Anonymized buyer case study
Planning a 6,000-Pallet Cold Storage Project with ColdMatch Tools and MCP
Direct answer: a European frozen-food distributor used ColdMatch's growth planner, refrigeration calculators and an AI assistant connected through ColdMatch MCP to define, budget and tender a 6,000-pallet freezer warehouse — moving from business trigger to comparable manufacturer proposals in about six weeks, with human approval at every step.
Project
6,000-pallet freezer warehouse, −22°C
Sector
Frozen-food distribution, EU
Scale
USD $250K+ qualified project
Details are anonymized and figures are representative; ColdMatch is supplier-neutral and does not design, install or certify refrigeration systems.
Week 1 — Project definition
From a signed contract to a structured brief
A European frozen-food distributor won a retail contract requiring 6,000 additional pallet positions at −22°C. Instead of emailing suppliers ad hoc, their procurement lead started with ColdMatch's planning tools to size the facility and align internal stakeholders on CAPEX before any supplier conversation.
Week 2 — Engineering inputs
Turning business needs into technical requirements
Using ColdMatch calculators, the team derived the room dimensions, refrigeration load, compressor sizing and energy profile for a 6,000-pallet freezer with 450 pallets/day throughput. Scenario modes (optimistic / base / pessimistic) gave the CFO a defensible budget range instead of a single guess.
Week 3 — AI-assisted RFQ via MCP
An AI agent prepared the RFQ through ColdMatch MCP
The buyer's internal AI assistant connected to ColdMatch's MCP server over OAuth 2.1. It used the published tools to review the buyer's project, assemble the structured RFQ fields — project type, temperature band, capacity, budget range, timeline — and flag missing inputs (floor loading, refrigerant preference, redundancy level) before submission. The human buyer reviewed and approved every step; the agent prepared, never purchased.
Weeks 4–5 — Comparable proposals
Screened manufacturers quoted against the same brief
Because the RFQ captured what manufacturers actually need, the buyer received proposals that could be compared line-by-line: insulation spec, refrigeration technology, controls, installation scope, energy figures and warranty. The comparison focused on total cost of ownership rather than headline price.
Week 6 — Shortlist & human support
A supplier shortlist, with a human advisor on the variables
ColdMatch connected the qualified project (USD $250K+) with screened manufacturers and EPC contractors. A human advisor helped the buyer interpret scope differences and prepare final negotiations. ColdMatch stayed supplier-neutral throughout: it does not design, install or certify refrigeration systems.
Outcome and lessons
- A complete structured RFQ replaced scattered emails — proposals arrived comparable on scope, energy and warranty.
- Calculator scenarios (optimistic / base / pessimistic) produced a budget range the CFO approved without a second study.
- The MCP-connected AI assistant flagged missing RFQ inputs before suppliers quoted, avoiding a re-tender round.
- Supplier-neutral shortlisting kept the decision on total cost of ownership, not headline price.
Read more in the ColdMatch blog, explore the procurement hub, or follow the five-stage buyer journey.
Frequently asked questions
Can an AI agent really run a cold storage RFQ through ColdMatch?
An AI agent can connect via ColdMatch's MCP server (OAuth 2.1) to list a buyer's projects, read project details and create a structured RFQ on the buyer's behalf. The buyer reviews and approves the submission — ColdMatch does not support autonomous purchasing.
What did the calculators contribute before the RFQ?
They converted a business requirement (6,000 pallets, −22°C, 450 pallets/day) into technical inputs — room size, cooling capacity, compressor sizing and energy cost — with optimistic, base and pessimistic scenarios, so the RFQ and budget were grounded in defensible numbers.
Is ColdMatch a supplier or an engineering contractor?
Neither. ColdMatch Group is the industrial refrigeration and cold-chain procurement platform of Global B2B Group. It helps buyers structure projects, prepare RFQs and connect with screened manufacturers and EPC contractors. It does not design, install or certify refrigeration systems.
What project size does this workflow suit?
ColdMatch qualifies commercial and industrial cold-chain projects of USD $250,000 and above — cold storage warehouses, blast freezing, food processing, pharmaceutical and agricultural cold chain.
Planning a similar project? Use the calculators, start a structured RFQ, and talk to a human advisor when the variables get complex. ColdMatch qualifies projects of USD $250,000+.
Take this to a structured cold storage RFQ
Suppliers quote accurately only when capacity, temperature bands, throughput and site conditions are defined. Use the qualification guidance first, then issue one comparable RFQ.
Supplier-neutral. Free for buyers and project owners. Best suited to commercial projects from USD $250,000.