Pre-Bid Documents

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Consists of general terms and conditions, data sheet and applicable relevant project specification.


Data sheet is one of the critical documents that specifies the package main characteristics such input and output, type of fluid, inspection requirements, etc.


Normally, the package engineer specifies the working condition, type of fluid, and the minimum performance requirements and leave rest of information to be filled in by the supplier.


Data sheet should be finalized and approved by the client’s engineer before fabrication starts.


Quality document may be called by different name but invariably includes requirements that supplier shall comply with in terms of QA, QC and Inspection.


For example, for criticality “1” packages, a specific quality plan should be prepared by the supplier as per ISO 10000 5 in addition to Inspection and Test Plan (ITP).


For criticality “2” types of packages, an ITP shall suffice while for Criticality “3” and “4”, it is less onerous.


The procurement department (buyer) compiles the pre-bid documents which include:

  • Description of the equipment and numbers required and delivery date
  • Data sheet (prepared by the package engineer showing design input and design out, rest supplier to advise (STA))
  • The quality requirements outlined within pre-bid document; reviewed and approved by the quality engineer
  • The equipment criticality rating (1 through 4) determined by the quality engineer.
  • The relevant specification (for example, basis of design, material/NDE/Welding/Coating specifications)
  • General terms and conditions


Once pre-bid documents are prepared and potential suppliers are identified; procurement shall send a copy of pre-bid documents to the potential suppliers and ask them to submit their proposals within certain date.



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