HITW-UNI-QA-AEC010-0001.pdf

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Revisionsprotokoll / Revision record

Rev. No. Grund der Revision / Reason for Revision Datum / Date

00 First draft 27.05.2026

00 Reviewed with Comments by TPM 17.06.2026

00 First Issue - released 18.06.2026

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Table of Content

1 Purpose and scope .................................................................................................. 4

1.1 Purpose ..................................................................................................................... 4 1.2 Scope ........................................................................................................................ 4

2 Basic requirements .................................................................................................. 4 3 Quality ...................................................................................................................... 6

3.1 Quality management - general requirements ............................................................. 6 3.2 Involvement of subcontractors ................................................................................... 6 3.3 Escalation .................................................................................................................. 6

4 Quality Planning (QAP) ............................................................................................ 6

4.1 Coordination and integration of QAP .......................................................................... 6 4.2 Monitoring of implementation ..................................................................................... 7

5 Audit and monitoring ............................................................................................... 7

5.1 Purpose and Importance ............................................................................................ 7 5.2 Types of audits........................................................................................................... 7 5.3 Audit rights of the client .............................................................................................. 8 5.4 Internal Audits of the Contractor ................................................................................. 8 5.5 Findings, deviations and measures ............................................................................ 8 5.6 Audit planning and coordination ................................................................................. 9 5.7 Escalation in the event of systematic deficiencies ...................................................... 9

6 Dealing with Deviations and Non-Conformities (NCRs) ........................................ 9

6.1 Definition and scope .................................................................................................. 9 6.2 Duties of the FEED contractor .................................................................................. 10 6.3 Involvement of the client .......................................................................................... 10 6.4 Escalation and recurrence ....................................................................................... 11 6.5 Lessons Learned and Prevention ............................................................................. 11

7 QA-relevant project documentation ..................................................................... 11

7.1 Objective .................................................................................................................. 11 7.2 Audit and NCR documentation ................................................................................. 11 7.3 Archiving and handover ........................................................................................... 12 7.4 Confidentiality and access ....................................................................................... 12

8 Completion of the FEED phase and handover ..................................................... 12

8.1 Objective .................................................................................................................. 12 8.2 Pre-requisites for Completion ................................................................................... 12 8.3 Final audit by the client ............................................................................................ 13 8.4 Handover protocol and release note ........................................................................ 13

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1 Purpose and scope

1.1 Purpose

This document defines the quality assurance (QA) and quality control (QC) requirements to be met by the FEED contractor = contractor as part of the planning and execution of the Front-End Engineering Design (FEED) phase for the H2 Import Terminal Wilhelmshaven project.

The aim is to ensure that all engineering documents, specifications, studies and designs supplied comply with applicable standards, project-related requirements and customer-specific quality standards.

The document specifies the minimum requirements for the quality system, roles and responsibilities, as well as testing and approval procedures.

1.2 Scope

These requirements apply to all services to be provided by the FEED contractor in accordance with the contractually defined scope of services, including but not limited to:

• Process and Instrumentation Diagrams (P&IDs)

• Technical specifications and data sheets

• Layout and 3D models

• Risk analyses (e.g. HAZOP, SIL)

• Cross-disciplinary interfaces

• Cost estimates, quantity structures, and project timelines

• Quality Assurance Plans and Test Plans (QAP, ITP)

• CE Concept

These requirements apply both to the FEED contractor's own services and to services provided by subcontractors, provided that they contribute to the performance of the contract.

2 Basic requirements

(1) Quality assurance (QA) is to be carried out during the FEED phase, in which the

quality characteristics can be influenced and determined. The aim is to plan and

achieve the individual quality requirements in a documented form, taking into

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account the technical specifications of the client, the legal provisions and proven

industry practice.

(2) The contractor shall ensure that specifications, legal requirements and technical

standards are followed, implemented and documented at all times and in the FEED

phase, but with a view to the subsequent execution phase.

(3) The contractor is fully responsible for planning, implementing, monitoring and

documenting quality assurance (QA) and quality control (QC) measures and the

corresponding deliverables to demonstrate compliance with quality requirements

throughout the FEED period for the contracted scope of services.

(4) The monitoring and quality control measures carried out by the client do not

release the contractor from its liability for defects, damages and losses under the

agreement.

The client is entitled to appoint its own representatives or third parties to the

contract to check the progress of the QA.

(5) The contractor and its subcontractors must have a quality management system

(QMS) in place in accordance with ISO 9001 or a similar standard that is applied

on an ongoing basis. The valid ISO 9001 certificate of all parties must be presented

to the client before the contract is awarded. In case a subcontractor does not have

such certification, the contractor (with the consent of the client) may use its own

QMS to ensure the required quality of the subcontractor's work.

In the event of withdrawal, cancellation or expiry of the certification, the contractor

must notify the client immediately.

