You can begin a decorative lighting RFQ without having a comprehensive drawing package. In the initial design phase, a quotation for the project budget can be generated by supplying reference images, basic dimensions and quantity estimates. The quotation can be developed from a preliminary estimate to a formal project quotation as material specifications, electrical requirements, installation details and quantities become more clearly defined.
This article will detail what information and documents you need to have ready at various stages of a decorative lighting RFQ, and those that directly affect the cost of the quote, in addition to how to structure all of the documents to allow the manufacturer to evaluate and quote the same way.
1. What Information Should You Prepare Before Submitting a Decorative Lighting RFQ?
An RFQ (Request for Quotation) is not intended to be a “one shot” and all the design papers are distributed simultaneously. Rather, it helps the manufacturer to know the requirements of your project and assess the manufacturing process, the complexity of production and pricing.
1) Basic Product Information
Always, when possible, determine the type of lighting product you are looking to buy, such as a Pendant Light, Wall Light, Table Lamp, Floor Lamp or a Custom Decorative Chandelier for large commercial projects and hotels. If you’re already using a product, include images, model numbers, website links or sample images. If the customer is specifically interested in a custom project, even when drawings are not provided, a clear reference image that shows the overall design can be sufficient for the manufacturer to make an initial assessment of references for product structure, material direction and process.
If there are more than one lighting fixture in your project, give each fixture a different product code and ensure that this code is used throughout the images, drawings and in the BOQ.
Product Intent Image
2) Confirmed Specifications and Items Requiring Recommendations
Not all specifications need to be completed for an RFQ. In a lot of instances, the product appearance is already confirmed with the designer at the inquiry stage and the designer is still asking the manufacturer for technical details like LED drivers, surface finishes, dimming systems etc. Therefore, you should divide your needs into two classes: “Confirmed Needs” and “To Be Recommended Needs.
You might have settled on a 1200 mm diameter, a matte brass finish and a suspended mounting solution, but left the driver brand, metal thickness and packaging solution to the supplier to recommend. This approach keeps the quotation basis consistent while allowing manufacturers to propose more practical production solutions based on their experience. It also produces more accurate quotations than simply sending a request that says, “Need quotation.”
3) Purchase Quantity and Delivery Requirements
The amount that you buy will have an impact on the manufacturing cost, production processes, and prices. State the sample, first order size and the estimated production size in your request for quotation. Although the quantities may vary in the future, this information can help the manufacturer decide if tooling is needed; choose the proper production process; and provide a volume pricing system.
It’s also important to mention your lead time and delivery needs during the inquiry period, such as: partial shipment, acceptable, preferred air or sea freight, and country of destination. If available, include a planned schedule of installation for hotel, commercial complex or other construction projects. This means that the manufacturer can be more informed about the production planning rather than take on the last minute delivery orders once the quotation has been given.
4) Project Application and Installation Environment
Material selection, electrical configuration, surface treatment, certification requirements are all elements of the project application that will impact the project. The other information required is the hotel, residence, restaurant or commercial space where it will be installed, the environment it will operate in, and the target market.
A single piece of brass pendant light can be treated and given a certain degree of corrosion protection in a hotel lobby, but, say, in a coastal resort it could be totally different. Certifications, voltages and lamp holder specifications can also vary depending on the product being supplied to North America and Europe. The more precise this information is, the more precise the quote will be from the manufacturer, and the closer it will be to the actual project conditions.
2. What Drawings and Documents Should Be Provided for an RFQ?
Project documentation is different for each project. In the case of a standard product a reference picture may be sufficient at the beginning of an inquiry. The more detailed technical drawings and documents help the manufacturer give an accurate quotation and can help bring to light any manufacturing and installation challenges, as early as possible, in custom lighting or engineering. You don’t have to submit all of these documents at once. In the concept phase, it can be enough if it’s shown in pictures or sketch. Typical document requirements for custom quotation are dimensional drawings, typical requirements for engineering projects are CAD drawings, 3D model, a Lighting Schedule and a BOQ.
1) Product Images or Reference Photos
Product images are one of the most frequently used RFQ documents and is an excellent starting point for the manufacturer to determine the type of product and manufacturing complexity. Images can be from design drawings, finished architectural work, samples, brand websites or social media but must be easily recognisable and include a clear view of the product and overall form.
Product Reference Image
When possible, include images from multiple angles, including from the front, side, overhead and close up shots. This usually enables the manufacturer to determine the structure, the type of material used, and probably the manufacturing method with greater precision. When dealing with custom hotel fixtures, it is also a good idea to provide renderings of the fixture in the space in order to see how the fixture fits into the overall scale and proportions.
