Two quotations can show the same flow, pressure, and motor power while covering different equipment and services. One may include the drive and controls; another may leave them to the buyer. A delivery date may also depend on drawing approval that has not yet been scheduled.
Use this checklist to find those differences before placing the order. It covers the pump package and project handover; it does not replace your company’s commercial, financial, or project-specific qualification checks.
| Review item | Supplier confirmation |
|---|---|
| Sizing basis | Operating conditions used, proposed model and speed, and any missing data or assumptions. |
| Materials and records | Quoted materials, required certificates or traceability, additional charges, and submission dates. |
| Supply and service scope | Included equipment, exclusions, maintenance clearances, service tools, and recommended spares. |
| Inspection and delivery | Agreed checks and acceptance criteria, drawing approvals, delivery basis, and support responsibilities. |
At quotation stage, agree the scope and document schedule. Approved drawings, inspection records, and final manuals follow at the stages agreed for the order.
1. Check the Sizing Basis and Open Questions
Ask the supplier to state the conditions used for selection: liquid, temperature and viscosity range, solids, minimum and maximum flow, inlet and outlet pressures, and operating hours. Include startup conditions where they differ from normal running. If information is missing, the quotation should say what has been assumed and what still needs confirmation.
Request the proposed model, pump speed, drive arrangement, and supporting performance data for those conditions. Ask how startup load and the available inlet conditions have been checked. A catalog maximum is not confirmation that the quoted pump meets every required operating point. Keep unresolved items against the relevant equipment tag rather than leaving them in an email thread.
2. Agree Materials, Documents, and Submission Dates
Check the quoted materials for the casing, rotors, fitted wear parts, seal faces, and elastomers. If the project requires particular grades, compounds, coatings, or traceability, identify the affected components. “Standard materials” leaves too much open when the purchase specification calls for something specific.
List the documents the project needs and ask which can be supplied, at what cost, and when. These may include a general arrangement drawing, connection and foundation details, drive data, seal-service requirements where applicable, maintenance clearances, a parts list, and an operating manual. Material certificates and inspection records should be agreed for the required scope rather than assumed to be included.
3. Mark the Supply Boundaries and Service Requirements
Mark what is included in the price: pump, motor or other drive, gearbox if required, coupling and guard, baseplate, controls, and any specified accessories. Identify who supplies and connects the surrounding pipework, protective devices, electrical services, and seal utilities where required. Use the project specification to resolve the boundaries; do not assume a package description includes every item.
For maintenance, ask for the removal space and procedure for the tasks your site expects to perform. Confirm any special tools, lifting requirements, or pipe and drive removal. Request a model-specific spare-parts list with part identification, prices, and current lead times. Separate commissioning spares from the parts proposed for routine operation, and confirm how later orders will be matched to the supplied pump.
4. Define Inspection, Delivery, and Support Responsibilities
Where the project requires testing or inspection, agree the scope, procedure, acceptance criteria, and records. Confirm any witness or hold points, notice periods, and additional costs before manufacture. Do not assume every test, inspection visit, or third-party service is part of the standard quotation.
Clarify what starts the delivery period: order acceptance, payment, drawing approval, or another agreed event. Identify the contacts for technical questions and document comments. For commissioning and later faults, confirm the available support, whether site attendance is included or separately quoted, and the applicable warranty terms.
