Proposal for Open-Ended Lubrication Management Consultancy Services

Aligned with ICML 55 Lubricated Asset Management Principles

Submitted by: Khash

Submitted to: [Client Name]

Site/Facility: [Plant/Site Name]

Effective Date: [Date]

Agreement Type: Open-Ended / Call-Off Consultancy Support Agreement

1. Executive Summary

Khash proposes to provide specialized consultancy services in the field of industrial lubrication, lubricant management, machinery lubrication reliability, lubricant analysis, contamination control, lubrication program development, technical training, and continuous improvement of lubricated asset performance.

This proposal is designed as an open-ended consultancy agreement, whereby Khash will be called upon by [Client Name] whenever a specific lubrication-related need arises. The services may be requested for audits, troubleshooting, program development, training, lubricant selection, lubrication task optimization, oil analysis interpretation, root cause analysis, lubrication storage improvements, contamination control, energy efficiency initiatives, waste oil handling, reclaim/decontamination projects, or any other lubrication management activity described in this agreement.

The framework of this proposal is aligned with the intent of ICML 55, the lubricated asset management standard series developed by the International Council for Machinery Lubrication. ICML describes ICML 55 as a lubrication-specific standard series intended to support effective, audit-ready, certifiable management of lubricated mechanical assets and to align lubrication management with broader physical asset management objectives. (Lubrication Council)

ICML 55 is structured around the development, implementation, maintenance, and improvement of a sustainable lubrication management system. The standard series includes ICML 55.0 as an overview, ICML 55.1:2019 as the requirements standard, ICML 55.2 as the implementation guideline, and ICML 55.3 as an assessor/conformance guideline that ICML lists as not yet available. (Lubrication Council)

This proposal is not intended to reproduce or replace the ICML 55 standard. Rather, it uses the ICML 55 philosophy and its recognized lubrication management areas as a professional structure for defining how Khash can support [Client Name] in achieving a more reliable, auditable, safe, cost-effective, and sustainable lubrication program.

2. Purpose of the Consultancy Agreement

The purpose of this agreement is to establish a flexible and long-term consultancy relationship under which Khash may provide technical and managerial support in all areas related to lubrication management.

The agreement allows [Client Name] to request Khash’s services on an as-needed basis without requiring a new master contract for every assignment. Each individual activity may be initiated through a call-off request, service order, purchase order, technical service request, email confirmation, or separately agreed scope of work.

The objectives of this consultancy arrangement are to:

Improve reliability and availability of lubricated mechanical assets.
Reduce failures caused by poor lubrication, contamination, incorrect lubricant selection, wrong application methods, over-lubrication, under-lubrication, or poor lubricant storage.
Establish or improve a structured lubrication management system aligned with ICML 55 principles.
Support the development of documented lubrication plans, procedures, standards, inspection routines, oil analysis programs, and training systems.
Improve lubricant cleanliness, lubricant health, and machine condition monitoring.
Reduce lubricant consumption, waste generation, energy losses, and environmental risk.
Support maintenance, reliability, operations, procurement, warehouse, and HSE teams in lubrication-related decisions.
Provide expert technical assistance whenever specific lubrication problems arise.
Help [Client Name] move progressively toward best-practice lubrication management and, where desired, ICML 55 audit readiness.

3. Basis of the Proposal: ICML 55 Lubrication Management Framework

ICML 55.1 is described by ICML as the “Requirements for the Optimized Lubrication of Mechanical Physical Assets,” while ICML 55.2 is intended to explain practical implementation of those requirements. ICML states that ICML 55.1 identifies what should be done, and ICML 55.2 explains how it can be done, allowing organizations to customize the system according to their needs. (Lubrication Council)

The ICML 55 framework identifies twelve interrelated auditable elements of a lubrication program plan. These are: Skills, Machine, Lubricant, Lubrication, Tools, Inspection, Lubricant Analysis, Troubleshoot, Waste, Energy, Reclaim, and Management.

Accordingly, Khash’s consultancy offering is organized around these twelve areas, with additional support for governance, documentation, CMMS integration, training, performance metrics, and continuous improvement.

4. Scope of Consultancy Services Offered by Khash

Khash may provide consultancy, technical advisory, auditing, training, documentation, implementation support, investigation, and improvement services in any or all of the following lubrication management areas.

4.1 Area 1 — Skills: Job Tasks, Training, and Competency

Khash can support [Client Name] in developing the human competency foundation required for a sustainable lubrication program.

Services may include:

4.1.1 Lubrication Competency Assessment

Khash may assess the current knowledge, skill level, and practical competency of personnel involved in lubrication, including:

Lubrication technicians
Mechanics
Millwrights
Reliability engineers
Condition monitoring technicians
Maintenance planners
Maintenance supervisors
Warehouse and stores personnel
Procurement personnel
Operations personnel who perform inspections
HSE personnel involved in waste oil or chemical management
Contractors performing lubrication tasks

The assessment may cover practical knowledge of lubricant types, viscosity, grease consistency, additive systems, contamination control, grease gun use, oil sampling, oil analysis reports, lubrication intervals, bearing lubrication, gear lubrication, hydraulic cleanliness, filtration, and handling of lubricants.