2) CAD Drawings
CAD drawings describe the dimensions, structure and relations between the main parts of the product, and installation. They are one of the most commonly used technical documents for custom projects. CAD drawings help to minimise interpretation uncertainty of product dimensions and structure when compared to product images and generally improve the accuracy of quotations.
CAD drawings issued for RFQ purposes do not need to be complete production drawings. The minimum requirement should be for them to have the principal dimensions of the product, how the product is mounted, important structural dimensions and the key connections. When the architectural design, MEP design, or ceiling design has already been designed, it will also be beneficial to the manufacturer to provide the manufacturer with the necessary installation-location drawings.
Product CAD Drawing
3) 3D Models
On the other hand, a 3D model gives a clearer perspective of the product geometry for decorative light products with complex shapes and forms, and is also becoming an important reference tool for quotation and technical evaluation on many engineering projects. Common formats include STEP, IGES, SolidWorks, Rhino and 3DM.
The geometry of a product is the primary aspect of a 3D model, and this cannot fully replace the 2D engineering drawings. Details of material specification, surface finish, wiring and assembly are still to be added by drawings or technical notes.
Product 3D Model
4) Hand Sketches or Design Concept Drawings
At the early project stage, many designers only have concept sketches or a general design direction and have not yet completed formal drawings. These materials can still be used for an RFQ. Manufacturers can normally combine the sketch with experience from similar projects to propose a preliminary manufacturing solution and provide a budget quotation.
To reduce interpretation errors, mark the main dimensions, intended materials, color requirements, and mounting method on the sketch wherever possible. For example, adding information such as “Approx. Ø1200 mm,” “Brushed Brass,” “Opal Glass,” and “Suspended Mounting” can significantly improve the value and accuracy of the quotation.
5) Lighting Schedule or BOQ
The Lighting Schedule or BOQ (Bill of Quantities) is typically one of the most critical RFQ documents for hotels, commercial buildings and large engineering projects. This enables the manufacturer to get an instant overview of the types, specs, numbers and installation locations of the fixtures throughout the project without doing calculations from drawing to drawing.
A full Lighting Schedule typically lists fixture code, product name, installation area, number of fixtures, important fixture specifications, and comments. The primary emphasis of a BOQ is quantity take-off and procurement information. These forms not only enhance the efficiency of quotations in large projects with dozens or even hundreds of types of fixtures but also aid in the production scheduling and project management of such projects.
Lighting Schedule
3. What Factors Affect the Final Quotation?
For decorative lighting, the cost of the product is not just determined by the size of the product. The final cost can be affected by manufacturing processes, material choice, order quantities, certification needs, and delivery methods. When making custom projects, products can be similar but still be very different in manufacturing costs due to variations in technology demands. Defining these needs in the RFQ will help you get a more precise and meaningful quotation.
1) Degree of Customization and Structural Complexity
A customization level is generally the most important factor for the quotation. Standard products are made with proven processes and existing tooling, while custom products might necessitate structural redesign, new tooling, prototype manufacturing or adjustments to manufacturing processes. The added requirements add to both development and production expenses.
If, for instance, a chandelier, Ø1200 mm, is only supposed to be hung on a different height and/or has a different surface treatment, the price will only be minimally affected. But if the fixture structure needs to be redesigned, or the shape of the glass, or the additional cast decorative parts, then it may need new tooling, process validation and prototype development, which will add up to the quotation.
2) Materials and Surface Finishes
Materials, surface finishes, have impact on both the product appearance and manufacturing cost. It is not uncommon for the fixtures to have vastly different material costs, fabrication techniques, and production efficiencies when the base structure is constructed of brass, stainless steel or aluminum alloy. Hand blown glass, natural marble and K9 crystal also directly affect production costs as decorative materials.
Surface finishes also have an impact on cost. The processing methods, labor requirements, and production lead times are all different between standard powder coating, PVD vacuum coating, hand-applied antique finishes and high quality electroplating. Hence, in the RFQ avoid using general terms like “Gold Finish” or “Black Finish” and instead detail the specific material finish and surface treatment.
See Decorative Lighting Specification Guide: Dimensions, Surface Finishes, Voltage and Installation Requirements for material and surface finish specifications.
Surface Finish Samples
3) Order Quantity and Sample Quantity
One of the most important factors affecting the manufacturing of quotations is purchase quantity, which also has an impact on the unit cost. Different pricing structures are typically used for sample orders, small trial orders and mass production. Thus, give the quantity of the sample and the expected quantity of production separately.
