Surgical Instrument Procurement: What to Compare Before an RFQ
A request for quotation (RFQ) is only as useful as the information in it. A precise RFQ gets you accurate prices faster and makes quotations from different suppliers comparable. This guide covers what to include and what to compare when the quotes come back.
What to include in your RFQ
Product details
- Instrument name and pattern, for example Mayo-Hegar needle holder
- Length or size, for example 16 cm or 18 cm
- Catalog or product code, if you have one
- Stainless steel grade or performance requirements
- Finish (satin or polished) and any tungsten carbide inserts
- Quantity per instrument, and expected reorder volumes
Packaging and documentation
- Packaging configuration, for example individually protected in export cartons
- Documents you need for import and registration in your market
- Whether you need technical sheets or material certificates before ordering
Delivery
- Destination city and country
- Preferred delivery term and shipping method (air or sea)
- The date you need the instruments by
Comparing quotations like for like
Specifications
Check that each quote matches your request line by line: same pattern, size, grade and finish. A lower price for a different grade or finish is not a saving.
Delivery terms (Incoterms)
The delivery term decides who pays for what and where responsibility passes. Common terms include:
- EXW (Ex Works): you collect from the supplier’s premises and handle everything after that.
- FOB (Free on Board): the supplier delivers the goods on board the vessel at the port of shipment; sea freight only.
- CIP (Carriage and Insurance Paid): the supplier pays freight and insurance to the named destination; risk passes to you when the goods are handed to the first carrier.
- DAP (Delivered at Place): the supplier arranges and pays freight to your named place; you handle import clearance, duties and taxes.
Quotes on different terms are not directly comparable until you add the costs each one leaves to you.
Payment terms and currency
Compare the advance required, when the balance is due and the currency of the quote. An advance with the balance due before shipment is common in made-to-order supply.
Lead time and validity
Separate production time from transit time, and note how long the quoted prices remain valid. Treat estimates as estimates; a supplier that explains how the schedule is confirmed is more useful than one that promises fixed dates up front.
What is included
Check whether inspection, a QC report, export documents and packaging are included in the price or charged separately.
Estimate the total landed cost
The unit price is only part of the cost. Add freight and insurance where the term leaves them to you, customs broker fees, import duties and VAT, and any registration costs in your market. Sea freight is usually cheaper for large or heavy orders but takes longer; air freight suits smaller or urgent orders.
RFQ checklist
- Instrument, pattern, size and code for every line
- Grade, finish and quantity
- Packaging and documents required
- Destination, delivery term and target date
- Quotes compared on the same specification and term
- Payment terms, validity and inclusions confirmed
- Landed cost estimated
Request a quote from Precivaro
Precivaro quotes in US dollars on DAP or CIP terms, and usually responds within 1–3 business days. Browse the surgical instrument catalog to build your list, read about sourcing for distributors, follow the full surgical instrument procurement guide, or send your RFQ directly.