SAEP-31

Engineering Procedure
SAEP-31 16 March 2023

Corporate Equipment and Spare Parts Data Requirements and Responsibilities
Document Responsibility: Projects Procurement Standards Committee
Previous Issue: 11 October 2020 Next Planned Update: 11 October 2025

Contact: QAHTHD0B Page 1 of 21
©Saudi Aramco 2020. All rights reserved.
Saudi Aramco: Company General Use

Document Responsibility: Projects Procurement Standards Committee SAEP-31
Issue Date: 16 March 2023 Corporate Equipment and Spare Parts Data
Next Planned Update: 11 October 2025 Requirements and Responsibilities
Contents
1. Scope .......................................................................................................................... 4
2. Conflicts and Deviations ........................................................................................... 4
3. Applicable Documents .............................................................................................. 4
4. Purpose ....................................................................................................................... 4
5. Data Acquisition Process .......................................................................................... 5
6. Responsibilities.......................................................................................................... 6
7. Exemptions ............................................................................................................... 13
Revision History .................................................................................................................... 15
APPENDIX A: Glossary of Terms ......................................................................................... 16
APPENDIX C: Supplier Instructions for Preparing an SPDP ............................................. 19
APPENDIX D: EQUIPMENT PRICED SPARE PARTS LIST (PSPL) ..................................... 21
Saudi Aramco: Company General Use Page 2 of 21

Summary of Changes
Paragraph Number Change Type

(Addition, Modification, Technical Change(s)
Previous Revision Current Revision Deletion)
(11 October 2020) (16 March 2023)
1 1 Modification Scope is further clarified.
Resolution of deviation or Non-Compliance of Spare

Parts Data Packages (SPDPs) requirements that
2 2 Addition
affects the procurement process is addressed to PPD
management.
New paragraph is added to clarify the purpose of this

None 4 Addition
procedure.
Data Acquisition Process is further clarified and

4 5 Modification
enhanced.
Direct Charge (DC) PO’s originated by SAPMT is

5.2 6.2 Addition
added to this section.
Responsibilities of Equipment for Projects Executed

None 6.3 Addition by Proponent’s Capital Program Management (CPM)
is added.
Added new paragraph 7.4, Temporary Construction
Facility (TCF) such as SAPMT offices & Contractor's
6 7 Addition
Camps shall not be cataloged & exempted from
SPDP requirements.
APPENDIX F None Deletion APPENDIX F is deleted.
Editorial change to reflect the change of the

All All Modification
Department and Division Head job titles
©Saudi Aramco 2020. All rights reserved Page 3 of 21

1. Scope
This procedure details the requirements for the acquisition of technical and catalog data for
equipment and spare parts commonly referred to as a Spare Parts Data Package (SPDP), for
all new equipment purchases originated by Contractors (LSTK/LSBP) during the execution of
Capital Projects handled by Saudi Aramco Construction Agency (SAPMT), equipment that come
as part of capital projects executed by proponent’s Capital Program Management (CPM) such
as C1 type projects and new or re-furbished equipment purchases originated by proponent or
SAPMT DC PO’s in accordance with GI 20.510.
Cataloging of spare parts that come as part of Capital Projects and specific to LSTK/LSPB
Purchase Order requirements shall be limited to support the company’s Energy/Hydrocarbon
Core-Business and industrial plants.
2. Conflicts and Deviations

Any conflict between this document and other applicable Mandatory Saudi Aramco Engineering
Requirements (MSAERs) shall be addressed in writing to the EK&RD Manager.
Any deviation from the engineering requirements herein shall follow internal company procedure
SAEP-302, Waiver of a Mandatory Saudi Aramco Engineering Requirement.
Any deviation or Non-Compliance of Spare Parts Data Packages (SPDPs) requirements that
affects the procurement process shall be addressed in writing to Projects Procurement
Department Director (PPD) Director for approval.
3. Applicable Documents
The requirements contained in the following documents apply to the extent specified in this
procedure:
Saudi Aramco Engineering Procedures
SAEP-334 Retrieval, Certification and Submittal of Saudi Aramco
Engineering & Vendor Drawings
SAEP-302 Waiver of a Mandatory Saudi Aramco Engineering Requirement
Saudi Aramco General Instructions and Forms
GI 2.710 Mechanical Completion and Performance Acceptance of facilities
GI 20.510 Budget Item, Expenditure Request & Job Order Numbering
System
SA-79XX Series NMR-Forms-Nonmaterial Requirements
4. Purpose
The purpose of this procedure is to outline the roles and responsibilities of all organizations
involved in the cataloging data acquisition process including Suppliers, Construction Agency,
Contractors, Proponents and M&SSD. As such, it is essential that each organization
understands its role in the overall process and executes its responsibilities in a manner that will
ensure availability of spare parts before the new equipment is put into service.

