Very good initiate kub. You also have to assign person who will do this one also and make sure he completely understand on what they are doing otherwise it is like bling need to cross the road without help.
They have the few way to go on this
1. All drawing need to prepared and provide to vendor once there receive once enquiry and prepare quotation and specific our drawing number in side their quotation.
2. Once vendor provide quotation must be attached with reference drawing.
3. PO generate base on quotation and drawing.
4. All the job deliver must be provide their final inspection and our drawing together
This is what I need to add in and can help purchasing a lot of time and their understanding. I am fine if you have more good way to do this . that is just my opinion.