The 10 non-negotiable RFQ inputs
1) Site: coordinates, ambient design temps, grid capacity. 2) Product mix + throughput t/day + peak factor. 3) Temperature zones + tolerance. 4) Envelope spec or performance target. 5) Refrigeration architecture (mandate NH₃/CO₂/CO₂-TC or leave open). 6) Redundancy level (N, N+1, 2N). 7) Monitoring & compliance (HACCP, GDP, BRCGS). 8) Guaranteed kWh/m³·yr. 9) Incoterms + delivery. 10) Timeline + LDs.
Structure the reply, not just the ask
Force bidders into a fixed BoQ template: line-by-line pricing, unit rates, exclusions column. Reject narrative-only responses. Include a mandatory clarifications sheet with a 5-day cut-off before bid deadline.
Guarantees that actually bite
Performance guarantee 10% of contract for 24 months. Energy performance clause with penalty €/kWh above guaranteed baseline. Availability guarantee 98% for refrigeration, 99.5% for GDP. Include spare-parts stock-holding SLA.
Score matrix
Weight: 35% technical compliance, 25% price, 15% energy performance, 10% delivery timeline, 10% references (comparable size + climate), 5% local service network. Publish the matrix to bidders — better bids come from bidders who know how they're scored.
Häufig gestellte Fragen
Should I send an RFQ to 3 or 10 suppliers?
5–7 is optimal. Below 5, you lose price tension. Above 7, quality bidders drop out because win-rate is too low; you end up with rushed proposals and higher variance.
Open architecture or mandated refrigerant?
For loads >300 kW where you have engineering capacity: leave open and let bidders propose (invites innovation). Below that, mandate to avoid comparing apples to oranges.
Kostenlose Lieferantenangebote erhalten
Ein RFQ senden, vorqualifizierte Angebote geprüfter Kälte-EPCs erhalten.
Opens the RFQ builder with fields prefilled from this guide — editable before submission.