What a detailed RFQ must describe
A strong refrigeration RFQ describes the facility, the product and the duty — not a pre-selected brand. Include the site location and climate conditions, the products stored and their incoming temperature, the required room temperature and humidity range, daily throughput and door-opening patterns, and the target storage capacity in tonnes or pallet positions.
Add the constraints that shape the design: available electrical supply, preferred refrigerant policy (for example natural refrigerants such as ammonia or CO2), noise limits, building dimensions or land available, and any food-safety or pharmaceutical compliance requirements (HACCP, GDP, local regulations).
Finally, state the commercial frame: budget range, target completion date, payment terms you can work with, and whether you need supply-only, supply-and-install, or a full turnkey EPC scope. The more complete the brief, the fewer assumptions each supplier has to make — and the more comparable the proposals become.
Why vague RFQs produce expensive quotes
When an RFQ leaves the duty undefined, every supplier sizes the system differently. One quotes for a heavier safety margin, another for the minimum duty, and a third assumes a different operating schedule. The prices look far apart, but the real difference is the scope hidden behind them.
A detailed RFQ removes that ambiguity. It lets each supplier price the same duty, the same operating profile and the same completion date — so the remaining differences are real differences in equipment, efficiency, warranty and service.
The supplier proposal comparison matrix
When proposals arrive, score each one against the same criteria. This matrix is the structure ColdMatch uses when preparing a buyer-side comparison.
| Criterion | What to check | Why it matters |
|---|---|---|
| Cooling capacity (kW) at design conditions | Rated duty at your actual ambient and room temperatures, not catalogue conditions | Capacity quoted at standard conditions can be 15–30% lower at a hot site |
| Energy efficiency (COP / kWh per year) | Seasonal efficiency and estimated annual electricity consumption | Electricity is the largest operating cost over the system's life |
| Refrigerant and charge | Refrigerant type, charge size and compliance with local regulation | Affects safety, permitting, maintenance cost and future regulation risk |
| Scope of supply | Exactly what is included: panels, doors, racks, controls, installation, commissioning | Missing scope items become expensive change orders later |
| Delivery and completion schedule | Manufacturing lead time, shipping, installation weeks and the committed completion date | A cheap proposal with a late completion date can cost more in lost operation |
| Warranty and service | Warranty length, response time, spare-parts availability and local service partner | Downtime in cold storage directly threatens the stored product |
| Total cost of ownership | Purchase price plus 10-year energy, maintenance and refrigerant costs | The lowest purchase price is rarely the lowest lifetime cost |
| References and track record | Comparable completed projects in similar climate and application | Verifiable references are the best predictor of a smooth project |
From RFQ to completion date — a realistic timeline
- 01RFQ preparation1–2 weeks
Define the duty, constraints and commercial frame. ColdMatch reviews the brief and helps close gaps before supplier research.
- 02Supplier research and shortlisting1–3 weeks
Qualified suppliers are identified from a network of 100+ and introduced manually, matched to the project's technology and region.
- 03Proposal collection2–4 weeks
Suppliers prepare proposals against the same brief. Clarification questions are answered once, for everyone.
- 04Comparison and negotiation1–2 weeks
Proposals are compared in a structured matrix; scope and schedule are aligned before final selection.
- 05Manufacturing and delivery8–20 weeks
Depends on equipment type and customization. Agreed milestones and the completion date are fixed in the contract.
- 06Installation and commissioning2–8 weeks
Site works, system charging, performance testing and handover against the agreed duty.
Typical total timeline from a complete RFQ to commissioned facility: roughly 4–9 months for standard cold-storage projects; complex process-cooling or pharmaceutical facilities can take longer. Stating your target completion date in the RFQ lets suppliers commit to a realistic schedule instead of a generic one.