4.1.2 Training Matrix Development

Khash may develop a lubrication competency matrix that defines the required training level for each role. The matrix may include:

Basic lubrication awareness
Lubricant handling and storage
Grease application best practices
Oil sampling methods
Contamination control
Oil analysis interpretation
Lubrication inspections
Lubrication PM execution
Root cause analysis
Lubrication program management
ICML certification preparation, where required

4.1.3 Technical Training Delivery

Khash may provide classroom, workshop, and field-based training on topics such as:

Fundamentals of lubrication
Lubricant selection and application
Grease lubrication best practices
Oil lubrication best practices
Lubrication routes and task execution
Lubrication contamination control
Oil sampling and oil analysis interpretation
Hydraulic system cleanliness
Gearbox lubrication
Bearing lubrication
Electric motor lubrication
Compressor lubrication
Turbine and circulating oil systems
Lubrication safety and environmental awareness
Lubrication failure modes
Lubrication-related root cause analysis
ICML 55 awareness and implementation principles

4.1.4 Certification Readiness Support

Where [Client Name] wishes to certify personnel through recognized professional bodies, Khash may assist with preparation programs, study guidance, competency review, practical coaching, and internal mock evaluations.

4.1.5 Field Coaching and Mentoring

Khash may provide direct field mentoring during lubrication rounds, oil sampling, lubricant handling, inspections, and troubleshooting activities. This ensures that training is transferred into practical behavior and daily maintenance discipline.

Typical deliverables:

Competency assessment report
Lubrication training matrix
Training plan by role
Training materials
Attendance records
Practical assessment checklist
Recommendations for certification pathways
Field coaching reports

4.2 Area 2 — Machine: Machine Lubrication and Condition Monitoring Readiness

Khash can support [Client Name] in understanding the lubrication needs of each lubricated asset and ensuring that machines are ready for correct lubrication, inspection, sampling, and monitoring.

Services may include:

4.2.1 Lubricated Asset Register Development

Khash may help create or improve a lubricated asset register containing all equipment requiring oil, grease, or specialty lubricant. This may include:

Motors
Pumps
Compressors
Gearboxes
Fans
Blowers
Conveyors
Crushers
Mills
Turbines
Hydraulic systems
Circulating oil systems
Bearings
Couplings
Chains
Open gears
Wire ropes
Slides and ways
Pneumatic lubricators
Mobile equipment
Critical production machinery

4.2.2 Machine Criticality Review

Khash may support the classification of assets by criticality, considering:

Safety risk
Environmental risk
Production impact
Failure consequence
Repair cost
Spare availability
Downtime impact
Lubricant volume
Historical failure frequency
Oil analysis importance
Monitoring requirements

This criticality ranking can be used to prioritize lubrication improvements and condition monitoring resources.

4.2.3 Lubrication Point Survey

Khash may perform field surveys to identify all lubrication points and verify:

Lubricant type
Lubricant quantity
Lubrication frequency
Application method
Access condition
Safety hazards
Lubrication point labeling
Grease nipple type
Drain, fill, breathers, level gauges, sample ports
Contamination entry points
Equipment modifications required

4.2.4 Machine Modification Recommendations

Khash may recommend machine modifications to improve lubrication reliability, including:

Desiccant breathers
Quick-connect filtration points
Dedicated oil sampling ports
Bottom sediment and water bowls
Oil level sight glasses
Offline filtration loops
Expansion chambers
Magnetic drain plugs
Grease purge paths
Grease relief fittings
Single-point lubricators
Centralized lubrication systems
Improved guards or access platforms for safe lubrication
Color-coded lubricant identification tags

4.2.5 Condition Monitoring Readiness

Khash may review whether equipment is prepared for proper condition monitoring through:

Correct sample port location
Representative sampling points
Vibration measurement access
Thermography access
Visual inspection points
Oil level monitoring
Filter differential pressure monitoring
Pressure, temperature, and flow monitoring
Alarm limits and inspection standards

Typical deliverables:

Lubricated asset register
Lubrication point list
Machine criticality ranking
Lubrication survey report
Modification recommendation list
Condition monitoring readiness report
Asset tagging and labeling requirements
Lubrication-related bill of materials

4.3 Area 3 — Lubricant: Lubricant System Design and Selection

Khash can support [Client Name] in selecting, rationalizing, standardizing, and technically managing lubricants across the facility.

Services may include:

4.3.1 Lubricant Selection Review

Khash may review whether current lubricants are correct for their intended applications. This includes evaluation of:

Viscosity grade
Base oil type
Additive package
OEM recommendations
Operating temperature
Speed and load
Environment
Contamination exposure
Seal and material compatibility
Food-grade or specialty requirements
Fire-resistant hydraulic fluid requirements
Biodegradable lubricant requirements
Synthetic versus mineral oil justification
Grease thickener compatibility
Grease NLGI grade
EP, anti-wear, rust inhibition, demulsibility, oxidation resistance, and other performance properties

4.3.2 Lubricant Consolidation

Khash may conduct lubricant consolidation studies to reduce unnecessary lubricant variety while maintaining technical suitability. The objective is to minimize confusion, procurement complexity, contamination risk, and inventory cost.

The consolidation review may include:

Current lubricant list
Application mapping
Cross-reference of equivalent products
Compatibility screening
OEM requirement review
Risk assessment for product changes
Rationalized lubricant list
Changeover plan
Labeling and color-coding requirements

4.3.3 Lubricant Specification Development

Khash may develop technical lubricant specifications for procurement and quality control. These may define:

Required viscosity range
ISO VG grade
Performance category
Additive requirements
Cleanliness targets
Water limits
Oxidation stability
Demulsibility
Air release
Foam tendency
Filterability
Compatibility requirements
Minimum certificate of analysis requirements
Acceptance criteria for new oil delivery

4.3.4 New Lubricant Receiving Quality Control

Khash may design procedures for verifying incoming lubricant quality, including:

Certificate of analysis review
Visual inspection
Container integrity check
Batch traceability
New oil sampling
Cleanliness verification
Water testing
Viscosity verification
Storage quarantine requirements

4.3.5 Lubricant Compatibility Studies

Khash may advise on lubricant mixing risk, including compatibility of:

Grease thickeners
Base oils
Additive chemistries
Synthetic and mineral lubricants
Hydraulic fluids
Gear oils
Compressor oils
Turbine oils

Typical deliverables:

Lubricant selection report
Lubricant consolidation plan
Approved lubricant list
Lubricant application matrix
Lubricant technical specifications
Incoming lubricant quality procedure
Lubricant changeover plan
Compatibility review report

4.4 Area 4 — Lubrication: Planned and Corrective Maintenance Tasks

Khash can support [Client Name] in developing technically correct lubrication tasks for routine and corrective maintenance.

