ColdMatch RFQ Process: How Your Project Reaches the Right Suppliers (7 Steps)
Cold chain projects fail more often in procurement than in engineering. The ColdMatch RFQ process turns your brief into a managed, supplier-ready package in seven clear steps — reviewed manually before any supplier is approached.
Step 1 Submit project brief → 2 ColdMatch qualification review → 3 Scope clarification → 4 Supplier shortlist preparation → 5 RFQ issue to suitable suppliers → 6 Bid evaluation support → 7 Award & handover. Every request is reviewed by the ColdMatch project team.
The 7 steps
Step 1 — Submit your project brief (5–10 minutes)
Use the RFQ builder to share country, facility type, capacity, temperature classes, product flow, budget envelope and timeline.
Step 2 — ColdMatch qualification review (1–2 business days)
the ColdMatch project team checks project seriousness, scale, location and fit. We focus on commercial and industrial projects from USD $250K+.
Step 3 — Scope clarification
We ask targeted follow-ups on ambient conditions, grid reliability, refrigerant preference, compliance needs and financing status.
Step 4 — Supplier research after internal approval
Once the brief is approved internally, we research suitable manufacturers, EPCs, installers or integrators with relevant country experience and matching technology.
Step 5 — RFQ issue to suitable suppliers (1–2 weeks)
A standardized, comparable RFQ is sent only to the shortlisted suppliers after your approval of the package.
Step 6 — Bid evaluation support (2–4 weeks)
We help compare technical compliance, lifecycle cost, delivery risk, warranty and local support — not just headline price.
Step 7 — Award & handover (project duration)
You negotiate and contract directly; ColdMatch can stay involved during design freeze, FAT, commissioning and KPI tracking.
What we need to start the review
- Country, site and facility type
- Target capacity (m³ or tonnes) and temperature classes
- Use case: food, seafood, meat, dairy, pharma or logistics
- Indicative budget (USD $250K+) and target timeline
- Compliance or permit requirements, if any
Frequently asked questions
How ColdMatch Group works — independent B2B procurement and sourcing platform — ColdMatch Group is an independent B2B procurement and sourcing platform for industrial refrigeration, cold storage and cold-chain projects from USD $250K+, where the ColdMatch team reviews each buyer brief, contacts suitable third-party suppliers on the buyer's behalf and organizes their responses.
Start your cold chain project brief
Submit a project requestSupplier and manufacturer information is provided for research only; it is not a directory for direct contact. There is no direct buyer-to-supplier connection: every RFQ comes to the ColdMatch team, which validates it, contacts suitable suppliers on the buyer's behalf and presents organized responses through ColdMatch.
Managing a refrigeration RFQ from brief to award
A well-run RFQ produces proposals you can actually compare. These steps help buyers avoid the most common reasons refrigeration quotes cannot be compared side by side.
1. Write one technical brief
Include product, temperature classes, room dimensions or pallet positions, daily throughput, entry temperatures, site location and ambient design temperature, utilities, preferred refrigerant (or 'open'), and the delivery model you want.
2. Define the scope boundary
State clearly who supplies civil works, electrical supply, installation, commissioning, permits, training and spare parts. Most price gaps between proposals come from unequal scope, not from equipment cost.
3. Ask for a structured response
Request a common format: cooling capacity at stated conditions, equipment list with brands, power consumption, refrigerant charge, warranty terms, lead time, payment milestones and exclusions.
4. Normalise and compare
Put proposals into one comparison table. Adjust for missing scope, check capacity against your load calculation and compare lifetime energy cost, not only purchase price.
5. Clarify, negotiate and award
Run one round of written clarifications so every bidder answers the same questions. Confirm acceptance tests, performance guarantees and retention terms before signing.
Planning guidance only. Final system selection depends on site data, local codes and qualified engineering review.