Direct answer
A usable pool equipment RFQ template fixes the project data, attaches one drawing set and one bill of materials, lists the documents required inside the quotation, and forces every bidder to reply line by line. The template is a brief, not a purchase order.
Key takeaways
- Send the same file to every bidder; do not brief one supplier by phone and another by email.
- Ask for exclusions in writing. Silence is not inclusion.
- Require data sheets for every substitution at quotation stage.
- Pair this template with the quote-comparison method before you award anything.
Copy the blocks below into your own document. How to run the process is in the RFQ guide. How to score replies is in compare pool equipment quotes.
1. Project header
- Project name and site location (climate matters);
- Residential or commercial; indoor or outdoor;
- Pool dimensions and volume (or attach the volume calculator result and the drawings);
- Governing code, if any;
- Target quotation date and required delivery window.
2. Attachments the bidder must use
- General arrangement and hydraulic schematic from the drawings and BOM checklist;
- Equipment schedule from the package checklist;
- Cover measurement sheet and component list, if a cover is included;
- Electrical constraints: voltage, frequency, phase.
3. Scope statement to paste
Please price every line on the attached equipment schedule. Do not add alternative packages in the base bid. If you propose an equivalent, list it on a separate line with a data sheet and show the difference in design flow, head, filter area or output. State exclusions explicitly.
4. Documents required inside the quotation
- Data sheet for each priced item;
- Installation clearance and drainage notes;
- Warranty text;
- Spare-parts list with prices;
- Packing and delivery point, especially if the order may be imported — see the importing checklist.
5. Response format
Ask bidders to return a table with these columns: item, specified product or equivalent, quantity, unit price, extended price, lead time, notes/exclusions.
6. Evaluation notice
State that completeness, compatibility and documentation will be evaluated with price, using the method on the comparison page. Related working documents are in the Tools & Templates hub.
Frequently asked questions
Can I use this template for a cover-only inquiry?
Yes. Keep the project header and documentation block, replace the equipment schedule with the cover component list, and attach the measurement sheet.
Is this a legal contract form?
No. It is an editorial briefing template. Have your own commercial terms reviewed before you issue a binding order.
Sources
- Installing and Operating an Energy-Efficient Swimming Pool Pump — U.S. Department of Energy Accessed August 22, 2026.
- Model Aquatic Health Code — U.S. Centers for Disease Control and Prevention Accessed August 22, 2026.
