Proposal completeness check
A proposal is ready for comparison only when it answers the RFQ row by row, identifies deviations and converts promised performance into testable deliverables.
The title page should make it possible to identify exactly which buyer requirement and supplier response are being reviewed.
For every material requirement, ask the bidder to mark complies, deviates, optional, excluded, buyer-side or open and cite supporting evidence.
List the actual items due at approval, FAT, shipment, site commissioning and final handover.
Each deviation needs an owner, evidence requirement, price/schedule consequence and closure gate. A final order should not rely on unanswered email threads.
It identifies the project and document revision, reference bottle and cap, performance basis, equipment and interface scope, component and utility specification, deliverables, deviations, exclusions, FAT method and commercial responsibilities.
Use a controlled status for each material row—complies, deviates, optional, excluded, buyer-side or open—and cite the proposal, drawing or data sheet that supports the answer.
Close commercial and configuration deviations before order, test-basis deviations before FAT, and shipment-related open items before release. Carry any agreed site-only item into the SAT or commissioning record.
Bidder return schedule
A polished brochure is not a compliance response. Ask the supplier to return a row-level status and evidence reference for the conditions that determine machine fit, price, acceptance and support.
| Proposal block | Required return | Closure evidence |
|---|---|---|
| Identity and revisions | Project, RFQ, proposal, drawing and issue revisions | Controlled cover sheet |
| Application and performance | Product, bottle, cap, format matrix and accepted-output basis | Signed application schedule |
| Equipment and interfaces | Included/excluded equipment and every physical, utility and signal handover | Scope and interface matrix |
| Specification and deviation | Materials, components, alternatives and compliance status | Data sheet plus deviation register |
| Delivery and acceptance | Documents, spares, FAT, packing, installation, training and warranty duties | Deliverables and responsibility register |
Guides
Next procurement decision
Compare configuration assumptions, interfaces, FAT, documents, delivery and service before ranking price.