Services may include:

4.4.1 Lubrication PM Review

Khash may review existing lubrication preventive maintenance tasks in the CMMS and compare them against actual machine needs. This includes checking:

Correct lubricant
Correct quantity
Correct interval
Correct method
Correct task owner
Correct safety precautions
Correct tools
Correct inspection criteria
Correct acceptance limits
Correct documentation and feedback

4.4.2 Lubrication Route Optimization

Khash may design or optimize lubrication routes to improve efficiency, safety, and task quality. This may include:

Route sequencing
Route frequency
Grouping by lubricant type
Grouping by area
Grouping by safety permits
Grouping by equipment status
Route duration estimates
Access constraints
Required tools and materials
Inspection points
Feedback fields

4.4.3 Grease Quantity and Frequency Calculations

Khash may calculate or verify grease quantity and relubrication frequency for bearings, considering:

Bearing size
Bearing type
Speed factor
Temperature
Load
Environment
Orientation
Seal arrangement
Operating hours
Contamination exposure
Grease type
Purge path

4.4.4 Oil Change Interval Optimization

Khash may review oil change intervals based on:

Oil analysis data
OEM recommendations
Operating conditions
Oil volume
Contamination rate
Oxidation rate
Additive depletion
Water ingress
Wear trends
Criticality
Filtration effectiveness

4.4.5 Corrective Lubrication Task Development

Khash may define corrective tasks for abnormal lubrication conditions, such as:

High particle contamination
Water contamination
Foaming
Overheating
Wrong lubricant use
Grease hardening
Additive depletion
High wear metals
Varnish potential
Filter plugging
Low oil level
Leakage
Starved bearings
Over-greased bearings

4.4.6 CMMS Integration

Khash may support the integration of lubrication tasks into the CMMS, including:

Task descriptions
Standard job plans
Frequencies
Labor estimates
Materials
Tools
Safety precautions
Lubricant codes
Completion feedback
Inspection readings
Follow-up triggers
Failure codes

Typical deliverables:

Lubrication PM optimization report
Lubrication route sheets
Standard lubrication job plans
Grease calculation sheets
Oil change interval recommendations
CMMS upload templates
Corrective lubrication task library
Lubrication standard operating procedures

4.5 Area 5 — Tools: Lubrication Support Facilities and Tools

Khash can support [Client Name] in improving lubrication infrastructure, tools, storage, dispensing, and contamination control practices.

Services may include:

4.5.1 Lube Room Audit and Design

Khash may inspect existing lubricant storage areas and recommend improvements to meet best-practice expectations. This may cover:

Lube room layout
Cleanliness
Segregation of products
Fire and HSE considerations
Spill containment
Ventilation
Security and access control
Drum storage
Tote storage
Bulk storage
Filtration systems
Dispensing stations
Transfer containers
Labeling and color coding
First-in-first-out inventory control
Waste oil segregation
New oil quarantine

4.5.2 Lubrication Tool Standardization

Khash may specify appropriate lubrication tools, including:

Sealed and refillable top-up containers
Filter carts
Dedicated transfer pumps
Grease guns with calibrated output
Grease meters
Ultrasonic grease tools
Oil sample bottles
Vacuum sampling pumps
Quick-connect fittings
Breathers
Portable particle counters
Patch test kits
Water test kits
Oil drain pans
Spill kits
Color-coded labels
Hose reels
Dedicated funnels and dispensing equipment

4.5.3 Contamination Control Infrastructure

Khash may define contamination control infrastructure such as:

Filtration stations
Desiccant breathers
Offline filtration loops
Kidney-loop filtration systems
Dedicated lubricant transfer systems
Clean containers
Closed-loop oil transfer systems
Dust control measures
Moisture control measures
Breather management procedures

4.5.4 Tool Inspection and Calibration

Khash may develop procedures for inspection and calibration of lubrication tools, including:

Grease gun output checks
Filter cart condition checks
Flow meter calibration
Pressure gauge calibration
Sample pump cleanliness
Hose condition inspection
Dedicated tool verification
Contamination prevention checks

Typical deliverables:

Lube room audit report
Lube room layout recommendation
Lubrication tool list
Contamination control equipment specification
Color-coding and labeling system
Tool calibration procedure
Storage and dispensing procedure
Lubricant receiving and handling procedure

4.6 Area 6 — Inspection: Machine and Lubricant Inspection

Khash can support [Client Name] in developing structured inspection programs for lubricants and lubricated assets.

