Preparing the published article.
RFQ Guide: Build Comparable Robotics Proposals
Build a common robotics quotation brief covering outcomes, scope, assumptions, evidence and support. An editorial checklist for comparable proposals, without an issued RFQ or procurement commitment.
Set the purpose of the request
This original Zhilianhai editorial guide helps a buyer prepare a comparable request for quotation. It is not an issued RFQ, invitation to bid or procurement commitment. Begin with the operating problem and a measurable desired outcome, then state the information respondents must provide. Keep unconfirmed requirements visible instead of silently allowing every supplier to make different assumptions.
Describe the site, workload, operating hours and current process. Include the basis of any target and distinguish a mandatory requirement from a preference. Identify who owns the technical, operational and commercial reviews.
Define the supplied system
Ask for a configuration list with model, quantity, software edition and version assumptions. Separate robot hardware, tooling, sensors, infrastructure, integration, commissioning, documentation, training and support. For each item, require included, optional, excluded or buyer supplied status.
The MiR250 product page separates the platform from handling add-ons. Use that distinction when reviewing a mobile robot offer: confirm which equipment performs pickup and delivery, rather than treating the robot base as a complete material-flow solution.
Document interfaces and dependencies
Provide layouts, sample products, utilities and relevant system information through an agreed process. Request a list of assumptions that could change price or schedule. Assign ownership for each interface and acceptance dependency, including work performed by another contractor.
MiR Fleet documentation describes REST interfaces for enterprise systems. An available interface is a starting point for integration scope. Ask respondents to identify the actual messages, software versions, licenses, testing and support included in their offer.
Buyer information still required and the date needed.
Site preparation and access responsibilities.
Third-party dependencies and excluded changes.
Consequences if an assumption proves incorrect.
Request evidence against each claim
For every major outcome, request the proposed test, operating conditions, acceptance method and evidence owner. Separate model specifications, supplier estimates, simulation results and witnessed site results. Relevant references should explain similarity of task and conditions without implying that another site's result is guaranteed.
Universal Robots' Safety FAQ distinguishes the robot from the completed application. For a cell proposal, request responsibility and evidence for the complete installation. Have appropriate specialists determine the requirements applicable to the actual project.
Make commercial responses comparable
Provide a common response structure rather than asking only for a total price. Request one-time costs, recurring charges, optional items, assumptions and exclusions in separate sections. Specify the comparison period, currency and expected usage while leaving actual values for the buyer and respondents to complete.
Delivery milestones, buyer dependencies and commissioning boundaries.
Acceptance-linked responsibilities and treatment of unresolved defects.
Warranty scope, support coverage and chargeable visits.
Software renewal, spare parts and end-of-contract arrangements.
Ask vendors to identify where their commercial model differs from the requested basis. Do not compare a hardware-only purchase with a fully supported subscription as if their scope were identical.
Review and issue a controlled version
Maintain a question register and share relevant clarifications consistently with respondents. Record revisions to scope and request updated offers when material assumptions change. Use a comparison sheet that preserves qualifications instead of reducing every response to a single headline number.
Start with Write a Robotics Buyer Brief, consult the internal logistics pilot brief, or browse Robotics RFQ. This guide supplies a structure; the buyer must approve the actual request and its terms. Editorial review: 10 September 2026.