An RFQ for new network equipment should let a seller quote the exact item, with the paperwork and warranty you need, so that two quotes can be compared line by line. This checklist and copy-paste template show what to specify and how to evaluate the replies.

The short answer

Vague requests produce vague quotes. A request that says "Catalyst 9300 switch, 10 units" can be answered with several different products. Specify these ten things and most disputes never start:

  1. Exact part number, including suffix and any licence or bundle designation
  2. Quantity, and whether partial fulfilment is acceptable
  3. New, factory-sealed units, with any alternative part number listed separately
  4. Accessories that must be included
  5. Software version and licence requirements
  6. Destination country and importer of record
  7. Documentation: serial numbers and proof of origin
  8. Seller warranty period, in writing
  9. Delivery terms, using a named Incoterms rule
  10. Evaluation criteria, so sellers know what you will compare

Why the part number needs its suffix

Network part numbers often carry suffixes that change what you receive: a regional power-cord code, a software image, a licence tier or a bundle. Two items can share a base model and still be different products. Quote the full string from your design, or from the unit you are replacing, and say whether an alternative is acceptable. Our guide to Cisco part numbers explained shows how to read the pieces. A seller who substitutes a "close" part number without telling you has quoted a different product.

New, factory-sealed units

State that every line must be new and factory sealed, and ask the seller to confirm this on the quote. If provenance matters to you, ask how the stock was sourced. Require any proposed alternative part number to appear as its own line rather than as a silent substitute, so you can check it against your design before accepting it.

Accessories and modules

Chassis switches and many appliances are sold without parts they need to work. Check each line for:

  • power supplies (quantity and AC or DC), and power cords for your country
  • fans or fan trays
  • rack-mount kits and cable management
  • network modules, uplink modules and transceivers
  • management cables, brackets, blanking panels and stack cables
  • storage or memory, for appliances that take it

Ask the seller to list what is included, per line, and state whether items are original or generic. Our returns and warranty page sets out our own terms; use your RFQ to record what you want from any seller.

Software and licences

Hardware, software image and licence are three separate questions. State the minimum software release you need, whether the unit must arrive with a stated release, and which licence tier or feature set the design relies on. Say whether you need licences transferred, new licences issued, or neither. Support contracts are a further question again. Licences and support contracts explains how to separate them. Do not accept "licence included" without the licence name and what it covers.

Destination country and importer of record

Give the country of use and the delivery address. State who will be the importer of record, meaning the party responsible for the customs entry. Duties, taxes and import permits depend on the destination and on who acts as importer, so ask for them to be stated as included, excluded or to be confirmed, rather than guessed. If the equipment contains encryption, ask the seller to flag any export or import conditions they know of.

Documentation

Ask for the following with the quote, or before shipment:

  • serial numbers, supplied before dispatch where possible
  • photographs of the items and their labels, if you need them before dispatch
  • confirmation of origin and how the stock was sourced
  • the invoice and packing list format your finance team needs

Seller warranty in writing

Ask for the seller warranty period in months, the start date (delivery or ship date), the remedy offered, and how a claim is made. Get it written on the quote and again on the invoice. Keep seller cover separate from any manufacturer warranty or support, which you must confirm independently. Our own terms are on the returns and warranty page.

Delivery terms and Incoterms

Name an Incoterms rule, a named place and the version. The International Chamber of Commerce describes Incoterms rules as a set of eleven three-letter trade terms that clarify the tasks, costs and risks involved in delivering goods from sellers to buyers. A usable entry reads like "FCA, named place, Incoterms 2020" or "DPU, named destination, Incoterms 2020". ICC's Incoterms 2020 page says the rules allocate costs, risk and obligations and notes that CIF is reserved for maritime trade, so check it suits your mode of transport. Confirm the full list and meanings from the ICC publication before you rely on a term. State separately who arranges insurance and who handles customs clearance at destination.

RFQ template

Copy, fill in and send.