Services may include:

4.6.1 Visual Inspection Program

Khash may design inspection standards for operators, technicians, and reliability personnel. Inspections may include:

Oil level
Oil color
Oil clarity
Foam
Water presence
Sediment
Leaks
Breather condition
Sight glass condition
Filter differential pressure
Grease purge condition
Abnormal temperature
Abnormal noise
Abnormal vibration
Seal condition
Lubricator condition
Auto-lube system function
Oil mist system function
Reservoir condition
Contamination signs

4.6.2 Inspection Checklists

Khash may create inspection forms for:

Daily operator rounds
Weekly lubrication inspections
Monthly reliability inspections
Shutdown inspections
Startup inspections
Post-maintenance inspections
New equipment commissioning inspections

4.6.3 Inspection Limits and Action Criteria

Khash may define acceptable and unacceptable conditions, such as:

Minimum and maximum oil levels
Filter differential pressure limits
Water contamination alarm levels
Temperature alarm levels
Breather replacement criteria
Grease purge acceptance criteria
Leakage severity levels
Oil color and clarity abnormality triggers
Corrective action requirements

4.6.4 Inspection Training

Khash may train personnel to identify abnormal lubrication conditions early and escalate findings properly.

Typical deliverables:

Inspection standard
Inspection checklists
Abnormal condition guide
Inspection route templates
Lubrication defect codes
Corrective action matrix
Operator care lubrication guide

4.7 Area 7 — Lubricant Analysis: Condition Monitoring and Lubrication Analysis

Khash can support [Client Name] in developing, optimizing, and interpreting oil analysis and grease analysis programs.

Services may include:

4.7.1 Oil Analysis Program Design

Khash may design an oil analysis program based on machine criticality and failure modes. This includes:

Asset selection
Sampling frequency
Test slate selection
Alarm limits
Sampling method
Sample point location
Sample bottle handling
Data management
Report interpretation workflow
Corrective action requirements
Integration with CMMS

4.7.2 Oil Sampling Best Practices

Khash may define and train personnel on proper oil sampling techniques, including:

Live-zone sampling
Minimizing dead-leg sampling
Flushing sample lines
Avoiding cross-contamination
Correct bottle filling
Labeling and traceability
Sample frequency discipline
Representative sampling

4.7.3 Test Slate Optimization

Khash may recommend suitable oil analysis tests for different equipment types, such as:

Viscosity
Particle count
Water content
Acid number
Base number
Elemental spectroscopy
FTIR
Oxidation
Nitration
Sulfation
Ferrography
Analytical ferrography
Wear particle analysis
PQ index
Membrane patch colorimetry
RULER antioxidant testing
MPC varnish potential
Demulsibility
Foam
Air release
Filterability
Grease analysis tests where applicable

4.7.4 Oil Analysis Interpretation

Khash may review laboratory reports and issue clear technical recommendations. The interpretation may classify findings into:

Normal
Caution
Abnormal
Critical
Immediate action required

Khash may identify root causes related to contamination, wear, additive depletion, lubricant degradation, wrong oil, overheating, water ingress, fuel dilution, coolant ingress, varnish tendency, or filtration failure.

4.7.5 Alarm and Limit Development

Khash may establish or refine oil analysis limits based on:

OEM guidance
Industry practices
Equipment type
Lubricant type
Criticality
Historical trends
Failure history
Reliability objectives

4.7.6 Laboratory Management

Khash may assist in evaluating oil analysis laboratories, reviewing reports, improving test packages, and ensuring that results are technically useful for maintenance decisions.

Typical deliverables:

Oil analysis program manual
Sampling schedule
Sampling procedure
Recommended test slates
Alarm limit matrix
Monthly oil analysis interpretation report
Critical sample action reports
Laboratory performance review
CMMS corrective action recommendations

4.8 Area 8 — Troubleshoot: Fault/Failure Troubleshooting and Root Cause Analysis

Khash can support [Client Name] in diagnosing lubrication-related failures and preventing recurrence.

Services may include:

4.8.1 Lubrication Failure Investigation

Khash may investigate failures involving:

Bearings
Gearboxes
Hydraulic systems
Compressors
Turbines
Pumps
Motors
Fans
Open gears
Chains
Couplings
Circulating oil systems
Greased components
Seals
Filters
Oil mist systems
Auto-lubrication systems

4.8.2 Root Cause Analysis

Khash may support formal root cause analysis using structured methods such as:

5 Why
Fishbone analysis
Failure mode analysis
Evidence-based failure mapping
Lubrication failure mode identification
Contamination pathway analysis
Maintenance practice review
Human error and procedure analysis
Lubricant selection review
Sampling and analysis review

4.8.3 Common Lubrication Failure Modes Investigated

Khash may investigate issues such as:

Incorrect lubricant
Mixed lubricants
Incompatible greases
Wrong viscosity
Oil starvation
Over-lubrication
Under-lubrication
Water contamination
Dust contamination
High particle count
Air entrainment
Foaming
Varnish
Sludge
Oxidation
Thermal degradation
Filter collapse or bypass
Plugged breathers
Poor reservoir design
High operating temperature
Poor lubricant application practice
Poor storage and handling
Lack of inspection
Poor oil sampling location
Incorrect oil analysis interpretation

4.8.4 Corrective and Preventive Action Plans

Khash may define corrective and preventive actions, assign priorities, and support implementation.

Typical deliverables:

Failure investigation report
Root cause analysis report
Evidence summary
Lubrication failure mode assessment
Corrective action plan
Preventive action plan
Lessons learned document
Updated PM or procedure recommendations

4.9 Area 9 — Waste: Lubricant Waste Handling and Management

Khash can support [Client Name] in improving waste lubricant handling, segregation, reduction, and environmental control.

