Quick Answer
An industrial pump RFQ should define the required duty, pumped liquid, site conditions, pump construction, driver, inspection scope, documentation, quantity and commercial terms. At minimum, tell suppliers the required flow and total head, liquid name and properties, operating temperature, suction conditions, preferred materials, power supply, installation environment, applicable standards, delivery destination and Incoterm.
If a value is not yet confirmed, mark it as TBC and ask suppliers to state their assumptions and deviations. A controlled RFQ makes quotations easier to compare and reduces the risk of receiving a pump that is inexpensive but unsuitable for the actual service.
Why Is “Please Quote a Pump” Not Enough?
A request such as “Please quote one centrifugal pump” does not define a usable duty point or the conditions under which the pump must operate. Suppliers may therefore select different pump types, materials, motors, seals and test scopes. Their prices can look very different even though none of the offers is directly comparable.
The Hydraulic Institute explains that pump selection depends on the system curve, operating range, design flow and head, available net positive suction head, fluid properties and application-specific requirements. Its guidance also notes that the desired flow and head are used to identify suitable pumps on a selection chart. See the Hydraulic Institute resources on pump-system fundamentals and pump curves.
The buyer does not need to know the final model before sending an RFQ. The buyer does need to describe the service clearly enough for qualified suppliers to make a selection and disclose the basis of that selection.
What Operating Data Should the Buyer Provide?
Start with the operating duty and the pumped liquid. These items determine whether a proposed pump can meet the process requirement and whether its wetted materials are suitable.
Required flow and operating range
State the normal, minimum and maximum flow when the system operates at more than one condition. Identify the preferred unit, such as m³/h, L/min or US gpm. Do not provide only a pipe diameter or an existing motor rating; neither one defines the required flow.
Total head or discharge pressure
Provide the required total head or enough system information for it to be calculated. If the requirement is expressed as pressure, identify where the pressure is measured and whether it is gauge or absolute pressure. Static height alone may not represent the full system requirement because piping and fittings also create losses.
Suction conditions
Describe the liquid level relative to the pump, suction-vessel pressure, suction-pipe arrangement and expected minimum liquid level. Provide NPSHA when it has been calculated by the system designer. Do not treat the supplier’s NPSH value as a replacement for site-side suction information.
Liquid properties
Identify the liquid and provide the properties relevant to the application:
- Operating and maximum temperature
- Density or specific gravity
- Viscosity at the operating temperature
- pH or chemical composition when relevant
- Solids concentration, particle size and abrasiveness
- Gas content, crystallization tendency or other unusual behavior
- Whether the liquid is hazardous, flammable, toxic or hygienic
Fluid properties affect hydraulic behavior, material compatibility and sealing. If the composition varies, provide the expected range rather than one ideal value.
What Pump Construction Should Be Specified?
Separate mandatory construction requirements from supplier recommendations. If the project requires a particular pump type, material or standard, state it clearly. If the buyer is open to alternatives, ask the supplier to explain the proposed option and list every deviation.
Pump type and arrangement
Identify the required arrangement when it is already defined—for example, horizontal or vertical installation, close-coupled or long-coupled construction, self-priming requirement, submerged installation or sealless design. Otherwise, describe the application and ask the supplier to recommend the pump type.
Materials of construction
Specify materials for the casing, impeller, shaft, wear components, fasteners and other wetted parts when the project has mandatory requirements. Avoid using a general phrase such as “stainless steel” when a particular grade is required. Ask the supplier to identify all wetted materials in the quotation or datasheet.
Sealing arrangement
State whether the application requires a mechanical seal, packed gland, magnetic drive, canned motor or another arrangement. For a mechanical seal, identify any required seal type, face and elastomer materials, flushing plan or leakage restriction. When these choices are not fixed, provide the fluid and operating data and require the supplier to explain the recommendation.
Connections, baseplate and accessories
Define flange or connection standards, orientation, baseplate requirements, coupling and guard, anchor bolts, instruments, valves, strainers and other accessories. Ask suppliers to separate standard supply, optional items and exclusions. This prevents a low price from hiding missing components.
What Motor and Electrical Information Is Required?
Give the supplier the site electrical and environmental requirements instead of accepting a default motor. A complete motor request normally identifies:
- Rated voltage, frequency and number of phases
- Motor standard, efficiency requirement and permitted brand restrictions
- Enclosure or ingress-protection requirement
- Insulation class and permitted temperature rise when specified
- Starting method or variable-frequency-drive operation
- Ambient temperature and installation altitude
- Indoor, outdoor, washdown, corrosive or hazardous-area conditions
- Required certificates, terminal-box orientation and accessories
ABB’s public motor documentation shows voltage, frequency, efficiency, degree of protection and mounting arrangement among the information associated with motor rating plates and specifications. Review the manufacturer’s induction-motor manual for context.
If the buyer is uncertain about the governing electrical requirements, provide the destination country, site standard and hazardous-area classification prepared by the responsible engineer. The pump supplier should not be expected to infer regulatory requirements from a delivery address alone.
What Tests and Documents Should the RFQ Define?
Testing and documentation must be included in the RFQ if they are required in the final price and delivery schedule. “Standard test” is not sufficiently precise because suppliers may interpret it differently.
