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Exploration & Production

GENERAL SPECIFICATION FIELD OPERATION


GS EP EXP 217

Requirements to VENDORS, SUPPLIERS and EPC'S for spare parts

00 Rev.

10/08 Date

First Issue Notes

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

Contents

1. Scope ....................................................................................................................... 3 2. Reference documents............................................................................................. 3 3. Terms and abbreviations........................................................................................ 4 4. Spare Parts definition ............................................................................................. 6
4.1 4.2 4.3 Commissioning & Start-up spare parts ..............................................................................6 Capital Spare parts ............................................................................................................6 Operating Spare Parts (refer to section 1.Scope)..............................................................6

5. VENDOR or SUPPLIERs scope ............................................................................. 7


5.1 Scope of work ....................................................................................................................7

6. EPC scope ............................................................................................................... 8 7. MIEC role.................................................................................................................. 8 8. COMPANY role ........................................................................................................ 8 9. Spare Parts dossiers............................................................................................... 9
9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 9.9 Preliminary dossier ............................................................................................................9 Section 1 - Identification of VENDOR or SUPPLIERS' commercial references.................9 Section 2 - Commercial terms ...........................................................................................9 Section 3 - Spare Parts documents .................................................................................10 Section 4 - Spare Parts preservation...............................................................................10 Section 5 - Documentation ..............................................................................................10 Section 6 - Additional information ....................................................................................10 Quality Control (EPC, MIEC Contractor, COMPANY) .....................................................11 Final dossier ....................................................................................................................11

10. Spare Parts Dossier workflow.............................................................................. 12


Appendix 1 to 6..................................................................................................................13

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

1. Scope
The scope of this specification is to provide VENDOR or SUPPLIER with the required method to define all the Operating Spare Parts comprising: Stored Spare Parts to be described and referenced in both CMIMS and MM module, purchased and delivered, as initial stock, to the Subsidiary, Non Stored Spare Parts, not purchased as initial stock but described and referenced in both CMIMS and MM module. The operational objectives pursued are: To have, as initial stock, all Stored Spare Parts stored in the Subsidiary Warehouse(s), before the start-up of the relevant installations, To get all the Operating Spare Parts (Stored Spare Parts and Non Stored Spare Parts) described and referenced in both CMIMS and MM module, in order to easily allow their procurement and/or replenishment at any time during the life time of the installations. VENDOR or SUPPLIER are requested to provide COMPANY with complete Spare Parts Dossiers including Spare Parts lists in order that a) and b) lists be established.

2. Reference documents
The reference documents listed below form an integral part of this General Specification. Unless otherwise stipulated, the applicable version of these documents, including relevant appendices and supplements, is the latest revision published at the EFFECTIVE DATE of the CONTRACT. Standards Reference Not applicable Title

Professional Documents Reference Not applicable Title

Regulations Reference Not applicable Title

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

Codes Reference Not applicable Title

Other documents Reference Not applicable Title

Total General Specifications Reference GS EP EXP 203 GS EP EXP 205 GS EP EXP 207 Operations preparation Inspection documentation Title during project: Maintenance and

Requirements to MIEC Contractor for Spare Parts Installation description structure

3. Terms and abbreviations


In the absence of a specific project document to define the contractual parties in the project, the following definitions apply to a project:

BOM CFT CMIMS COMPANY CONTRACTOR Company Representative EL EPC GP

Bill Of Material Call For Tender Computerized Maintenance & Inspection Management System (name of the Affiliates CMIMS) TOTAL E&P subsidiary Contractor directly contracted by COMPANY Party acting as representative of the COMPANY Equipment List Generic term for Engineering Procurement and Construction contract It covers different types of contracts: EPSCC, EPCC, etc Project Group or Integrated Project Group The smallest element in a spare parts list (items in different spare parts lists can get the same Material Master code assuming they are identical)

Item

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

LLI MANUFACTURER

Long Lead Items (pieces of equipment with a long delivery time) Manufacturer of a piece of equipment (or sub-equipment) Material Master (set of descriptive data of one spare part).

