Procurement Guide
Separate company management-system certificates, product approvals and project deliverables. Then verify the legal manufacturer, covered model, standard, marking, certificate status and configuration against the equipment actually quoted.
A company-level ISO certificate does not approve a specific analyzer for a hazardous area, safety loop or emissions method. Procurement should verify each evidence layer separately and require the quoted model, enclosure, electrical configuration and certificate schedule to match the equipment that will be delivered.
Five evidence types that should not be confused
| Evidence type | What it can show | What it does not prove by itself |
|---|---|---|
| Management-system certificate | An audited company system within a stated scope and validity period | Approval of every product or project configuration |
| Product certificate | Assessment of the models, standards and conditions listed in the certificate and schedules | Coverage of an unlisted model, enclosure, voltage or modification |
| Declaration of conformity | The manufacturer’s declaration against named legislation and standards | Independent certification unless the underlying route requires and identifies it |
| Test or inspection report | Results for the tested unit, sample or procedure | Automatic transfer to every production unit or different configuration |
| Project document | The agreed technical and commercial baseline for the delivered system | A general approval outside the project and revision stated |
How to review a product certificate
- Identify the issuer. Confirm the certification body or notified body and its role.
- Verify the legal manufacturer. The certificate holder and manufacturing location should be consistent with the offered supply chain.
- Match the model. Check the exact model, family, suffixes and any configuration code on the certificate or schedule.
- Read the complete scope. Include annexes, schedules, limitations, special conditions and permitted variations.
- Check standards and marking. Confirm the edition, protection concept, equipment group/category, temperature class and ingress protection where applicable.
- Check status at the source. Use the issuing scheme’s controlled database when one exists, not only a downloaded PDF.
- Control the revision. Record the certificate issue, date and the quoted product revision in the project document register.
IECEx states that its online certificate system is the controlled source for issued certificates. A saved PDF is useful project evidence, but current status should be checked in the official system during review.
Match the certificate to the delivered configuration
Analyzer families often contain multiple enclosures, sensing paths, power supplies, communication options and sample-system assemblies. Certification may cover only some combinations. A correct procurement review therefore compares the certificate schedule with the bill of materials and datasheet for the quoted configuration.
Build the project document register before order
The quotation should state which documents are included, when they will be submitted, the review cycle and whether final records are supplied as marked-up, approved or as-built revisions.
- Approved product datasheet and configuration schedule
- General arrangement, process connection and mounting drawings
- Electrical, wiring, I/O and communication schedules
- Wetted-material and sample-system bill of materials
- Certificate extracts, declarations and applicable schedules
- Inspection and test plan, FAT procedure and acceptance record
- Calibration method, reference materials and certificates
- Installation, operation and maintenance manuals
- Recommended spare parts and preventive-maintenance schedule
- SAT, commissioning and training scope where ordered
Common document-review red flags
Primary references
Define the evidence package with the RFQ
Send the jurisdiction, hazardous-area classification, required standards and document register so the offered configuration can be checked before commitment.