies of Purchase Orders are transmitted to the Field to be used for field receiving activities.

    4.4.22 First Year Spare Parts purchase progress is tracked, reported and expedited by the SPC.

    Errors, changes, additions, corrections and purchased quantities arising from purchase activities are incorporated into the Spare Part Master files.

    Confirm that the early ordered quantities meet the Final recommendations.

    4.4.24 Company Spare Parts activities are complete once all First Year Spare Parts Purchase orders have been shipped and received in the field and all data has been transmitted to Client in accordance with the Project Specification.

    4.4.25 Throughout the Project, Capital and Warehouse Spares will be received in the field by Company and turned over to Client for storage once Client's permanent storage facilities are available.

    Thereafter transfer and handing over to Client's Material stores is to be arranged.

    4.4.26 Construction and Commissioning Spares shipped with the equipment will be received, stored and used by construction as required for assembly and commissioning activities.

    4.4.27 First Year Spare Parts will be received and cross-checked against copies of the First Year Spare Parts Purchase Orders issued by Company.

    Thereafter transfer and handing over to Client's Material stores is to be arranged.

    4.4.28Company site will provide an invoice for turn-over of unused Commissioning Spare Parts to Client.

    MEC coding of Commissioning Spare Parts, which will be handed over to Client, to be done by Company site personnel.

    No attempt will be made by Company - SITE to track and to make an inventory of Commissioning Spare Parts.

    First Year Spare Parts can be used for Commissioning activities only when agreed with Client.

    Replacement parts for Spares removed from the stock of First Year Spares will be reordered and purchased by the Home office.

    4.4.29 Project Spare Parts activities are complete when all Parts have been turned over to Client.

    4.5 Special SPR’s

    4.5.1 Special SPR's for bearings or other components may be produced when cost savings may be realized by purchasing such parts from the original manufacturer.

    4.5.2 Spare Parts recommendations for blanket Purchase Orders (i.e. motors) will be obtained from the blanket order Supplier and not from the equipment Vendor.

    Files include listing of all Spare Parts required for Normal Operation.

    4.6 Monthly Progress Reports

    Company will internal publish once per month a Progress Report covering the status of Spare Parts activities on the Project.

    As a minimum, the Report shall contain the following information:
  • Total number of Purchase Orders requiring Spare Parts data.
  • Total number of SPR's received from Vendors/Suppliers.
  • Total number of SPR's checked and completed.
  • Total number of SPR's MEC coded.
  • Spare Parts overall cost data.

    Document, Material Tracking

    After Purchase Order issue, the status of equipment and material will be related from Purchase Order issue through Manufacturing, Shipment and proper receipt of goods at the Job Site.

    5. Spare Parts Work Flow Diagram

    See Attachment 3, Spare Parts Work Flow Diagram

    6. References

    Document Number




    Procedure for Procurement of Spare Parts (LATER)


    7. Attachments

    1. Spare Parts Project Scope Questionnaire.
    2. Yes / No List.
    3. Spare Parts Work Flow Diagram.
    4. Functional Specification of the Spare Parts Program.
    5. Capital and Warehouse Spare Parts.
    6. Spare Parts Documents Expediting.
    7. Spare Parts Audit Record.
    8. Instructions for Vendor/Supplier’s completion of SPR.





    Spare Parts Work Flow Diagram Phase -1

    (see hardcopy for example of this 2 page attachment)




    Functional specification of the Spare Parts Program:

    MODULE 1:

    Acquisition of Spare Parts details by providing Vendors with a floppy with a compiled based program.

    Suppliers will return Spare Parts export file on a floppy together with a print-out(s) dated and signed.

    Confirmation of Spare Parts details received for their Main Equipment Purchase Orders against the Vendor drawings and Data together with MEC List as follows:

    1. Upload the Electronic Files residing on the completed floppy received from the Vendor which reflects the required Spare Parts for the Tag numbers ordered with the Equipment Purchase order to the Master-Database, and print content of the floppy.

    In case the Data is an update from the Data already existing in the Database, preprocess the Data to confirm the Data is correct before uploading and that the items that are labeled for deletion are indeed to be deleted.

    2. Review the Information uploaded in the Operation Center's Master Database against the Vendor drawings to confirm completeness and correctness of the Information.

    Confirm the MEC numbers provided by the Vendor with the MEC List. MEC numbers that are not on the MEC List but are filled in by the Vendor will be removed and left blank.

    Also complete MEC coding for Spare Parts neglected by Vendors.

    3. Obtain missing information by phone or fax and manually update the Database or alternatively obtain an updated floppy from the Vendor.

    4. Once the Data has been confirmed correct and complete for all the Tags covered by the Equipment Purchase Order, flag the File as complete.

    Subsequently, download the File for merging of the Data in the Master-Database.

    MODULE 2:

    5. Print a listing of unique Spare Parts that do not have a MEC number during Purchase Order processing and enter the basic MEC numbers, up to 6 digits, based on an agreed structure.

    Sort the Spare Parts by MEC group and print the Report.

    Review the Report for duplicate numbers and delete those from the Database.

    Re-sort the Spare Parts by MEC group and complete the MEC numbers with the other four (4) digits.