5. Data Acquisition Process

The equipment and spare parts data acquisition process begins when a Request for Quotation
(RFQ) is issued to a supplier for any equipment that may require spare parts in accordance to
SPARE PARTS CATALOGING AND STOCKING GUIDELINES. The RFQ must refer to this
procedure and contain specific instructions to the bidders that shall require the successful
supplier to provide full and complete equipment and spare parts information referred to as a
Spare Parts Data Package (SPDP). One SPDP is required for each Purchase Order (PO) with
subsections for each type of equipment and sub-equipment. The SPDP must contain all the
technical and spare parts data required by Saudi Aramco to identify, standardize and catalog
spare parts in the Saudi Aramco Materials System. Detailed requirements for the SPDP specific
to the equipment being purchased are contained in the instructions provided with the RFQ and
PO and in accordance with APPENDIX C and APPENDIX D. The technical data and literature
that each supplier is required to provide, are considered essential for Saudi Aramco to
adequately catalog the spare parts to assure their availability at start-up.
Note:
i. SPARE PARTS CATALOGING AND STOCKING GUIDELINES are subject to revision
by M&SSD during purchase order life.
ii. Materials of general supply (GS) nature shall not be cataloged as spare parts. The
requester is responsible to work with the Original Component/Equipment Manufacturers
(OCM/OEM) to identify the materials’ attributes in order to catalog them as general
supply to facilitate the proper quality management and competitive bidding during
procurement.
5.1. Upon receipt of the SPDP from PO Supplier, the Purchase Requisition (PR) originator will review
the package for completeness and accuracy in accordance with the requirements of this
procedure.
5.2. SPDP shall contain the following minimum requirements:
A. PO copy and any subsequent change order, including a full scope of work, Equipment List
and tag numbers.
B. Original Equipment Manufacturer (OEM) Priced Spare Parts List (PSPL) shall be provided
as per APPENDIX D: EQUIPMENT PRICED SPARE PARTS LIST (PSPL) for each
equipment type and sub-equipment type in the PO in accordance with SPARE PARTS
CATALOGING AND STOCKING GUIDELINES. If provided parts list is not on the
manufacturer’s letterhead, an OEM Priced Spare Parts List is acceptable provided it is
signed by OEM Representative.
C. Equipment relevant supporting documents from approved NMR 602 that will enable
describe the equipment and identify the position and quantity of required spare parts listed
in the PSPL such as: bill of materials, complete datasheet/ISS, cross sectional drawings
and nameplate details.
Note: Individual drawings are required for each unique piece of equipment. General
arrangement drawings and/or electrical single line wiring diagrams are not required for
spare parts cataloging but shall be provided if requested by Saudi Aramco.
5.3. SPDP shall be submitted three working days after equipment’s relevant documents are approved,
but in no event later than the shipment.

5.4. Spare parts information for main Equipment or Sub-Equipment that are mounted in a Skid
are required from its true OEM regardless of who is the original supplier that received the
PO and in accordance with SPARE PARTS CATALOGING AND STOCKING GUIDELINES
as illustrated in Figure 1.
5.5. Any deviation to meet SPDP requirements that affects the procurement process shall be
addressed in writing to PPD Director to accept or reject.
5.6. SPDP information will be used by the company for further catalog, purchase, store,
replenish, and issue spare parts.
6. Responsibilities
Equipment for Projects Executed by SAPMT through LSTK/LSPB Contractors
The cataloging of SPDPs that come as part of LSTK/LSPB contractor PO require the
cooperation of PO Suppliers, LSTK/LSPB contractor, SAPMT, Cataloging Contractor (CC),
Materials & Service Standardization Division (M&SSD) and Proponent.
6.1.1 SAPMT Responsibilities
SAPMT is responsible to coordinate with PO Suppliers and LSTK/LSPB contractor to
provide equipment and spare parts information to M&SSD in accordance with this
procedure. These responsibilities are summarized but not limited to the following:

