Expanding an existing operation
A multi-supplier expansion plan for an existing site: URS, RFQ, proposal comparison, milestones, acceptance and KPIs
Expanding a site that keeps operating adds a party that new builds do not have: the existing plant. This guide shows how to describe it, split the work between suppliers and prove the result with the same measurements as your baseline.
Short answer
Write one URS that states the outcome, the measured baseline and the existing-site conditions: utilities capacity, layout, access, interfaces with running equipment and allowed shutdown windows. Split the work into RFQ packages with a clear owner for every interface with the existing plant. Ask all bidders for the same response structure, then normalise scope, exclusions, downtime and risk before scoring. Tie milestones and payments to evidence — design approval, FAT, tie-in completion, SAT, performance test — and define the KPI measurement method in the contract so the result is compared with the baseline the same way.
What should the URS say about the existing site?
| Section | Content for a running site |
|---|---|
| Outcome and baseline | Target KPIs and the measured baseline with period and method |
| Existing equipment | What stays, what is removed, what must interface — with drawings or survey |
| Utilities | Available capacity of power, water, steam, air, cooling, drains — measured, not nameplate |
| Layout and access | Space, floor loads, routes for delivery and lifting inside an operating site |
| Operating constraints | Hygiene zones, shift patterns, allowed shutdown windows, safety rules |
| Data and controls | Existing control systems, protocols and data the new equipment must provide |
For the general URS method, see Outcome-first procurement and the URS.
How do you split the RFQ packages?
- Group scope by competence and by interface simplicity (for example process equipment, end-of-line, utilities, building works, controls)
- Decide who integrates: one lead supplier, an engineering contractor or the owner's own team
- Write an interface list: each connection between packages and with the existing plant, with an owner and the data exchanged
- Give every package the same baseline, KPI definitions and site rules
- Ask each package to state required shutdown hours and preconditions
Key point: Every interface with the existing plant needs one named owner.
How do you compare proposals across packages?
| Criterion | What to normalise |
|---|---|
| Scope and exclusions | Map each proposal to the same scope list; price missing items |
| Performance basis | Same product mix, units and test conditions as the URS |
| Shutdown requirement | Hours of stoppage × your downtime cost per hour |
| Interfaces | Which interfaces the supplier accepts and which it leaves to others |
| Service and spares | Local support, response times, recommended spares priced |
| Risk | Experience with similar site conditions, documented and checkable |
For a weighted scorecard, see Comparing manufacturers beyond the lowest quote.
Which milestones and acceptance tests fit a running site?
| Milestone | Evidence | Typical payment link |
|---|---|---|
| Design approval | Approved layout, interface list, tie-in plan | Initial instalment |
| FAT | Signed protocol against URS tests | Shipment instalment |
| Tie-in completion | Connected and safe restart within the agreed window | Installation instalment |
| SAT and integrated commissioning | All packages working together at the site | Commissioning instalment |
| Performance test | KPI measured with the baseline method over the agreed period | Final acceptance and retention release |
Detailed commissioning and warranty management are covered in Managing a multi-supplier project.
How do you set KPIs before and after?
- Use the same definitions, units and data sources as the baseline
- Fix the measurement period and the operating conditions (product mix, staffing) in the contract
- Separate supplier-controlled KPIs (rated output, availability of their equipment) from site KPIs (overall output)
- Plan a review after a stated period of normal operation to confirm the result holds
What if site information is missing?
- Budget a site survey or utility measurement before issuing the RFQ
- Mark unknowns in the URS and ask bidders to state their assumptions
- Use a clarification round so every bidder receives the same answers
- Do not close the comparison until critical assumptions are confirmed
Free, optional tools
Use the framework on your own, or with these free tools. Nothing here commits you to anything.
- RFQ BuilderTurn the brief into one structured request.
- RFQ readiness scoreCheck the request is complete before it goes out.
- Example RFQsSee how complete requests are structured.
- Factory acceptance test checklistA staged FAT protocol with a free PDF.
- Case-study evidence templateSeparate verified results from illustrative scenarios when you document the project.
Sector-specific projects
Global B2B Group covers cross-sector industrial projects. Single-sector projects are handled in depth by the group's specialist platforms.
Frequently asked questions
Should one supplier take full responsibility?
It can simplify interfaces but may cost more and narrow the choice. Compare both options openly in the RFQ.
How do we protect production during tie-ins?
Agree shutdown windows in advance, require pre-assembly and FAT, and rehearse the tie-in plan with all affected packages.
Who owns the overall KPI if several suppliers deliver?
Usually the integrator or the owner. Each supplier should be accountable for KPIs its own equipment controls.
What does Global B2B Group do in this process?
Our team helps structure the URS and RFQ, approaches suppliers on your behalf and compares proposals. Buyer service is free; contracts and decisions remain yours.
Turn the plan into one structured RFQ
Use the free RFQ builder and readiness score to check the package structure before suppliers see it. Managed RFQ support is available for projects from about USD 250,000.
Managed RFQ support applies to projects from USD 250,000. Buyer tools are free; no price, availability, financing or outcome is guaranteed.
Sources and frameworks
Next in this series: How to diagnose 3–5 years of operating trends from your production, downtime, quality and cost reports
Overview framework: Start with the Outcome: A Practical Framework for Better Agrifood Procurement
General procurement guidance only. World Bank documents are cited as useful methodology frameworks; they are not binding on private buyers. Confirm legal, technical and regulatory requirements with qualified advisers.