The costs of new tooling or custom products are generally spread over the production order. The larger the order, the lower the cost of the tooling becomes for each unit. Some manufacturers also have tiered pricing based on the number of purchases. Giving the anticipated quantity in advance is helpful to get a better idea of what the actual cost of procurement will be.
4) Certification, Electrical Configuration, and Dimming Requirements
Certification and electrical specifications and control systems differ from country to country, and these influence product costs. The same fixture, for instance, that is exported to North America might need to have different types of drivers, lamp holders or certification programs in Europe.
If the project already has to meet UL, ETL, CE or other certification requirements, or includes dimming requirements as 0–10V, DALI or Casambi, make those requirements part of the RFQ from the outset of the project. If they’re confirmed early, design iterations are minimized and no need to update quotations repeatedly later.
For UL, ETL, CE, RoHS, and other market compliance requirements, refer to Decorative Lighting Certification Guide: UL, ETL, CE, RoHS, and Compliance Requirements.
UL Certification for Lighting Fixtures
5) Packaging, Transportation, and Delivery Requirements
Packaging and transportation also have an impact on the final quotation. Generally large chandeliers are shipped in modules, and glass chandeliers & crystal chandeliers or chandeliers with natural stone may need to be individually packaged in protective wooden crates or with protective cushioning to prevent shipping damage, or be individually numbered.
Lighting Fixture Packaging
Another cost element is delivery schedule. Rush orders can result in additional production scheduling costs, overtime work, material purchase costs and air freight costs. So please provide the requested delivery date in addition to the standard production lead time.
Any special shipping terms – air freight, full container sea freight, partial shipments, delivery to a warehouse in a certain country – should be detailed in the RFQ. In the case of engineering projects, it is best to consider these logistics requirements at the time of quotation, before ordering, not after.
4. How to Prepare a High-Quality Decorative Lighting RFQ?
It is not the quality of the documents that a good RFQ is about, but the quality of the RFQ itself. It should allow the manufacturer to easily see what is already confirmed and what recommendations are still needed. This reduces the back-and-forth in communication and increases the efficiency of quotations. It’s far easier to get complete, comparable quotations when all the information is presented in a consistent format, versus chopped up images, dimensions and notes.
1) Separate Confirmed Requirements from Items Requiring Supplier Recommendations
Do not wait until all the specifications are finalised to issue an RFQ. There are still many factors like brand of drivers, thickness of metal, way of connecting structures, etc., that are not decided at the quotation stage. Therefore it is recommended to split up the information in two parts: “Confirmed” and “To Be Recommended.
An example of these confirmed items could be:Product Size: Ø1200×H1800mm, Finish: Brushed Brass, Mounting Method: Suspended, Quantity: 50 Sets; An example of these items that might need to be supplier recommended would be metal thickness, LED driver brand, packaging method, and specific surface treatment. This clearly establishes what requirements are given as is and what are open for improvement depending on the manufacturers’ production experience. It also ensures that different suppliers prepare quotations on the same basis.
2) Organize All Documents Using a Consistent Product Coding System
If multiple lighting fixtures are in the project, use a different product code for each of them and continue to use the same code for images, drawings, BOQ, spec sheets and in email communications. For example: L-01 – Chandelier in the lobby, L-02 – Wall Light, L-03 – Pendant Light.
If you are dealing with dozens of types of fixtures, it’s easy to get the names mixed up during quotation, sampling, and production when the fixture files are named “Image1” and “Image2”. By providing a consistent coding system, suppliers can quote item by item and the system can ease sample approval, production tracking and after-sales support.
3) Specify Quantities, Target Price, and Required Delivery Date
The number of samples needed in addition to the estimated production quantity and the anticipated date of delivery, and the project address should be well defined in the RFQ. For instance: Sample Quantity: 2 pcs, Estimated Order Quantity: 100 pcs, Required Delivery Date: 30 September.
If the Project Budget is already known, it is also possible to offer a target price range, such as:Target Price: USD 280-320 / Set. The manufacturer may not be able to achieve the target price exactly but this information gives the manufacturer the opportunity to optimize the materials, manufacturing or the structure itself as the case may be, rather than offer a higher price configuration initially and then adjusting this offer several times later.
4) Clearly Identify Non-Negotiable Project Requirements
Some specifications can be optimized by the manufacturer, while others are mandatory and should be listed separately. Examples include:The overall dimensions and appearance must not be changed. The color temperature must be 3000K. The fixture must be compatible with the DALI control system. Natural marble must be used. UL certification is mandatory.
