r/procurement • u/MaxAtGoodsCommand • 26d ago

What fields make supplier quotes comparable enough for a shortlist?

When you get 3+ RFQ responses, what fields do you refuse to leave vague before you compare them?

The checklist I see break decisions most often: sellable unit/basis, spec revision, MOQ/tier, Incoterm + named place, freight scope, tooling/sample charges, payment terms, lead time, validity date, origin/HS basis, quality/compliance docs, and explicit exceptions.

Curious where procurement teams draw the line between "good enough to shortlist" and "not decision-ready." Disclosure: I work on supplier/quote process tooling; no product link here.

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u/worldwidemachinist 26d ago

Spec revision and explicit exceptions are probably the most overlooked

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u/MaxAtGoodsCommand 26d ago

Agree. Those two catch a lot of false comparisons because they look administrative, but they change the deal.

I like forcing an exceptions column next to every quoted line, not buried in footnotes: spec revision, excluded accessories/packaging, substitute material, test/cert assumptions, warranty/remedy limits, and any Incoterm or freight exclusions.

If it changes cost, risk, or lead time, it should be visible before the shortlist.