Services may include:

4.9.1 Waste Oil Handling Review

Khash may review current waste oil handling practices, including:

Collection points
Labeling
Segregation
Storage containers
Spill containment
Transfer methods
Disposal documentation
Contractor interface
Contaminated absorbents
Used filters
Grease waste
Oily rags
Oil-water mixtures
Used hydraulic fluids
Used gear oils
Used compressor oils
Waste compatibility risks

4.9.2 Waste Reduction Strategy

Khash may identify ways to reduce lubricant waste through:

Condition-based oil changes
Improved filtration
Water removal
Oil reclamation
Better storage
Contamination prevention
Leak reduction
Lubricant consolidation
Improved top-up practices
Extended drain intervals based on analysis

4.9.3 Waste Segregation Procedures

Khash may develop procedures for segregating:

Used mineral oils
Synthetic oils
Fire-resistant fluids
Food-grade lubricants
Grease waste
Oil-water mixtures
Contaminated absorbents
Used filters
Solvent-contaminated fluids
Fluids requiring special handling

4.9.4 Environmental and HSE Interface

Khash may work with the client’s HSE team to ensure lubrication practices support environmental objectives. Khash may provide technical recommendations, while final legal and regulatory compliance remains the responsibility of [Client Name] and its appointed HSE/legal representatives.

Typical deliverables:

Waste lubricant management review
Waste segregation procedure
Waste oil handling map
Waste reduction plan
Spill risk improvement list
Used oil and used filter handling procedure
Environmental improvement recommendations

4.10 Area 10 — Energy: Energy Conservation and Environment

Khash can support [Client Name] in identifying lubrication-related opportunities to reduce energy consumption, friction losses, heat generation, and environmental impact.

Services may include:

4.10.1 Lubrication and Energy Review

Khash may review equipment where lubrication practices affect energy efficiency, such as:

Gearboxes
Bearings
Hydraulic systems
Compressors
Turbines
Circulating systems
Chains
Conveyors
Large fans
Mills
Crushers
High-load drives

4.10.2 Viscosity Optimization

Khash may evaluate whether lubricant viscosity is suitable for operating temperature, speed, load, and equipment design. Incorrect viscosity can contribute to energy loss, excessive heat, wear, poor film formation, and reduced reliability.

4.10.3 Synthetic Lubricant Feasibility

Khash may evaluate whether synthetic lubricants are justified based on:

Temperature stability
Oxidation resistance
Energy efficiency
Drain interval extension
Equipment criticality
Total cost of ownership
Safety and environmental factors

4.10.4 Hydraulic Efficiency Support

Khash may review hydraulic fluid cleanliness, viscosity, water control, filter performance, and leakage as part of energy and reliability improvement.

4.10.5 Environmental Impact Reduction

Khash may support programs that reduce lubricant consumption, leakage, waste generation, and unnecessary oil changes.

Typical deliverables:

Lubrication energy efficiency review
Viscosity optimization study
Synthetic lubricant feasibility report
Energy improvement opportunity list
Environmental impact reduction plan
Lubrication-related sustainability metrics

4.11 Area 11 — Reclaim: Oil Reclamation and System Decontamination

Khash can support [Client Name] in evaluating and implementing lubricant reclamation, purification, flushing, and decontamination strategies.

Services may include:

4.11.1 Oil Reclamation Feasibility

Khash may evaluate whether used or degraded oil can be reclaimed rather than replaced, depending on:

Lubricant type
Contamination level
Oxidation level
Additive condition
Water content
Particle count
Sludge or varnish presence
Equipment criticality
Volume
Cost of replacement
Risk of reuse
Laboratory analysis results

4.11.2 Filtration and Dehydration Strategy

Khash may recommend filtration or dehydration methods such as:

Offline filtration
Kidney-loop filtration
Vacuum dehydration
Centrifugal separation
Coalescing systems
Absorbent filtration
Fine filtration
Electrostatic cleaning, where appropriate
Varnish mitigation technologies, where appropriate

4.11.3 System Flushing and Decontamination

Khash may prepare or review flushing procedures for:

Hydraulic systems
Turbine oil systems
Compressor systems
Gearboxes
Circulating oil systems
New equipment commissioning
Post-failure cleanup
Oil conversion projects
Varnish remediation
Water ingress recovery
Particle contamination events

4.11.4 Post-Cleaning Acceptance Criteria

Khash may define acceptance criteria based on:

ISO cleanliness code
Water level
Viscosity
Acid number
Additive condition
Visual cleanliness
Filter debris
System pressure and flow stability
Temperature stability
Oil analysis confirmation

Typical deliverables:

Oil reclamation feasibility report
Filtration/dehydration recommendation
System flushing procedure
Decontamination project plan
Cleanliness acceptance criteria
Recommissioning checklist
Post-cleaning oil analysis review

4.12 Area 12 — Management: Program Management and Metrics

Khash can support [Client Name] in establishing, managing, measuring, and continuously improving the lubrication management system.

Services may include:

4.12.1 Lubrication Management System Assessment

Khash may perform a full lubrication program assessment against recognized best practices and ICML 55 principles. ICML 55.2 is described as a practical implementation guideline and as a reference that can be used even when certification is not the immediate goal. (PagePlace)

The assessment may review:

Policies
Strategy
Roles and responsibilities
Asset register
Lubrication task quality
Procedures
Training
Lube room condition
Lubricant selection
Oil analysis
Inspection practices
Waste handling
KPIs
Management review
Continuous improvement process

4.12.2 Lubrication Policy and Strategy

Khash may develop a lubrication policy and strategy that defines:

Management commitment
Program objectives
Reliability expectations
Safety expectations
Environmental expectations
Roles and responsibilities
Required procedures
Minimum competency requirements
Program governance
Performance measurement approach

4.12.3 Lubrication Program Roadmap

Khash may produce a phased improvement roadmap showing:

Current maturity level
Gap analysis
Risk ranking
Priority actions
Required resources
Estimated timeline
Implementation sequence
Quick wins
Medium-term improvements
Long-term sustainability actions

