Free RFQ Template for Cold Storage & Refrigeration
Use this section-by-section template as the skeleton of your next RFQ. It covers every field vetted cold-chain suppliers expect to see — nothing more, nothing less.
The template mirrors ISO 20400 sustainable procurement structure and works for equipment purchases (single compressor to full plant) and turnkey warehouse builds.
1. Cover page
Buyer name, project name, RFQ reference number, issue date, submission deadline, primary contact and preferred submission format (PDF + Excel).
2. Project background
150–250 words explaining the business rationale, existing operations, expansion plan or replacement trigger. Include product mix and throughput.
3. Scope of supply
Bulleted list of everything the supplier must deliver: equipment, spares, controls, engineering, freight, installation, commissioning, training, documentation.
4. Technical specification
Capacity (m³, pallet positions, kW cooling), temperature classes, refrigerant, insulation thickness, doors, racking, controls, monitoring, backup power.
5. Site conditions
GPS or address, ambient design temps, altitude, seismic zone, wind load, floor loading, existing utilities, access constraints.
6. Commercial requirements
Incoterms 2020, currency, payment schedule (typical 20/30/40/10 milestones), performance bond, warranty (12–24 months), spare parts package, LDs.
7. Evaluation criteria & weights
Publish the scoring rubric — technical compliance %, lifetime cost %, delivery risk %, commercial terms %.
8. Submission instructions
Deadline, format, contact, mandatory attachments (company profile, references, certifications, priced BOQ, project schedule).
Copy this checklist into your project workspace
- Reference number and issue date
- One-paragraph project rationale
- Complete bill of quantities
- Site GPS + ambient design conditions
- Refrigerant preference or 'supplier to propose'
- Incoterms 2020 and payment milestones
- Warranty and spares package
- Evaluation weighting published
- At least 4 qualified suppliers invited
Frequently asked questions
Can I get this as a Word or Excel file?
Yes — the free ColdMatch RFQ Builder exports a complete, styled RFQ in PDF plus a priced BOQ Excel sheet ready for supplier submission.
Does this template work for equipment-only purchases?
Yes. Delete the site conditions and installation sections and shorten scope-of-supply to 1 page.
Which Incoterm should I use?
CIF or DAP for imported equipment, EXW/FCA for domestic. For turnkey projects, use DDP or a bespoke construction contract (FIDIC Yellow Book).