    Enter the MEC numbers against the unique Spare Parts and distribute the MEC details to the relevant Spare Part records in the Master-Database.

    When additional Spare Parts have been entered in the Master-file, these Spare Parts shall be checked against the listing of established MEC numbers and when applicable the MEC number will be automatically assigned to that part.

    6. Print a Spare Parts Report by MEC group that lists each unique Spare Part with all the details together with the accumulated Vendor recommendation.

    Establish the required final recommendation. The Report should state the number of Spare Parts to be purchased by category such as First Year-, Normal Operation Spare Parts, etc.

    During the Spare Parts consolidation phase, the final recommendation is reviewed periodically.

    7. On the completed Spare Parts Report by MEC number, it should be possible to define the Source of Supply in order to extract listings by category of Spare Parts and their associated Tag, in accordance with the agreed Procurement strategy.

    These extracts will be used as attachments to the Spare Parts Requisitions / Purchase orders.

    8. Prepare the Warehouse Database that will be a copy of the Master-file with extra fields for Warehouse Control such as receipt of Spares in the Warehouse and what is issued to the Field.

    It should be possible at the Turn-Over of the Plant to extract the Inventory of Spare Parts which is left by category to form the basis of the invoice to the Client for turned over Spare Parts.

    9. Report formats should be flexible and as a minimum should contain of the following lists:

    Spare Parts by Tag number

    Spare Parts by MEC number

    Spare Parts by Spare Part category

    Spare Parts by MEC group


    Spare Parts Documents Expediting Record

    (see hardcopy for example of this 1 page attachment)


    Spare Parts - Audit Record
    (Mechanical Engineering)

    P.O. Number


    SPR No.


    Equipment Type


    SPR Rev.No.


    Last Supplement no


    SPR Date



    0 All tagged Main and Auxiliary Equipment and accessories have been identified and listed on the SPR form. Adequate Spare Parts recommendations have been made to cover First Year- and Normal Operation.

    0 All Vendor furnished Safety and Relief valves are tagged and listed on the SPR form with complete Buying Descriptions.

    0 Vendor furnished Instruments, Controls and Electrical components have been reviewed.

    0 Critical and Shut-down devices have been identified and listed on the SPR form and tagged where required.

    0 "Buyouts" items, such as Mechanical Seals, Couplings, Anti-friction bearings have been listed on the SPR form, identified as "Buy-out” items with complete Buying Descriptions noted.

    I have completed my review and made recommendations in accordance with Project procedures,


    except as noted


    without exception







    To accomplish the identification of tags on packaged Mechanical Equipment may require reviewing one or more of the following:

    • Mechanical Flow Diagram
    • Auxiliary Flow Diagram
    • Vendor Bids of Material
    • Vendor Instrument Data sheets
    • Manual Equipment Lists

    Instructions for Vendor's / Supplier's Completion of SPR

    The following columns in the SPR form shall be completed by the Vendor / Supplier
    Column 1

    Enter the same tag or Registration number for each piece of Equipment as stated in the Purchase Order.

    Column 2

    State Manufacturer’s Model / Type identification of Equipment / Instrument ordered.

    Column 3

    State Manufacture’s Serial number or other unique reference of Equipment / Instrument ordered.

    Column 4

    Enter the total number of identical Equipment and/or Instrument pieces as quoted in column 1, 2 and 3.

    Column 5

    Enter the quantity of Spare Parts installed in each Unit of Equipment / Instrument.

    Column 7

    Enter the total number of identical Spare Parts installed in each piece of specified component.

    In case of identical units, multiply in column 5 by the number of units given in column 4.

    Column 8

    Item sequence number of Parts.

    Column 9

    Describe all Parts in the English language If an item is interchangeable between 2 or more Units it shall be listed only once on the same sheet.

    Column 10

    State the detailed drawing number on which the Spare Parts are defined Documents referred to shall always be attached to the SPR form by the Manufacturer / Supplier.

    Column 11

    Enter the Spare Part position and Reference number on the Drawing quoted in Column 10.

    Column 12

    Give Material Specification in terms of full international Standards and accepted conventions and not Manufacturer’s references. (include Material Certificates if required).

    Column 13

    Enter Vendor’s unique identification number of items from third party manufacturer’s, such as ball bearings, oil seals, mechanical seals, gaskets, couplings, instruments, electrical parts, fuses, relays, etc.

    Column 14

    Enter Manufacture’s unique reference or other information which specially identifies each part in Manufacturer’s organization.

    Column 15

    Enter the name of the real Manufacturer.

    Column 16

    Specify recommended quantities of Spare Parts in order to safeguard the Operation of Equipment during the running-in, starting-up period at the first year of operation.

    Column 18

    Specify recommended quantities of Spare Parts for Normal Operation covering the day to day maintenance requirements for a period of two years following the first year period of operation.

    Column 22

    Specify Price per Unit .in accordance with the Terms stated in the Contract.

    Column 23

    Specify Delivery times in weeks

    Column 28

    Enter Supplier’s Name, Address and Contact Person.

    Column 29

    Information not covered on previous columns are to be filled in here.

    Column 31

    Enter Supplier’s responsible signature for the SPR revision.

    (see hardcopy for example of pages 2 and 3 of this attachment)