MatM MIE (Maintenance & Inspection Engineering) MIEC MIEC Contractor MM module MM Module Quality Control Team MRP OEM PM module PO PR ML SPF SPF-E SPF-R SPL SPL-E SPLR SUPPLIER SUBCONTRACTOR Template MM VENDOR

1 spare part = 1 "MatM" with a SAP/r3 number Activity related to the realisation of the maintenance & inspection engineering preparation, including spare parts dossiers Contract or change order for the performances of the maintenance & inspection engineering activities Party to whom has been awarded the MIEC (either a CONTRACTOR of COMPANY or a SUBCONTRACTOR of the EPC) Material Management module of SAP/r3 COMPANYs team in charge of the quality control of the Material Management data Material Requirement Planning: used for managing stock reordering Original Equipment Manufacturer see section 4.3.1 Plant Management module of SAP/r3 Purchase Order Purchase Request MANUFACTURER List Spare Parts File SPF consists in a list of one or several SPLs Spare Parts File grouping by main equipment Spare Parts File grouping by SUPPLIER Spare Parts List Spare Parts List by main equipment Spare Parts List grouping by MANUFACTURER/ SUPPLIER Supplier of COMPANY (LLI, Company Items) Contractor contracted by CONTRACTORS Template used to load Material Management data into the MM module Supplier of EPC or CONTRACTORS

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

4. Spare Parts definition


4.1 Commissioning & Start-up spare parts
Spare parts necessary to perform properly the commissioning and start-up of the equipment. These spare parts are normally consumed during those two phases.

4.2 Capital Spare parts


They are Critical Spare Parts (refer to section 4.3.5): With high value (value being defined for each Project/Affiliate e.g. k$ 20) Considered as strategic (to be maintained in safety stock for operations and safety reasons) With long delivery time Due to their high cost they are purchased on an investment budget (CAPEX).

4.3 Operating Spare Parts (refer to section 1.Scope)


Two types of Operating Spare Parts shall be considered: Stored Spare Parts to be described and referenced in both CMIMS and MM module, purchased and delivered, as initial stock, to the Subsidiary. Non Stored Spare Parts, not purchased as initial stock but described and referenced in both CMIMS and MM module. Operating Spare Parts can be broken down as follows: 4.3.1 Specific Spare Parts (OEM) Spare Parts specifically designed for the equipment (supplied by the MANUFACTURER or one of his licence holders). The abbreviation OEM (Original Equipment Manufacturer) shall appear in the descriptions. 4.3.2 Standard Spare Parts Standard Spare Parts are those that can be purchased from several MANUFACTURERS, VENDORS or SUPPLIERS. 4.3.3 Spare pieces of equipment Complete Spare assemblies or subassemblies of equipment, as for example: motors, gear boxes, pumps, valves, instruments, etc. 4.3.4 Wear Spare Parts Spare Parts which consumption is probable and, in most cases, known as regular.

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

4.3.5 Critical Spare parts (including Insurance spare parts) Spare Parts not already listed as Capital Spare Parts, not subject to wear (but considered as strategic), of random consumption and maintained in stock for operational or safety reasons, or which failure may have heavy financial consequences.

5. VENDOR or SUPPLIERs scope


5.1 Scope of work
VENDOR or SUPPLIER shall prepare a Spare Part dossier, per equipment type, as described in section 8. The Spare Part dossiers (SPF-E, SPL-E & ML) shall be filled in by VENDOR or SUPPLIER under the COMPANY standard format (refer to Appendices 1 to 3). Initial source of information shall come from MANUFACTURERS. Circulation of the documents shall comply with the workflow as described in section 10. The spare parts shall be splitted in 3 packages as described hereafter, bearing in mind that the necessary spare parts for the factory tests are not included in those 3 packages. The quantity of Commissioning & Start-up Spare Parts, Capital, and Operating Spare Parts shall be mentioned on the same Spare Parts List (refer to Appendix 2 respectively no. 35, no.36, and no. 37). The Spare Parts dossiers shall cover all the disciplines (Mechanical, electrical, instrumentation, piping, etc.). 5.1.1 Package no.1 - Commissioning & Start-up Spare Parts This package includes all the required spare parts with all related documents to cover any equipment failure during the pre-commissioning, commissioning and start-up. VENDOR or SUPPLIER shall submit a detailed spare parts list for spare parts recommended for pre-commissioning, commissioning and start-up. These spare parts will be provided with the respective equipment but on a single Spare Parts List (refer to Appendix 2 no. 35). Note: In addition to these Commissioning & Start-up Spare Parts, each VENDOR or SUPPLIER may estimate that some additional specific spare parts are necessary to prevent any equipment failure during the commissioning phase. If so, the VENDOR or SUPPLIER will have to provide these additional specific spare parts together with the concerned equipment. 5.1.2 Package no.2 Capital Spare Parts In addition to package no.1, VENDOR or SUPPLIER shall submit with its proposal a detailed Spare Parts List with prices and revision formula for the Capital Spare Parts. These Capital Spare Parts will be described on the same Spare Parts List than the Package no.1 for the corresponding equipment (refer to Appendix 2 no. 36).

