MIMO field notes · Procurement · · MIMO editorial team
A request for quote should tell suppliers what decision you need them to support. A mood board can show a preference, but it cannot establish quantities, delivery responsibilities or the information required for approval.
Put the project on one scope sheet
State the city, unit count, layouts, required date and purchasing contact. Distinguish confirmed quantities from estimates. Identify whether the homes are vacant or occupied, and describe relevant access conditions without sharing private resident information.
Attach the room-by-room list with dimensions or specifications for important items. If a product has already been approved, give its model reference. If you are seeking alternatives, state which functions and dimensions must remain unchanged.
Separate goods and services
Ask for item prices and service charges in a structure you can compare. Specify whether you need freight, room delivery, assembly, old-item removal, packaging disposal or another task. Do not let one supplier assume curbside delivery while another quotes a completed installation.
| RFQ section | Supplier response required |
|---|---|
| Products | Exact model, material and quantity |
| Availability | Current stock or lead-time information |
| Services | Included tasks and exclusions |
| Commercial terms | Quote validity, payment and relevant conditions |
Define approval and change control
Name the person who may approve an order or substitution. Ask suppliers to identify any departure from the brief. A quote submission is not a purchase order, and a request form’s delivery confirmation is not commercial acceptance.
Keep a dated version of the scope sheet with each response. If the brief changes, tell all suppliers which version now applies.
The RFQ builder can help organize a first-pass request, but the buyer still needs to confirm measurements, specifications and the actual terms. A clear scope does not guarantee a low price. It gives you a fair basis for understanding what each supplier has offered and what remains unanswered.
Sources & useful references
- MIMO RFQ Builder — Quantity and project-request preparation
- MIMO quantity planner — Assumption-based quantities to reconcile with the real layout
- MIMO procurement support — Project quotation and supplier-scope planning
Published by MIMO. Planning examples describe hypothetical situations, not completed client projects. Directory information is a starting point; current terms require confirmation with the property or provider.
Continue with a related decision
Compare furniture quotes on the same scope, not just the total
Furniture landed cost: build the project budget around delivery