What you will send
Prepare a brief, a detailed load schedule and a scope checklist. Give every supplier the same revision. The worksheet includes 29 fields with units or formats, clearly labelled example prompts, your response, supplier evidence and open questions.
Do not treat an example value as a default. Use “To confirm” where information is missing and ask the responsible party to resolve it in writing.
Project and site
Record the destination country, installation address or site conditions, target delivery date and a technical contact. Include ambient temperature, altitude and whether the set is indoors, outdoors or in a dedicated enclosure. State any project-specific noise, emissions or documentation requirements for the supplier to review.
Electrical requirement
Prepare a load schedule rather than only a headline power value. Include voltage, frequency, phases, running loads, starting methods and sequencing. Identify sensitive equipment and transfer requirements.
| RFQ field | Information to supply |
|---|---|
| Duty | Backup, primary or temporary; expected operating pattern |
| Loads | Running demand, starting information and load steps |
| Site | Ambient conditions, access and installation constraints |
| Scope | Generator, controls, transfer equipment and accessories |
| Acceptance | Required inspection, tests and documentation |
| Commercial | Delivery basis, payment stages and support scope |
Supply and acceptance scope
Ask for the proposed engine, alternator and controller models, original data sheets, enclosure details and fuel arrangements. Define what must be included in the quoted price.
Agree what a factory inspection or acceptance test must demonstrate, who witnesses it, and which records are delivered. Avoid assuming that a generic test certificate covers your project’s requirements.
Delivery and support
Clarify packing, shipping responsibilities, commissioning, warranty exclusions, service availability and recommended spare parts. Distinguish the equipment warranty from local labour or travel coverage.
Download the editable RFQ worksheet (CSV). Open it in Excel or another spreadsheet and replace the blank response fields with your actual project information.
Prepare before browsing products
Use the completed worksheet to compare like-for-like offers. Resolve unknowns with the supplier or project engineer. A product listing is a starting point for verification, not confirmation that a machine meets the specification.
Check the attachments
- Download the load schedule and replace all illustrative entries with the real loads.
- Download the quotation comparison and record the evidence behind each offer.
- Build your short project brief and export it with your own entries.
Keep the original data sheets, enquiry revision, supplier exclusions and acceptance records together. Request missing evidence before accepting the offer.
Sources & scope
- Cummins — T-030 Generator Set Application Manual · Preliminary Design Checklist Electrical system, site conditions, equipment and installation scope. Issue 9, February 2015; not represented as the latest edition.
General procurement guidance. Worked examples are illustrative; final selection requires the selected manufacturer's documentation and a project-specific engineering review.