Supplier Pre-Qualification Form Template (With Scoring Example) for EPC Projects

In most EPC and industrial projects, you don't have time to "test" suppliers on live contracts. You need a structured way to screen and approve vendors before they touch critical equipment like Pressure Vessels & Heat Exchangers or Modular Skid Packages.

That's where a supplier pre-qualification form with clear scoring becomes very useful. It gives engineering, procurement, and quality teams a common framework to decide: Do we approve this supplier? Approve with conditions? Or reject for now?

Below is a practical template (including a scoring example) that you can adapt for your own organization.

1. Industry Context & Typical Challenges in Supplier Pre-Qualification

For EPCs and owner-operators in energy, chemical, marine, and oil & gas, supplier failure usually comes from:

• Weak quality systems behind polished marketing
• Gaps in understanding of ASME, PED, API, DNV, CCS or other codes
• Poor documentation control (MTRs, WPS/PQR, NDT reports, welding logs, FAT records)
• Overpromising delivery — especially on complex items like Industrial Refrigeration Units or compressor skids
• Limited export experience (INCOTERMS, packing, customs, project logistics)

A simple Excel-based pre-qualification form with scoring can filter out high-risk suppliers early, so your team spends time only on serious candidates.

Common practical problems we hear from EPC clients:

• "Every department has a different view of what a 'good supplier' looks like."
• "We don't have a consistent scoring method; everything is subjective."
• "We store pre-qualification info in emails and lose track during audits."

The template below is designed to help you standardize.

2. Why a Structured Supplier Pre-Qualification Form Matters

A good supplier pre-qualification form should:

1. Capture critical information (company basics, certifications, product scope, references).
2. Quantify risk using a weighted scoring method.
3. Provide traceability for audits and project reviews.
4. Allow easy comparison between multiple suppliers on the same package.

Instead of long narrative questionnaires, EPC teams usually prefer a concise form with clear sections:

• Company & ownership
• Quality, HSE & certifications
• Technical capability (relevant product scope)
• Production capacity & reference projects
• Delivery & project management
• Financial & compliance

All of this feeds into a scoring matrix that supports decisions like:

• Approve as strategic supplier
• Approve for low/medium risk orders only
• Approve with development plan
• Reject (re-apply after improvements)

3. Supplier Pre-Qualification Form Template (Core Structure)

You can copy this into Excel/Sheets or your vendor portal.

3.1 Header Information

• Supplier Name
• Registered Address
• Contact Person / Position
• Email / Phone
• Product / Service Scope (e.g., pressure vessels, heat exchangers, skid fabrication)
• Country / Region
• Date of Assessment
• Assessed by (Name, Department)

3.2 Scoring Overview Table

Category	Weight (%)	Supplier Score (0–10)	Weighted Score (Score × Weight)
Quality Management & Certifications	25%	8	2.0
Technical Capability & Facilities	25%	9	2.25
Project & Delivery Performance	20%	7	1.4
HSE & Compliance	15%	8	1.2
Financial & Business Stability	15%	6	0.9
Total	100%	—	7.75 / 10

You can tune the weights and thresholds based on your project risk profile.

4. Detailed Pre-Qualification Sections (With Scoring Fields)

4.1 Company & General Information

• Year of establishment
• Legal form / ownership structure
• Number of employees (total, engineering, QC/QA, welders)
• Export countries, main clients (especially EPCs, IOCs, NOCs)
• Main product groups (e.g., Gas Compression Units, refrigeration packages, pressure vessels)

Scoring tip: This section is usually informational. Unless you have specific size/age criteria, many teams don't score this section heavily; they use it for context and risk flags (very new company, no references, etc.).

4.2 Quality Management & Certifications (Weight example: 25%)

Key questions:

• Do you have a certified ISO 9001 Quality Management System?
• Do you have ISO 14001 (environmental) or ISO 45001 (occupational health & safety), if relevant?
• For pressure equipment: are you certified for ASME U / U2 / S stamps, or local equivalents?
• Do you have established procedures for:
  • Material control & traceability
  • Welding (WPS/PQR/WPQ)
  • NDT (VT, PT, MT, UT, RT)
  • Calibration of measuring instruments
  • Document control and revision management

You can award scores like:

• 0–3: Minimal or no formal system, self-declared only
• 4–6: Basic ISO 9001 in place, limited experience with project documentation
• 7–8: Mature QMS, regularly audited, strong traceability
• 9–10: Advanced QMS, multiple relevant certifications (e.g., ASME, DNV, CCS), good audit history

4.3 Technical Capability & Facilities (Weight example: 25%)

This section evaluates whether the supplier can actually manufacture what you need at the right quality level.

Checklist items:

• Main production processes (fabrication, machining, assembly, testing)
• Design capability (in-house engineers, software such as PV Elite, HTRI, AutoCAD/3D)
• Codes and standards applied (e.g., ASME Boiler & Pressure Vessel Code, EN 13445, API, GB)
• Equipment list (cranes, welding machines, rolling, bending, heat treatment, test benches)
• In-house vs outsourced processes (NDT, PWHT, painting, insulation)
• Maximum design parameters:
  • Pressure / temperature ranges
  • Vessel diameter / length
  • Refrigeration capacity, compressor power, etc.

