Buyer Checklist for Cold Storage & Refrigeration Projects
Run this 40-point checklist before you issue any cold-chain RFQ. It catches the mistakes that cause 80% of scope changes after contract signing.
Confirm site data, freeze scope, align stakeholders and secure financing before publishing. Every 'no' on this checklist adds 2–4 weeks to your schedule.
Business case
Purpose, ROI target, capacity plan, product mix and 5-year growth confirmed by finance and operations.
Site & permits
Land title, environmental clearance, connection agreements (power, water, effluent) and building permit status.
Technical readiness
Cooling load calculated, refrigerant chosen, controls architecture agreed, standards list published.
Commercial readiness
Budget approved, currency and Incoterm chosen, financing partner engaged, insurance strategy set.
Governance
Decision maker, budget owner and technical authority named; award criteria and weights signed off.
Copy this checklist into your project workspace
- Business case signed by CFO
- Capacity plan validated by operations
- Product mix and throughput frozen
- Site survey completed (< 6 months old)
- Ambient design conditions documented
- Grid power capacity confirmed
- Backup generator sizing agreed
- Water & effluent connection confirmed
- Land title / lease in place
- Environmental permit in place
- Building permit path clarified
- Cooling load calculation done
- Temperature classes finalised
- Refrigerant strategy chosen
- Controls architecture agreed
- IoT / monitoring requirements listed
- Applicable codes listed (ASHRAE, IIAR, EN 378)
- Fire & life safety strategy chosen
- Racking / MHE decision made
- Preventive maintenance concept agreed
- Spares strategy defined
- Training scope defined
- Budget approved by board
- Financing route chosen (cash, lease, ECA, DFI)
- Currency and FX hedging strategy set
- Incoterms 2020 term chosen
- Payment milestones agreed
- Warranty duration agreed
- Performance guarantees agreed
- Liquidated damages agreed
- Insurance strategy agreed
- Decision maker named
- Budget owner named
- Technical authority named
- Evaluation criteria published
- Award timeline published
- Shortlist of 4–8 suppliers ready
- RFQ language(s) decided
- Submission format decided
- Legal review of draft RFQ complete
Frequently asked questions
How long does the pre-RFQ phase take?
3–6 weeks for turnkey projects, 1–2 weeks for equipment purchases. Compressing this phase almost always doubles the tender phase.
Who owns the checklist?
The project manager, with sign-off from operations, finance and engineering. Multi-country groups add compliance and legal.