4.12.4 Performance Metrics and KPIs

Khash may develop lubrication KPIs, including:

Lubrication PM compliance
Oil analysis compliance
Sample overdue rate
Percentage of samples in normal/caution/critical condition
Lubricant cleanliness compliance
Water contamination incidents
Wrong-lubricant incidents
Lubrication-related failures
Lubricant consumption
Waste oil generation
Filter consumption
Breather replacement compliance
Lube room audit score
Training completion rate
Open corrective actions
Lubrication defect closure rate
Mean time between lubrication-related failures
Cost avoidance from lubrication improvements

4.12.5 Management Review

Khash may facilitate periodic management review meetings covering:

KPI results
Critical lubrication issues
Oil analysis trends
Failure investigations
Corrective action status
Resource needs
Training needs
Waste and environmental performance
Audit findings
Improvement roadmap status

4.12.6 Audit Readiness and Internal Audits

Khash may support internal audits, mock audits, and documentation readiness for future third-party review. ICML states that ICML 55.1 is aligned to ISO 55001 in intent but is ICML’s own intellectual property and is not endorsed by ISO. (Lubrication Council) Khash’s role would be advisory and preparatory unless separately appointed for a specific audit support role.

Typical deliverables:

Lubrication program assessment report
ICML 55-aligned gap assessment
Lubrication policy
Lubrication strategy
Lubrication management manual
Improvement roadmap
KPI dashboard template
Management review report
Internal audit checklist
Audit readiness report

5. Additional Consultancy Services Available from Khash

In addition to the twelve ICML 55-aligned areas, Khash may provide specialized support in the following areas.

5.1 Lubrication Audit Services

Khash may conduct detailed lubrication audits at plant, unit, area, system, or equipment level. Audit scope may include:

Lube room audit
Lubricant storage audit
Lubrication task audit
Grease application audit
Oil sampling audit
Oil analysis program audit
Contamination control audit
Hydraulic cleanliness audit
Gearbox lubrication audit
Compressor lubrication audit
Turbine lubrication audit
Contractor lubrication performance audit
ICML 55-aligned maturity assessment

Audit reports may include findings, risk ranking, photographic evidence, recommended actions, priorities, and implementation roadmap.

5.2 Lubrication Standards and Procedure Development

Khash may develop lubrication documentation, including:

Lubrication management manual
Lubricant storage procedure
Lubricant receiving procedure
Lubricant dispensing procedure
Grease gun use procedure
Oil sampling procedure
Oil analysis interpretation workflow
Lubricant change procedure
Flushing procedure
Filtration procedure
Waste oil handling procedure
Auto-lubrication inspection procedure
Breather management procedure
Filter cart use procedure
Lube room housekeeping standard
Lubrication route execution standard
Lubrication defect escalation procedure

5.3 CMMS and Digital Lubrication Program Support

Khash may support CMMS improvement through:

Lubrication task standardization
PM cleanup
Job plan writing
Lubricant code standardization
Route building
Material master recommendations
Lubrication feedback fields
Failure code recommendations
Follow-up work order triggers
Integration of oil analysis recommendations
Dashboards and reporting requirements

5.4 Lubricant Supplier and Product Evaluation Support

Khash may provide independent technical support in evaluating lubricants, suppliers, and proposals. This may include:

Technical comparison of lubricant products
Review of product data sheets
Review of safety data sheets
Review of OEM approvals
Review of performance claims
Supplier bid technical evaluation
Lubricant trial design
Field trial monitoring
Product change risk assessment
Total cost of ownership analysis

Khash will remain technically objective and will not recommend a product based on commercial interest unless such commercial relationship is disclosed and accepted by [Client Name].

5.5 Project Support for New Equipment and Commissioning

Khash may support lubrication readiness for new installations, including:

Lubricant specification review
Factory-fill lubricant verification
Preservation lubricant review
Commissioning oil cleanliness targets
Flushing requirements
Sample port requirements
Breather requirements
Filtration requirements
Lubrication PM setup
Initial oil analysis baseline
Warranty documentation support
Lubrication acceptance checklist

5.6 Shutdown, Turnaround, and Outage Support

Khash may provide lubrication support during shutdowns, turnarounds, and major outages, including:

Pre-shutdown lubrication inspection
Lubricant change planning
Flushing plan
Filter change plan
Critical equipment oil analysis
Contamination control during maintenance
Preservation of opened equipment
Post-maintenance inspection
Startup lubrication readiness
Oil sampling after restart
Failure prevention review

5.7 Emergency Troubleshooting Support

Khash may be called for urgent lubrication problems such as:

Sudden bearing failures
Repeated gearbox failures
Hydraulic system malfunction
Oil overheating
Water ingress
High particle counts
Foaming
Filter plugging
Wrong oil addition
Grease incompatibility
Varnish problems
Compressor oil degradation
Turbine oil contamination
Unexplained wear metals in oil analysis
Auto-lube system failure

Emergency support may be provided remotely or on site, subject to availability and agreed response terms.

6. Method of Engagement: Open-Ended Call-Off Agreement

This agreement is intended to operate as a master consultancy framework. It does not require [Client Name] to issue a fixed quantity of work, and it does not require Khash to perform work unless a specific request is accepted by both parties.

6.1 Call-Off Request

[Client Name] may request Khash’s services by issuing a call-off request that includes, where possible:

Site or equipment involved
Problem statement or required service
Urgency level
Required date
Expected duration
Required deliverables
Available data
Site access requirements
Purchase order or commercial authorization

6.2 Service Order / Scope Confirmation

For each assignment, Khash may provide a short scope confirmation defining:

Objective
Scope of work
Methodology
Required site support
Deliverables
Timeline
Commercial basis
Assumptions
Exclusions

The assignment will begin after written acceptance by [Client Name], unless emergency verbal authorization is agreed and later confirmed in writing.

