Steel structure RFQ template for EPC contractors

Why a structured RFQ matters

A steel structure RFQ is not only a request for price. For EPC contractors, it is the first control point for scope, standards, quality documents, delivery planning, and commercial risk. When the RFQ is incomplete, suppliers fill the gaps with assumptions. Those assumptions make quotations hard to compare and can create cost changes after the order is awarded.

The goal of this template is to help project buyers send the same clear information to every shortlisted fabricator.

RFQ section 1: project overview

Start with enough context for the supplier to understand project size and urgency.

• Project name and project location.
• Building type: warehouse, workshop, logistics center, industrial plant, pipe rack, platform, or other structure.
• Approximate steel tonnage or estimated structure quantity.
• Required quotation deadline.
• Target production period and final delivery date.
• Destination port, destination country, or project site if known.

RFQ section 2: scope of supply

Many steel quotations become unclear because the scope is not separated. State what you expect the fabricator to include.

RFQ section 3: drawings and technical files

Attach the best available documents. If fabrication drawings are not ready, say so clearly and ask the supplier what can be quoted from the current information.

• Structural drawings.
• Fabrication drawings or shop drawings, if available.
• Connection details.
• Bill of materials or member list.
• Material grade requirements.
• Welding standard and inspection requirements.
• Coating or galvanizing specification.
• Packing, marking, and delivery requirements.

RFQ section 4: technical standards

Do not assume suppliers will price the same standard. List required standards and acceptance criteria in the RFQ.

• Steel material standard and grade.
• Welding standard and weld inspection level.
• Dimensional tolerance requirements.
• Surface preparation grade.
• Paint system, dry film thickness, and color requirements.
• Required third-party inspection, if any.

RFQ section 5: quality documents

Quality documents should be requested before price comparison, not after the order is placed. Ask suppliers to confirm which documents are included.

• Material certificates.
• Welding inspection records.
• Dimension inspection records.
• Surface treatment and coating records.
• Non-conformance and repair records, if applicable.
• Packing list and component marking list.
• Container loading photos or delivery photos.

RFQ section 6: delivery and commercial terms

Commercial terms affect price. Two suppliers cannot be compared fairly if one quotes ex-works and another quotes FOB or CIF.

• Requested Incoterms or delivery basis.
• Destination port or delivery destination.
• Required production lead time.
• Quotation currency.
• Quotation validity period.
• Payment terms for discussion.
• Packing standard and container loading expectations.

Copy-ready RFQ message

You can adapt the text below when contacting suppliers:

Subject: RFQ for EPC steel structure fabrication package

We are preparing an EPC steel structure package and would like your quotation for fabrication and export delivery support. Please review the attached drawings and provide your price, production lead time, included scope, excluded items, quality document list, packing approach, and delivery terms. The estimated steel quantity is [insert tonnage], destination is [insert country or port], and required delivery schedule is [insert date]. Please also list any missing information needed for a firm quotation.

Final check before sending the RFQ

• Have all suppliers received the same drawings and standards?
• Is the required scope clearly marked as included or excluded?
• Are coating, packing, and delivery terms defined?
• Are required quality documents listed?
• Does the RFQ ask suppliers to identify missing information?

Buyer follow-up questions

How should buyers use this page?

Use it as a practical review aid for steel structure rfq template for epc contractors. The page helps the buyer confirm what must be checked, what evidence should be requested, and which follow-up actions should be closed before the package moves to the next procurement step.

When should this review happen?

Use it before issuing an RFQ or when quotations are difficult to compare because drawings, scope, or assumptions are unclear.

What evidence should be kept?

Keep the records that prove the decision, especially drawings, revision status, scope boundaries, material and coating standards, destination data, schedule assumptions, and supplier exclusions. Photos, comments, approvals, open issues, and closeout notes should stay linked to the relevant drawing, supplier reply, shipment, or handover record.