How to Write an RFQ That Attracts Top Automation Contractors

A Request for Quotation (RFQ) is how companies find contractors for large-scale automation projects — the ones too big for a single hourly contract and too complex for a standard job posting. Plant-wide control system upgrades, multi-line SCADA implementations, greenfield facility automation, and MES integrations are all RFQ-level projects. Writing an effective RFQ is the difference between receiving five detailed proposals from qualified system integrators and receiving no responses at all. ## What Makes Automation RFQs Different Automation RFQs are not the same as procurement RFQs for commodity materials or standard equipment. You are not buying 500 identical widgets — you are defining a custom engineering project that requires the contractor to understand your process, design a solution, estimate effort, price materials, and commit to a delivery timeline. The more clearly you define the project scope, the better proposals you will receive. Poorly written automation RFQs produce one of two bad outcomes: either you get no responses (qualified contractors will not bid on vaguely scoped projects), or you get lowball bids from contractors who interpret the scope narrowly to win the award, then bury you in change orders during execution. An extra day spent on a clear, complete RFQ saves weeks of scope disputes later. ## Essential Elements of an Automation RFQ ### 1. Project Overview and Business Context Start with a one-paragraph executive summary: what is the project, why is it happening, and what does success look like. Contractors bid more competitively and deliver better solutions when they understand the business context. **Example:** "ABC Foods is upgrading the batching and mixing control system on Lines 3 and 4 at our Springfield, Illinois facility. The existing system uses Allen-Bradley PLC-5 controllers with RSView32 SCADA, originally installed in 2004. The PLC-5 platform is end-of-life and replacement parts are no longer available from Rockwell Automation. The project goal is to migrate to ControlLogix controllers with FactoryTalk View SE SCADA while maintaining production capability throughout the transition. The batching system processes 12 recipes with 47 ingredients and produces 2,400 tons per week. The project must be completed during our annual shutdown window in Q3 2026." This single paragraph tells a qualified contractor almost everything they need to know: the scope (2 production lines), the current platform (PLC-5/RSView32), the target platform (ControlLogix/FTView SE), the constraint (maintain production during migration), the scale (12 recipes, 47 ingredients, 2,400 tons/week), and the timeline (Q3 2026 shutdown). A contractor can immediately assess whether they have the skills and availability to bid. ### 2. Technical Scope of Work Break the project into discrete deliverables. For automation projects, this typically includes: **Hardware specification and procurement:** List the major equipment categories. Specify whether the contractor is responsible for hardware procurement or if you are purchasing and they are specifying. Identify any preferred brands or mandatory platforms — if your facility is standardized on Allen-Bradley, say so upfront. **Software development:** Define the control system software deliverables. How many PLC programs? How many HMI/SCADA screens? What level of alarming and trending? Is historian integration required? Are there recipe management requirements? What programming languages are acceptable (Ladder Logic, Structured Text, Function Block)? **Electrical design:** Specify if panel design, layout, and fabrication are included. Reference applicable electrical standards (UL508A, NFPA 79, NEC). Provide voltage and power distribution information. **Installation and commissioning:** Define who installs what. Some companies handle conduit and wire pull internally and hire the contractor only for termination, checkout, and commissioning. Others want turnkey installation. Clarify the split. **Documentation:** Specify deliverable documents. Common requirements include electrical schematics (AutoCAD or EPLAN), PLC program documentation, HMI/SCADA screen documentation, network architecture diagrams, I/O lists, and operation and maintenance manuals. **Training:** If operator or maintenance training is required, specify the audience, duration, and whether training should use the actual installed system or a separate training environment. ### 3. I/O Count and System Scale Provide your best estimate of the system size. The I/O count — the number of discrete inputs, discrete outputs, analog inputs, and analog outputs — is the primary metric contractors use to estimate programming effort and hardware cost. If you have an existing I/O list, include it as an attachment. If not, provide approximate counts by category: "Approximately 450 discrete I/O (200 DI, 150 DO, 50 AI, 50 AO) across 2 production lines, 8 