Engineers on Industrial Sites

I am just wondering what other folks work place processes are for confirming compatability of parts. We have an overhead crane that needs a new hook, procurement person 1 reached out to the OEM for a quote, OEM responds that it is no longer available and proposes an alternative but asks for a confirmation of the equipment number. Procurement Person 1 fwds the email to Procurement Person 2 to review. Procurement Person 2 fwds the email to me to answer. There has been no processing showing what we asked for and what we are being quoted - but it is scattered over 2 attachments and 3 screenshots. My site is super lean and I get random tasks like this that distract from my main duties all the time. Is this how your procurement people handle equivalency/compatibility questions, or do they at least attempt to do some work before forwarding the email on? Thanks for your time.