(6) All names of the potential subcontractors of the contractor shall be communicated

to the contracting authority prior to the award of the contract to the subcontractors

in accordance with the contract. In addition, the client has a right to reject

subcontractors if there are concerns on his part.

.

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3 Quality

3.1 Quality management - general requirements

The FEED contractor is obliged to use an effective, documented and project-related quality management system (QMS) that meets the requirements of ISO 9001 or equivalent international standards. This system must be suitable for ensuring compliance with all quality- related project requirements – both for its own services and for the services of subcontractors.

Upon request, the contractor must provide the client with up-to-date evidence of:

• the certification of the QMS,

• internal audit reports,

• and quality-relevant processes

3.2 Involvement of subcontractors

If the contractor uses subcontractors as part of the FEED services, he must ensure that their services fully comply with the quality standard described. This includes:

• Testing and approval of the quality systems of the subcontractors by the contractor

• Integration into the Quality Assurance Plan

• Implementation of appropriate monitoring and audit measures

• Documentation of QA-relevant interfaces

3.3 Escalation

The contractor must put in place an internal mechanism to escalate quality-related issues, including the appointment of a responsible quality person with decision-making authority.

4 Quality Planning (QAP)

The Contractor will prepare and establish a Quality Assurance Plan (QAP) as per the Terminal- FEED Scope of Work.

4.1 Coordination and integration of QAP

The Contractor is obliged to coordinate the Quality Assurance Plan with all parties concerned, in particular:

• internal heads of discipline,

• Subcontractors

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• as well as with the QA/QC representatives of the client.

The plan is to be designed in such a way that they can be integrated into the project's overarching quality management system.

4.2 Monitoring of implementation

The implementation of the measures defined in the QAP will be continuously monitored and will be carried out in the course of the project by:

• internal QA checks and reviews,

• Audits (by contractor or client),

• Progress reports and status meetings,

• as well as the systematic recording of NCRs (Non-Conformity Reports)

The client reserves the right to randomly check compliance with the planned QA measures or to carry out audits.

5 Audit and monitoring

5.1 Purpose and Importance

Audits and quality assurance monitoring measures serve to systematically check whether the FEED contractor meets the quality requirements set out in the QAP, ITP and contractual agreements.

They enable the client and, if necessary, external testing organizations to identify potential weaknesses or deviations at an early stage and to initiate corrective measures.

5.2 Types of audits

The following types of audits can be used as part of the FEED phase:

Audit type Description

System audit Evaluation of the implemented QM system of the contractor

Focused on the implementation of the QAP in the concrete project Project audit environment

Discipline Audit Testing of engineering quality within a specific discipline

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Audit type Description

Documentation Review of traceability, auditing and approval processes audit

Subcontractor Audit Evaluation of quality systems and services by contracted third parties

5.3 Audit rights of the client

The client and representatives appointed by it (e.g. independent QA experts or authorities) have the right to:

• conduct audits at the premises of the FEED contractor or its subcontractors,

• Gain access to all quality-related documents, systems and records,

• Schedule audit dates with reasonable advance notice (typically: 5-10 working days),

• carry out unannounced audits if there are serious deficiencies or reasonable suspicions.

The contractor is obliged to provide the auditors with unrestricted access to relevant documents and personnel.

5.4 Internal Audits of the Contractor

The contractor is also obliged to conduct regular internal audits to monitor the implementation of its QAP. These audits must be documented and made available to the client at regular intervals, e.g. such as:

• Audit reports (incl. audit plan, findings, measures)

• Status of Processing Deviations (NCRs)

• Lessons learned or preventive measures

The results of internal audits are not confidential and may be inspected by the client upon request.

5.5 Findings, deviations and measures

In the case of findings made during audits (internal or external), the following steps are mandatory:

I. Documentation of the deviation in a non-conformity report (NCR) or audit-finding report

II. Classification of the finding (critical / significant / minor)

III. Cause analysis by the contractor

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IV. Definition and implementation of corrective actions

V. Verification of effectiveness through post-audit or documentary evidence

VI. Final evaluation by the client or his representative

5.6 Audit planning and coordination

The contractor must draw up an audit plan as part of its QAP. This plan includes:

• planned period / frequency of internal audits,

• Involved areas and locations,

• designated auditors,

• Reference to ITP (audit-relevant documents).

The implementation of planned audits is mandatory and part of the provision of services.

5.7 Escalation in the event of systematic deficiencies

Should systematic quality deficiencies become apparent during audits or QA checks, the client reserves the right to take the following measures:

• Request for rectification within a defined period of time,

• intensification of the audit frequency,

• temporary delivery or working stop for affected deliverables,

• refusal of documents or services,

• Involvement of other testing bodies (e.g. TÜV, authorities),

• contractual penalties or other contractually regulated consequences.

