RO antiscalant procurement
RFQ Preparation Guide
A complete Request for Quotation helps the supplier understand what is being requested, where it will be used, how much is required and which technical, commercial and documentary conditions apply.
A technically incomplete RFQ may produce a price that cannot yet be matched to the actual application.
If product selection is still open, begin with water and system information instead of forcing the requirement into a product-only quotation.
On this page
- A price request should describe the technical and commercial basis
- 1. Identify the Buyer and Project
- 2. Define the Product or Technical Requirement
- 3. State the Application
- 4. State Quantity and Purchasing Stage
- 5. Define Packaging Requirements
- 6. Define Destination, Delivery Basis and Incoterms® Rule
- 7. List Required Documents
- 8. State the Commercial Requirements
- 9. Attach Relevant Supporting Files
- Final RFQ Checklist
- Example Concise RFQ Structure
- Match What You Send to the Actual Purchasing Stage
- Do not publish assumed commercial terms
- What a Complete RFQ Helps Establish
A price request should describe the technical and commercial basis
A useful RFQ should make clear:
- who is buying;
- what product or requirement is being requested;
- where the product will be used;
- how much is required;
- where it must be delivered;
- what documents are mandatory;
- when the requirement is needed;
- which commercial conditions require review.
The goal is not to make the RFQ unnecessarily long. The goal is to reduce assumptions and separate technical requirements from commercial requests.
1. Identify the Buyer and Project
Include:
- legal or trading company name;
- contact person;
- contact role;
- country;
- project, site or customer reference;
- end-user, EPC, distributor or reseller status where relevant;
- preferred communication method.
2. Define the Product or Technical Requirement
Use one of two routes.
Defined Product or Approved Specification
Provide:
- exact product name;
- manufacturer or reference where relevant;
- technical specification;
- approved-equal criteria if applicable;
- mandatory compliance or document requirements.
Attach the relevant documents where available.
Open Technical Requirement
If the product has not yet been selected, state that product selection is open.
Provide:
- available water analysis;
- RO system information;
- application context;
- current chemical programme where relevant;
- principal technical concern.
Use the Water Analysis route when technical evaluation is the primary need.
3. State the Application
Include:
- RO or NF application;
- feedwater source;
- industrial, municipal, desalination or commercial context;
- new project, replacement, trial or regular requirement;
- current product where relevant and permitted to disclose;
- principal scale or operating concern.
4. State Quantity and Purchasing Stage
Provide:
- estimated trial quantity or commercial quantity;
- one-time, monthly, annual or project quantity basis;
- forecast confidence;
- target order date;
- purchasing stage.
Possible purchasing stages include:
- tender;
- budgeting;
- technical evaluation;
- supplier comparison;
- ready to purchase.
Quantity can affect:
- packaging;
- logistics;
- sourcing;
- commercial evaluation.
5. Define Packaging Requirements
State whether the project has:
- a preferred pack type;
- a preferred pack size;
- material-handling restrictions;
- pallet requirements;
- container requirements;
- labelling-language requirements;
- label-content requirements;
- dangerous-goods documentation needs where applicable to the actual SDS.
Public limitation: Available packaging must be confirmed for the final named product and supply arrangement.
6. Define Destination, Delivery Basis and Incoterms® Rule
Include:
- final country;
- final city;
- delivery address or destination port;
- preferred mode of transport;
- requested Incoterm;
- named place associated with the Incoterm;
- import-document requirements;
- target delivery date.
A requested delivery date is not automatically an accepted lead time.
7. List Required Documents
Examples may include:
- quotation validity;
- Technical Data Sheet;
- Safety Data Sheet;
- Certificate of Analysis availability;
- country-of-origin document;
- commercial invoice;
- packing list;
- certification or compliance documents required by the project;
- product-label requirements;
- batch information where required and available;
- manufacturing information where required and available.
Separate mandatory documents from preferred documents.
This distinction helps prevent unnecessary delay and makes the quotation requirements clearer.
8. State the Commercial Requirements
Where relevant, include:
- quotation currency;
- requested payment terms;
- bid-closing date;
- price-break request;
- sample request;
- trial request;
- confidentiality conditions;
- vendor-registration requirements;
- warranty clauses requiring review;
- liability clauses requiring review.
Acceptance must be confirmed in the quotation, contract or other approved transaction document.
9. Attach Relevant Supporting Files
Useful attachments may include:
- formal RFQ;
- technical specification;
- water analysis;
- membrane or RO design information;
- approved-vendor requirements;
- labelling instructions;
- packing instructions;
- destination-document checklist;
- import-document checklist.
Use descriptive filenames.
Identify the controlling revision or version where documents may have changed.
Final RFQ Checklist
Before submitting, check that the RFQ includes:
- Buyer and contact details
- Product or open-selection basis
- Application identified
- Quantity and frequency stated
- Packaging preference stated
- Destination and named place stated
- Target timing stated
- Required documents listed
- Commercial conditions stated
- Supporting files attached where relevant
Example Concise RFQ Structure
Use this as a structure, not as a guarantee of completeness for every project:
Match What You Send to the Actual Purchasing Stage
Include Purchasing Information When
- the product or specification is defined;
- quantity is known;
- destination is known;
- timing is known;
- required documents can be listed;
- the buying stage is clear.
Use Send Your Water Analysis When
- product selection is open;
- water chemistry needs review;
- recovery or pretreatment changed;
- a current programme is being reconsidered;
- technical suitability is not yet established;
- the main need is evaluation rather than price.
Do not publish assumed commercial terms
The following must be confirmed for the actual product and transaction:
- available packaging;
- minimum order quantity;
- lead time;
- Incoterms;
- stock availability;
- sample availability;
- trial availability;
- payment terms;
- delivery schedule;
- document availability.
What a Complete RFQ Helps Establish
A complete RFQ helps establish:
- the appropriate product and application basis;
- required quantity and packaging;
- applicable documentation;
- availability and lead time;
- delivery and logistics requirements;
- the appropriate Incoterms® basis;
- the commercial terms required for the specific transaction.
Prepare a clearer purchasing request
Send the Commercial Requirement with the Technical Basis
Submit the available technical and commercial information. ALPHX will review the RFQ, clarify any remaining requirements and establish the basis for the appropriate quotation.