Equipment RFQ Guide
Ten points that make equipment quotations comparable. Each one closes a gap that otherwise shows up later as a change order, a delay or a machine that does not fit.
Quotations for the same machine can differ widely in price because they answer different questions. The more of the points below are fixed before suppliers quote, the more the comparison reflects real differences in quality and cost. Points you cannot answer yet are worth flagging as open, so that suppliers state their assumptions.
- 01
Application
The process the equipment performs and the result required.
ExamplePulse-jet dust collection for a wood sanding line
Why it mattersDefines the design basis. Machines with the same name can be built for very different duties.
- 02
Materials or media
What the equipment handles, with the properties that matter.
ExampleAbrasive mineral dust, 0–50 µm, gas temperature 80 °C
Why it mattersDrives material selection, wear rates and safety requirements.
- 03
Capacity
Required output, with peak and average values and any allowance for growth.
Example12,000 m³/h, with 20% margin for a planned second line
Why it mattersUndersized equipment fails its duty; oversized equipment wastes capital and energy.
- 04
Operating conditions
Ambient temperature, humidity, altitude, dust, duty cycle.
ExampleOutdoor, 45 °C ambient, continuous operation
Why it mattersAffects cooling, motor rating, enclosures and component life.
- 05
Site and interfaces
Available space, access, foundations and connections to existing equipment.
Example6 × 3 m footprint; PLC handshake over Profinet
Why it mattersPrevents redesign and delays during installation.
- 06
Utilities
Power supply, compressed air, water and other services available on site.
Example400 V, 50 Hz, three-phase; 6 bar instrument air
Why it mattersVoltage and frequency differ by market, and mismatches are expensive to correct.
- 07
Standards and certification
Standards and conformity marks required in the destination market.
ExampleCE marking under the EU Machinery Regulation; ATEX zone 22
Why it mattersDetermines design choices, documentation and the conformity assessment route.
- 08
Documentation
Drawings, manuals, languages, material and test certificates.
ExampleManuals in Spanish; EN 10204 3.1 material certificates
Why it mattersRequired for import, approvals, operation and maintenance.
- 09
Inspection and acceptance
Factory and site acceptance tests, and the criteria for passing them.
ExampleFactory test witnessed by an independent inspector; 72-hour site run at full load
Why it mattersTurns “it works” into a measurable condition tied to payment.
- 10
Spares, support and delivery
Spare parts, training, installation support, destination and target date.
ExampleTwo-year spares package; delivered CIF Jebel Ali in Q3
Why it mattersSets the lifecycle cost and the delivery plan from the start.
Common Mistakes
- Sending a competitor’s model number as the only specification.
- Stating capacity without the properties of the material handled.
- Leaving acceptance criteria for the supplier to define.
- Omitting voltage and frequency for the destination.
- Asking for prices before the scope of supply is fixed.
Checklist
Tick off each point as you prepare the enquiry. Your progress is saved in this browser.
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