6 Dealing with Deviations and Non-Conformities (NCRs)

6.1 Definition and scope

Non-conformity occurs when a service, document, process or deliverable does not meet the specified requirements. It includes:

• Deviations from contractually agreed specifications,

• Violations of standards, regulations or legal requirements,

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• incomplete or incorrect engineering documents,

• Non-compliance with review or review processes in accordance with ITP,

• poor communication or follow-up of comments.

6.2 Duties of the FEED contractor

The contractor is obliged to introduce and operate a structured NCR (Non-Conformity Report) procedure for all deviations detected during the project.

Any non-conformity must:

I. be formally recorded and described,

II. classified (e.g. critical / substantial / minor),

III. be backed up with a root cause analysis,

IV. be subject to corrective actions,

V. be fixed in a defined time frame,

VI. traceable and documented.

The client must be informed immediately about all relevant NCRs, especially if deadlines, quality or safety are concerned.

6.3 Involvement of the client

The client reserves the right to:

• Issue own NCRs (e.g. on the basis of audit findings),

• To request the FEED contractor to open an NCR to its subcontractors

• to demand formal processing from the contractor with a root cause analysis and action

plan,

• evaluate the effectiveness of the measures and, if necessary, request evidence (e.g.

about amended documents),

• to take further steps in the event of systematic or repeated violations (see point 7.7).

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6.4 Escalation and recurrence

Repeated non-conformities or non-conformities that are not processed on time are considered a systematic deficiency in the quality system and can have the following consequences:

• Increase audit frequency

• Commitment to additional internal reviews

• Development of a "recovery plan" with deadline tracking

• Rejection of documents

• Assertion of contractual rights (e.g. rectification, contractual penalties)

6.5 Lessons Learned and Prevention

Any significant non-conformity must be transferred to the project's lessons-learned process after completion. The aim is not only to eliminate causes, but to prevent them in the long term, e.g. by:

• Training / awareness-raising,

• Adaptation of processes or work instructions,

• Revision of standards or templates.

7 QA-relevant project documentation

7.1 Objective

Quality assurance in the FEED phase is largely based on the complete, consistent and comprehensible documentation of all quality-relevant project documents. The FEED contractor is obliged to prepare, regularly update and make available to the Client all documents in accordance with the requirements of this document, the QAP and the applicable standards.

7.2 Audit and NCR documentation

All internal and external audits as well as detected deviations (NCRs) must be fully documented, including:

• Audit Plans and Reports

• Findings and evaluation

• NCR Forms and Status Overviews

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• Tracking of measures with proof of completion

• Lessons Learned, if applicable

These documents must be made available to the client upon request and stored in the project's DMS in a comprehensible manner.

7.3 Archiving and handover

By the end of the FEED phase at the latest, the client must be provided with complete QA- relevant documentation for archiving and project handover, ideally in structured digital form (e.g. DMS export, with table of contents, version history, metadata). These include:

• Approved final versions of all quality-relevant deliverables,

• Current ITP

• Audit reports, NCR documentation,

• QAP and Lessons Learned (if created).

7.4 Confidentiality and access

All QA-relevant documents are subject to the agreed confidentiality, but may be used by the client:

• in the context of project management,

• for disclosure to third parties (e.g. experts, authorities, EPC contractors),

• as well as for archiving and auditing

8 Completion of the FEED phase and handover

8.1 Objective

The formal conclusion of the FEED phase will only take place when all agreed quality-relevant services have been fully performed (as one pre-condition), documented, tested and approved. The aim is to provide the client with an engineering basis ready for testing and approval for the next project phase (e.g. EPC, official procedures, tendering).

8.2 Pre-requisites for Completion

The contractor must meet the following requirements:

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• All inspection and release points provided for in the ITP have been documented (e.g.

R/W/H/I).

• All open comments have been completed or clearly clarified.

• Open NCRs were processed or handed over in an open list of points.

• Audit measures have been completed or an action plan with deadlines is available.

• The QA-relevant project documentation was handed over in a complete and structured

manner.

8.3 Final audit by the client

The client reserves the right to carry out a final review of the FEED results. This can include:

• Review of individual key deliverables (e.g., P&ID, specifications)

• Evaluation of the processing from the QA point of view and all other parties involved

(lessons learned)

• Review of the processing of NCRs and comments

• If necessary, conduct a final audit

Only after a positive evaluation will the formal acceptance and acceptance of the FEED services take place.

8.4 Handover protocol and release note

At the end, the contractor prepares a handover protocol that contains at least:

• List of all QA-relevant documents handed over,

• Statement of completeness and compliance with QAP,

• Signature of the responsible QA/QC officer,

• If necessary, information on open points and planned follow-up work.

The client confirms receipt and, if applicable, accepts the services in a formal release note or acceptance letter.

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