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

5.1.3 Package no.3 - Operating Spare Parts In addition to package no.1 and no.2, VENDOR or SUPPLIER shall submit with its proposal a detailed Spare Parts List with prices and revision formula for the Operating Spare Parts: Stored Spare Parts to be described and referenced in both CMIMS and MM module, purchased and delivered, as initial stock, to the Subsidiary Non Stored Spare Parts, not purchased as initial stock but described and referenced in both CMIMS and MM module. Remark: VENDOR or SUPPLIER will propose as well complete Spare pieces of equipment (cf. 4.3.3). For those that are repairable, VENDOR or SUPPLIER will in addition propose the required spare parts and specific tooling to carry out those repairs (Those parts will be listed on a SPL-E following the relevant equipment). The spare parts included within the packages no.2 and no.3 shall NOT take into account the quantity proposed in package no.1.

6. EPC scope
All the equipment PO issued by EPC shall include the GS EP EXP 217 to describe the scope of VENDORS and/or SUPPLIERS. In particular, each PO shall describe that the preliminary spare parts dossier is to be transmitted to EPC within 10 weeks after the equipment PO. EPC shall ensure that his VENDORS and/or SUPPLIERS have fully understood the spare parts requirements. EPC shall recover and check/update as required the spare parts dossiers received from VENDORS or SUPPLIERS as per the workflow. EPC shall return to his VENDORS and/or SUPPLIERS the comments made by the MIEC contractor and the COMPANY representative as per the workflow. This process can be repeated several times as long as the spare parts dossiers are not validated by the MIEC contractor and the COMPANY representative. Once the spare parts dossiers are validated by the MIEC contractor and the COMPANY representative, EPC is responsible to issue the final spare parts dossiers provided by his VENDORS and/or SUPPLIERS.

7. MIEC role
MIEC Contractor is in charge to check that the Spare Parts dossiers have been issued by EPCS for all individual pieces of equipment, and to complete and update them as required. For that purpose MIEC Contractor shall contact EPCS, VENDORS, SUPPLIERS as necessary to collect the missing information.

8. COMPANY role
The COMPANY representative is responsible to validate the final Spare Parts dossiers. Refer to the Spare Parts dossiers workflow chapter 10.

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

9. Spare Parts dossiers


Spare parts dossiers shall be established for all kinds of spare parts (commissioning & start-up, Capital, and Operating spare parts) Each Spare Parts dossier shall be provided under electronic format (electronic native format) and the final dossier in both electronic native format and pdf format. All the documents shall be prepared in the project language (as defined in the contract).

9.1 Preliminary dossier


The first delivery of the spare parts dossier is called preliminary dossier. Unless there is a particular agreement in the contract, the preliminary spare parts dossiers must be completed and transmitted to EPC within 10 weeks after the issue of the equipment PO. The preliminary spare parts dossier shall be sent as per the workflow described in chapter 10; it shall contain all the required documents and information described here after.

9.2 Section 1 - Identification of VENDOR or SUPPLIERS' commercial references


VENDOR or SUPPLIER shall describe their commercial references: First page - PO number + change orders - Equipment type references (the relation equipment type to tag number is EPCs responsibility) - Description of provided equipment including a list of maintainable pieces of equipment with model/type number and MANUFACTURER - Name and address of the VENDOR or SUPPLIER - Name of the VENDOR or SUPPLIERs representative for this contract - Name of the VENDOR or SUPPLIERs representative for any spare parts matters. Following pages - Names and addresses of VENDORS, SUPPLIERS and MANUFACTURERS mentioned in the Spare Parts documents.

9.3 Section 2 - Commercial terms


The commercial terms of the spare part proposal will be detailed on separate pages with: Proposal reference Validity date of the proposal (unless specific constraints, the minimum validity period for spare parts price should be one year from the date of issue of the Spare Parts documents) Ex-works deliveries lead time (partial or complete) of the spare parts to the COMPANY.

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

9.4 Section 3 - Spare Parts documents


VENDOR or SUPPLIER shall fill up the Spare Parts forms in accordance with the Instructions for completing the SPF-E, SPL-E and ML (refer to Appendixes 1 to 3). VENDOR or SUPPLIER shall pay particular attention to indicate a maximum of relevant technical characteristics in the field description (refer to Appendix 2, field code no. 28) of the SPL-E for each spare part (i.e. each item).