Scoring guidance:

Score Range	Typical Situation
0–3	Very basic workshop, limited equipment, no design
4–6	Medium capability, some outsourcing, limited track record
7–8	Strong capability, in-house design, proven in similar projects
9–10	Specialized facility with extensive similar references

4.4 Project & Delivery Performance (Weight example: 20%)

Questions:

• Experience with EPC-type contracts (tight schedules, complex documentation)?
• On-time delivery performance (e.g., % OTIF over last 3 years)
• Project management structure (PM, planners, document controllers)
• Experience with global logistics and export packing
• Ability to support inspection (FAT, TPI, end-user visits)

You can also ask for 3–5 reference projects similar to your scope and contact details for reference checks.

4.5 HSE & Compliance (Weight example: 15%)

Check:

• HSE policy and records (LTI, near-miss reporting, training)
• Compliance with local regulations and international norms (e.g., EU PED, DNV rules for pressure equipment, classification society rules like CCS/ABS/BV where applicable)
• Environmental practices (waste handling, emissions, noise)

4.6 Financial & Business Stability (Weight example: 15%)

• Years in profit / loss
• Credit references or bank letters
• Order backlog vs capacity
• Involvement in any legal disputes or sanctions lists

This doesn't need extremely detailed financial data, but enough to avoid going into frame agreements with a supplier that may not survive the contract period.

5. Risk, Compliance & Documentation: From Form to Audit Trail

Your supplier pre-qualification form is also a compliance tool:

• Attach copies of certificates (ISO, ASME, PED, etc.)
• Keep audit checklists and visit reports linked to the form
• Store everything in a system that allows version control and approval history

When an auditor asks, "Why did you select this supplier for high-pressure vessels?" you can show:

• The filled form
• Scoring matrix and decision category
• Supporting documents and references

That transparency reduces personal risk for project managers and procurement teams.

6. Example Scenario: Using the Template for a New Skid Supplier

Imagine your company needs a vendor for modular gas compression skids. You identify two candidates:

• Supplier A – Large, general fabricator, limited compressor experience
• Supplier B – Medium-sized, specialized in gas compression packages and Industrial Refrigeration Units

Using the pre-qualification form:

• Supplier A scores well on general fabrication, but poorly on compressor skid references and documentation.
• Supplier B has strong compressor references, detailed QA/QC procedures, and is used to third-party inspections.

Final scores:

• Supplier A: 6.5/10 – Conditional / low-risk orders only
• Supplier B: 8.6/10 – Approved, preferred for compressor skids

Instead of a subjective debate, the decision is now structured and documented. If Procurement later receives a lower price from Supplier A, they still clearly see the risk difference.

7. How Lmart Adds Value as a Pre-Qualified Supplier

As a manufacturer working closely with global EPCs and owners, Suzhou Lmart Energy Equipment Co., Ltd. understands that supplier pre-qualification is not just paperwork — it is risk management.

Typical areas where we support EPC and owner teams:

• Clear scope definition for equipment like Pressure Vessels & Heat Exchangers and integrated Modular Skid Packages.
• Mature QA/QC system aligned with international codes (ASME, EN, GB) and requirements for full material traceability, NDT, and welding documentation.
• Engineering support during pre-bid and pre-award stages — data sheets, GA drawings, and technical clarifications.
• Export experience: packing for sea shipment, coordination with inspection agencies and classification societies, and remote FAT support where needed.

When customers send us their supplier pre-qualification forms, our team is used to providing:

• Completed questionnaires with transparent evidence
• Certificate packages (ISO, weld procedures, etc.)
• Sample project documentation (ITP, WPS/PQR, NDT reports, data book index)

That makes it easier for EPCs to justify Lmart as an approved supplier internally and to their end clients.

8. Simple Process Flow for Supplier Pre-Qualification

A typical supplier pre-qualification workflow follows these steps:

1. Identify Need for New Supplier — triggered by a new project RFQ or gap in your approved vendor list.
2. Send Pre-Qualification Form — distribute the standardized form with clear instructions and deadlines.
3. Review Answers & Documents — engineering, QA, and procurement review submissions against scoring criteria.
4. Optional: Audit & Site Visit — for high-risk or high-value packages, conduct an on-site audit.
5. Finalize Scoring Matrix — consolidate scores from all reviewers into a single weighted result.
6. Decision: Approve / Conditional / Reject — apply threshold rules to determine supplier status.
7. Update Approved Supplier List — register the supplier with their qualification level and validity period.
8. Periodic Re-Evaluation — schedule annual or project-based re-qualification reviews.

9. Key Takeaways & How to Use This Template

• A supplier pre-qualification form with scoring turns subjective impressions into an auditable decision.
• Focus your scoring on quality, technical capability, delivery performance, HSE, and financial stability.
• Use weighted scores so engineering, quality, and procurement priorities are all reflected.
• Keep all documents and certificates attached to the form for future audits and project reviews.
• Consider suppliers like Lmart that can provide complete and transparent documentation to speed up your approval process.

Next Steps

• Copy the table and section structure into your own Excel or vendor management system.
• Customize weights and scoring rules based on your project's risk profile.
• Use the template in your next RFQ round and compare how it improves internal alignment.

Questions for Internal Discussion

1. Which of the five main categories (Quality, Technical, Delivery, HSE, Financial) currently carries the most hidden risk in your supplier base?
2. How do you document and justify supplier approval decisions today if an auditor challenges them?
3. For your most critical equipment (e.g., pressure vessels, refrigeration units, compressor skids), do you apply stricter scoring thresholds than for standard items?