6.1.1.1. Submit a request to M&SSD in order to include new project to the

ongoing M&SSD Project’s list and prior to commencement of any
cataloging activities. SAPMT should consider an adequate timing to
successfully complete all cataloging activities prior to On-Stream
Completion (OSC) date.
6.1.1.2. Present spare parts requirements and SPDP deliverables in LSTK/LSBP
bid-explanation and pre-award meetings. M&SSD can be invited as
needed to present spare parts requirements.
6.1.1.3. Review the SPDPs’ submittals for accuracy, format, and completeness.
SPDPs should be in compliance with the requirements listed in paragraph
5.2, 5.3, and APPENDIX C: Supplier Instructions for Preparing an SPDP.
6.1.1.4. Coordinate for spare parts Kick-Off Meeting (KOM) with all stakeholder
involved in SPDP acquisition process. KOM shall be conducted at the
cataloging contractor’s offices after the approval of SPDPSP and at least
fourteen (14) calendar days prior to first SPDP’s Submittal.
6.1.1.5. Ensure that no SPDP is submitted by LSTK/LSPB Contractor prior to
Spare Part Data Package Submittal Plan (SPDPSP) approval and prior to
conducting the KOM.
6.1.1.6. Ensure that SPDP contains all relevant supporting documents for all the
equipment and sub-equipment that require spare part cataloging in
accordance with SPARE PARTS CATALOGING AND STOCKING
GUIDELINES.
6.1.1.7. Discuss and expedite SPDPs submittal with the LSTK/LSPB Contractor
during the weekly progress meeting.
6.1.1.8. Conduct detailed periodical meetings, as required, with the LSTK/LSPB
Contractor and Cataloging Contractor to review the status and progress
of SPDPs.
6.1.1.9. To be in compliance with GI 2.710, SAPMT shall ensure that all SPDPs
are submitted before the Mechanical Completion Certificate (MCC) is
approved by the relevant parties.
6.1.1.10. SAPMT to ensure that LSTK/LSPB Contractor complies with the following
requirements:
a) For New Coming BI and prior to the SPDP's Kick-Off Meeting (KOM),
SAPMT/EPC Contractors shall submit to the Cataloging Contractor
(CC) Materials’ Initial List (MIL) for all Equipment & Spare Parts (SP) to
review and perform duplication analysis. MIL shall include:
a. Part Numbers (PN) for SP
b. Model Number, Data Sheet/ISS for Equipment
b) Designate a Spare Parts Manager (SPC) sixty (60) calendar days prior
to the issue of first PR. The SPC shall be in a key position in the
organization and shall be responsible for all SPDP’s related activities
and issues. SPC shall be technically qualified, dedicated to the spare
parts data acquisition efforts, and physically available to attend all
progress meetings organized by SAPMT and the Cataloging Contractor.

c) Include SAEP-31 requirements and all its appendices in all applicable

Request for Quotations (RFQs) and POs and sub-orders.
d) Present SPDP requirements and deliverables in every supplier bid-
explanation and pre-award meeting.
e) Review the supplier SPDP submittals for accuracy, format and
completeness, and promptly resolve deficiencies prior to submit the
SPDP to SAPMT. The assembly of the SPDPs should be in compliance
with the requirements listed in paragraph 5.2 and 5.3.
f) Assign Dummy Increment Numbers for all PRs issued by LSTK/LSPB in
accordance with SAEP-334.
g) Prepare and submit the Spare Parts Data Package Submittal Plan
(SPDPSP) to the cataloging contractor. SPDPSP has to be reviewed by
Proponent and approved by M&SSD at least thirty (30) calendar days
before the first SPDP submittal. SPDPSP shall include the following:
i. Scope
ii. Key definitions
iii. Responsibilities of parties and personnel or positions
executing the work
iv. List of all PO numbers in the Job Order (JO) in
accordance with APPENDIX B: Spare Parts Data
Package Submittal Plan Format, final identification of all
SPDPs required with their relative information including
Dummy Increment Numbers, list of all associated
equipment and sub-equipment that will require spare
part cataloging as per SPARE PARTS CATALOGING
AND STOCKING GUIDELINES and equipment/sub-
equipment tag numbers.
v. A description of the process for SPDP status tracking,
expediting, review, correction of deficiencies and final
approval.
vi. Procedures for progress and status reporting, including
sample reports.
vii. Procedures for technical review and approval of each
SPDP by the contractor's associated engineering
disciplines.
viii. Procedures for resolving SPDP deficiencies and
noncompliance by suppliers.
ix. Supporting documents of inclusion of this procedure
and other SPDP deliverables in the PR and PO with
valid and clear traceability and approved versions by
concerned parties