9.5 Section 4 - Spare Parts preservation


Protective packaging techniques are applied to spare parts subject to long term storage in order to prevent any degradation by corrosion, shocks or natural ageing. VENDOR or SUPPLIER shall provide a preservation procedure for all the spare parts listed in the Spare Parts documents.

9.6 Section 5 - Documentation


VENDOR or SUPPLIER shall provide all the drawings and documents referenced in the SPL-E which are necessary for MIEC Contractor to compiling the Maintenance Dossier (GS EP EXP 203). The typical documentation is the following: For each equipment or component: General arrangement, drawings, exploded views, cross-section drawings and subassembly drawings showing the location of all parts, and any useful notes to carry out the dismantling and re-assembly. On these drawings the VENDOR or SUPPLIER shall clearly identify the proposed spare parts. For specific parts and spare pieces of equipment: Detailed drawings from the MANUFACTURERS with dimensions and allowances, materials, heat treatment, manufacturing symbols and complete references. For standard parts: MANUFACTURERS drawings, catalogues or manuals to facilitate their identification and location. The quality assurance records and the certification dossier for the spare parts should be delivered together with the said spare parts.

9.7 Section 6 - Additional information


VENDOR or SUPPLIER shall provide any additional information required by COMPANY to define the spare parts stock data.

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

9.8 Quality Control (EPC, MIEC Contractor, COMPANY)


Quality Controls shall be done on the preliminary spare parts dossiers and on the updated ones until the final dossier: first by the EPC, to be sure that the Spare Parts dossiers comply with the requirements of this General Specification. secondly by the MIEC contractor, to verify if the Spare Parts dossiers comply with all the requirements and sufficient to provide their required documents (Appendixes 3 to 6). third by Company Representative. Note: Any anomaly found at any stage of the Quality Control will end up in having the dossier returned by EPC to VENDOR or SUPPLIER for modification.

9.9 Final dossier


The final spare parts dossier, updated if necessary, taking into account the Quality Controls results which may occur during the equipment manufacturing period, will be transmitted thirty days after the formal acceptance of equipment. The number of sets to be provided will be indicated in the contract(s). The final dossier shall be provided under paper and electronic formats (native + pdf).

This document is the property of Total. It must not be stored, reproduced or disclosed to others without written authorisation from the Company.

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00

10. Spare Parts Dossier workflow


The Spare Parts Dossier workflow is described on the scheme here after
Simplified Spare Parts documents workflow up to the creation of a Material Master
Call for tender phase
EPC

Purchase order phase

Receipt of Tenders

EPC

Issue of call for tender including the GS EP EXP 217


document of intent

VENDORS
PO including the GS EP EXP 217

Tenders
VENDORS

VENDORS selection workflow (for information)

Spare part dossier (1)

EPC

NO

Conformity of the Spare Parts dossier


YES

MIEC Contractor

Company Representative

(1) Spare parts dossier to be considered at different steps: 1- preliminary dossier (first issue) 2- updated dossiers 3- final dossier

NO

Conformity of the Spare Parts dossiers

YES

Creation of the MatM then purchasing process

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Exploration & Production


General Specification GS EP EXP 217 Date: 10/2008 Rev: 00 Appendix

Appendix

1 to 6

The responsibilities to fill in the Spare Parts documents (appendices 1 to 6) are described below and on each appendix in the Excel file. Appendices 1 to 3: VENDOR or SUPPLIER and EPC Appendices 4 to 6: MIEC Contractor. They are transmitted for information to VENDOR or SUPPLIER no. Type of document Information Source Info provided by VENDOR or SUPPLIER VENDOR or SUPPLIER VENDOR or SUPPLIER SPF-E, SPLE, ML SPF-E, SPLE, ML SPF-E, SPLE, ML Document prepared by VENDOR or SUPPLIER VENDOR or SUPPLIER VENDOR or SUPPLIER MIEC Contractor MIEC Contractor MIEC Contractor Document reviewed for quality control by EPC EPC EPC MIEC Contractor MIEC Contractor MIEC Contractor Final review by MIEC Contractor MIEC Contractor MIEC Contractor Company Representative Company Representative Company Representative Decision for approval Company Representative Company Representative Company Representative Company Representative Company Representative Company Representative

1 2 3 4 5 6

SPF-E SPL-E ML SPF-R SPL-R EL

MANUFACTURER MANUFACTURER MANUFACTURER N/A N/A N/A

Calculation_sheet_GS_EP_EXP_217_En_00.xls

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