6.3 Types of Support

Khash may support [Client Name] through:

Remote technical consultation
On-site assessment
Field inspection
Workshop facilitation
Training
Report review
Data analysis
Oil analysis interpretation
Project support
Troubleshooting
Audit and gap assessment
Management review support

7. Suggested Consultancy Process

For major lubrication improvement assignments, Khash recommends the following structured process.

Phase 1 — Initiation and Data Collection

Khash collects and reviews:

Asset list
Lubricant list
PM tasks
Oil analysis data
Failure history
Downtime history
Lubricant consumption
Waste oil records
Current procedures
Lube room layout
CMMS records
Organization structure
Training records
Current KPIs

Phase 2 — Site Assessment

Khash conducts a field assessment covering:

Lubrication points
Lube storage
Lubrication routes
Sampling practices
Contamination control
Inspection practices
Personnel competency
Machine modification needs
Maintenance execution quality
Lubrication-related risks

Phase 3 — Gap Analysis

Khash compares current practices against best-practice lubrication management principles and the twelve ICML 55-aligned areas.

Phase 4 — Improvement Roadmap

Khash prepares a prioritized roadmap defining:

Immediate risk controls
Quick wins
Medium-term improvements
Long-term program development
Required resources
Estimated benefits
Ownership
Implementation sequence

Phase 5 — Implementation Support

Khash supports implementation through procedures, training, CMMS updates, inspection forms, oil analysis optimization, lube room improvements, contamination control projects, and management review.

Phase 6 — Verification and Continuous Improvement

Khash supports follow-up review through KPIs, audits, oil analysis trends, defect closure, lubrication-related failure tracking, and management review.

8. Deliverables Available Under This Agreement

Depending on the assignment, Khash may provide any of the following deliverables:

Lubrication program assessment report
ICML 55-aligned gap analysis
Lubricated asset register
Lubrication point database
Lubrication route sheets
Lubrication PM task library
Lubricant application matrix
Lubricant consolidation report
Approved lubricant list
Lubricant specification sheets
Lube room audit report
Lube room design recommendations
Contamination control plan
Oil analysis program design
Oil analysis interpretation reports
Sampling procedure
Alarm limit matrix
Root cause analysis report
Failure investigation report
Lubrication training matrix
Training materials
Competency assessment records
Waste oil handling procedure
Filtration and flushing procedure
Oil reclamation feasibility report
Energy efficiency opportunity report
Lubrication KPI dashboard
Management review presentation
Internal audit checklist
Audit readiness report
Technical memoranda for specific problems
Monthly or quarterly lubrication performance reports

9. Responsibilities of Khash

Khash shall, for each agreed assignment:

Provide competent technical consultancy in the lubrication field.
Perform work with professional care, diligence, and technical objectivity.
Align recommendations with recognized lubrication best practices and, where applicable, ICML 55 principles.
Clearly define assumptions, limitations, and exclusions.
Identify risks and improvement opportunities based on available evidence.
Maintain confidentiality of client information.
Provide reports, recommendations, procedures, or other agreed deliverables.
Notify [Client Name] of any safety, environmental, or reliability concern observed during the assignment.
Work in compliance with [Client Name]’s site HSE rules while on site.
Avoid recommending unnecessary actions where simpler and safer solutions are technically adequate.

10. Responsibilities of [Client Name]

[Client Name] shall:

Provide safe site access and required permits.
Provide relevant technical documents, drawings, data, and records.
Assign a responsible focal point for each assignment.
Ensure availability of relevant maintenance, operations, reliability, warehouse, procurement, and HSE personnel when required.
Provide accurate information to the extent available.
Review and approve work scopes, recommendations, and deliverables.
Make final decisions regarding implementation, procurement, shutdowns, modifications, and operational changes.
Ensure that any regulatory, legal, environmental, or safety compliance requirements are reviewed by qualified internal or external specialists.
Provide purchase orders or payment authorization according to the agreed commercial terms.
Inform Khash of any known hazards related to the work area or equipment.

11. Commercial Structure

The commercial model may be selected per assignment.

11.1 Possible Pricing Models

Khash may provide services under one or more of the following models:

Hourly rate
Daily rate
Fixed-price assignment
Monthly retainer
Emergency call-out rate
Remote consultation rate
Training day rate
Report review fee
Project milestone-based fee

11.2 Expenses

Unless otherwise agreed, reimbursable expenses may include:

Travel
Accommodation
Meals
Local transport
Visa or permit costs
Specialist testing costs
Third-party laboratory costs
Printing or documentation costs
Required PPE beyond standard PPE
Freight for samples or equipment

11.3 Purchase Order

Each call-off assignment may require a purchase order or written authorization before work begins, except in urgent cases where both parties agree to proceed immediately and regularize the documentation afterward.

12. Response Levels

For practical use, the parties may agree the following service levels.

Routine Support

Used for normal reviews, audits, training, or program development.

Typical response: within [3–5] working days
Support mode: remote or scheduled site visit

Priority Support

Used for significant problems affecting reliability, production, or maintenance planning.

Typical response: within [24–48] hours
Support mode: remote review followed by site visit if required

Emergency Support

Used for active failures, repeated failures, major contamination events, or serious production threats.

Typical response: as soon as practicable, subject to availability
Support mode: phone/video support, urgent data review, or emergency site mobilization

13. Confidentiality

Khash shall treat all client data, reports, drawings, lubricant information, failure history, operating conditions, production information, and commercial information as confidential.

