Contractor evidence that stays current between bids
Evidence vaults, workforce qualification registers and site reports for contractors who work Jubail plants and Aramco sites from an office in Khobar.
A contractor serving Jubail plants and Aramco sites keeps its office in one place and its work in several. The prequalification pack is rebuilt for every buyer, and worker cards expire while crews are on site. We build the evidence vault, the qualification register and the site report capture, with a person approving every submission.
The office holds the paper, the site holds the reality
Al Khobar sits beside Aramco's headquarters in Dhahran, and it is where many contractors to Aramco and the Jubail complex keep their offices. The work happens elsewhere: a plant in Jubail, a shutdown at Ras Al Khair, a site at SPARK near Buqayq. The office answers the prequalification questionnaire. The site knows which technician's card expired last week. Buyers in the Aramco supply chain routinely require ISO 9001, and every plant owner audits its contractors against its own checklist, so the same evidence is asked for again and again in a slightly different order.
- The prequalification pack is rebuilt for each buyer, which is how a stale certificate ends up inside it
- A technician's card or medical expires while the crew is on site
- Lifting equipment inspection certificates are filed in the office and asked for at the crane
- Site photographs sit in a chat group, and the daily report is written up days later
- Subcontractor packs are collected at mobilisation and nobody checks them for expiry after that
The vault, and what reads from it
The evidence vault comes first. Every other build reads from it.
AI agents
An agent that matches each buyer's questionnaire against the vault and lists the gaps first, for your QHSE manager to fill and approve.
Read moreDigitalWorkflow automation
A workforce qualification register that escalates before a card or a medical expires, while there is still time to replace the technician.
Read moreDigitalField apps
A daily site report on a phone that works offline inside a plant, with photographs attached to the job before it syncs.
Read moreDigitalDocument generation
Method statements and report templates filled from job data, approved by the responsible engineer before issue.
Read moreDigitalDocument control
Policies, procedures and certificates held with revision and expiry dates, which is the ground the vault is built on.
Read moreITF ConsultAramco supply chain readiness
The management system evidence a prequalification pack actually needs, prepared by ITF Consult.
Read moreGuideAramco vendor prequalification
The guide to how Aramco vendor registration and prequalification run, step by step.
Read moreITF TrainingPermit to work
The ITF Training course for the crews whose permits the site report links to.
Read moreThe paperwork a contractor carries
Each record below is asked for by someone different, and each one goes wrong in its own way.
| Requirement | What it means on site |
|---|---|
| Prequalification pack | Plant owners and main contractors, each with its own questionnaire. The vault answers from current evidence instead of last year's pack. |
| Aramco vendor registration | Through Aramco's e-Marketplace, which runs on SAP Ariba. The evidence it asks for comes out of the same vault. |
| Workforce qualification | CWQAP records, medicals, training and inductions, checked by the client at the gate. Technician evaluation is carried out by Aramco-authorised third parties, and the register holds the result and its expiry. |
| Aramco safety baseline | The Construction Safety Manual: Vol 1 CSAR and Vol 2 WSSM. Toolbox talks and daily site reports are the evidence that crews work to it. |
| Lifting equipment certificates | Third-party inspection certificates, asked for by clients and HSE audits at the crane. The site app carries them to the job. |
| The client's permit to work | Issued and signed in the client's own system by the competent person it names. Your copy of each permit, and the evidence behind it, is linked to the job and the crew. |
| Work inside Royal Commission cities | In Jubail the Royal Commission is landlord, municipality and environmental regulator in one. The environmental permits are the client's, and your work depends on them. |
What QHSE managers ask
Who submits the prequalification pack?
Your QHSE manager. The agent assembles the pack against the buyer's index and lists what is missing or expiring. The QHSE manager fills the gaps, approves the pack and submits it through the buyer's own portal, and the vault keeps a dated copy of what was sent.
How do CWQAP records fit in?
The register holds each technician's evaluation record, medical, training and inductions with their expiry dates, and escalates before the crew mobilises. The evaluations themselves are carried out by Aramco-authorised third-party institutes.
Does the site app work inside a plant with no signal?
Yes. Capture continues offline and syncs when the phone reaches signal. Photographs attach to the job on the phone, so nothing is matched up afterwards.
Do you need to be in Khobar?
Most of a build runs remotely, from anywhere. We come on site across Saudi Arabia when the job needs it, usually to see how a crew reports from inside a plant and to set up the vault with your QHSE team.
What does a typical engagement look like?
A mechanical maintenance contractor with its office in Khobar has crews on two plant sites in Jubail, and a new plant owner sends a prequalification questionnaire with a two-week deadline. The evidence vault already holds the contractor's certificates, policies, insurance and registrations, each with an expiry date. The agent maps the questionnaire's index against the vault and lists the gaps, with a certificate expiring next month at the top. The QHSE manager fills the gaps and approves the assembled pack before it goes. Meanwhile the qualification register flags two technicians whose medicals expire before the shutdown starts. The contractor holds the vault, the match report for this submission, the qualification register and daily site reports its project manager approves each evening.
Part of one system
Every division keeps records to the same standard, so the second one you need works the way the first one did.
Bring the last questionnaire you answered
The systems audit maps your last prequalification questionnaire against the evidence you hold today and shows what a vault would have caught before it went.