How to prepare an RFQ for a pump, valve or measuring instrument
Three RFQ forms for pump duty points, valve functions and instrument ranges. Define connections, package contents and documents so offers can be compared against the same requirements.
Start with the process requirements
An RFQ, or request for quotation, should state what a product must do as well as what it is called. Proposals prepared against the same inputs can be compared technically. For an installed-equipment replacement, attach the full model and nameplate; for a new selection, describe the required function and operating conditions.
For each item, state the medium and its known composition, normal and limiting operating conditions, quantity and required delivery date. Keep units beside every value. Mark unknown fields for clarification rather than leaving them blank, and distinguish an installed product's rating from the measured operating condition.
Pump form: duty point and installation conditions
The central pump question is which medium must be moved at what flow and head. Specify the flow and head required together as one duty point. Add the operating range separately if demand varies. Motor power does not replace this information.
| Parameter | Information to include |
|---|---|
| Duty point | Volumetric flow Q in m³/h and required head H in m at that flow. Operating range and required curve, if available. |
| Medium | Name and composition; temperature in °C; known density in kg/m³ and dynamic viscosity in mPa·s at the stated temperature; information on solids. |
| Inlet and installation | Inlet pressure in bar, identified as absolute or gauge; source-vessel and pump arrangement; available suction-line information. |
| Materials and sealing | Required wetted materials and shaft sealing; existing configuration and compatibility requirements where known. |
| Connections and dimensions | Connection size and standard, orientation, installation drawing and available space limits in mm. |
| Drive and package | Whether a motor is required; supply in V and Hz; phase count, control requirements and pump-only or packaged-unit scope. |
Valve form: function, pressure and connections
Define the valve's function first: isolation, regulation or prevention of reverse flow. Then describe its interfaces with the pipeline and controls. Products with the same connection size can serve different functions and have different configurations.
| Parameter | Information to include |
|---|---|
| Function and position | Isolation, regulation or non-return function; drawing tag and valve type if known. |
| Medium and conditions | Medium; temperature in °C; inlet and outlet pressures in bar, absolute or gauge; flow and its unit for regulating duty. |
| Connections and pressure designation | DN or NPS as documented; required PN or Class; connection standard and type, and face-to-face length in mm. |
| Materials | Requirements or existing specification for body, internal parts, seat and seal materials. |
| Actuation | Manual, electric or pneumatic actuation; energy source, control signals, position indication and required position on loss of energy. |
| Delivery scope | Valve alone or an assembled valve-and-actuator package; mating flanges, fasteners and required inspection documents. |
Instrument form: variable, range and output
For an instrument, state the measured variable and how the information will be used: local indication, a signal to the control system, or both. Separate the process operating range from the instrument's required measuring range. Details of the receiving system help define the appropriate output.
| Parameter | Information to include |
|---|---|
| Variable and unit | Temperature in °C; pressure in bar with its type stated; level in m; or flow in m³/h or kg/h, according to the actual task. |
| Range and error requirement | Lower and upper measuring limits; normal operating value; permitted error, its unit and the reference used to express it. |
| Process interface | Medium, process temperature and pressure; wetted materials; connection standard and size; sensor insertion length in mm where applicable. |
| Output and power | Complete required signal specification or digital protocol; analog range in mA or V where applicable; power supply and receiving-system details. |
| Installation environment | Indoor or outdoor location, ambient temperature in °C; existing project requirements for enclosure protection and area classification, mounting and cable entries. |
| Verification and accessories | Required calibration document and calibration points; display, mounting parts and other accessories. |
Documents to attach
Attach the full existing product code, nameplate, data sheet and current drawing revision. A diagram showing the item's process position, connection photographs and known installation constraints reduce assumptions. Name each file using the corresponding item tag.
Define the delivery scope as well: product, accessories, required certificates and inspection records, packaging and handover location. If installation or commissioning is required, identify it as a separate scope of work. This makes completeness comparable alongside price.
Compare proposals against the same requirements
Ask the supplier to identify compliance with each requirement, any exceptions and the complete offered model. For an alternative product, list the differences explicitly and have the technical owner review them. Visual similarity or matching connection size does not establish compliance with all operating requirements.
Industrial supply enquiry
Plan equipment selection, spare parts, procurement and delivery around your production requirements.
