Project procurement toolkit
Bathroom Project RFQ Checklist: What to Send Your Supplier
Send one controlled RFQ package, not a loose email chain. The strongest package contains nine files that connect the project brief, room quantities, product requirements, drawings, finishes, evidence, samples, delivery, and commercial return.
You can issue the RFQ before every model is final. Mark open decisions clearly, give each item a code, and require the supplier to return assumptions and deviations in the same structure.
The nine-document RFQ package at a glance
Use separate files because each one has a different owner and revision cycle. The project team may update drawings while procurement updates quantities and the supplier answers the product schedule. A clear package prevents one change from hiding another.
| Document | Purpose | Supplier return |
|---|---|---|
| 1. Project Overview | Set the project, market, scope, and milestones. | Acknowledged scope and questions |
| 2. Room Schedule | Map room types, counts, and package variants. | Room-level quantity check |
| 3. Product Schedule | Define each product line and requirement. | Model, price, status, and deviation |
| 4. Drawings | Show dimensions, rough-ins, and interfaces. | Priced revision and open interfaces |
| 5. Finish Schedule | Control colors, surfaces, and references. | Available match and sample route |
| 6. Compliance Requirements | List destination-market evidence needed. | Model-specific evidence matrix |
| 7. Sample Requirements | Define sample, mockup, and approval steps. | Sample scope and assumptions |
| 8. Packaging & Delivery | Plan labels, protection, phases, and shipment. | Packing and delivery basis |
| 9. Commercial Requirements | Standardize prices, terms, exclusions, and validity. | Completed bid-return form |
Simple file-control rule
Name every file with a package code, document number, revision, and issue date. Add one transmittal that lists all nine filenames so bidders can confirm they received the same issue.
Documents 1–3: define the project, rooms, and products
These three files form the quantity and assortment basis. If they do not reconcile, the supplier cannot know whether a quantity covers rooms, products, spares, or future phases.
Document 1 — Project Overview
State the project type, location, destination market, buyer entity, project stage, procurement route, included product categories, and key decision dates. Identify who can answer technical, design, and commercial questions.
Also state whether you want one coordinated package or category-by-category bids. Use the bathroom package versus individual sourcing framework if that decision is still open. Procurement teams can align responsibilities with the guidance for commercial project buyers.
- Project code, location, building use, and destination market
- Tender deadline, clarification deadline, sample gate, and target delivery windows
- Included categories, excluded work, and split of buyer and supplier responsibilities
- Required quotation currency and communication contacts
Document 2 — Room Schedule
Give every room type a stable code. Show the room count, package variant, accessibility or special-use note, building or phase, and the drawing reference that defines it.
For a development, separate standard units, accessible units, premium units, public areas, mockup rooms, and spares where applicable. The property development bathroom package route provides the next level of application context.
Document 3 — Product Schedule
Create one line for every product-room combination that must be priced. Include the quantity, required type, model status, measurable requirement, finish reference, drawing reference, evidence requirement, and approval status.
Do not merge base quantity, spares, alternates, and future phases into one number. If the full assortment is still being built, use the complete bathroom package procurement checklist and the confirmed complete bathroom solution scope to check category coverage.
Documents 4–7: control drawings, finishes, evidence, and samples
These files turn design intent into reviewable supplier responses. Keep requirements model-specific. A general company document does not prove that every proposed product meets a project requirement.
Document 4 — Drawings
Issue the current plans, elevations, details, schedules, and service information. Mark drawing numbers and revisions in the product schedule. Ask the supplier to identify the exact revision used for pricing.
- Product dimensions, clearances, openings, fixing points, and access
- Water inlet, waste, drainage, electrical, wall, floor, and countertop interfaces as applicable
- Responsibility for coordination between basin and vanity, faucet and basin, bathtub and waste, or screen and floor/wall conditions
- An open-items register for dimensions or services that are not yet final
Document 5 — Finish Schedule
Use one finish code across products, drawings, samples, and the quotation. Describe the required color, gloss level, texture, hardware finish, matching expectation, and approved reference. Where a final match is pending, mark it as a sample decision rather than a confirmed specification.
