Conveyor RFQ Example Structure — South Africa

A conveyor RFQ (request for quotation) is where engineering intent meets supplier pricing. A well-structured RFQ lists scope, inclusions, exclusions, site conditions, programme and commercial terms clearly enough that three suppliers return comparable quotations on the same baseline. A vague RFQ produces quotes that differ by thousands of rands because one supplier priced installed, another priced supply-only, and the third assumed owner-supplied cranage. This page shows an anonymised RFQ structure used on South African conveyor projects — not as a template to copy verbatim, but as an example of what sections, detail and clarity help procurement teams compare prices fairly.

It covers belt replacement, component supply and turnkey project RFQs. For general quote briefing via the platform, see how to request a conveyor quote. For formal tender documents on large capital projects, this structure is a starting point; add your own engineering drawings, specifications, quality plans and contract terms.

RFQ header and project summary

Start with identification, purpose and programme. The header tells suppliers whether this is a quick component quote or a multi-month tender, and whether they have the capacity and capability to respond.

• RFQ number and date: Internal reference for tracking and version control. If the RFQ is revised, update the date and note what changed.
• Project name and location: e.g. "Conveyor C3 belt replacement, Acme Quarry, Krugersdorp". Location affects travel, freight and whether suppliers have local service presence.
• RFQ purpose: Belt replacement, idler changeout, drive upgrade, new conveyor installation, turnkey project. Be specific.
• Quote submission deadline: Date and time. Allow suppliers enough time to inspect the site, clarify scope and price accurately — typically 2–3 weeks for component supply, longer for turnkey projects.
• Validity period: How long the quote must remain open for acceptance. Typical is 30–60 days; longer for large projects. State whether extension is negotiable.
• Target delivery or completion: When you need the parts or when the conveyor must be commissioned. Realistic dates get realistic quotes; impossible dates get refusals or high-risk premiums.

Scope of work

The scope section is the technical heart of the RFQ. It describes what must be supplied, designed, manufactured, delivered, installed, tested and commissioned. Separate the main scope from optional items so suppliers can price both.

Example: Belt replacement scope

• Supply one conveyor belt, 1 200 mm wide × 485 m long (measured on the conveyor), EP 1000/4 carcass (or equivalent kN/m rating), general abrasion-resistant covers 12 mm top / 6 mm bottom, suitable for crushed aggregate at 400 t/h, outdoor installation, Highveld altitude 1 650 m.
• Hot vulcanised splice, two-step, to be completed on-site during planned shutdown window (see programme section).
• Delivery to site, offload belt reel with owner-supplied forklift (see exclusions).
• Installation: remove existing belt, fit new belt, tension and track, hand over to owner for commissioning. Supplier to provide installation crew and hand tools; owner to provide isolation, cranage and access (see exclusions).
• Warranty: 12 months from commissioning or 18 months from delivery, whichever is earlier, covering material and workmanship defects, excluding wear from misuse or poor maintenance.

Example: Turnkey conveyor scope

• Design, manufacture, supply, deliver, install, test and commission one 800 mm wide belt conveyor, 120 m centres, 8 m lift, to transfer crushed stone at 200 t/h, 1.6 t/m³ bulk density, maximum lump 150 mm, outdoor installation at client site in Polokwane.
• Scope includes: belt (abrasion-resistant covers), head and tail pulleys, troughing and return idlers, drive package (motor, gearbox, coupling, guards), take-up unit, mild steel structure (stringers, crossovers, walkway one side), chutes at head and tail, belt cleaners (primary and secondary), emergency pull-cord, speed switch, belt-slip switch, motor starter and local controls.
• Design basis: AS 1403 or ISO 5048 for belt tension; AS 1418 or SANS 10208 for structure; NRS 038 for motor enclosure; electrical to SANS 10142-1.
• Deliverables: GA drawings, belt tension calculation, structure loading, equipment datasheets, O&M manuals, test certificates, as-built drawings.
• Installation includes: offload, rigging, erection, alignment, belt fitting and splicing, commissioning under load, training (two operators, one maintenance technician, one-day session), 30-day post-commissioning support.
• Warranty: 12 months from final acceptance, covering design, materials and workmanship, excluding consumables (belt covers, cleaner tips, fasteners).

Inclusions

List everything the supplier must provide as part of their quoted price. Inclusions prevent disputes about what was "obviously part of the job" versus what was an extra.

• All materials, components and consumables listed in scope.
• Delivery to site address (state if site access requires 4×4, escort or permits).
• Design engineering, calculations, drawings and datasheets (for designed equipment).
• Installation labour, supervision, hand tools and rigging slings.
• Commissioning, function testing, load testing (if specified in scope).
• O&M manuals, test certificates, training (if specified).
• Statutory inspections, CoCs or compliance certificates (if required).
• Warranty and post-commissioning support period.

Exclusions

Exclusions are as important as inclusions. They define what the owner provides or what is outside the quoted scope. Ambiguous exclusions create claims.