Depending on the pump type, application and project risk, the RFQ may request:
- Supplier datasheet and performance curve
- General arrangement and sectional drawings
- Material certificates or declarations
- Hydrostatic test
- Hydraulic performance test
- Vibration or noise records when applicable
- Motor datasheet and certificates
- Inspection and test plan
- Operation, installation and maintenance manual
- Recommended spare-parts list
- Packing list and preservation procedure
For rotodynamic pumps, ISO 9906:2012 addresses hydraulic performance acceptance tests and defines several acceptance grades. Do not write only “test according to ISO 9906” if the project also needs a particular grade, witnessed test, number of test points or certificate format. The buyer and supplier should agree on the applicable scope.
Similarly, a construction standard should be named only when it fits the application. ISO 5199:2002, for example, covers technical specifications for Class II centrifugal pumps. It is not a universal requirement for every pump type or service.
What Commercial Information Should Be Included?
A technically complete request can still produce an incomplete quotation if the commercial basis is unclear. Include:
- Required quantity and any expected future quantity
- Delivery destination and requested delivery date
- Incoterm, rule version and named place or port
- Currency and requested quotation validity
- Required payment terms
- Packaging, preservation and marking requirements
- Third-party or buyer inspection requirements
- Required warranty basis
- List of requested spare parts and special tools
- Deadline and required format for the supplier’s response
Incoterms allocate specific delivery, cost and risk responsibilities. The ICC wording includes a named place or destination for the relevant rule. State the complete expression—for example, the selected rule followed by the precise named place and “Incoterms® 2020”—instead of writing only three letters. See the ICC Incoterms® 2020 resource.
Industrial Pump RFQ Checklist
Use the following table as a starting point. Adapt it to the pump type, industry and project risk. Blank or uncertain items should be marked TBC rather than silently omitted.
| Category | Information to provide | Buyer input | Supplier response |
|---|---|---|---|
| Duty | Normal, minimum and maximum flow | TBC | Confirm selected range |
| Duty | Total head or discharge-pressure basis | TBC | State rated point |
| Suction | Liquid level, vessel pressure, NPSHA if available | TBC | State NPSH requirement |
| Liquid | Name, composition, temperature, density and viscosity | TBC | Confirm selection basis |
| Solids | Concentration, particle size and abrasiveness | TBC / N/A | Confirm suitability |
| Construction | Pump type and installation arrangement | TBC | Identify offered model |
| Materials | Casing, impeller, shaft and other wetted parts | TBC | List material grades |
| Seal | Seal type, materials and auxiliary plan | TBC | Describe offered seal |
| Connections | Size, rating, standard and orientation | TBC | Confirm drawing |
| Motor | Voltage, frequency, phase, efficiency and protection | TBC | Provide motor datasheet |
| Site | Ambient, altitude, indoor/outdoor and hazardous area | TBC | Confirm compliance |
| Testing | Required tests, standard, grade and witnessing | TBC | List included tests |
| Documents | Drawings, curves, certificates and manuals | TBC | Provide document schedule |
| Commercial | Quantity, delivery date, Incoterm and named place | TBC | Confirm price basis |
| Deviations | Mandatory list of exceptions and assumptions | Required | Attach deviation list |
How Should Buyers Use the Completed RFQ?
Issue the same RFQ revision to every shortlisted supplier. Require suppliers to complete the response column, return a datasheet and identify all assumptions and deviations. When a requirement changes, issue a new revision to all bidders instead of changing one supplier’s scope privately.
After quotations arrive, normalize them to the same technical and commercial basis. Our guide to comparing quotations from Chinese suppliers explains how to review inclusions, exclusions, testing, delivery terms and total evaluated cost. If supplier identity or manufacturing capability is uncertain, use the checks in How to Find a Reliable Manufacturer in China.
An RFQ does not replace engineering review. The responsible buyer, engineer or end user should approve the operating conditions and mandatory safety requirements. The supplier remains responsible for clearly stating what has been selected and what has not been included.
FAQ
Can a supplier select a pump if the buyer does not know the model?
Yes. A model number is not essential when the supplier receives sufficient duty, liquid, suction, site and commercial information. The quotation should identify the selected model, rated point, curve, materials and assumptions.
What if the exact liquid properties are not available?
Mark the missing values TBC, provide the best verified range and explain the source of the uncertainty. Do not substitute water properties for another liquid without engineering review. The supplier should state any assumptions used for a preliminary selection.
Should the buyer specify a pump brand?
Only when the project requires a nominated brand, installed-base compatibility or a specific approval. If alternatives are allowed, define the required duty, construction, standard, documentation and acceptance criteria so that different offers can be evaluated fairly.
Should a performance curve be required?
For a rotodynamic pump, request the applicable performance curve with the proposed duty point identified. Also ask the supplier to state speed, impeller diameter, power, efficiency and NPSH information as applicable to the offered pump.
Should spare parts be included in the RFQ?
Yes, when the project requires commissioning spares, operating spares or special tools. Ask suppliers to price them separately and identify part numbers, quantities and interchangeability. This makes lifecycle requirements visible without hiding them inside the base-pump price.
Conclusion
A useful industrial pump RFQ does more than request a price. It gives each supplier the same operating conditions, construction requirements, electrical basis, test scope, document list and commercial terms. It also requires suppliers to disclose assumptions and deviations.
When the RFQ basis is controlled, buyers can compare proposals more efficiently and identify missing information before issuing a purchase order. ESG supports international buyers with requirement organization, supplier research, quotation comparison, verification, inspection coordination and delivery planning. Learn about ESG sourcing services or send your sourcing requirement.
