How to prepare a medical equipment RFQ that suppliers can price

Make each line item identifiable

Give each item its own line with a description, catalogue reference, quantity and unit of supply. Clarify whether a unit means one device, a pair of garments, a complete kit or a spare component. For variants, split the quantities by size, voltage or other required configuration.

Attach a technical schedule when the requirement is more detailed than the catalogue listing. Mark each requirement as mandatory or preferred. Ask suppliers to respond to each line and identify any deviation. If an alternative is acceptable, request it as a separate option so it does not silently replace the requested equipment.

Ask for evidence against the specification

Request a current technical sheet and instructions for use for the proposed model. Identify any documents your clinical, engineering or regulatory reviewers need, and specify the destination market. Ask suppliers to connect each document to the quoted item and to explain any difference between the catalogue description and the offered configuration.

Where a specification is uncertain, pose a direct question. For example, ask whether a listed weight is the device weight or the packed shipping weight. Avoid filling gaps with assumptions. Have the responsible professional team settle clinical requirements before the commercial comparison is finalised.

Use the same pricing schedule for every offer

Ask for the currency, unit price, quantity and line total. List optional accessories, spare parts, packaging or branding charges separately where relevant. Request the quotation validity, payment terms and any minimum order quantity. A supplier should be able to distinguish the base requirement from optional additions.

The WHO's own procurement principles consider non-price factors such as operating and maintenance costs, repairs, delivery and functional characteristics alongside price. For your comparison, identify which of those costs matter and request them explicitly. A lower equipment price can be difficult to evaluate when the required accessories or delivery scope differ.

Include the destination and document requirements

State the delivery country, city and receiving location, and identify the intended importer where known. Say whether you want freight included or quoted separately. If your organisation requires a particular delivery term, name it and the exact place. Ask the supplier to state any exclusions.

Provide the document list confirmed by your broker or regulatory adviser. Specify requirements for labels, language and packaging before pricing is finalised. If several destinations are involved, separate the quantities and ask whether the proposed shipment plan changes the quoted cost or timing.

Set a response format and review process

Give suppliers a deadline, a contact for questions and a format for their response. Keep a record of clarifications and share any changed requirement consistently across the suppliers being compared. Ask for lead-time assumptions and distinguish readiness for shipment from estimated delivery.

Use a short review sheet to record whether each offer meets the mandatory specification, which questions remain open and which documents have been received. Keep commercial and technical reviewers working from the same version. Before accepting an offer, reconcile its references, quantities, included items and delivery terms with the final request.

For a first enquiry to Autograph, the essential fields are the equipment reference, quantity, configuration, destination and your contact details. You can prepare a local enquiry brief on the website, then email it to info@autograph.biz. Add your technical schedule if the requirement needs more detail. The brief stays on your device until you choose to send it.

Copy this starting point

Replace the bracketed fields and attach your specification where needed.

Product reference: [reference]
Required quantity: [quantity and unit]
Configuration: [size, voltage, accessories]
Mandatory specifications: [requirements]
Destination: [country, city, postcode]
Delivery scope: [equipment only / freight requested]
Required documents: [confirmed list]
Requested timing: [date and flexibility]
Contact: [name, organisation, reply email]