h) Submit a monthly status report indicating the actual SPDPs submittal

against plan date as per APPENDIX B: Spare Parts Data Package
Submittal Plan Format.
i) Promptly resolve any SPDP deficiencies and provide all data requested
by Saudi Aramco during SPDP review process, but no later than (14)
calendar days after receipt of cataloging contractor’s SPDP Review
Sheet. Once a total of 21 calendar days passed, pending packages
(Deficient PO) will be closed by M&SSD and PMT has to reach an
agreement with Proponent on handling the Deficient PO (SPDP).
6.1.1.11. SAPMT to ensure PO Suppliers comply with the following requirements:
a) Prepare and submit the SPDP to the LSTK/LSPB Contractor in
accordance to APPENDIX C: Supplier Instructions for Preparing an
SPDP for Preparing an SPDP.
b) Submit the Original Equipment Manufacturer’s documents for each
separate equipment type and sub-equipment type that has individual
engineering tag numbers and reference equipment template in
SPARE PARTS CATALOGING AND STOCKING GUIDELINES.
c) Submit complete SPDP along with NMR 602 relevant documents
related to SPDP requirement, but no later than the shipment date.
6.1.2 Materials & Services Standardization Division (M&SSD) Responsibilities
6.1.2.1. Review and approve the LSTK/LSPB Contractor’s SPDPSP.
6.1.2.2. Participate in BI Job Ex meeting, conduct KOM in collaboration with
SAPMT and participate in procurement progress meetings (as needed) to
provide required awareness and training.
6.1.2.3. Assign new BIs to the Cataloging Contractor upon receiving the request
from SAPMT.
6.1.2.4. Conduct a comprehensive review for all received Cataloging Requests
(CRs) to ensure availability of all spare parts required according to
SPARE PARTS CATALOGING AND STOCKING GUIDELINES.
6.1.2.5. Complete the review for all received CRs from the Cataloging
Contractor(s).
6.1.2.6. Ensure that all items cataloged are extended to the appropriate Material
Service Center and the Customer Plant.
6.1.2.7. Ensure that Cataloging Contractor(s) is/are fulfilling all responsibilities,
being outsourced to them and according to the established agreement, as
follows but not limited to:
a) Maintain a log for all POs to facilitate the reporting of BI/JO and
provide progress reports on the review and cataloging of SPDPs
to SAPMT/Proponent as required.
b) Conduct a comprehensive SPDP review, within established
guidelines, to ensure availability of all data elements and
documentation required to correctly identify, catalog and

eventually purchase all spare parts in timely manner for all the
equipment and associated sub-equipment in the PO.
c) Review and Perform duplication analysis to MIL submitted for all
new BIs. If materials exist, CC & M&SSD will extend them to the
relvant plant and notify SAPMT that the SPs were extended to
their plant and become procurable.
d) Forward SPDP Review Sheet comments to PR originator after

the SPDP has been reviewed. Review sheet shall be a
comprehensive review and provide clear and specific comments
on all SPDP deficiencies. SPDP shall be reviewed based on
project priority in accordance with M&SSD's BI Priority Heat Map.
e) Generate new SPDP Review Sheet with new revision number
after the receipt of SAPMT’s/EPC’s feedback on the SPDP
Review comments. The feedback will be reviewed based on
project priority in accordance with M&SSD's BI Priority Heat Map.
f) Generate SPDP Review Sheet stating the SPDP is acceptable
for cataloging if all the SPDP essential documents and
information are provided, checked, and acceptable for cataloging
for each type of equipment.
g) Create all CRs in the Cataloging System for all accepted SPDPs
after receipt of SAP PMT LOG from M&SSD. Cataloging of CRs
shall be based on project priority in accordance with M&SSD's BI
Priority Heat Map.
h) Catalog Spare Parts (SP) materials as per SPARE PARTS
CATALOGING AND STOCKING GUIDELINES.
i) Catalog materials that are not included in SPARE PARTS
CATALOGING AND STOCKING GUIDELINES as a General
Supply.
6.1.3 Proponent Responsibilities
6.1.3.1. Review and provide inputs for the LSTK/LSPB Contractor’s SPDPSP.
6.1.3.2. Participate in BI cataloging KOM and progress meetings.
6.1.3.3. Ensure SPDP’s are submitted to M&SSD before signing any MCC in
accordance with the requirements of this Procedure. For incomplete
SPDPs or new SPDPs identified after the MCC, proponent should handle
SAPMT & M&SSD roles.
6.1.3.4. Ensure the linkage of Bill of Materials (9BOMs) to their appropriate
equipment numbers.
Note: This procedure is not mandating who should be responsible for creating and
linking equipment SAP and tag numbers. It only encourages the equipment linking

without imposing any control. Creating and linking equipment SAP and tag numbers
shall be in compliance with Corporate Maintenance Services (CMS) requirements.
Equipment Purchased for Existing Saudi Aramco Operating Facilities, Onshore