motor control centers, and 2 batching systems." Even approximate numbers are far more useful than no numbers. ### 4. Network and Communication Requirements Specify the industrial network protocols in use or required: EtherNet/IP, PROFINET, Modbus TCP, DeviceNet, HART, Foundation Fieldbus. Identify integration points with other systems — MES, ERP (SAP, Oracle), historians (OSIsoft PI, Aveva Historian), building management systems. Specify cybersecurity requirements and network segmentation expectations. ### 5. Site Conditions and Constraints **Environmental:** Temperature, humidity, hazardous area classifications (Class I Div 1/2, ATEX), cleanroom requirements, outdoor/indoor. **Access:** Working hours, escort requirements, badging process, safety training requirements (OSHA 10/30, GMP, ITAR), drug testing and background check requirements. **Production constraints:** Can the system be taken down for migration, or must it remain operational? If phased, define the phases and the acceptable production impact during each phase. **Existing infrastructure:** What exists today that the contractor must work with or around? Legacy equipment, cable trays, panel space, power availability. ### 6. Commercial Terms **Budget indication:** You do not need to reveal your exact budget, but indicating a range prevents wasted effort on both sides. "The project budget is in the $500,000 to $750,000 range for controls engineering and programming, excluding hardware procurement" gives contractors enough information to assess fit. **Payment terms:** State your standard payment terms (net-30, net-45, net-60) and any milestone-based payment structure. Automation projects commonly use milestone payments: 20 percent at award, 30 percent at factory acceptance test (FAT), 40 percent at site acceptance test (SAT), 10 percent at final closeout. **Contract type:** Fixed-price, time-and-materials, or hybrid? Fixed-price works well for clearly defined scopes. Time-and-materials works better for projects where scope may evolve during execution. Many automation projects use hybrid structures — fixed-price for engineering and programming, time-and-materials for commissioning where the duration is harder to predict. ### 7. Evaluation Criteria Tell bidders how you will evaluate proposals. Common criteria for automation RFQs: technical approach (35 percent), relevant experience and references (25 percent), team qualifications (15 percent), schedule (15 percent), and price (10 percent). Notice that price is often the lowest-weighted criterion in automation RFQs — the cheapest bid is rarely the best value for complex technical projects. ### 8. Submission Requirements and Timeline Specify the proposal format, page limits, required sections, and submission deadline. Provide a point of contact for technical questions. Most well-run automation RFQs include a pre-bid meeting or site visit where prospective bidders can see the existing installation and ask questions. **Example timeline:** RFQ issued March 1. Pre-bid site visit March 8. Questions due March 15. Addendum issued March 18. Proposals due March 25. Evaluation complete April 5. Award notification April 10. ## Common RFQ Mistakes to Avoid **Being too vague:** "Upgrade the control system on Line 3" is not a scope of work. Contractors need specifics — existing equipment, target platform, I/O count, integration requirements, timeline, and constraints. **Omitting the I/O count:** Without an I/O count or estimate, contractors cannot price hardware or estimate programming effort. You will get wildly varying bids or no bids at all. **Requiring unrealistic timelines:** A 2,000 I/O control system migration takes 3 to 6 months of engineering, fabrication, and commissioning. Asking for it in 6 weeks eliminates qualified contractors from the bidding and attracts only those willing to cut corners. **Overspecifying the solution:** Define the problem and the requirements, not the solution. "Provide a batching control system that manages 12 recipes with 47 ingredients" is better than "Program ControlLogix using AOIs with a specific naming convention I will provide later." Let the contractor propose their approach — it is what you are paying them for. **Ignoring the existing installation:** If the contractor must work around existing equipment, legacy wiring, or operational constraints, describe them in detail. Undisclosed site conditions cause change orders and schedule delays. ## Post Your RFQ on Automate America Automate America's RFQ platform connects companies with qualified automation contractors for large-scale projects. Posting an RFQ is free, and your project reaches thousands of automation professionals and system integrators. RFQs can be posted anonymously to protect competitive intelligence during the bidding process. Applicants submit quotes that are parsed and organized for easy comparison. Create your RFQ today and connect with the automation contractors who can deliver your next project.