How to Write an RFQ Vendors Can Actually Price

Vendors price what is written, not what you meant. An RFQ line that says “MCB, 32 A” leaves out the curve, the number of poles and the breaking capacity, so three vendors will quote three different products and the comparison turns into guesswork. The fix is not a longer document. It is a more specific one.

The anatomy of an RFQ

A usable RFQ has eight parts. None needs more than a few lines, but each needs to be there.

• Scope and purpose. Two or three lines on what the requirement is for: a fit-out, an annual replenishment, a one-off repair. Vendors use this to judge what is realistic and to notice what you may have missed.
• Itemised specifications. One line per item, with the attributes that decide price: size, rating, material, standard, finish. A brand name can appear as a reference, provided you also state the performance you need.
• Quantities and units. A number and a unit on every line: nos, metres, sets, kg, litres, boxes. State the pack size when an item is sold in packs.
• Delivery location and schedule. The full address of each delivery site, who receives the goods and when, and either the date required on site or a phased schedule.
• Commercial terms. Payment terms, price validity, whether prices are quoted excluding or including taxes, and whether packing, freight and unloading are included. If installation is part of the requirement, say so and describe its scope.
• Alternates policy. Whether equivalents are acceptable, how they should be marked in the quote, and what evidence you need to approve one. See brand versus suitable alternative.
• Evaluation criteria. Lowest delivered cost among compliant quotes, or a weighted view that includes lead time, past performance and service terms. Saying which one you use stops vendors guessing.
• Submission deadline and contact. The last date for questions, the last date and time for submission, the format you want, and one named contact.

Common mistakes that make quotes unusable

• Brand-only descriptions. “Brand X, model Y” gives vendors no basis for offering an equivalent. State the specification and treat the brand as one acceptable example.
• Missing quantities or units. Without a quantity, vendors cannot reflect volume in the rate. Without a unit, a rate per metre and a rate per coil look alike until you compare totals.
• Mixed units. One line in metres, another in feet, another in coils. Standardise them before sending.
• No delivery site. Freight and lead time depend on where goods go. Vendors either pad the quote or leave freight out, and neither version can be compared.
• Unclear installation scope. “Supply and fix” can mean delivery to the room, fixing with consumables, testing, or making good afterwards. Write down what is included. For electrical, gas, fire or work at height, installation must be done by suitably qualified, licensed people, so say who is expected to provide them.
• No alternates policy. Vendors either quote only the named brand or quote alternates without marking them. Both make comparison harder.
• Unrealistic deadlines. A short submission window gets you rushed, padded or partial quotes. Vendors need time to ask questions and to obtain their own supplier prices.

A copy-ready RFQ template

Copy this into your own format and complete every item before the RFQ leaves your team.

Line items are where most RFQs succeed or fail. Here is a format you can copy, with illustrative rows.

The rows are samples. Have your electrical engineer confirm ratings, curve and breaking capacity for the actual load and circuit, and check the current edition of any standard you cite, such as IS 2925 for industrial safety helmets. For specifics by category, see electrical supplies and hand tools and power tools.

Comparing quotes like-for-like

Build the comparison sheet before quotes arrive. Put your line items down the side and the vendors across the top, with a row for each commercial term. Then normalise, in this order.

1. Convert every rate to the same unit and the same tax basis, either excluding or including GST.
2. Add packing, freight and unloading where a vendor has quoted them separately, so every vendor shows a delivered figure.
3. Record alternates on their own lines beside the base item, so you can see what was asked and what was offered.
4. Check price validity against the time your approval will take. A rate that lapses before you can order is not a usable rate.
5. Note deviations from your terms: different payment terms, partial quantities, missing items.
6. Compare totals only after these steps, and read the lowest total as a starting point rather than a decision.

A quote that is lower because it left out an item, or assumed a different pack size, is not lower. The sheet makes that visible. Once you have a catalogue of repeat items, the sheet gets shorter with each cycle; see building a maintenance catalogue.

How much lead time to allow

Work backwards from the date the goods are needed on site rather than picking a round submission date. Add up, in order: the time vendors need to raise questions and price; your own evaluation and approval time; each vendor’s supply time, which is longest for made-to-order, special or imported items; delivery to each site; and any inspection or testing you do on receipt. Then add a buffer for rejections and clarifications.

You do not have to guess supply times. Ask for lead time per line in the quote format, and sort your items into stock items and made-to-order items. If one item has a long lead time, release it separately instead of holding the whole RFQ for it.

What to send us for a quote

Send the RFQ you have, even if it is rough: the item list with specifications, quantities and units, the delivery sites, the date needed, your alternates policy and your billing entity details. Where a specified brand cannot be fulfilled, SupplycZar proposes suitable alternatives against your specification for your approval before ordering. Coverage, scope and specifications are confirmed against your requirement. Start at our RFQ form, or read about MRO procurement.