These requirements will have direct impact on materials, design of structure, electrical configuration and certification cost. However, if the different suppliers assume different conditions, they will not be able to be fairly compared in terms of their quotations. Make sure to designate the listed items in the RFQ as “Mandatory Requirements” or “Non-Negotiable Requirements”.
5) List All Questions That Require Manufacturer Feedback
Apart from the information of the project, the RFQ should also contain questions that you think the manufacturer will answer, including:Is the existing structure suitable for mass production?
Is there a lighter structural solution? Do you recommend alternative materials? Is new tooling required? What are the lead times for samples and mass production? Can you provide finish samples?
Having these questions in the RFQ will be much more efficient than sending multiple follow-up emails once the quotation has been received. It also enables buyers to compare the tech specs and engineering suggestions from various manufacturers.
5. Case Study: How Different RFQ Documents Affect the Quotation
The accuracy of an RFQ is directly related to the completeness of the document, and it is also key to the communication’s efficiency. Fully documented material doesn’t always mean cheaper material, but fewer assumptions have to be made by the manufacturer, all suppliers quote on the same basis, and it makes comparisons of quotes much more meaningful.
1) RFQ with Only a Reference Image
The most common form of RFQ, particularly in the early design phase. For instance, an email receiving an order could include just an image from Pinterest, the sentence “Please quote this chandelier”, and the quantity of purchase (Quantity: 20 pcs).
In such cases, the manufacturer can only make a guess of the product size, main materials, production process, and configuration of the light source. Therefore, the quotation is normally given as an estimate. Based on our experience with early-stage concept inquiries, the price may vary by 20% or even more. In the case of complicated art lighting fixtures, various manufacturers may choose totally various structural alternatives, leading to even higher cost discrepancies.
It’s highly recommended to include the estimated dimensions, purchase quantity, installation location and destination country if the only information you give is the reference image. This extra information enhances the quotation’s accuracy and worth.
2) RFQ with Dimensions, Materials, and Quantities
This is the most common RFQ format for hotels and commercial projects. Standard submission includes a product reference image, overall dimensions, Brass + Blown Glass, Quantity (80 Sets), 3000K and DALI Dimming.
This information would be used to determine whether additional tooling is required or if it could be used, what processes are required for the manufacture of metal products or glass, what light source is required, and the expected packaging size and the capacity of the container. The quotation will therefore usually be closer to the contract price and therefore provide a better basis to compare the cost with other suppliers.
If some technical specifications have not yet been finalized, the manufacturer will normally state the quotation assumptions, such as using 304 stainless steel, standard polyester powder coating, or a non-dimmable LED driver by default. The quotation can then be updated after the final specifications are confirmed.
3) Engineering RFQ with Complete Drawings and BOQ
A RFQ for engineering projects like hotels, apartments and commercial buildings generally contains images of the products, CAD drawings, 3D model (if available), a Lighting Schedule, a BOQ and Finish Schedule, and technical specifications.
These documents enable the manufacturer to carry out the material take-off, analyze manufacturing processes, calculate production times, design packaging solution, and plan the loading of the containers. The manufacturer also can decide if new tooling or production fixtures are needed; whether the product is right for mass production; and can also make a comparison of the cost of different materials.
In the case of this kind of engineering RFQ, quotes are typically broken down according to product code, consisting of the unit price, tooling cost (if applicable), sample cost, manufacturing lead time, minimum order quantity (MOQ), and quotation’s validity period. Unlike a budgetary quotation, this type of RFQ is usually available to proceed to the formal quotation, sample approval, or the technical clarification stage, and the number of post-quote price changes that follow are usually not many.
6. Seven Common Issues That Lead to Quotation Disputes in an RFQ
Even if enough information is included in an RFQ to allow a quotation to be prepared, ambiguity regarding the scope of accessories, installation conditions, surface finishes and/or delivery may result in additional costs, structure changes and potential disagreements over the product’s acceptance later in the process. Some of the more common problems encountered in engineering projects follow:
1) Installation Accessories Not Clearly Defined, Leading to Disputes over Suspension and Wiring Components
Case: A major multi-level artistic chandelier for the lobby of a commercial building, the buyer asked for a quote on the appearance drawings (not including whether the suspension rods, safety cables, wiring terminals or mounting base were included). The factory quoted only the illuminated fixture body. When the products arrived on site, the contractor found that the required installation hardware was missing, making installation impossible.
Lighting Fixture Accessories
Issue: buyer assumed that the quotation covered a complete lighting fixture and all installation accessories, while the manufacturer knew that the quotation was only for a lighting fixture (body) and that all accessories were to be quoted separately.
Solution: Itemize all components that are included and excluded on the RFQ and also in the quotation. Define responsibility for the safety suspension system for large fixtures that are suspended.
