Pre-Bid Documents

Share This Post

Before we start preparing the pre-bid paperwork for packages, let us examine the essential ingredient for pre-bid document.


A Package whether standalone or part of a bigger EPCM project (Engineering Procurement Construction Management) is based on specifications.


The ingredients for specifications are based on:

  • The outcome of the Front End Engineering Design (FEED). This is the initial assessment of the project identifying alternatives.
  • The Basis of Design (BOD) based on FEED result; also called basic design which tells you about the applicable codes and standards, the overall design philosophy, design life, etc.
  • The applicable codes and standards that you should comply with as the law of the land or mandatory.
  • The location of usage for considering corrosion allowance over design life, and the most suitable material to resist environmental corrosion.
  • The type of fluid and performance requirement to select the right type of construction material against process corrosion.


Specifications should comply with applicable codes and standards as a minimum and also specify the acceptance criteria. For example, welding specification for pressure vessel should be compliant with ASME Sec. V for how to perform the NDE examination but the acceptance criteria should be according to ASME VIII (Pressure Vessel Construction Code).


Specifications shall be included in the bid documents so the potential supplier or manufacturer knows what he should be complying with.


The procedures (WPS, NDE, Test and  QC Procedures) is prepared by the supplier and approved by the client. These procedures shall be complying with the applicable specification enclosed with pre-bid documents. For Example, the fabricator would prepare a WPS (welding Procedure Specification) that should comply with Client’s specification for welding; reviewed and approved by the purchaser/client.


The pre-bid document 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 vendor/supplier. Data sheet be approved and finalized by the engineer once data sheet is completed by the supplier and submitted officially via client’s DCC (Document Control Center).


Data sheet is the supreme document for equipment specification and should be finalized and approved by owner and supplier before fabrication starts.  Data sheet may have inspection requirements or refer to a specification.


Another critical document apart from project specifications, are quality requirement document. This 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 10005 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 and/or package 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 or buyer shall send a copy of pre-bid documents to the potential suppliers and ask them to submit their proposals within certain date.


Subscribe To Our Newsletter

Get updates and learn from the best

More To Explore

API Exam comes with Instant Final Scoring now

API Exam comes with Instant Final Scoring now As of April 2024; all candidates appearing for API exam shall receive instant confirmed scoring and maximum within 24 hours after exam from prometric. That is not all.   Candidates shall also

Current vs. Voltage in Welding

Welding current is like volume of water while voltage is like the water pressure just like When you are watering a plant with a hose. That is why; when you increase the voltage, it means you are having a higher

Do You Want To Boost Your knowledge?

See our Coursses