Maintain Potential or Direct Charge (DC) PO’s originated by SAPMT
This section includes equipment purchased for miscellaneous projects (small plant
modifications, minor facility additions, and equipment replacements for operating plants),
Onshore Maintain Potential projects and Direct Charge (DC) PO’s originated by SAPMT. It is
the full responsibility of SAPMT/Onshore Maintain Potential Projects Department to handle the
SPDP requirements for any equipment purchased under Maintain Potential projects. SAPMT is
fully responsible to handle the SPDP requirements for any equipment purchased as DC PO’s for
SAPMT. The responsibilities of each organization are:
6.2.1 Proponent, SAPMT/Onshore Maintain Potential or SAPMT (for DC PO’s)

Responsibilities
6.2.1.1. Ensure that all (PRs) and POs include all SPDPs requirements and
appendices A, C and D of this procedure.
6.2.1.2. Ensure PO Supplier complies with the following requirements:
a) Prepare and submit the SPDP in accordance with APPENDIX C:
Supplier Instructions for Preparing and SPDP.
b) Ensure that each separate equipment type and sub-equipment
type in the PO has the signed PSPL and supporting documents
from its OEM.
c) Submit SPDP along with NMR 602 relevant documents related to
SPDP’s requirements, but no later than the shipment date of the
equipment.
6.2.1.3. Review the supplier assembled SPDPs for accuracy, format, and
completeness. The assembly of the SPDPs should be in compliance with
the requirements listed in paragraph 5.2 and 5.3.
6.2.1.4. Initiate CRs in the Cataloging System for each equipment type and sub-
equipment type that require spare parts cataloging as per SPARE PARTS
equipment numbers.

6.2.2 M&SSD Responsibilities

6.2.2.1. Conduct a comprehensive review for all received CRs to ensure
availability of required spare parts according to SPARE PARTS
6.2.2.2. Complete the review for all received CRs within (21) calendar days.
Equipment for Projects Executed by Proponent’s Capital Program Management
(CPM)
The cataloging of SPDPs that come as part of capital projects executed by proponent’s Capital
Program Management (CPM) such as C1 type projects shall be handled by their relevant
organization. The responsibilities of each organization are:
6.3.1 Proponent’s CPM Responsibilities

6.3.1.1. Submit a request to M&SSD in order to include new project to the
ongoing M&SSD workload and prior to commencement of any cataloging
activities. Proponent’s CPM should consider an adequate timing to
successfully complete all cataloging activities prior to On-Stream
Completion (OSC) date.
6.3.1.2. Ensure that all (PRs) and POs include all SPDPs requirements and
appendices A, C and D of this procedure.
6.3.1.3. Ensure PO Supplier complies with the following requirements:
a) Prepare and submit the SPDP in accordance with APPENDIX C:
Supplier Instructions for APPENDIX C: Supplier Instructions for
Preparing an SPDP.
b) Ensure that each separate equipment type and sub-equipment
type in the PO has the signed PSPL and supporting documents
from its OEM If provided parts list are not on a manufacturer
letterhead.
c) Submit SPDP along with NMR 602 relevant documents related to
SPDP, requirements, but no later than the shipment date of the
equipment.

6.3.1.4. Review the supplier assembled SPDPs for accuracy, format, and
completeness. The assembly of the SPDPs should be in compliance with
the requirements listed in paragraph 5.2 and 5.3.
6.3.1.5. Hire a qualified cataloging contractor to initiate and upload all CRs in the
Cataloging System for each equipment type and sub-equipment type that
require spare parts cataloging as per SPARE PARTS CATALOGING
AND STOCKING GUIDELINES. This will involve submitting a copy of the
PO for the cataloging contract along with the CRs attached documents.
Qualified cataloging contractor should have a previous experience in
spare parts cataloging activities and the PO shall be supported by
evidences. This requirement is optional only when the Proponent’s CPM
has experienced catalogers who are capable of initiating and satisfying all
cataloging requirements with previous experience.
6.3.2 M&SSD Responsibilities

6.3.2.1. Conduct a comprehensive review for all received CRs to ensure
availability of all spare parts required according to SPARE PARTS
6.3.2.2. Complete the review for all received CRs within (21) calendar days.
6.3.3 Proponent Responsibilities