Document 6 — Compliance Requirements
List the destination market and every document the project team expects to review. Ask the supplier to return an evidence matrix with the proposed model, document title, issuing body, scope, date or validity where relevant, and any limitation.
Do not write “certified” as a blanket schedule note. Documentation must be checked against the selected model and the current project requirement. MICAWA’s own product-specific documentation and applicability must likewise be confirmed against the proposed quotation.
Document 7 — Sample Requirements
Define what must be sampled, why it is being reviewed, who approves it, and what happens after approval. Separate finish chips, component samples, full product samples, room mockups, and pre-production samples.
The supplied company information confirms support for product development, sample production, testing and validation, and volume delivery. Exact sample policy, timing, cost, and category scope still require confirmation in the quotation.
Documents 8–9: make packaging, shipment, and pricing comparable
A product price is not comparable until the bidder states what is packed, labeled, included, excluded, and delivered under the quoted basis.
Document 8 — Packaging & Delivery Schedule
Give each delivery phase a code and connect it to rooms, products, quantities, destination, and requested window. Define carton and room labels, protection expectations, pallet or frame requirements where applicable, consolidation needs, site receiving limits, and the requested Incoterm and named place.
MICAWA’s supplied information reports cartons plus wooden frames as packaging, but the correct method and scope must be confirmed by category and order. Lead times, loading data, and Incoterms are not supplied as fixed company terms, so request them in the bid return.
Document 9 — Commercial Requirements
Provide a locked pricing form. Require a response for every line, even when the answer is excluded, alternative, pending information, or not applicable.
- Unit price, quantity, line total, currency, and quotation validity
- Included accessories, documentation, samples, packaging, and services
- Payment, production, inspection, delivery, and warranty terms to be confirmed
- Separate schedules for deviations, exclusions, alternatives, assumptions, and buyer-supplied items
The company information reports an MOQ of 100 sets, but it does not confirm that this applies to every category, model, or finish. Keep MOQ as a supplier-response field instead of treating one reported figure as a universal project rule.
Example RFQ table you can copy
Start with the six fields below, then add your project codes, finish and drawing references, evidence requirements, price fields, and deviation columns. The quantities are illustrative only; they are not MICAWA project data or supply commitments.
| Room | Product | Qty | Model | Requirement | Status |
|---|---|---|---|---|---|
| Standard room | Toilet | 300 | TBD | Floor-mounted | Open |
| Standard room | Vanity | 300 | TBD | 900 mm nominal width | Open |
| Suite | Bathtub | 60 | TBD | Freestanding | Open |
Make the table bid-ready
Add columns for line ID, room code, base or spare quantity, finish code, drawing revision, required evidence, supplier model, supplier status, deviation, unit price, and line total. Lock the buyer-input columns and leave the supplier-return columns clearly marked.
Final check before you send the RFQ
- 1. Reconcile quantities. Room counts, product quantities, spares, alternates, and phases should tie together.
- 2. Freeze the issue. Record every filename, revision, date, and superseded file in the transmittal.
- 3. Expose open decisions. Mark each unresolved model, dimension, finish, document, or delivery input as open.
- 4. Control the return. Require the supplier to answer every line and return deviations, exclusions, alternatives, and assumptions separately.
- 5. Compare on one basis. Do not compare headline totals until scope, evidence, packaging, delivery, and commercial fields are aligned.
Bathroom project RFQ questions
Can I send a bathroom project RFQ before every model is selected?
Yes. Mark the model as TBD and give the supplier a measurable requirement, quantity, room type, and status. Ask the supplier to identify the proposed model and every assumption instead of silently filling gaps.
How should I handle drawings that are still changing?
Issue the latest drawing revision and a separate open-items register. Require suppliers to state which revision they priced and which interfaces, dimensions, or services remain assumptions.
What makes two bathroom project quotations comparable?
Both suppliers must respond to the same coded product schedule, inclusions, documentation, packaging, delivery basis, and commercial return form. Deviations and exclusions should be visible beside each line item.
Send a structured bathroom project RFQ
Attach the nine-file package and identify the decisions that are still open. MICAWA can review the requested product scope and respond against the supplied schedule without turning assumptions into hidden inclusions.
Submit your RFQ package