What to include in an RFQ for technical equipment

A request for quotation that is missing one detail often comes back with a quote that cannot be compared, or with a round of questions that costs a week. The list below comes from the questions Petrano asks most often when Canadian universities, research centres and government laboratories send us a request. Each item takes a few minutes to add and saves a revision later.

1. The exact item, or the performance you need

If you know the model, give the manufacturer, the full model code and the part numbers of the options. If you do not, describe the performance you need and the conditions it is measured under. A resolution or accuracy figure means little without its measuring conditions, so state the sample, the range and the environment the figure applies to. Say whether an equivalent product is acceptable.

2. Quantities, configuration and accessories

List each line with its quantity, and include the accessories, consumables, spare parts and software licences you expect in the first delivery. A missing accessory is one of the most common reasons for a second purchase order.

3. Where the equipment goes

Give the delivery city and building, and for large equipment the room of use. Mention the loading dock, elevator and door sizes and any floor load or access limits, so the supplier can plan delivery to the room rather than to the shipping dock.

4. Site and utility requirements

State the electrical supply available in the room, for example 120 V single phase or 208 V three phase at 60 Hz, and any gas, water, compressed air, exhaust or network connections. Ask the supplier to confirm the CSA or cUL status of the unit before quoting, so the electrical inspection on site holds no surprises.

5. Installation, commissioning and training

Say whether installation, commissioning and user training are part of the purchase, how many users need training, and any dates when the lab is not available.

6. The documents you need

List the documents you need before ordering and with delivery: technical data sheets, the site requirements, manuals, certificates of conformance, calibration certificates and, for any hazardous product, a Safety Data Sheet. If your funding body or auditor needs serial numbers and an itemized invoice, say so now.

7. How you will accept the equipment

If you need a factory acceptance test, a live video test, a demonstration or a test on your own samples before acceptance, include it in the request. These are arranged with the manufacturer and are much easier to plan before the order than after it.

8. Your process and dates

Give any solicitation or tender number, the closing date, the date you need the equipment, and whether you need a budgetary quotation for a funding application or a formal quotation for purchase. Say how you will pay, by purchase order or PCard, and whether the supplier must first be registered in your vendor system.

9. Trade agreement and origin information

If your procurement rules require it, ask for the manufacturer name, the main manufacturing or final assembly site and the country of origin documents. Your organization still makes its own trade agreement assessment.

A short version you can copy

• Manufacturer, model and part numbers, or the required performance with its measuring conditions
• Quantity, options, accessories and spare parts
• Delivery city, building and room of use, with any access limits
• Electrical supply and utilities in the room
• Installation, commissioning and training needs
• Documents needed before and after delivery
• Acceptance test or demonstration, if any
• Solicitation number, closing date, required date and type of quote
• Payment method and vendor registration status

You can send your list, a part number or a specification section through the contact page, and we will confirm anything that is missing before we quote.