Vendor Data Review
Checklist (Excel)

A vendor data review checklist is the parameter-by-parameter compliance verification document used by the EPC discipline engineer when a vendor document arrives for review. It captures every parameter on the EPC datasheet, the EPC required value or criterion, the vendor offered value, the compliance status (compliant, deviation, clarification, non-compliant), the code reference, severity (major or minor), and the action required (vendor resubmit, EPC concession, hold). One checklist exists per vendor document review cycle. The output drives the review code (A / B / C / D) returned to the vendor via the Vendor Document Schedule.

Required columns: checklist number and revision, project number, Purchase Order number, vendor name, vendor document number and revision, vendor document title, equipment tags covered, EPC reference datasheet number and revision, applicable code, review item number, review item description, EPC required value or criterion, vendor offered value, compliance status (compliant / deviation / clarification / non-compliant), reviewer comment, code reference, severity (major or minor), action required, reviewed by, reviewed date, approval code (A / B / C / D). The template covers all required columns.

Pathnovo, an engineering document intelligence platform, runs the vendor data review by ingesting the EPC datasheet, the vendor datasheet, the applicable code, and the project specification. For every parameter on the EPC datasheet, Pathnovo extracts the vendor offered value, applies the comparison rule (exact match for materials and codes, tolerance band for design pressure and temperature, vendor curve check for pump duty point), and flags compliance, deviation, clarification, or non-compliance with a code reference. Output is a populated checklist for engineer sign-off. See the vendor datasheet compliance workflow.

TBE (Technical Bid Evaluation) is the bid-stage parameter-by-parameter compliance evaluation across multiple competing vendors to support technical-commercial recommendation. The vendor data review checklist is the post-PO document-by-document compliance check for the awarded vendor across the full document deliverables (datasheet, drawing, calculation, NDE procedure, FAT procedure). TBE runs once before PO award; the vendor data review runs many times after PO, one per vendor document review cycle. Both use parameter-by-parameter compliance, the same comparison rules, and the same severity grading. See the TBE compliance matrix template.

Major deviation: vendor offered value violates a code requirement (e.g., design pressure below code-required value, material not listed in ASME Section II Part D for the code), violates the EPC required value with safety consequence (e.g., NPSH margin below 1 m per API 610), or violates a hard project constraint (e.g., nozzle location moved beyond plant layout envelope). Major deviations require vendor resubmit, EPC concession with management approval, or hold. Minor deviation: cosmetic, editorial, or non-safety variation (e.g., vendor drawing format, vendor document numbering format). Minor deviations are typically accepted with comment in code B (approved with comments).

On a brownfield revamp, the vendor review must additionally check that the new equipment is compatible with the existing brownfield interface: existing nozzle layout, existing baseplate or skid envelope, existing electrical supply, existing instrument tag interface. The checklist adds brownfield interface columns capturing the existing plant value (from as-built drawings) and the vendor offered value. Pathnovo, an engineering document intelligence platform, ingests the as-built equipment datasheet and the existing P&ID to pre-populate the brownfield columns automatically. See the P&ID extraction workflow.

The final approved version of every vendor document, signed off via the vendor data review checklist, is the document that migrates from the Vendor Document Schedule into the Master Document Register (MDR) at PO closeout. The review checklist itself does not go into the MDR but is retained in the project quality records. The approved vendor datasheet, certified drawings, mill test certificates, NDE reports, hydrostatic test certificate, FAT report, and statutory certificates (IBR Form III, PESO) all carry the final approval signature derived from the last review cycle. See the vendor document schedule template and the master document register template.