Pump Bid Requisition

It is obviously necessary to fully define the scope of supply for the desired piece of equipment. To do so requires the right amount of documentation provided by the purchaser (no more, no less) to match the type of equipment being purchased. This is easier said than done, but the engineer needs to be conscious of the fact that a bid requisition package should be clear and concise as possible. One industry joke relates the cost of a piece of equipment to the weight of the paper included in the bid requisition.

Requisition A bid requisition is a document that requests a vendor or series of vendors provide a quote for a specified item. This can also be called an inquiry or request for quotation or simply an RFQ.

The bid requisition can be as simple as a one-page listing of the pump requirements. It can also be a document that incorporates data sheets, technical specifications, shipping specifications, purchasing terms and conditions, vendor drawing requirements, and any other document that will help define the full requirements of the intended purchase. A fully detailed requisition for a complicated pumping service might include over 100 pages of requirements.

As a minimum, the requisition must include a clear scope of supply, applicable specifications and data sheets, and commercial terms and conditions. In addition, the requisition can be used to specify additional requirements that have not been adequately addressed in other documents.

Commercial Terms and Conditions The requisition should include the following commercial terms and conditions:

• Name of buyer, place to which proposals must be delivered, information on ownership of documents, time allotted for submission of bids, governing laws and regulations

• Location of plant site

• Site storage conditions and anticipated length of storage (preparation requirements)

• Schedule for submittal of drawings/documentation, and pump delivery

• Guaranty/warranty requirements

• Instruction on minimum information to include in the proposal, number of copies that vendor must provide, status of alternative offerings, and a statement on the owners right to accept or reject bids that are not in accordance with the bid package

• Acceptable terms of payment

• Method of transportation to site that establishes the vendor's responsibility. If the vendor will not be responsible for providing shipping, he must be requested to provide enough information in the quote for others to estimate shipping costs

• Customer shop inspection requirements

• Any penalty or bonus related to late or early shipping, and so on

The list of specifications and data sheets must include document name or description, document number, revision number, and revision date. This will provide a record of what documents have been sent to a vendor. See Figure 3 for an example of a requisition format that might be used to request bids for pumps in an oil refinery or petrochemical plant.

Pump Technical Specification As discussed previously, there are many different designs of pumps that can be purchased. Engineering and operating companies may have standard technical specifications for all categories of equipment that are commonly purchased. When a pump service is being prepared for bids, a technical specification can be used in standard form, or updated to incorporate special requirements based on client or other project specific needs.

A technical specification is usually written to cover a wide range of equipment within a given category. Because many variations exist within any equipment category, the technical specification is usually written to be applicable to this range of equipment. Data sheets may be used to provide the specific requirements not covered in the technical specification.

Most technical specifications are written as performance specifications rather than design specifications. Care must be exercised to ensure that the pump manufacturer (not

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