Practical templates for industrial procurement teams

INDUSTRIAL RFQ — [PROJECT NAME]

1. Cover & timeline
   - Issuing entity, contacts, response deadline, award timeline.

2. Project background
   - Location, existing facilities, target volumes / throughput, product mix.

3. Technical scope
   - Battery limits, interface points, exclusions.
   - Standards and codes (specific editions).
   - Materials and construction requirements.

4. Performance guarantees
   - Throughput, energy use, uptime, reject rates.
   - Test conditions, measurement method, remedies for shortfall.

5. Testing & acceptance
   - Factory Acceptance Test (FAT) — location, witnesses, pass/fail criteria.
   - Site Acceptance Test (SAT) — conditions, duration, acceptance criteria.

6. Commercial terms
   - Currency, Incoterm, validity of quote.
   - Payment schedule tied to milestones.
   - Performance bond, advance payment guarantee, warranty bond.

7. Warranty & spares
   - Warranty period, start trigger, response times, exclusions.
   - Commissioning spares, two-year operational spares, critical spares.

8. Documentation
   - As-built drawings, O&M manuals, training, digital deliverables.

9. Required response format
   - Compliance table (scope-by-scope).
   - Priced BOQ in agreed format.
   - Reference projects (same industry, comparable scale).
   - Company financial and compliance information.

SUPPLIER EVALUATION — [SUPPLIER NAME]

FINANCIAL HEALTH
[ ] Audited accounts for last 3 years reviewed
[ ] Gearing acceptable for order size
[ ] Order book vs capacity leaves margin for this order

REFERENCE PROJECTS
[ ] Minimum 3 reference projects in same industry
[ ] At least 1 reference at comparable scale
[ ] References contactable and responsive on after-sales

MANUFACTURING FOOTPRINT
[ ] Location of key component manufacturing understood
[ ] Final assembly location confirmed
[ ] Single-source sub-suppliers identified

SERVICE NETWORK
[ ] Regional service presence confirmed
[ ] Response time for critical issues acceptable
[ ] Spare parts holding in region

COMPLIANCE
[ ] Quality management certification current
[ ] Sector-specific certifications present
[ ] Sanctions / export-control screening clean

DECISION
[ ] Qualify for tender
[ ] Do not qualify — reasons: __________________

PROJECT BUDGET WORKSHEET — [PROJECT NAME]

CAPEX
- Land & site works
- Civil works & buildings
- Utilities (power, water, effluent, refrigerant)
- Process equipment
- Balance of plant
- Installation & commissioning
- Freight & duties
- Owner's costs (engineering, PM, legal)

CONTINGENCY
- Base contingency: __% of capex
- Escalation reserve
- Currency reserve (if applicable)

OPEX — YEAR 1
- Energy
- Consumables
- Labor
- Maintenance (contracts + spares)
- Insurance
- Overheads

FINANCING
- Down payment (equity)
- Debt principal (ECA / bank / lease)
- Interest during construction
- Fees and premiums

FUNDING SUMMARY
- Equity: __%
- Debt: __%
- Vendor financing: __%
- Grants / incentives (if any): __%