• Civil works: foundations, plinths, anchor bolts, grouting. Owner to provide bolt coordinates; supplier to provide bolt layout drawing.
• Electrical reticulation: main switchboard to motor starter. Owner to provide power to termination point; supplier to wire from termination to motor.
• Isolation and permits: owner responsible for lock-out, hot work permits, confined space permits and site access control.
• Cranage and lifting: owner to provide mobile crane, forklift or overhead crane as required. Supplier to provide rigging and supervision.
• Demolition of existing equipment: owner to remove old belt, idlers or structure unless stated in scope.
• Site accommodation, messing and toilets for supplier crew (unless site is remote and accommodation is owner-supplied).
• Consumables after warranty: replacement cleaner tips, belt repairs, fasteners, lubricants.

Site conditions and constraints

Describe the physical, environmental and administrative conditions that affect installation cost and programme. Suppliers need this to price cranage, access, weather delays and permit admin.

• Access: Is the conveyor indoors, in a gallery, elevated, underground? What is the route for moving reels, pulleys or structure sections? Are there height, width or weight limits? Is a road permit needed?
• Working hours: Plant operating hours, shutdown windows, weekend or night work if required. Some sites restrict noisy work to certain shifts.
• Environment: Temperature range, altitude, coastal or inland, dust or humidity. Affects motor derating, corrosion protection, seal selection.
• Services: Power, water, compressed air available on-site? What voltage, phases? Is a site transformer needed for welding?
• Permits and inductions: Site induction requirement, hot work permits, height work permits, confined space entry, medical fitness. How long does induction take?
• Safety and PPE: Hard hat, boots, high-vis, fall arrest, specific colours or brands required?

Programme and milestones

State key dates: design approval, delivery, installation start, testing, final acceptance. Identify which dates are fixed (e.g. shutdown window) and which are target. Include lead-time assumptions if known (e.g. imported gearbox 12 weeks).

• RFQ close: [date]
• Technical and commercial clarifications: [date range]
• Award decision: [date]
• Design submission (if applicable): [weeks after order]
• Delivery to site: [date or weeks after order]
• Installation window: [date range, e.g. shutdown 10–17 March 2027]
• Commissioning and handover: [date]
• Final acceptance and warranty start: [date or event, e.g. 30 days post-commission]

Commercial terms

Payment, pricing basis, currency, escalation, retention, insurance and liability. These are often standard per company policy, but state them so suppliers know what financial structure applies.

• Price basis: Lump sum, unit rates, or schedule of rates. State whether price is firm or subject to escalation.
• Currency: ZAR unless otherwise agreed. If imported components, state whether forex risk is supplier or owner.
• Payment terms: Example: 10% on order, 40% on delivery to site, 40% on practical completion, 10% retention released after warranty period. Or milestone-based for larger projects.
• Validity: Quote valid for [30/60/90] days from submission.
• Insurance: Supplier to maintain public liability, contract works (if applicable), and workmen's compensation. Owner may request certificates.
• Liquidated damages: For late delivery or late completion (if applicable). State rate and cap, or state "not applicable".

Quotation format and evaluation

Tell suppliers how to structure their quote so you can compare apples-to-apples. Also state what evaluation criteria apply so suppliers know whether you rank on price only, or whether technical, local content, BEE or programme matter.

• Quote to include: covering letter, technical proposal (equipment list, compliance matrix, drawings if available), commercial proposal (priced schedule, payment terms, programme), company profile and references.
• Break down: base scope price, optional items separately, delivery separate if requested, installation separate if requested. Do not lump everything into one number.
• Evaluation criteria: price (e.g. 60%), technical compliance (20%), programme (10%), local content or BEE (10%). Adjust weights to suit your priorities. If lowest price wins, say so.

Common RFQ mistakes

Scope is vague

"Supply a conveyor" with no length, width, tonnage, material or site detail produces three quotes that are not comparable. Suppliers either ignore the RFQ or quote conservatively. Be specific.

Inclusions and exclusions contradict each other

RFQ says "turnkey installation" in scope but then excludes cranage, isolation and power. Supplier assumes those are included; owner expects to provide them. Dispute at invoicing. Solution: list every boundary clearly.

No site visit allowed

Suppliers must quote cranage, access, existing structure integration without seeing the site. They quote high to cover unknowns, or they quote low and claim extras later. Offer a site visit or send detailed photos and access drawings.

Programme is unrealistic

RFQ asks for 12-week imported gearbox delivery in an 8-week programme. Suppliers either ignore the RFQ or quote air freight at double the cost. Consult suppliers on lead times before setting the programme.

FAQ

Should we send the same RFQ to all suppliers or customise it per company?

Send the same technical scope and inclusion list to all suppliers so quotations are comparable. You can adjust the shortlist, schedule or commercial terms per supplier if procurement policy allows, but keep the technical baseline identical. Customising scope per supplier makes evaluation impossible.

What if we do not know the belt tension or pulley loads yet?

State the material, tonnage, lift, length and lump size, and ask suppliers to recommend carcass and pulley sizes as part of their technical proposal. Mark those items as supplier-designed so they own the calculations. Do not guess dimensions; let the supplier engineer them and price accordingly.

How detailed should the exclusions list be?

Detailed enough that a supplier cannot assume owner-supplied items are in their scope. List cranage, civils, electrical reticulation, existing equipment retained, demolition, and any design that the owner is completing separately. Ambiguity creates claims. Over-communicate boundaries; do not rely on "industry standard" assumptions.