RFQ preparation
What Information Is Needed for a Bottled Water Filling Line Quotation?
A strong RFQ lets suppliers quote the same project and exposes missing decisions early. Use the data sheet below to define product, capacity, package, equipment boundary, site, commercial and service requirements.
Complete RFQ Data Sheet
Information Suppliers Need
| RFQ Area | Required Information | Why It Matters |
|---|---|---|
| Product | Purified, mineral or spring still water; relevant local process requirements. | Defines treatment interface and product-contact discussion. |
| Capacity | Target BPH, reference bottle, hours/shift and shifts/day. | Prevents speed assumptions from being compared incorrectly. |
| Bottle | Volume, dimensions, neck finish, weight and drawing/photo. | Defines handling, change parts, label and pack interfaces. |
| Cap | Type, dimensions, tamper band and sample/photo. | Defines sorting, feeding and capping parts. |
| Label | Sleeve, OPP or adhesive; size, material and position. | Defines labeler, utility and conveyor needs. |
| Pack | Bottle count, arrangement, film/tray/carton and desired automation. | Defines packer and finished-product flow. |
| Line scope | Treatment, blowing, feeding, filling, labeling, coding, packing and conveyors. | Creates a clear included/excluded boundary. |
| Site | Workshop dimensions, columns, doors, height and product-flow direction. | Supports layout, access and conveyor planning. |
| Utilities | Voltage/frequency/phase, air, water and drainage information. | Supports machine design and local preparation. |
| Delivery | Country, port, trade-term request and desired timing. | Supports export packing and commercial discussion. |
| Service | Inspection, installation, training, language and spare-parts expectation. | Clarifies order execution responsibilities. |
Example of a Useful First RFQ
Example: "We plan a new PET still-water line for 500ml and 1.5L bottles. Target output is 5,000 bottles/hour based on 500ml, one 8-hour shift. We need treatment interface, bottle feeding, rinsing-filling-capping, sleeve labeling, date coding, 24-bottle shrink packs and conveyors. Destination is [country/port], power is [voltage/frequency/phase], workshop is [length x width x height]. Please separate machine-only and complete-line options and list assumptions, exclusions, utilities and spare parts."
What the Supplier Response Should Show
- Proposed model and speed assumptions for the reference bottle.
- Itemized equipment list with quantity and purpose.
- Included, optional and excluded scope.
- Preliminary layout inputs and utility requirements.
- Bottle change parts, spare parts, documents and inspection approach.
- Delivery basis, service boundary and information still required.
Control RFQ Revisions
When the bottle, capacity, label, pack or line boundary changes, issue a dated revision and ask suppliers to identify technical and commercial impact. Keep all offers tied to the same RFQ version.
Require a Minimum Quotation Schedule
A useful quotation is a controlled project package, not only a total price. Ask suppliers to answer the same schedule so missing scope and assumptions remain visible.
Minimum Quotation Schedule
| Quotation Section | Required Content | Buyer Check |
|---|---|---|
| Technical basis | Reference bottle, cap, product, label, pack, output definition and operating conditions. | All principal values use the same project basis. |
| Equipment schedule | Model, quantity, principal arrangement, capacity basis and accessories. | Every required line function has an identified package. |
| Scope and interfaces | Included, optional, excluded and buyer-supplied items plus connection points. | No interface is left between two suppliers or work packages. |
| Utilities and layout | Loads, conditions, connection data, equipment dimensions and preliminary arrangement. | Site preparation can be estimated and assigned. |
| Documents and acceptance | Drawing list, manuals, software or backup scope, test plan and open-item process. | Evidence and approval stages are visible before ordering. |
| Services and spares | Installation, commissioning, training, travel terms, spares, tools and consumables. | Working days, exclusions and buyer support are stated. |
| Schedule and change control | Inputs, approvals, manufacturing, test, shipment and change process. | Dates depend on visible buyer and supplier milestones. |
| Commercial terms | Currency, tax basis, trade term, payment, validity, warranty boundary and exclusions. | Totals are compared on the same destination and responsibility basis. |
Keep a Quotation Clarification Log
Every material question should end in a written answer, owner and document update. The log supports technical evaluation but does not replace the final contract or qualified commercial review.
Clarification Log Fields
| Field | Purpose | Closure Rule |
|---|---|---|
| Question and source | Records the exact uncertainty and affected proposal section. | The answer addresses the original question without changing the basis silently. |
| Supplier answer | Captures the technical or commercial response in writing. | Generic yes or included answers identify the exact boundary. |
| Affected documents | Lists proposal, equipment schedule, layout, utility table or commercial page to update. | Controlled documents reflect the accepted answer. |
| Cost and schedule impact | Shows whether the clarification changes total, milestone or lead time. | Impact is approved before the clarification closes. |
| Owner and due date | Assigns responsible buyer and supplier representatives. | The named authority records acceptance, rejection or open status. |
| Final status | Open, accepted, rejected, superseded or incorporated. | Closed items point to the final document revision. |
Buyer questions
Questions Buyers Ask Before Quotation
Can I request a quotation before the bottle design is final?
Yes, but mark the bottle as preliminary and expect change parts, speed and packing assumptions to be reconfirmed after the design is frozen.
Should machine-only and complete-line options use one RFQ?
Yes. Ask suppliers to separate the options while keeping the same bottle, capacity and operating assumptions.
Is a budget range useful?
It can help frame automation choices, but the supplier should still provide an itemized scope and should not replace technical clarification with a budget-only offer.
Why should the RFQ include workshop information?
Machine arrangement, conveyor length, access, utility points and future expansion depend on the real building constraints.
What makes a bottled water filling line quotation complete enough to compare?
It should state the reference formats and output basis, equipment schedule, scope and interfaces, utilities, layout data, documents, acceptance, services, spares, schedule, change control and commercial terms. Important clarifications should be incorporated into controlled quotation documents.
Request a Bottled Water Filling Line Configuration
Send your bottle size, target capacity and country. We will prepare a bottled water filling line configuration and quotation.