The Instrument Procurement Process
A Step-by-Step Guide to Ensuring Accuracy and Compliance in Custom Instrument Procurement
Procuring process control instruments is a complex and highly specialized task. To ensure every instrument meets the client’s exact requirements, we have developed a reliable and efficient workflow. Given that all orders are custom-made, accuracy and clarity are essential at every stage.
Step-by-Step Workflow
We begin by receiving the enquiry from the client.
• Confirm the enquiry includes sufficient information for the manufacturer to provide a quotation (e.g., detailed part code).
• Verify certification requirements are clearly stated.
• Check the destination country to ensure compliance with trade regulations—some manufacturers prohibit exports to certain countries.
• Contact the relevant manufacturer or distributor to request a quotation.
• If the manufacturer requires additional details (e.g., end user information, country of destination, intended application), a form will be sent to the client for completion.
• Submit completed information back to the manufacturer.
• Compare the received quotation against the original enquiry and note any changes or updates.
• Review datasheets to ensure technical specifications align with the quotation.
• Examine technical drawings to estimate the packed weight and dimensions.
• Ensure the delivery lead time is clearly included.
• A second team member performs a final technical review.
If international delivery is required, calculate freight costs (air or sea) based on weight and dimensions.
• The client may request clarifications or modifications.
• The process continues with back-and-forth communication until the client is fully satisfied with the quotation.
• Determining the correct part code often involves multiple communications and can take time.
• In many cases, the equipment being procured replaces older units installed years ago—especially on operational FPSOs (Floating Production Storage and Offloading units). As such, specifications may have changed or evolved over time.