RFQ templates for custom parts

Why a template pays for itself

A custom part RFQ has to carry information that lives in several places: the drawing, the material specification, the quality requirement, the volume forecast and the delivery terms. When that information is scattered across emails, the supplier fills the gaps with assumptions. The quote that comes back is then for a part nobody designed.

A template does two jobs. It forces the buyer to gather the missing information before the RFQ goes out, and it makes every response comparable. If three suppliers all answer the same twelve questions, the comparison is straightforward. If each one answers a different set, the cheapest quote may simply be the one with the most assumptions.

The template does not need to be long. Two pages, with a clear drawing pack and a schedule, is enough for most engineered parts. The important thing is that nothing material is left to a conversation after the price is given.

The commercial section

Start with the part identity: part number, revision, description and the drawing revision that applies. Then state the annual volume, the release size, the order frequency and the expected programme life. Volume is the single biggest driver of a custom part price, and a forecast without a release pattern is only half the information.

State the Incoterm and the named place. FOB, CIF, DAP and DDP produce different prices for the same part, and a quote that does not name the term cannot be compared. Add the currency, the payment terms and the quotation validity.

Finally, say what the price should include. Tooling, first article, packaging, labelling, test certificates and freight are all items that suppliers treat differently. If the price is expected to include them, say so. If tooling is quoted separately, ask for it as a separate line.

The technical section

The drawing is the core of the technical pack, but it is not the whole pack. Add the 3D model if one exists, the material grade and temper, the finish and the acceptance standard. If the part has a critical function, state the function and the dimensions that control it.

Call out any feature that is fixed and any feature that can move. A supplier who knows that a hole position is negotiable may propose a cheaper tool. A supplier who assumes everything is fixed will price the safest, most expensive route.

Include the general tolerance and any specific tolerances, the surface finish requirement and the inspection level. If the part is plated, state the thickness, the adhesion requirement and any masking. If it is welded or brazed, state the joint strength or the test method.

• Drawing at the current revision, with a title block and general tolerance
• 3D model in a neutral format
• Material grade, temper and any approved alternatives
• Finish, plating thickness and masked areas
• Critical dimensions and the function they control
• Inspection level and any functional test

The quality section

State the quality system you expect, such as ISO 9001 or IATF 16949, and the evidence you need with the first article. For most custom parts, that means a dimensional report against every drawing characteristic, a material certificate and a process route.

For a production programme, add the PPAP or first article level, the control plan requirement, the sampling plan and the traceability expectation. If the part is safety related, say so and state the additional controls. The supplier needs to price the inspection and documentation effort, not discover it later.

Ask how non-conformances are handled. A supplier with a defined containment and root cause process is easier to work with than one that promises to sort it out. The question also signals that quality will be reviewed, not assumed.

The logistics section

Give the delivery destination and the receiving constraints. A port, a warehouse and a factory have different access, unloading and documentation requirements. If the site cannot accept a full container, say so before the supplier builds a packing plan around one.

State the packaging expectation: bulk, returnable, labelled, moisture protected or kitted. Packaging can be a meaningful part of the landed cost, and a supplier who quotes the wrong pack will either lose money or ask for a change order.

Add the required delivery date for the first shipment and the expected call off pattern after that. If the date is fixed, say whether it is the date of shipment or the date of receipt. Those are different commitments and they change the freight choice.

The section that makes quotes comparable

Ask every supplier to return the quote in the same structure. A simple schedule with lines for piece price, tooling, setup, packaging, freight, test and documentation lets you compare like with like and spot the line that is missing.

Questions to ask after the quotes arrive

The first round of quotes is a starting point. Ask each supplier to explain the assumptions behind the price, particularly the volume tier, the material cost, the yield and the tooling life. A supplier who can explain the build up is easier to trust than one who cannot.

Ask what would change the price. A design change, a volume change, a different finish or a longer lead time all move the number. Knowing the sensitivity helps the buyer choose and helps the supplier avoid an awkward conversation later.

Ask for a reference part and a first article plan. A supplier who has made a similar part can show the drawing, the process and the result. That evidence is more useful than a promise.

The gaps that cause the most trouble

The most common gap is volume. A supplier who quotes a single annual number without a release size will price for a smooth run that never happens. The second is the Incoterm, which is often left to the purchase order and then disputed at shipment.

The third is the quality level. A quote that assumes a dimensional check on a sample is not the same as a quote that assumes a full first article and a PPAP pack. The difference can be a large part of the price on a low volume part.

The fourth is tooling ownership. If the buyer pays for the tool, the RFQ should say so and ask for the terms of transfer. If the supplier owns it, the buyer should understand what happens if the relationship ends.

The fifth is packaging. Bulk parts in a returnable stillage and parts in a labelled, moisture protected carton are different offers, even when the drawing is the same. State the pack, the label and the maximum weight, and ask the supplier to price it. A pack that is agreed after the award is a change order waiting to happen.