6.3.3.1. Ensure SPDP’s are reviewed and cataloging requests (CRs) are
submitted to M&SSD before signing any MCC in accordance with the
requirements of this Procedure. To facilitate this requirement, Proponent
shall request a report for the submitted cataloging requests directly from
the CPMs. This report shall indicate the list of CRs, the number of line
items and description of each line item along with part number.
6.3.3.2. For incomplete SPDPs, spare parts not considered in the SPDP or new
SPDPs identified after the MCC, Proponent shall handle CPM’s roles.
equipment numbers.
7. Exemptions
Equipment already covered under an existing company’s maintenance services contract where
the contractor is responsible for supplying spare parts.
Re-furbished equipment or equipment already under operation may be exempted from PO copy,
certified PSPL, and supporting documents from NMR-602, however a comprehensive Bill of

Materials with manufacturer’s cross sectional drawings and quotation price list are strictly
required.
General Supply (GS) nature components exist in an integrated equipment skid can be cataloged
as spare parts under equipment’s OEM. PO Supplier to provide valid justifcations approved by
M&SSD prior cataloging for why not providing the full specifications as per General Supply
document requirments.
Temporary Construction Facility (TCF) such as SAPMT offices & Contractor's Camps shall not
be cataloged & exempted from SPDP requirements.

Revision History
16 March 2023 Editorial change to reflect the change of the Department and Division Head job titles
11 October 2020 Major Revision. Added new responsibilities and modified existing responsibilities
18 October 2018 Major RevisionAdded new responsibilities and and new appendices
31 March 2014 Revised the Next Planned Update, reaffirmed the content of the document, and reissued
as major revision.
19 November 2008 Major revision
30 September, 2003 Revised the "Next Planned Update". Reaffirmed the contents of the document, and
reissued with minor changes
31 August, 1998 New Saudi Aramco Engineering Procedure.

APPENDIX A: Glossary of Terms
Cataloging System (SAP MDM): Materials e-cataloging workflow that replaces SA-1149 form
Capital Project: A type of projects referenced in GI 20-510 and its project type prefix starts with either
10, 11, 12,15,16,18 or 19. (BI 10-XXX, 11-XXX….19-XXX)
CC (Cataloging Contractor): A contractor assigned by Saudi Aramco to perform the cataloging
activities in SAP MDM.
Company: Saudi Aramco.
CR (Cataloging Request): A workflow in SAP MDM system initiated by the cataloging contractor or
MRO organization for cataloging requests to be approved by M&SSD.
Dummy Increment Numbers: Aramco equivalent PO number for POs originated by LSTK/LSPB/EPC
contractors (Also referred to as ‘dummy’ or ‘pseudo’ purchase order number).
EPC Contractor: Engineering, Procurement, and Construction Contractor.
Equipment List: A complete list of all engineered equipment to be used on the project.
Equipment SAP Number: a number assigned in SAP system by Saudi Aramco corporate
Maintenance Services Team.
GS (General Supply): A standard and standalone material that can be described with full attributes to
cover a variety of applications and can be sourced from multiple manufacturers.
ISS: Instrument Specification Sheet
KOM (Kick-Off Meeting): A meeting arranged by SAPMT at the cataloging contractor’s premises to
kick the cataloging activities before submitting SPDPs.
LSPB (Lump Sum Procure Build): Contractor is responsible for procurement and construction.
LSTK (Lump Sum Turnkey): This is a contractual agreement in which a fixed price is agreed for the
execution of a project or part of a project. Contractor is responsible for design, procurement and
construction.
M&SSD (Materials and Services Standardization Division): Division within Saudi Aramco’s Projects
Procurement Department responsible for all cataloging issues.
MCC: Project Mechanical Completion Certificates.
MIL: Materials’ Initial List that shall be submitted by SAPMT/EPC Contractors to the Cataloging
Contractor (CC) prior to the Kick-Off Meeting (KOM). MIL includes: part numbers (PN) for SP, model
number and Data Sheet/ISS for Equipment.
NMR 602 (Non-material Requirements): Certified for final construction drawings, datasheets, P&ID,
Bill of Materials (BOM), etc.
OCM (Original Component Manufacturer): The manufacturer of components or subassemblies
purchased by the OEM.
OEM (Original Equipment Manufacturer): The manufacturer or assembler of the equipment.
OSC (On-Stream Completion) Date: The Facility is considered on-stream when the MCC has been
approved, the system has been energized or product has been introduced into the Facility, and it has
been successfully operated during the initial start-up period, although design capacity or specification
targets have not yet been attained.
Part Number: A unique manufacturer’s ordering number that identifies the component in the
manufacurer’s system.
PRE-AWARD MEETING: A meeting with selected supplier, prior to purchase order placement, to
clarify and resolve questions and concerns.
PROPONENT (MRO Organization): Customer (end user) of the equipment and spare parts.

