Vendor Inspection

Quality Procurement Planning
In order for the construction planning scheduling not to be delayed it is essential for Project suppliers to be:
Assessed
Approved
A procurement Quality Planning Schedule is completed itemizing the project vendor inspections that need to be
completed for the scope of the project.
Customers Approved Suppliers List

If the Project proposed suppler is not already on the customers approved list then the suppler Quality Management
system must be assessed to see if they can provide products on time, within budget and meeting the project quality
requirements.
Customers Generic Product Inspection Matrix

To prevent nonconforming equipment and materials being installed on the Project the acceptance inspection
activates are required to be itemized to ensure all precautions are taken. Inspections can be at the place of
manufacture or at material receipt.
Most major construction companies have Product Inspection Matrixes that define what the minimum quality
requirements the suppler must provide to the customer. These are normally standard formats that are issued for
every purchase product that the company purchases, (as below).
In order to prevent nonconforming equipment and materials being installed on site the acceptance
inspection activities are required to be itemized and formalized to ensure all possible precautions are taken.
Inspections can be undertaken at the place of manufacture or upon material receipt.
Vendor Inspection
Requirements for Scope
Rev Date
Code Number
Project
Test & Inspection Against
1 Visual Inspection By Purchaser
2 Check Inspection Reports And Certificates By Purchaser
3 Reports And Certificates To Be Provided
1 Material Test Report

2 Heat Treatment Reports
3 Welders Qualification Reports
4 Welder Qualification Reports & PQR'S
5 Workmanship, Material Defects, Dimensions
6 Compliance With Purchase Order
7 Paint Specification
8 Quality Control Manual, QC Plan, System Implementation
9 Check NDT Reports and Weld Maps
10 Check Hydrostatic Testing Reports
11 Check Vendors Design Documents
12 Check Approval Status Of Submitted Documents
Project Supplier Evaluation (assessment)

Prospective Project Suppliers are assessed by audit to ascertain if they are capable to provide quality products. A
quality questionnaire is sent to the suppler, on he basis of this the customers rating system is applied.
An acceptable audit and rating system evaluation will decide if the customer wishes to place a Purchase Order with
the nominated supplier.Quality Control Requirements, Customers Purchase Orders
The customers Purchase Orders must provide the supplier with the correct information to provide the product the
customer specified. To do this the Customer must assure himself purchased product is inspected during its
manufacture utilizing a Project Specific Supplier Inspection and Test Plan.
The customer must therefore have a Quality Management System that provides the supplier with all the relevant
information to complete his contract on time and within schedule. Once the suppler is accepted the following
requirements are stated in the Purchase Order:
 The seller will operate a quality management system that meet the requirements of ISO 9000 during the contracted
scope of the work.
 The buyer reserves the right to evaluate and audit the implementation of the quality system.
 The buyer reserves the right to request the supplier to provide formal records of certificates for any activity
associated with the sellers work.
 ALL Documentation shall be in the original source state or true copy of the original. Copies shall be of reproducible
quality or they shall be considered unacceptable. Data transposition form the original is not acceptable.
 All documentation shall uniquely identify all sheets with:
i.The Purchase Order Number

ii. Tag number or Item Code
Purchase order consists of:

- Technical purchase order package
- Vendor Data and Erection Manuals
- Description of Non Material Requirements (NMRs)
- Terms & Conditions according to Contract and depending on value of risk
- Quality Requirements
- Quantities and prices
- Delivery conditions
- Marking Instructions
- Delivery Instructions
- Payment Terms
- Delivery Dates
- Warranties
- Performance guarantees
Quality Plan Requirements
All bidders must submit with their bid, a Quality Plan specifically developed to the requirements of the request for
quotation.
This plan will integrate the practices and procedures contained in the Seller's Quality Control Manual/System with the
Request for Quotation requirements. The Detailed Quality Plan specific for a Purchase Order will include, but not be
limited to the following:
 The suppler will attend a quality kick off meeting with the purchaser prior to the commencement of the work
 Administrative data such as suppliers name, location, and shop order number, tag number, item description, etc.
 An effective date and/or revision number.
 A complete listing of Quality Control activities to be performed including, but not limited to, types of inspection,
factory tests, control of welding processes, nondestructive examination, and seller witness and hold points.
 Provisions for Buyer, Owner, and/or their agents witness and hold points.
 Listing of other major fabricated or subcontracted services.
 The quality attributes if not identified in the suppliers Quality Plan, must be addressed in the Seller's Quality
Manual/System (i.e.procedures/instructions, drawings, etc.):
 Specific references to technical specification requirements and applicable codes and standards referenced in the
specifications included in this Purchase Order and Contract.
 Acceptance and rejection criteria to be used for inspection and tests.
 The types of documents that will be used to record inspection and test results.
 Sub-suppler responsibilities including the level of source and receipt inspection to be performed for mayor suborder
items and subcontracted services.
 Suppliers agrees that Inspection Status Reports on production will be issued bi-weekly.
Customers Vendor Inspection Assignment Package

Once the Purchase Order is finalized an approved the Customer must verify by inspection the product meets the
customers requirements. Inspection Assignment Packages are completed itemising the specific items for inspection
the Vendor Assignment Package should contain the following information:
 An Inspection Assignment Letter Indicating:

 The approved Inspector name
 Supplier's address
 Suppliers Contact name
 Procurement Inspection Report
 Copy of Purchase Order Nonmaterial Requirements List (NMR)
 Customers Generic Quality Requirement Plan
Once the Inspection Assignment Package has been completed bi-weekly inspection reports are completed by the
customers Approved Inspector, any quality deficiencies are corrected and inspection waivers are reviewed and
agreed.
Inspection Assignment Packages are retained for the project As-built Files.

Vendor Inspection

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Quality Procurement Planning

Customers Approved Suppliers List

Customers Generic Product Inspection Matrix

Test & Inspection Against

1 Visual Inspection By Purchaser

2 Check Inspection Reports And Certificates By Purchaser

3 Reports And Certificates To Be Provided

1 Material Test Report

Project Supplier Evaluation (assessment)

i.The Purchase Order Number

Purchase order consists of:

Customers Vendor Inspection Assignment Package

 An Inspection Assignment Letter Indicating:

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