How to Write an RFQ for Custom Furniture and Millwork

When three bids for the same custom package come back with wildly different prices, it rarely means that one shop is cheap and another is greedy. Usually they priced three different assumptions. A clear request for quote (RFQ) fixes most of that. It helps you compare like with like, and it gets you better answers from the fabricators who take the time to read it.

Describe the scope, item by item

List each piece with a code, quantity, location and dimensions. If a drawing exists, reference it by number and revision. If an item is only an idea at this stage, say so and include a reference image and the approximate size. Be explicit about the boundaries: does the package include stone tops, glass, hardware, lighting and electrical work, or are those supplied by others?

State the specification

Include the finish schedule, any named materials, any quality standard and any required testing or fire documentation. Vague terms like "commercial grade" or "high quality" get interpreted differently by every bidder. If you are flexible on a material and would welcome a value-engineering suggestion, say that as well, and ask for it to be priced as an alternate rather than folded into the base bid.

Give the real schedule

State the target date for delivery on site, not just the opening date, along with when drawings and finishes will be approved. Production time normally runs from those approvals. A fabricator can tell you honestly whether the date is realistic, but only if the schedule is stated. Standard timing at SP Fabrication is 5 to 8 weeks from approval, depending on scope, and complex multi-unit projects can take longer.

Explain delivery and installation

Note the site address, whether it is an occupied building, and any known access limits such as elevator sizes, loading dock hours, stairs or union labor. State whether the bid should include delivery, installation or both. Freight and access can move the total significantly, and these are the items most often left out of a low bid.

Ask for bids in a comparable format

• A price per item, not just one total.
• Separate lines for shop drawings, samples, delivery, installation and tax.
• A list of assumptions, exclusions and any alternates.
• The production time and what starts the clock.
• Payment terms and how long the quote is valid.

Reading the bids you get back

Read the exclusions first. Then read the questions. A fabricator who has queried your details has at least read them, and a bid with no questions on a complex package deserves some scrutiny. Check how each bidder handled finishes and hardware, since that is where assumptions tend to be hidden. If one number is far below the others, ask what was left out.

You do not need a perfect package to start

Early-stage budgeting is useful even with a rough scope, as long as everyone knows that is what it is. Label the document as a budget request and expect a range rather than a fixed price. When your package is ready, submit it through our commercial bid form, or see how we approach FF&E procurement. Drawings, schedules and BOQs are all welcome.