Agree the evidence your project needs.
A product name or a standards reference does not define a complete supply package. Before placing an order, identify the documents required by your project, end user and inspection plan. The quotation should distinguish the equipment configuration from the tests, certificates and records included with it.
A practical document checklist.
- Technical information: data sheets, general arrangement drawings, hydraulic or electrical schematics and interface details, as applicable.
- Inspection and testing: an agreed inspection/test plan, relevant test procedures, acceptance criteria and records required by the order.
- Material and component evidence: traceability, material certificates and component documents where required by the specification.
- Certification: the actual holder, equipment scope, certificate number and validity of any certification required for the offered configuration.
- Operation and support: manuals, spare-parts information and other agreed handover documents.
Standards and certification are different.
A reference to a technical standard describes a requirement or design basis. A certificate applies to the organization, location, product or activity stated on that document. For your project, verify both the applicable technical requirement and the scope of the evidence supplied.
Equipment-related documents can be requested for review. Certificates retain their original holder and stated scope. A supplier relationship does not change the identity of the certified organization.
Define factory acceptance requirements early.
If factory acceptance testing or third-party inspection is required, include it in the RFQ. Identify the witness or review points, notification period, test parameters, reporting format and acceptance criteria. This helps make inspection time and documentation part of the quoted scope.
Include document requirements in your RFQ.
Send your specification, approved document list or inspection requirements with the equipment enquiry.