How to prepare a ship stores RFQ that suppliers can quote correctly

What should a ship stores RFQ contain?

A ship stores RFQ should contain everything a supplier needs to price and deliver without asking back: the vessel and port details for the whole order, and for every line an IMPA code, an exact description, a quantity and a unit of measure. Anything left open is either guessed by the supplier or priced with a safety margin.

Think of the request in two parts. The header describes the order: who is buying, which vessel, where and when it is delivered, which documents and payment terms apply. The lines describe the goods. The sections below follow that order.

Which vessel and delivery details does the supplier need?

Give the vessel name, its IMO number, the delivery port, the expected arrival and departure, and the delivery mode. A supplier uses these to check that the order can be put aboard in the time the ship will actually be there.

• IMO number. It is the letters "IMO" plus seven digits, assigned once to a ship and kept when the ship changes name or flag, according to IMO. It removes doubt when names are similar.
• Port and ETA/ETD. Name the port (and berth, terminal or anchorage if known) and state ETA and, where available, ETB and ETD. A ship staying only a few hours changes what a supplier can promise.
• Delivery window. Say the earliest and latest date you can accept goods, not just "urgent".
• Delivery mode. Alongside, by launch to an anchorage, or through the port agent, or to an address on land.
• Contact. A name, e-mail and phone reachable during the port call, and the port agent's contact if one is appointed.

How do I write each RFQ line?

Write each line as IMPA code, exact description, quantity and unit of measure (UOM). The IMPA Marine Stores Guide ties each six-digit code to one specific description, so the code removes most ambiguity; the description and UOM confirm it. Where an item has a maker's part number, give that too.

The three lines below use codes and descriptions recorded in this site's IMPA reference (checked against the public ShipServ catalogue). The UOM column shows what you would typically write; confirm the unit the catalogue lists for the code before sending.

Lines 1 and 2 differ only in size, and sizes are separate codes, which is why guessing "a 12 or 14 mm shackle" is a mistake. For technical spares, add maker, model, serial number, dimensions, material and any acceptable alternative brand. See what an IMPA code is.

Which documents, packing, currency and payment terms should I ask for?

State them in the RFQ, before quoting, not after delivery. Typical requests are a delivery note, invoice, packing list, certificate of conformity, safety data sheet or product data sheet for chemicals and paints, warranty, and any class or calibration certificate the item needs.

• Packing and marking. Say how cartons or pallets must be marked (vessel name, port, PO number) and any limit on package size or weight for hoisting. These are your own requirements; there is no universal marking rule to quote.
• Currency. Ask for one currency (USD, EUR or local).
• Payment terms. Advance, credit with a number of days, or your company standard.
• Quote validity. Ask how many days the prices hold. A quote that expires before your purchasing approval is of little use.
• Substitutes and partial delivery. Say whether alternatives or split deliveries are acceptable.

What are the most common RFQ mistakes?

The most common mistakes are a missing UOM, an ambiguous size, no port or ETA, and mixing different kinds of goods in one list.

• Missing or unclear UOM. "10 boxes", "10 cartons", "10 kg" and "10 pieces" are different orders. See units of measure in marine procurement.
• Ambiguous size. "Shackle 12" could be millimetres or a fraction of an inch, and could be a bow or a straight shackle. Give the unit and the type.
• No port or ETA. Without them the supplier cannot judge availability or logistics.
• Mixing provisions and spares. Fresh food, deck stores and engine spares are usually sourced from different suppliers with different lead times. Group lines by category or send separate requests.
• Code and description disagree. If the code says one thing and the text another, the supplier has to ask, or picks one.

How do I compare the quotes I get back?

Compare quotes line by line on the same basis, not by the grand total alone. Put each reply in the same currency, check that every line is priced for the same code, quantity and UOM, and note what is excluded.

1. Check coverage: are all lines quoted, any substituted or missing?
2. Check the unit price against the unit you asked for.
3. Compare delivery cost, delivery date against your window, and validity.
4. Compare documents and payment terms offered.
5. If you asked for per-port quotes, keep them in separate columns.

A lower total that leaves out three lines, or quotes a different pack size, is not cheaper.

Next step

Search the catalogue for a rope or shackle to find the IMPA code, then put the lines into the RFQ cart, or send your own list as a document. How ShipsBay works explains what happens after you send.