Cold storage project brief: what suppliers need to quote
Quotes can only be compared when every supplier receives the same information. A short, structured brief saves weeks of back-and-forth and makes gaps and assumptions visible early.
A useful brief fits on one or two pages and covers: products and handling, temperature zones, pallet capacity per zone, daily inbound and outbound volumes, number of docks, site location and climate data, building status (new build or upgrade), refrigerant or technology preference, power availability, timeline and a budget range. Mark which items are fixed and which are open to supplier proposals.
1. Product and capacity
Suppliers size equipment from what is stored and how fast it moves.
- Products, packaging and entry temperature.
- Pallet positions per temperature zone and pallet format.
- Inbound and outbound pallets per day and peak season.
2. Site and building
Location and building status change design, cost and schedule.
- Country, city and design outside temperature.
- New build, extension or upgrade of an existing plant.
- Available electrical capacity and plot or building dimensions.
3. Commercial frame
A clear frame helps suppliers propose the right level of technology.
- Target start of operation and key milestones.
- Budget range and any financing needs.
- Preferred refrigerants, standards or certifications that apply.
Preliminary cold store estimate
Enter floor area, clear height, temperature and panel material. The estimate combines layout, materials, a project brief and budget in one result.
1. Layout
2. Building materials
3. Budget
| Insulated panels | USD 40,021 |
| Floor insulation / heating | USD 8,000 |
| Refrigeration equipment | USD 115,200 |
| Insulated doors | USD 9,000 |
| Pallet racking | USD 70,920 |
| Installation labour | USD 38,805 |
| Electrical & controls | USD 19,707 |
| Contingency (10%) | USD 30,165 |
| Indicative total | USD 331,819 |
4. Project brief (copy for suppliers)
Cold store, Chilled 0…+4 °C, 400 m² × 8 m clear height, PIR 100 mm panels, approx. 788 pallet positions, approx. 128 kW refrigeration. Indicative budget USD 331,819. Please quote on these assumptions.
Rough planning estimate using general assumptions (40/60 W per m³, 1.9 m² per pallet position, typical panel prices). Excludes land, building shell, permits, taxes and freight. Not a quotation.
Get this reviewed — start an RFQThis guide is planning-level information, not engineering design or a quotation. ColdMatch Group is supplier-neutral: we structure the project, prepare the request and research suppliers. We do not design, manufacture, install, certify or sell equipment, and every introduction is reviewed manually.
Frequently asked questions
What should a cold storage RFQ include?
Products, temperature zones, pallet capacity, daily throughput, site and climate data, building status, power availability, preferred technology, timeline and budget range.
Why do refrigeration quotes differ so much?
Usually because each supplier assumed different capacity, temperatures, scope or equipment standard. A shared brief keeps the assumptions the same.
Should I specify the refrigerant?
State a preference if you have one, such as ammonia, CO₂ or a specific HFO/HFC, or ask suppliers to propose options with the reasons for their choice.
What information does a refrigeration contractor need to quote?
Temperature zones, pallet capacity, daily product flow, refrigerant preference, site and climate data, schedule and budget range.
Should the budget be in the project brief?
A budget range helps suppliers propose the right technical level and reduces the risk of quotes that cannot be compared.
What project size does ColdMatch work with?
Mainly commercial and industrial projects from around USD 250,000. ColdMatch reviews the brief manually before introducing relevant independent suppliers.
Related guides
Turn your project needs into a request suppliers can price
Share the product, temperature, capacity, location and timeline. ColdMatch Group reviews each request manually, prepares a project brief, then researches and introduces relevant independent suppliers (projects from around USD 250,000).