Documents for special equipment: EAC, PSM, and ESF — what is needed for tenders

In tenders and public procurement, special equipment is chosen not only based on price and delivery times. An application is often rejected due to a single missing or incorrectly formatted document — and equipment that perfectly matches the specifications is left behind. To prevent this, let's analyze the three key blocks of documents most frequently checked for excavators, loaders, rollers, graders, and dump trucks: EAC (certificate of conformity), PSM and ESF.

EAC — certificate or declaration of conformity with CU TR

Marking EAC (Eurasian Conformity) means that the equipment has passed the conformity assessment with the technical regulations of the Customs Union and is approved for circulation in the EAEU market, including Kazakhstan. For road construction and special machinery, the key document is — certificate or declaration of conformity to TR CU 010/2011 "On the safety of machinery and equipment." Certain types of wheeled and tractor machinery may also fall under other regulations.

It is important to understand the difference between the two forms:

• Certificate of conformity — issued by an accredited body based on test results, a stricter form of confirmation.
• Declaration of conformity — issued by the supplier/manufacturer under their own responsibility, but also based on evidence.

For a tender, it is crucial that the document is current, referred specifically to your model and modification, and the data (name, serial number, manufacturer) matched the actual machine. Check the validity period and the presence of attachments—often an application is rejected due to an expired or 'someone else's' certificate.

PSM and EPSM — self-propelled machine passport

Machine Passport — the passport of a self-propelled machine and other types of equipment. This is the primary document without which the equipment cannot be registered with the state or legally operated. Self-propelled machines (tractors, loaders, excavators, rollers, graders) are registered not with the traffic police, but with the state technical supervision authorities under local executive bodies, where the equipment is assigned a state registration plate.

With the EAEU transition to the electronic passport system, the paper PSM is gradually being replaced E-PSM — with an electronic self-propelled machine passport. Data is stored in a unified system, and an extract is issued to the owner. For tenders and subsequent registration, it is important that:

• the passport (paper or electronic) was issued for a specific unit of equipment;
• VIN/serial number, engine number, year of manufacture matched;
• the electronic passport status was "active" rather than "incomplete".

If the procurement terms require the equipment to be registered by a certain date, check the completeness of the registration documents with the manager in advance to avoid disrupting the schedule.

ESF — electronic invoice

E-invoice — an electronic invoice mandatory in Kazakhstan for VAT payers and participants in public procurement. It is issued in the IS ESF information system and serves as the basis for payment and tax accounting. For equipment imported or brought from the EAEU, an additional goods traceability mechanism is in place — the 'Virtual Warehouse' module and accompanying waybills (SNT).

What the procurement officer and accountant should pay attention to:

• ESF must be issued within the established timeframe and contain correct TN VED codes;
• product data must "match" the supplier's virtual warehouse;
• buyer and contract details — exactly as in the tender documentation.

Errors in the electronic invoices directly affect payment: the certificate may get "stuck," and the VAT deduction may not go through.

Additional documents for tenders

In addition to the three main blocks, tender documentation often requires:

• СТ-KZ — certificate of origin confirming Kazakhstani content. It provides preferences when evaluating bids in public procurement, making it a real competitive lever.
• Warranty obligations and service book — warranty terms and duration, availability of service and spare parts in the RK.
• Technical documentation — operation manual, spare parts catalog, and data sheet specifications according to the technical assignment.
• Contract and specification — with exact correspondence to the model, configuration, and delivery terms.

Document checklist before submitting an application

• Valid TR CU certificate/declaration of conformity with EAC marking for the required model.
• PSM or EPSM with correct serial numbers and 'active' status.
• Readiness to issue electronic invoices (ESF) and correct data in the virtual warehouse.
• CT-KZ (if preferences for Kazakhstan content are required).
• Warranty, service, technical passport, and specification according to TOR requirements.

Tip: verify names, serial numbers, and modifications in all documents among themselves and with the technical specifications. Most rejected applications are not about poor equipment, but about discrepancies in the paperwork.

Are you planning to participate in a tender or purchasing special equipment for a specific project? Official dealer specialists FURD KZ will help select a model according to the requirements of the technical specifications and advise on the set of documents. For current prices and terms, check with the manager. Leave a request on the website or write to us on WhatsApp—we will respond promptly and help you prepare for the tender.