A useful request for quotation does more than name a kVA value. It explains the duty, loads, electrical system, site, package scope and delivery boundary so suppliers can quote on the same basis.
Begin with project identity and purpose
Give the project location, application, buyer role and current design stage. Explain whether the generator supports a tender, budget study, detailed design or replacement of existing equipment. A budget quotation can use stated assumptions, while a purchase quotation needs drawings, confirmed site data and a clearer responsibility boundary.
State what the generator protects or powers. A supplier needs to understand whether the system serves a construction site, mine, hospital, telecom facility, data center or general industrial process. The application alone does not determine the model, but it signals which operating, regulatory and reliability questions require attention.
Provide the electrical requirement
List required voltage, frequency, phase, wiring arrangement and earthing method. State the point of connection and whether the generator works alone, transfers through an ATS, parallels with other sets or synchronises with the utility. If switchgear is in the supplier's scope, include the system single-line diagram and protection requirements.
Provide the required kW and kVA only if they come from a load review. Otherwise send the load list and ask for selection. Include running power, power factor, starting method and sequence for major motors. Identify UPS systems, variable speed drives, transformers, welders and other loads that can affect transient or alternator performance.
- Voltage, frequency, phase and earthing
- Running kW, kVA or current by load
- Motor sizes, starting methods and sequence
- UPS, drives, chargers and non-linear loads
- Largest simultaneous load and load step
- ATS, paralleling and switchgear boundary
Describe the operating duty
State whether the generator is standby, prime or another defined duty. Include expected annual hours, average load, maximum load, outage duration or daily operating pattern. If the generator supports emergency loads, describe the transfer sequence and which loads may be delayed. If it provides prime power, include seasonal and shift changes.
Do not ask suppliers to infer duty from the requested rating. The same engine may show different output under different rating definitions. Require the offer to state the selected rating definition, reference conditions and any overload or load-factor limits. This makes quotations easier to compare and reduces the risk of buying a standby-rated set for regular prime operation.
Record the site and package conditions
Provide altitude, minimum and maximum ambient temperature, humidity, dust, precipitation, corrosion exposure and any local emissions requirements. State whether the installation is indoors or outdoors. Indoor projects need room size, airflow constraints and exhaust route. Outdoor projects need weather, security, drainage and site access information.
Specify open, silent or containerized construction only if the decision is already supported by the site design. Otherwise describe the sound target, available footprint and environmental exposure, then allow the supplier to propose an arrangement. If a sound limit applies, state the measurement location, load and site boundary rather than requesting a vague silent package.
| Group | Required information | Common gap |
|---|---|---|
| Electrical | Load list, voltage, frequency and connection | Only one total kVA value |
| Duty | Hours, load profile and normal source | Prime or standby not defined |
| Site | Altitude, temperature, dust and location | Standard conditions assumed |
| Scope | Included equipment and site work boundary | Package price compared without exclusions |
Define fuel and mechanical interfaces
State the fuel type, required runtime, proposed storage arrangement and responsibility for tanks and transfer equipment. For diesel systems, include day tank, base tank or bulk tank requirements, refilling access and containment. If fuel specifications or local restrictions apply, attach them. Do not assume every engine option accepts the same fuel without manufacturer confirmation.
Provide exhaust routing limits, cooling arrangement, foundation information and available service clearance. Identify whether the supplier includes silencers, flexible connections, louvers, ducts, remote radiators or other mechanical equipment. Package interfaces should appear on the supplier drawing before civil and mechanical work is finalised.
Include controls, documents and testing
List required automatic start, remote signals, communication protocol, synchronising, load sharing and building-management interfaces. Define which alarms and status points are needed outside the generator controller. If the project has a control philosophy or cause-and-effect schedule, provide it early. Retrofitting interface points after manufacture can affect cost and delivery.
Request the documents needed for review and handover: data sheets, general arrangement, wiring diagrams, foundation loads, parts list, operation manuals and applicable certificates. Define the factory test scope, witness requirements and test records. Only request certificates that apply to the selected equipment and destination. A logo or generic company certificate does not prove product compliance.
Make the commercial boundary explicit
Give the delivery destination, shipping term if known, required delivery date and site access constraints. State who handles unloading, installation, cabling, fuel, commissioning and training. If these services are optional, request separate prices. Include the quotation currency, validity period and any tender format the supplier must follow.
Ask for a compliance schedule with assumptions, deviations and exclusions. Two offers can use the same headline rating while including different breakers, batteries, silencers, tanks and test scopes. A structured response exposes those differences. It also gives the buyer a list of open items to close before order rather than discovering them during installation.
Use a final RFQ checklist
Issue one revision-controlled request and give all bidders the same information. If a value is unknown, label it pending instead of deleting the field. Set a date for technical questions and distribute clarifications to every bidder. This keeps the comparison fair and prevents private assumptions from becoming hidden design decisions.
Before award, confirm the selected model, rating, load basis, site conditions, accessories, drawing list, tests, delivery and exclusions. Carry the agreed schedule into the purchase order. The objective is a generator package that can be installed and operated as expected, not simply a quotation with enough detail to look complete.
- Project and installation location
- Load schedule and electrical system
- Duty, hours and operating profile
- Site environment and enclosure requirement
- Fuel, cooling, exhaust and service interfaces
- Controls, tests, documents and delivery boundary
Control assumptions and quotation revisions
A quotation is easier to compare when every bidder works from the same revision of the request. Give the load list, single-line diagram, site data and scope document a revision number and date. If one item changes, issue a short clarification to every bidder instead of relying on separate conversations. Ask suppliers to list their deviations and assumptions in one section of the offer.
Keep a comparison log for voltage, frequency, rating, enclosure, cooling, fuel system, breaker, controls, accessories, testing, documentation, delivery and commissioning. A blank cell should mean that the item still needs an answer, not that it is included. This is especially useful when a low price omits site services or auxiliaries that another supplier has included.
Before placing an order, convert agreed clarifications into the final technical schedule. Do not leave important changes only in email threads. The purchase document should point to the accepted drawings, data sheets and deviation list so the supplier, installer and commissioning team work from the same scope.