A Real RFQ Question: What Does the Quoted Price Include?

In an anonymized Cablum RFQ exchange, a buyer supplied a drawing and specified the order quantity and trade terms. After receiving a quotation, the buyer asked whether the price was based on the original manufacturers and part numbers shown in the drawing.

If alternatives were included, the buyer wanted to know:

• The alternative manufacturer and part number.
• How electrical, mechanical and dimensional characteristics compared.
• Whether datasheets or specification sheets were available.
• Whether a separate quotation could be provided using the specified components.

Cablum clarified that the quotation used proposed alternative components. For that particular sourcing request, the minimum order quantities for the specified parts exceeded the requested production lot.

A quotation needs a clear component basis as well as a price. This exchange does not establish that the buyer approved the alternatives or that the assemblies completed qualification.

1. State the Component Basis in the Quotation

“Built to your drawing” should not leave the buyer guessing about substitutions. Where the drawing specifies a manufacturer and part number, highlight any proposed departure.

2. Ask for Identifiable Alternatives

A description such as “equivalent connector” is not enough to identify what will be supplied.

For each proposed alternative, request the manufacturer, complete part number and available supporting documentation. Where relevant, also identify the associated terminals, housing, seals or mating components.

This gives both parties a specific proposal to review. It also helps prevent an approved sample and a later production order from referring to different component configurations. See our wire harness BOM requirements guide for organizing component references.

3. Treat Equivalence as a Review Question

An alternative may appear similar without having all the characteristics required for the intended application. Depending on the project, the comparison may need to address:

• Electrical requirements: applicable ratings and connection requirements.
• Mechanical requirements: mating arrangement, locking features and assembly interfaces.
• Dimensions: fit within the equipment and compatibility with the mating part.
• Application conditions: environmental or other requirements specified by the customer.
• Verification: documents, samples or tests needed to resolve outstanding questions.

A supplier’s statement of equivalence should be supported by information relevant to the project. Datasheets can support that review, but should not be presented as proof that the completed assembly has passed application-specific validation.

If a characteristic has not been verified, mark it as pending rather than assuming it matches.

4. Separate Component MOQ From Harness Order Quantity

The number of finished harnesses required is not necessarily the same as the purchasing quantity available for every component.

In the RFQ described above, the specified-component MOQ was a constraint for that particular order. This is not a universal rule about original-brand parts or small-batch production.

When a sourcing constraint affects the quotation, ask the supplier to clarify:

• Which component is affected.
• What purchasing constraint applies.
• Whether an exact-component quotation is currently available.
• Whether a proposed alternative can be submitted for review.

An alternative is an option to evaluate, not an automatic authorization to change the BOM.

5. Record Approval Before Production Release

Keep the proposed configuration and the approved configuration distinct.

If an alternative is accepted, record the agreed manufacturer and part number in the appropriate controlled project document. The quotation, BOM and any sample-approval record should refer to a consistent configuration.

If approval is still pending, state that clearly. A discussion about alternatives—or a request for their datasheets—does not itself mean the customer has approved their use. See revision control requirements for related document-control considerations.

Component Comparison Template

Use a separate record for each proposed substitution.

The table is a review aid, not a substitute for the customer’s engineering approval process.

Copy-and-Paste RFQ Wording

Please confirm whether your quotation uses the exact manufacturers and part numbers specified in our drawing and BOM.

If you propose alternatives, list each substitution separately and provide the manufacturer, part number, available datasheet or drawing, and any known differences relevant to our requirements.

Please identify any sourcing constraints affecting the specified components. Do not use proposed alternatives in production without our written approval.

Before Approving a Proposed Alternative

What if a datasheet is unavailable?

Record the missing evidence and ask what drawing, sample or verification information can be provided. Do not mark the item as equivalent simply to close the quotation. Identify who will decide whether the remaining evidence is sufficient for the intended application.

What if the connector fits but other characteristics remain unverified?

Keep the fit result separate from the unresolved electrical, environmental or other requirements. A successful fit check should not be described as approval of every required characteristic.

What should happen after approval?

Identify the approved part and supporting document revision in the controlled project records, and confirm which order or build the approval covers. Avoid leaving the production configuration defined only by an informal description.

If component approval is still pending, clarify its effect using the lead-time starting-conditions checklist. For repeat batches, keep the approved configuration tied to the current order and separately labeled forecast.

Compare Quotes on the Same Component Basis

Once the proposed components are aligned, use our wire harness quote breakdown to distinguish unit prices, one-time charges and material purchasing costs before comparing suppliers.