Appearance
An RFQ that says 'one gun drilling machine, 1,000 mm depth' receives five wildly different quotes from $80,000 to $300,000 — none comparable. A complete spec sheet produces apples-to-apples bids. The difference between a good and poor RFQ is 20–30% in unexpected add-on costs.
The Cost of a Poor RFQ
A vague RFQ creates problems throughout the procurement process:
| Problem | Cost Impact |
|---|---|
| Suppliers quote different configurations | Impossible to compare bids |
| Missing specifications found after order | Change orders = 10–25% added cost |
| Wrong coolant system specification | Retrofit costs $15,000–50,000 |
| Inadequate electrical supply requirements | $5,000–25,000 to upgrade facility |
| Missing tooling package | $8,000–30,000 in unplanned purchases |
RFQ Section 1: Machine Requirements
General Information
| Field | Example |
|---|---|
| Machine type | Gun drilling / BTA / Combination |
| Number of spindles | 1 / 2 / 4 |
| Drilling method | Single-lip gun drill / BTA STS / Ejector DTS |
| Material to be drilled | 4140 steel / Inconel 718 / Al 7075 |
| Maximum drilling depth | 1,500 mm |
| Drilling diameter range | 3–30 mm (gun drill) / 20–65 mm (BTA) |
Spindle Specification
- Spindle power at 100% duty: ___ kW
- Speed range: ___ to ___ RPM
- Runout at tool holder interface: ___ mm TIR max
- Counter-rotation capability? Yes / No
- Spindle taper: HSK-63 / BT-40 / CAT-40 / Other
Workpiece Requirements
| Parameter | Value |
|---|---|
| Maximum workpiece length | ___ mm |
| Maximum workpiece diameter | ___ mm |
| Maximum workpiece weight | ___ kg |
| Through-bore or blind bore | Through / Blind |
| Production volume | ___ parts per shift / ___ parts per year |
Accuracy Requirements
| Parameter | Required Value |
|---|---|
| Hole straightness | ___ mm per 100 mm of depth |
| Diameter tolerance | IT___ |
| Surface finish | Ra ___ µm |
RFQ Section 2: Coolant System
| Specification | Required |
|---|---|
| Coolant pump pressure | ___ bar at the tool |
| Coolant flow rate | ___ L/min |
| Filtration rating | ___ microns (absolute or nominal) |
| Coolant tank capacity | ___ litres |
| Chiller included? | Yes / No — required temperature ___ °C |
| Coolant type | Oil-based / Water-miscible emulsion |
RFQ Section 3: Tooling and Accessories
Request these items in the RFQ to avoid gaps:
- Starter tooling package (quantity and type)
- Drill bushing set (sizes and quantities)
- Steady rest configuration
- Chip conveyor type (hinged belt / scraper / magnetic)
- Workholding — V-blocks, chucks, or custom fixture
- Tool presetter or offline measurement
RFQ Section 4: Inclusion Checklist
Require each supplier to explicitly state what is included:
| Item | Include? | Supplier Notes |
|---|---|---|
| Foundation drawing | — | — |
| Installation supervision | — | Days included: ___ |
| Operator training | — | Days included: ___ |
| Spindle runout certificate | — | — |
| Laser alignment certificate | — | — |
| Test cut demonstration | — | Material provided by: ___ |
| Coolant system flush kit | — | — |
| First-year spare parts kit | — | — |
| Machine guarding and safety | — | — |
| CE or NRTL certification | — | — |
RFQ Section 5: Commercial Terms
Require suppliers to quote these clearly:
| Commercial Term | Supplier A | Supplier B |
|---|---|---|
| Machine price (EXW / FOB / CIF) | — | — |
| Payment terms | — | — |
| Lead time (order to delivery) | — | — |
| Warranty period | — | — |
| Extended warranty cost | — | — |
| Installation cost (if separate) | — | — |
| Training cost (if separate) | — | — |
| Spare parts kit cost | — | — |
| Annual service contract cost | — | — |
How to Evaluate Supplier Responses
Bid Comparison Matrix
| Criterion | Weight | Supplier A Score | Supplier B Score |
|---|---|---|---|
| Technical compliance | 30% | — | — |
| Price | 25% | — | — |
| Delivery lead time | 10% | — | — |
| Warranty & service | 10% | — | — |
| References & track record | 10% | — | — |
| Tooling package completeness | 8% | — | — |
| Installation & training | 7% | — | — |
Questions to Ask Shortlisted Suppliers
- How many machines of this type have you built?
- Can we visit a reference installation running similar parts?
- What is your spare parts fill rate (percentage of orders shipped complete)?
- Where are spare parts stocked? What is the typical delivery time?
- What is the expected spindle life in hours at our operating parameters?
- Do you provide remote diagnostics and support?
- What is your standard response time for service calls?
Common RFQ Mistakes
| Mistake | Consequence |
|---|---|
| Not specifying coolant pressure requirements | Undersized pump → poor chip evacuation |
| Not specifying electrical supply voltage | Wrong transformer or motor configuration |
| Excluding foundation and installation from comparison | 15–30% hidden cost in the lowest bid |
| Not requiring a spare parts price list | 50–100% markup on emergency parts |
| Not verifying the reference installation's similarity | References that are irrelevant |
FAQ
How many suppliers should I send the RFQ to?
Three to five. Fewer than three limits comparison. More than five becomes unmanageable and signals that you are not serious.
Should I share the budget in the RFQ?
No. Let suppliers quote their best price independently. Sharing a budget anchors the negotiation at or above your number.
How long should I give suppliers to respond?
Four to six weeks for a complete deep hole drilling machine RFQ. Two weeks is insufficient for suppliers to prepare a thorough technical and commercial proposal.
What is the most common RFQ omission?
Coolant system specifications. Many buyers specify the machine in detail but leave the coolant system vague, resulting in an undersized system that cannot maintain pressure at depth.
Should I request bids FOB or delivered?
Request both. FOB pricing allows direct comparison of machine costs. Delivered pricing shows your total cash requirement including freight, insurance, and customs.
RFQ templates should be adapted to your specific requirements and procurement policies. The fields listed here cover the typical requirements for deep hole drilling equipment procurement as of 2026.