Bid Package & RFQ Preparation

Where this stage goes wrong

• Missing service data forces vendors to assume - and assume differently from each other
• No stated inspection level or documentation list, so bids omit them and look cheaper
• Delivery terms and spares expectations left out, surfacing later as change orders

The Playbook

1. 1Assemble tag-wise datasheetsOne datasheet per tag with service, type, material, class, ends, operation and trim - the core of the package.
2. 2State the governing standards onceA standards sheet (design, testing, fire-safe, material certification) that applies across the package prevents per-tag drift.
3. 3Fix documentation requirementsMTCs per EN 10204 3.1/3.2, test certificates, dimensional reports, IOM manuals - listed explicitly so they are priced in.
4. 4Fix the inspection levelState review/witness/hold expectations and third-party inspection scope now, not after order placement.
5. 5Define commercial termsDelivery basis, required delivery date, spares scope and warranty expectations in the enquiry, not the negotiation.
6. 6Issue with a bid returnable checklistA one-page list of what a compliant bid must contain makes evaluation mechanical instead of forensic.

Stage deliverables