In marine projects, a fast quotation often starts with a good RFQ.
Shipyards, shipowners, vessel operators, and procurement teams frequently work under tight schedules. When equipment or spare parts are required, suppliers may be expected to provide technical confirmation, pricing, and delivery time as quickly as possible.
However, an RFQ that contains only a short equipment description can create additional questions, technical uncertainty, and delays.
This is especially important for marine propulsion equipment, where the correct selection may depend on vessel configuration, operating conditions, classification requirements, and existing machinery.
Here are seven common RFQ mistakes — and how buyers can avoid them.
1. Equipment Description Is Too General
An RFQ such as:
“Please quote one set of azimuth thruster.”
is usually not enough for a supplier to prepare an accurate offer.
For propulsion equipment, provide as much basic information as possible, including:
- Vessel type
- Required power
- Propulsion arrangement
- Engine or electric motor details
- Vessel operating profile
- Required quantity
For replacement equipment, the existing maker and model should also be provided whenever available.
2. No Drawing or Technical Datasheet
A drawing can sometimes answer more technical questions than a long email.
For replacement equipment and spare parts, drawings help suppliers verify dimensions, interfaces, installation arrangements, and compatibility.
Useful documents may include:
- General Arrangement (GA)
- Existing equipment drawing
- Technical specification
- Nameplate photograph
- Installation drawing
- Spare parts manual
If the drawing is unavailable, clear photographs and dimensions can still be very helpful.
3. Maker, Model and Serial Number Are Missing
For spare parts and replacement equipment, simply providing the component name may not be sufficient.
The same manufacturer may have multiple versions of similar equipment.
Whenever possible, provide:
Maker + Model + Serial Number + Part Number
A clear photograph of the equipment nameplate can significantly reduce identification errors.
4. Classification Requirements Are Not Specified
Marine equipment may need to comply with specific classification society requirements depending on the vessel and project.
Examples may include ABS, DNV, BV, LR, RINA, CCS or other applicable classification requirements.
If certification is required, mention it during the RFQ stage rather than after the quotation has already been prepared.
This allows the supplier to evaluate the correct technical and commercial scope from the beginning.
5. Delivery Location and Required Date Are Unclear
“Urgent delivery” means different things to different people.
Instead, specify:
- Required delivery date
- Delivery location
- Port or shipyard
- Preferred Incoterm, if applicable
For example:
“Required at Batam shipyard by 15 December 2026.”
This allows suppliers to evaluate production lead time and logistics before submitting the quotation.
6. Operating Conditions Are Not Provided
For new propulsion equipment, operating conditions can significantly affect equipment selection.
Depending on the application, suppliers may need information such as:
- Vessel type
- Vessel dimensions
- Draft
- Operating speed
- Required bollard pull
- Continuous or intermittent operation
- Engine/motor power and RPM
- Propeller limitations
- Installation space
- Environmental conditions
Selecting marine propulsion equipment based only on kW can result in an unsuitable configuration.
The complete propulsion system should be considered.
7. Price Is Requested Before the Technical Scope Is Clear
Everyone wants a competitive price.
But comparing quotations before confirming that suppliers are offering the same technical scope can be misleading.
One quotation may include controls, hydraulic systems, certification, commissioning, spare parts, or supervision while another may not.
Before comparing prices, buyers should first ask:
Are we comparing the same scope?
A technically clear RFQ makes commercial comparison much more meaningful.
What Should a Good Marine Equipment RFQ Include?
For most marine equipment enquiries, a useful starting checklist is:
For New Equipment
Vessel type
Project / vessel name
Equipment required
Quantity
Required power or capacity
Engine/motor information
Operating requirements
Classification society
Technical specification / drawings
Delivery location
Required delivery date
For Replacement Equipment or Spare Parts
Equipment maker
Model
Serial number
Part number
Nameplate photograph
Existing drawing
Required quantity
Vessel name/type
Delivery location
Required delivery date
The more complete the information, the easier it is for suppliers to understand the requirement and provide an appropriate solution.
A Better RFQ Can Save Time for Everyone
A detailed RFQ does not need to be complicated.
Its purpose is simply to give engineering, sales, and procurement teams enough information to evaluate the requirement correctly.
Better information at the beginning can mean:
Fewer clarification emails.
Faster technical evaluation.
More accurate quotations.
Better comparison between suppliers.
Lower risk of ordering the wrong equipment.
For shipbuilding and marine projects where schedules are often tight, this can make a meaningful difference.
Need Support With a Marine Equipment RFQ?
Marine Power System Indonesia (MPSI) supports shipyards, shipowners, vessel operators, and marine companies with marine propulsion systems, thrusters, propulsion equipment, and related technical solutions.
If you are preparing an RFQ, send us your available specification, drawing, equipment nameplate, vessel information, and delivery requirement.
Our team can review the information and advise what additional technical details may be required before quotation.
Send your RFQ to MPSI.