Proponent’s CPM: (Proponent’s Capital Program Management): Construction agency normally

responsible for executing C1 type capital projects in Saudi Aramco.
Purchase Requestion (PR) Originator: Entity (LSTK/LSPB Contractor, SAPMT, or MRO
Organization) who prepared the purchase requisition requirements.
P&ID (Piping and Instrumentation Diagram): Schematic diagrams which show the process
relationships of major equipment, piping, and instrumentation.
SAP PMT log: A system workflow created in the Cataloging System (MDM) for each SPDP/PO to start
the cataloging activities for that SPDP/PO.
SAPMT (Saudi Aramco Project Management Team): Construction agent responsible for the project
in Saudi Aramco.
Saudi Aramco PO number: A unique number generated by SAP/R3 for a material or services
procured directly by Saudi Aramco.
SP (Spare Part): A unique replaceable component of a particular assembly or equipment. It is more
often come with limited description and can be recognized / produced only by the OEM/OCM reference
number.
SPC (Spare Parts Manager): The person responsible for coordinating the spare parts program.
SPC&SG: SPARE PARTS CATALOGING AND STOCKING GUIDELINES
SPDP (Spare Parts Data Package): A technical and catalog data for equipment and spare parts
required by Saudi Aramco for cataloging purposes and provided by the Original Equipment
Manufacturer for all new or re-furbished equipment purchases originated for capital projects and/or by
Poponent.
SPDP Review Sheet: A review document generated by the cataloging contractor after the review of the
SPDP.
SPDPSP (Spare Parts Data Package Submittal Plan): A list of all purchase orders requiring SPDPs
with their relative information and submittal plan dates.
Supplier: The seller responsible for furnishing equipment, materials, spare parts, and services.
Sub-Equipment: Equipment, auxiliaries, and components that come with the main equipment skid in
the same purchase order.
9CAT: Materials having a standard material catalog number (material master number) that may be
stocked by Saudi Aramco or by suppliers.
9COM: Non-cataloged materials which are not stocked in Saudi Aramco but may be stocked by
suppliers.

APPENDIX B: Spare Parts Data Package Submittal Plan Format

(Follow \\aramco.com\data\30002006\MSD\SAEP-31\B to obtain the original document sheet)
General Notes:
1. LSTK/LSPB Contractor to list all Purchase Orders procured and to be procured during contract’s life cycle.
2. LSTK/LSPB Contractor to complete SPDPSP with all information including Saudi Aramco Purchase Order Number,
Saudi Aramco Tag Number, OEM name and ID by each equipment and sub-equipment type in the Purchase Order.
3. LSTK/LSPB Contractor to update SPDPSP periodically with the progress of SPDPs submittal.

APPENDIX C: Supplier Instructions for Preparing an SPDP

These instructions outline the responsibility of suppliers of new equipment to Saudi Aramco to provide
Original Equipment Manufacturer (OEM) Spare Parts Data Package (SPDP) containing complete
equipment and spare parts data for each piece of equipment. This data will be used by Saudi Aramco
to catalog equipment spare parts to support equipment maintenance and operational requirements.
1. All information and drawings provided must be in English language, and shall consist of original
and legible machine printed documents.
2. Full and complete spare parts information must be provided in the SPDP even if some of the
same information is specified elsewhere in the purchase order to satisfy other requirements.
3. Acceptable Spare Part Data Package (SPDP) must contain the following minimum
requirements:
3.1 PO copy and any subsequent change order, including a full scope of work, Equipment List,
P&IDs, and company tag numbers.
3.2 Equipment Spare Parts (SP) information, a signed Priced Spare Parts List (PSPL) as per
APPENDIX D: EQUIPMENT PRICED SPARE PARTS LIST (PSPL) and relevant equipment
supporting documents from approved NMR 602 that enable describe the equipment and
identify the position and quantity of required spare parts listed in the PSPL such as: bill of
materials, cross sectional drawings and nameplate details. PSPL is needed for each
equipment type and sub-equipment type that has a reference equipment template in SPARE
PARTS CATALOGING AND STOCKING GUIDELINES.
4. SPDP shall be submitted along with NMR 602 relevant documents related to SPDP
requirements, but in no event later than the shipment date of the equipment.
5. A complete list of all required spare parts for each equipment type and sub-equipment type that
will require spare parts for operation and maintenance use in accordance to SPARE PARTS
CATALOGING AND STOCKING GUIDELINES is needed.
6. For skid mounted equipment, covering mechanical, electrical and instrumentation equipment,
submit a signed PSPL for each equipment or sub-equipment from the (OEM) of each equipment
in one complete SPDP.
7. Only Original Equipment Manufacturer (OEM) part number and/or the Original Component
Manufacturer (OCM) part number is acceptable. OCM reference’s number is always preferred
for better interchangeability with existing company’ stock.
8. Suppliers are requested to indicate in the SPDP the details of similar equipment previously
supplied to Saudi Aramco to help accelerating cataloging process.
9. Suppliers are requested to indicate in the PSPL the available company material number to avoid
duplication and accelerate the cataloging process.
10. Suppliers must print Saudi Aramco tag numbers on all applicable documents including but not
limited to drawings, datasheets, ISS and parts lists.
11. SPDP shall be scanned in PDF format on a softcopy and indexed by each equipment containing
only the relevant equipment and spare parts information.
12. One (1) SPDP should be submitted for each Purchase Order (PO).
13. A soft copy for each PSPL (in excel format) to be sent along with SPDP copy.