SUBJECT: RFQ - [project / reference] - [date]

1. REQUESTER
   Company:
   Contact name / email / phone:
   Response needed by (date, time zone):

2. ITEMS (one block per line)
   Line #:
   Manufacturer:
   Exact part number (including suffix):
   Acceptable alternatives (yes/no, list):
   Quantity:
   Partial fulfilment acceptable (yes/no, minimum):
   New and factory sealed (required):

3. ACCESSORIES INCLUDED (per line)
   Power supplies (qty, AC/DC, power-cord type):
   Fans / fan trays:
   Rack kit:
   Network / uplink modules, transceivers:
   Cables, brackets, other:
   Original or generic (state which):

4. SOFTWARE AND LICENCES
   Minimum software release:
   Release the unit must arrive with (if any):
   Licence name / tier required:
   Licence to be transferred, newly issued or none:
   Support contract needed (separate quote, yes/no):

5. DESTINATION
   Country of use:
   Delivery address:
   Importer of record:
   Duties and taxes: included / excluded / to be confirmed

6. DOCUMENTATION REQUIRED
   [ ] Confirmation that every unit is new and factory sealed
   [ ] Serial numbers before dispatch
   [ ] Photos of labels
   [ ] Statement of source / origin
   [ ] Invoice and packing list in this format:

7. SELLER WARRANTY
   Period wanted (months):
   Starts from (delivery / dispatch):
   Remedy (repair / replace / refund):
   Claim process and contact, in writing on quote and invoice

8. DELIVERY
   Incoterms rule, named place, version:
   Insurance arranged by:
   Customs clearance at destination by:
   Required delivery date or window:

9. EVALUATION CRITERIA (weights, total 100)
   Total landed cost:
   Proof of origin and serial numbers:
   Warranty terms:
   Delivery terms and timing:
   Documentation:
   Seller references / history:

10. QUOTE MUST STATE
   Quote validity period, payment terms, currency,
   exact part numbers quoted, and any deviations from this RFQ.

Evaluating the replies

Put each quote in a table with the same columns and check deviations first. A lower price that quietly changes the part number, drops the power supplies, shortens the warranty or uses a different Incoterms rule is not a lower price for the same thing. Compare total landed cost, which includes freight, insurance, duties and taxes you will bear under the stated terms. Score the rest using the weights you published in the RFQ. Ask follow-up questions in writing and keep the replies with the order.

Common mistakes

  • Giving a base model without the suffix, then receiving a different variant.
  • Accepting an alternative part number that was substituted rather than listed as its own line.
  • Leaving out power supplies, fans, rack kits or modules and finding the unit cannot be installed.
  • Not saying who is importer of record, so duties and clearance fall on whoever is nearest.
  • Accepting a verbal warranty period, or one that appears only on a web listing.
  • Writing an Incoterms rule with no named place or version.

FAQ

What should a network equipment RFQ include?

Exact part numbers, quantity, accessories, software and licence needs, destination and importer, documentation, warranty period, delivery terms and evaluation criteria.

How do I confirm the units are new?

Ask the seller to confirm on the quote that every line is new and factory sealed, to supply serial numbers before dispatch, and to state how the stock was sourced. A general statement about the seller's process is not evidence for your units.

Which Incoterms should I use?

It depends on who you want to carry cost and risk at each stage. Name the rule, the place and the Incoterms version, and read the ICC guidance on choosing a term.

Should the warranty be in the RFQ?

Yes. State the period you want, then check that the quote and invoice repeat it.

What to include in your quote request

  • Exact part numbers with suffixes, and acceptable alternatives
  • Quantity per line
  • Accessories: power supplies, fans, rack kits, modules
  • Software release and licence needs
  • Destination country and importer of record
  • Documentation: serial numbers and proof of origin
  • Seller warranty period wanted
  • Incoterms rule, named place and version

Send the completed template with your quote request.

Download: the network equipment RFQ template (Excel) has this template laid out as a fill-in workbook.