How to prepare a verifiable large B2B RFQ
For production lines, plants, logistics facilities and multi-package projects: an RFQ every supplier can price on the same basis and every approver can audit.
Short answer
A verifiable RFQ states each requirement so it can be measured, attaches the evidence it is based on, defines the test that proves it, and asks every supplier to answer line by line on one commercial basis. Keep a log of questions, answers and changes so the award can be traced back to the RFQ.
From vague to verifiable
| Topic | Unverifiable | Verifiable |
|---|---|---|
| Capacity | “High-capacity line” | kg/h of a named product at stated conditions, proven at SAT over a defined run |
| Scope | “Complete turnkey solution” | Inclusions and exclusions list per package, with battery limits drawn |
| Lead time | “Fast delivery” | Weeks from a named event (order, down-payment or drawing approval) to delivery, FAT and start-up |
| Operating cost | “Energy-efficient” | Consumption per unit of output at stated duty, measured at acceptance |
| Experience | “Many installations worldwide” | Named reference sites of similar capacity that the buyer may contact |
| Compliance | “Meets all standards” | List of required standards and markings for the destination, with declarations supplied |
Evidence to attach to the RFQ
- Measured site data: utilities spare capacity, power quality, floor loads, ambient conditions.
- Product and raw-material specifications with samples or test reports where relevant.
- Layout drawing with battery limits and interfaces per package.
- Regulatory requirements confirmed for the destination country and target markets.
- Commercial basis: one Incoterms 2020 rule and named place, currency, payment milestones, warranty.
- Acceptance plan: FAT and SAT tests, durations and pass criteria.
- Budget band and approval date, so suppliers propose realistic options.
Checking offers before award
- Compliance matrix completed line by line; every deviation listed.
- Offers rebuilt on identical rows: scope, exclusions, Incoterm, currency, spares, warranty, dates.
- References contacted directly; unverifiable references treated as missing.
- Claims of capacity, energy or yield tied to an acceptance test, or excluded from scoring.
- Questions, answers and RFQ changes logged and shared with every bidder.
Sources
- ICC Incoterms® 2020 rules
- WTO Government Procurement — transparency principles
- Regulation (EU) 2023/1230 on machinery (example of destination compliance requirements)
Start a project brief
Seven questions, about two minutes. Your answers open the RFQ builder pre-filled; you add contact details, confirm consent and submit there. Nothing is sent from this box.
Our team reviews every brief by hand. We contact suppliers on your behalf; we never pass your details straight to a supplier.
Free for buyers and supplier-neutral: no supplier pays to be included or recommended. A person on our team reviews every request before any supplier outreach. Projects from USD 250,000.
Frequently asked questions
What makes an RFQ verifiable?
Every requirement can be checked: capacity has a unit, conditions and test method; scope has a written inclusions and exclusions list; dates have a start event; and the acceptance test that proves each requirement is named. A reviewer who was not in the project can trace each line of an offer back to a line of the RFQ.
How is this different from a normal RFQ checklist?
A checklist makes sure topics are covered. A verifiable RFQ also requires evidence — measured site data, reference installations the buyer can call, test protocols and compliance statements — and keeps a record of questions, answers and changes so the award decision can be audited.
Should supplier references be verified before award?
Yes. Ask for references of similar capacity and product, then contact them directly and, where possible, visit. Treat unverifiable references as missing.
Does Global B2B Group verify suppliers?
Our team checks offers against the RFQ and flags gaps and unsupported claims, but final due diligence, references and the award decision remain with the buyer.
What is the minimum project size?
USD 250,000. The service is free for buyers; smaller requests stay on file but do not enter supplier outreach.
From seed to shelf — the same discipline, a greener result
Greenhouses, fresh produce, fish and shrimp packaging lines: every project is specified, sourced and compared before an introduction is made.
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