How to Assemble a Spare Parts Data Package (SPDP)

An acceptable SPDP is one that contains the following (compiled in a binder).
1. Face Sheet:
• Equipment Manufacturer's Name
• Equipment Manufacturer’s Contact Number and e-mail address
• Contractor Name (as applicable)
• Contractor Contact number and e-mail address (as applicable)
• Contractor Purchase Order Number (as applicable)
• Saudi Aramco Project Number
• Saudi Aramco PO Number
2. Section 1: Purchase Order copy and any subsequent change orders for the equipment, showing
contractor PO number and Saudi Aramco PO Number.
3. Section 2:List of all equipment type and sub-equipment type that will require spare parts
cataloging as per SPARE PARTS CATALOGING AND STOCKING GUIDELINES and copy of
each individual signed Spare Parts Priced List (PSPL) document.
4. Section 3: Supporting documents from NMR 602 divided and indexed per individual PSPL. Only
supporting spare parts documents that enable to readily describe the equipment and identify the
position and quantity of required spare parts listed in the PSPL are needed.
Figure 1: Example of required cataloging materials in a single purchase order.

APPENDIX D: EQUIPMENT PRICED SPARE PARTS LIST (PSPL)

(Follow \\aramco.com\data\30002006\MSD\SAEP-31\D to obtain the original document sheet)
General Notes:
(1) This form is required for each separate type /model of equipment & sub-equipment in the PO by only OEM.
(2) Refer to Equipment Template in SPARE PARTS CATALOGING AND STOCKING GUIDELINES for the minumum
list of Spare Part required.
*Notes: (1) Provide complete generic description and include material designation & size.
(2) This part number/identification number must be "unique" to facilitate interchangeability. (Submit at least one part
number from OEM or OCM ).
(3) OCM = Original Component Manufacturer.
(4) If the item is a "Kit", a "Set", or an "Assembly", list its contents and associated part numbers.
(5) Estimate Unit price shall be entered in US$ dollar value.
(6) Is it necessary for Saudi Aramco to stock this item? If so, indicate the recommended quantity.
(7) Any reference number (9CAT) that help to identify the part in Saudi Aramco System.

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Engineering Procedure

SAEP-31 16 March 2023

Previous Issue: 11 October 2020 Next Planned Update: 11 October 2025

Saudi Aramco: Company General Use

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Paragraph Number Change Type

1 1 Modification Scope is further clarified.

Resolution of deviation or Non-Compliance of Spare

New paragraph is added to clarify the purpose of this

Data Acquisition Process is further clarified and

Direct Charge (DC) PO’s originated by SAPMT is

Responsibilities of Equipment for Projects Executed

APPENDIX F None Deletion APPENDIX F is deleted.

Editorial change to reflect the change of the

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2. Conflicts and Deviations

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5. Data Acquisition Process

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Saudi Aramco: Company General Use

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6.1.1.1. Submit a request to M&SSD in order to include new project to the

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c) Include SAEP-31 requirements and all its appendices in all applicable

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h) Submit a monthly status report indicating the actual SPDPs submittal

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d) Forward SPDP Review Sheet comments to PR originator after

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Equipment Purchased for Existing Saudi Aramco Operating Facilities, Onshore

6.2.1 Proponent, SAPMT/Onshore Maintain Potential or SAPMT (for DC PO’s)

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6.2.2 M&SSD Responsibilities

6.3.1 Proponent’s CPM Responsibilities

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6.3.2 M&SSD Responsibilities

6.3.3 Proponent Responsibilities

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APPENDIX A: Glossary of Terms

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Proponent’s CPM: (Proponent’s Capital Program Management): Construction agency normally

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APPENDIX B: Spare Parts Data Package Submittal Plan Format