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RFQ skeleton — industrial pump

Ready-to-edit RFQ structure. Fill in the bracketed placeholders.

Request for Quotation — Industrial Pump

Buyer: [BUYER COMPANY NAME] Project: [PROJECT NAME / NUMBER] RFQ Reference: [BUYER REFERENCE] Issue Date: [DATE] Bid Due Date: [DATE — minimum 15 business days from issue]

1. Commercial information required

Bidder shall provide:

  • Bidder legal name, registration (CNPJ / RUC / NIT), address
  • Authorized commercial contact name and position
  • Bid validity: minimum 60 calendar days from bid due date
  • Pricing breakdown:
    • Equipment CAPEX (FCA factory)
    • Spare-parts package (initial 2 years recommended)
    • Documentation package
    • FAT witnessing fee (if separate)
    • Installation supervision (per day, with minimum days)
    • Training (per day, in Portuguese)
  • Delivery lead time: order acknowledgment to FAT-ready
  • Payment terms (proposed — note buyer's standard is [X])
  • Incoterms 2020 designation (FCA / FOB / CIF / DAP)
  • Warranty period and trigger (delivery vs commissioning)

2. Technical specification

2.1 Service description

[FREE TEXT — what the pump does, what it pumps, what process it serves]

2.2 Operating envelope

Condition Q (m³/h) H (m) Hours/year Notes
Minimum _____ _____ _____ _____
Normal _____ _____ _____ _____
Rated _____ _____ _____ _____
Maximum _____ _____ _____ _____

2.3 Fluid properties at operating temperature

Property Value Method/source
Fluid name _____ _____
Density _____ kg/m³ _____
Viscosity _____ cSt At [TEMPERATURE] °C
Vapor pressure _____ kPa At [TEMPERATURE] °C
Temperature operating range _____ to _____ °C _____
Suspended solids _____ % w/w Particle size: _____
Corrosivity (chloride / pH / dissolved gases) _____ _____
Shear sensitivity Yes / No _____

2.4 Suction / discharge conditions

Parameter Value
NPSHa at suction flange (rated flow) _____ m
NPSHa at suction flange (150% rated flow) _____ m
Suction static head (positive = below pump) _____ m
Discharge static head _____ m
Available power (motor sizing) _____ kW
Power source voltage / frequency _____ V / _____ Hz

2.5 Construction requirements

Item Specification
Casing material _____
Impeller material _____
Shaft material _____
Mechanical seal type _____
Seal flush plan (API plan #) _____
Bearing arrangement _____
Coupling type _____
Baseplate _____
Driver Electric motor / diesel engine

2.6 Standards and certifications required

  • HI 14.6 acceptance grade: 1U / 1B / 2B
  • API 610 (latest edition) — required / not required
  • API 676 — for positive-displacement bidders only
  • NFPA 20 / NBR 16704 — for fire-pump bidders only
  • ISO 2858 / ASME B73.1 dimensional compliance — required / not required
  • CRCC Petrobras registration — required / not required
  • INMETRO-recognized lab certificates — required for Brazilian acceptance
  • CE marking — required / not required

3. Required deliverables

Bidder shall deliver, at FAT and at site as applicable:

  • Performance curve plot per HI 14.6 with NPSHr line
  • Hydrostatic test certificate
  • Vibration test certificate per HI 9.6.4
  • Bearing temperature test log
  • Coupling alignment record
  • Cross-section drawing with bill of materials
  • General arrangement drawing with critical dimensions
  • Installation, operation, and maintenance manual in Portuguese
  • Spare-parts list, 5-year recommendation
  • Acceptance test report (FAT)
  • Acceptance test report (field, where supplied as turnkey)
  • All certificates from INMETRO-recognized laboratories
  • Operator training, minimum 1 day, in Portuguese

4. Evaluation criteria and weights

The buyer will evaluate bids on the following weighted criteria:

Criterion Weight
Lifecycle energy cost (TCO over 15 years) _____%
Spare-parts lead time and local stock _____%
CAPEX _____%
References at similar duty and industry _____%
Documentation completeness _____%
Warranty terms _____%
Compliance / certifications _____%

[See evaluation matrix template for scoring methodology]

5. Bid format

Bidder shall organize the bid in the following sections, in PDF format:

  1. Cover letter and commercial summary
  2. Technical proposal — section-by-section response to §2
  3. Compliance matrix — line-by-line response to §3 and §2.6
  4. References — minimum 3, with permission to contact
  5. Schedule — Gantt or list with order, manufacturing, FAT, ship, commissioning milestones
  6. Pricing breakdown
  7. Drawings — preliminary GA, cross-section
  8. Annexes

6. Communication

All technical clarifications shall be submitted in writing to: [BUYER PROCUREMENT EMAIL] with copy to [BUYER ENGINEERING EMAIL]

Verbal clarifications are not binding. Vendor responses to clarifications will be circulated to all bidders.

7. Confidentiality

This RFQ contains proprietary information. Bidders agree not to disclose, share, or use for any purpose other than preparing and submitting a bid.

End of RFQ template. Adapt freely.