Khash shall not disclose client information to third parties without written approval, except where disclosure is required by law or necessary for approved laboratory testing, specialist analysis, or subcontracted technical support.

14. Intellectual Property and Use of Deliverables

Unless otherwise agreed:

Reports and deliverables prepared specifically for [Client Name] may be used internally by [Client Name].
Khash retains ownership of pre-existing templates, methods, calculation tools, training structures, and technical know-how.
[Client Name] shall not resell, publish, or externally distribute Khash’s materials without written consent.
Khash shall not publish client-specific results or case studies without written approval from [Client Name].

15. Limitations and Disclaimers

Khash provides technical consultancy and recommendations based on available information, site observations, data quality, and accepted lubrication engineering practices.
Final responsibility for implementation decisions remains with [Client Name].
Khash does not act as the original equipment manufacturer unless specifically authorized by the OEM.
Khash does not provide legal or regulatory certification unless separately licensed and engaged for such purpose.
Khash does not guarantee elimination of all failures, but will provide professional recommendations intended to reduce lubrication-related risk.
ICML 55 audit or certification outcomes, if pursued, are subject to the requirements and decisions of the relevant certification or assessment body.
Any lubricant change, equipment modification, or operating change should be reviewed against OEM requirements, warranty conditions, safety requirements, and site management-of-change procedures before implementation.

16. Health, Safety, and Environmental Requirements

For on-site work, Khash shall comply with [Client Name]’s site safety rules. [Client Name] shall provide site induction, permits, hazard information, and safe access to equipment.

Khash may stop work or decline to proceed if the work area is unsafe, access is inadequate, required permits are not in place, equipment condition presents unacceptable risk, or required PPE and isolation controls are unavailable.

Environmental recommendations provided by Khash may include waste reduction, spill prevention, lubricant segregation, filtration, reclamation, and improved handling practices. Final environmental compliance remains the responsibility of [Client Name].

17. Management of Change

Any recommendation involving lubricant substitution, equipment modification, filtration change, PM interval change, oil drain extension, flushing activity, or operating parameter change should be processed through [Client Name]’s management-of-change procedure.

Khash may support the technical justification, risk assessment, and implementation plan for such changes.

18. Agreement Duration

This agreement shall commence on [Effective Date] and remain valid until terminated by either party in accordance with the termination clause.

Because this is an open-ended consultancy agreement, there is no obligation for [Client Name] to issue a minimum volume of work unless a retainer or minimum commitment is separately agreed.

19. Termination

Either party may terminate this agreement by giving [30] days written notice.

Assignments already approved before termination shall either be completed, suspended, or cancelled by mutual agreement. Fees and expenses incurred up to the termination date shall remain payable.

20. Proposed Initial Work Plan

Although the agreement is open-ended, Khash recommends beginning with a baseline lubrication program review to establish priorities.

Initial Step 1 — Kick-Off Meeting

Purpose:

Confirm business objectives
Identify critical equipment
Agree on priority areas
Confirm available data
Define site contacts
Agree reporting format

Initial Step 2 — Lubrication Program Baseline Assessment

Scope:

Review current lubrication practices
Inspect lube storage and handling
Review PM tasks
Review lubricant list
Review oil analysis program
Review failure history
Identify contamination risks
Identify training gaps
Identify quick wins

Initial Step 3 — Gap Report and Roadmap

Deliverable:

Current condition summary
ICML 55-aligned gap review
Risk-ranked findings
Priority action plan
Suggested implementation phases
Required resources
Recommended KPIs

Initial Step 4 — Implementation Call-Offs

After the roadmap is accepted, [Client Name] may call Khash for specific implementation support such as:

Lube room improvement
Lubricant consolidation
Oil analysis optimization
PM task correction
Training
Contamination control
Critical asset troubleshooting
Root cause analysis
Waste reduction
Filtration projects
Audit readiness

21. Value Expected from Khash’s Consultancy

The expected value of Khash’s lubrication consultancy may include:

Fewer lubrication-related failures
Improved machine availability
Improved lubricant cleanliness
Better control of water and particle contamination
More accurate lubrication tasks
Reduced over-greasing and under-greasing
Improved oil analysis decision-making
Reduced lubricant inventory complexity
Reduced lubricant waste
Lower maintenance cost
Better technician competency
Improved safety and housekeeping
Improved equipment life
Better CMMS lubrication data
Improved audit readiness
Stronger alignment between lubrication, reliability, maintenance, operations, procurement, and HSE

22. Conclusion

Khash offers [Client Name] a comprehensive, flexible, and technically structured lubrication consultancy service covering the full life cycle of lubrication management: assessment, strategy, lubricant selection, task development, storage and handling, inspection, oil analysis, troubleshooting, waste management, energy improvement, oil reclamation, training, program governance, and continuous improvement.

The proposed open-ended agreement allows [Client Name] to call upon Khash whenever a specific lubrication requirement arises, while maintaining a clear framework for scope, responsibilities, deliverables, confidentiality, commercial control, and technical quality.

By organizing the consultancy scope around the twelve ICML 55-aligned lubrication management areas, Khash can support [Client Name] in building a disciplined, sustainable, auditable, and value-driven lubrication management program that contributes directly to reliability, safety, cost control, environmental performance, and asset life extension.

Acceptance

For and on behalf of [Client Name]
Name: ___________________________
Title: ___________________________
Signature: _______________________
Date: ___________________________

For and on behalf of Khash
Name: ___________________________
Title: ___________________________
Signature: _______________________
Date: ___________________________

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