Manufacturers do not need a perfect specification before talking to an automation partner. In many cases, the most useful starting point is a clear description of the production problem, the current process, and the result the business needs to achieve.
That said, a strong custom automation RFQ can make the quoting process faster, more accurate, and more practical. It helps the engineering team understand the real constraints behind the project instead of guessing at requirements.
Use this checklist when preparing an RFQ for a custom machine, machine retrofit, robotic cell, control panel, inspection system, material handling project, or other industrial automation solution.
1. Describe the production problem
Start with the problem, not the equipment you think you need.
Useful details include:
- What process is currently causing trouble
- Whether the issue is speed, quality, safety, labour, downtime, ergonomics, traceability, or consistency
- What operators currently do manually
- What parts of the process create bottlenecks
- How often the problem happens
- What the problem costs in scrap, downtime, labour, rework, or missed production
This gives the automation team room to recommend the right solution instead of simply quoting a machine around an incomplete assumption.
2. Explain the current process
A good RFQ should explain how the process works today.
Include photos, videos, cycle timing, operator steps, part flow, existing equipment, tooling, fixtures, controls, and any known failure points. A short phone video of the current process can often communicate more than a long written description.
If the equipment already exists, include the make, model, age, drawings, PLC or HMI details, maintenance history, and any known mechanical or electrical issues.
3. Define the target outcome
Be clear about what success looks like.
Examples include:
- Reduce manual handling
- Improve throughput
- Improve repeatability
- Reduce rejects or rework
- Improve operator safety
- Add inspection or quality control
- Modernize controls
- Reduce downtime
- Prepare for a new product or part family
- Improve data collection or traceability
The more specific the target, the easier it is to compare design options and understand return on investment.
4. Provide part and product information
If the project involves parts, assemblies, weldments, packaging, or material handling, provide as much part information as possible.
Helpful information includes dimensions, weight, material, tolerances, variation between parts, drawings, CAD files, photos, annual volume, batch size, and how parts arrive at and leave the process.
If product mix changes often, explain which parts are most common and which parts create the biggest challenge.
5. Share cycle time and volume requirements
Automation decisions depend heavily on production volume.
Include current cycle time, target cycle time, shifts per day, days per week, production volume, seasonal demand, planned growth, and whether the equipment needs to run continuously or only support specific batches.
If the target cycle time is flexible, say so. If it is critical, explain why.
6. List safety and compliance requirements
Safety should be part of the project from the start.
Include any known guarding requirements, operator access points, emergency stop needs, lockout considerations, pinch points, heat, dust, fumes, hazardous materials, washdown requirements, explosion-proof requirements, or site-specific standards.
For many industrial projects, the final design may involve guarding, interlocks, light curtains, safety relays, safety PLCs, access doors, risk assessment, and operator training.
7. Include facility constraints
The best design still needs to fit the plant.
Include available floor space, ceiling height, utilities, compressed air, electrical supply, network access, forklift access, crane access, installation path, maintenance clearance, operator access, and any environmental conditions such as dust, temperature, moisture, or washdown.
This helps avoid designs that look good on paper but are difficult to install or maintain.
8. Identify controls and integration needs
If the equipment needs to connect to existing plant systems, include those details early.
Useful information includes preferred PLC brand, HMI standards, SCADA requirements, communication protocols, data collection needs, barcode or vision systems, recipe management, remote access rules, and whether the system needs to connect upstream or downstream equipment.
For retrofit projects, existing PLC backups, HMI files, drawings, and control panel photos are especially helpful.
9. Share budget and timing expectations
Not every company is comfortable sharing a budget, but even a rough range helps engineers recommend the right level of solution.
Timing matters too. Include desired quote date, decision date, required delivery date, shutdown windows, commissioning constraints, and any production blackout periods.
If the project must be phased to reduce downtime, mention that early.
10. Clarify what you want included in the quote
Different suppliers quote differently. To compare options properly, clarify whether you want mechanical design, fabrication, machining, controls, electrical panels, robotics, guarding, testing, factory acceptance testing, installation, commissioning, training, documentation, spare parts, and ongoing support included.
This reduces confusion and makes it easier to compare proposals fairly.
BP Automation can help scope the project
BP Automation supports manufacturers with custom automation, custom machine design, industrial machine retrofits, PLC and HMI programming, control panels, robotic integration, material handling, inspection systems, machining, fabrication, commissioning, and support.
If you are not sure what to include in your RFQ, start with the problem, photos or videos, production goals, and timing. BP Automation can help turn that into a practical automation scope.
Next step
If you are planning a custom automation project, contact BP Automation to review your process and determine what information is needed for a useful quote.
