A practical checklist of the information that makes supplier quotations comparable — specifications, quantities, delivery terms and evaluation criteria.
Start with an unambiguous specification
Most quotation disputes come from a specification that could be read two ways. State the standard, the grade, the dimensions and any acceptable equivalents explicitly, and say whether alternatives may be offered.
Where a brand is named for reference only, say so. Suppliers price risk, and an ambiguous line item is priced defensively.
Make quantities and delivery terms explicit
Give the unit of measure, the total quantity, and whether the quantity is firm or indicative. If delivery is phased, publish the schedule in the RFQ rather than negotiating it afterwards.
Name the delivery location, the receiving hours and who is responsible for offloading.
Publish the evaluation criteria
Say how the award will be decided — price, lead time, compliance, warranty, or a weighted combination. Suppliers respond better when the basis of comparison is known.
Set a clear closing date and a single point of contact for clarifications, and share every clarification with all bidders.