2) Vague Description of the Installation Environment, Resulting in Inadequate Corrosion Protection or Waterproof Rating
Case: An outdoor wall light for a coastal cultural tourism project was specified in the RFQ simply as “Outdoor Use,” without indicating that it would be installed near the coastline in a high-salt environment. The manufacturer selected 304 stainless steel with a standard outdoor coating. After the fixtures had been in service for some time, corrosion developed.
Issue: The assumption by the buyer that all outside fixtures should be salt spray resistant, and the manufacturer claiming that there had been no mention of any coastal environmental conditions and that there was no need for a material upgrade.
Solution: The RFQ should include if the installation is coastal, distance to the shoreline, humidity and sun exposure. The material, coating system and the salt spray test requirements should also be included in the quotation.
Lamp fixture rusting
3) Surface Finish Specified Only by Description Without Samples or Measurable Acceptance Criteria
Case: A custom hotel wall light required an “Antique Bronze” finish, but no physical sample, color tolerance standard, or salt spray requirement was provided. The manufacturer produced the finish using conventional electroplating. After delivery, the buyer considered the appearance unacceptable because it lacked the hand-rubbed texture and aged effect they expected, and requested a PVD base finish combined with hand-applied antique treatment. The two finishing methods involved substantially different production costs.
Issue: The two parties interpreted the term “Antique Bronze” differently because no common acceptance standard had been established.
Solution: Make it clear to the client what surface finishing process is needed and get a signed physical sample of the finish before production. Finish color, patina coverage, surface texture and coating requirements for protection should be used as criteria for production acceptance. For outdoor projects, specify salt spray and weather resistance specifications, as well as written specifications.
Surface Craft Effect
4) Dimming Driver and Control System Compatibility Not Specified
Case: The initial RFQ for a hotel lobby chandelier specified only “Warm White LED.” The manufacturer stated the fixture in its default configuration: using a standard non-dimmable driver and a Ø120 mm ceiling canopy. After DALI dimming was added later, the new driver no longer fit inside the original canopy. The canopy had to be enlarged or the driver relocated remotely, requiring structural modifications, quotation revisions, and an extended lead time.
Issue: The Buyer thought that only the driver had to be changed; the manufacturer also had to create the space for installation and redesign the wiring layout and maintenance access.
Solution: Identify the dimming protocol, driver installation location and canopy space available at RFQ. Any change to the dimming system following the approval of the samples must be reviewed in the quotation and updated.
Light Fixture With Driver
5) Frequent Structural Changes After Sample Approval Without Agreed Revision Charges
Case: The buyer had approved the sample of an artistic chandelier and had asked the chandelier to be changed several times regarding the fixture height and the type of the glass. The production quotation did not define charges for design revisions. The manufacturer requested additional tooling modification fees, while the buyer believed these changes should be treated as free design optimization.
Solution:
Define the revision policy during the quotation stage. After sample approval, major changes to the structure or materials that require additional tooling or labor should be charged separately. At the same time, specify the acceptable range of minor dimensional adjustments that will be provided at no additional cost.
Revised Light–Fixture Sample
6) Export Projects Missing Certification, Labeling, and Documentation Requirements, Resulting in Customs Clearance Delays
Case: One consignment of custom decorative lighting was sent to the USA. The RFQ only called for completed light fixture products and did not require ETL certification, English installation manuals or compliance labels. Products were manufactured in accordance with its normal manufacturing process. Upon arrival of container at the destination port, the needed certification was not provided, causing delays in customs clearance and payment of demurrage and storage.
Solution: The RFQ must explicitly identify certifications needed in the target market, label format and a full list of supporting technical documents.
7) Costs for Partial Deliveries and Multiple Inspections Not Included in the Quotation
Case: The buyer needed the lighting fixtures to be sent in three separate shipments and needed a third party inspection at the factory before every shipment. The initial quotation only applied to a single final inspection and consolidated shipment. It did not cover the cost of three inspection visits, repeated unpacking and repacking nor interim storage. The manufacturer later claimed for more charges, and a commercial conflict arose.
Solution: An RFQ should explicitly describe the number of partial shipments, the quantity of each shipment, the number of inspections, inspection agency, whether or not formal inspection reports are required, and the packaging/transmission process for each shipment. The quotation should break down the costs for partial deliveries, repeated inspections and additional storage – otherwise you could end up with unexpected costs later on.
7. Need a Decorative Lighting Quotation?
A comprehensive RFQ enables manufacturers to get a better grasp of your project needs in a quicker time frame and offer precise estimates and technical ideas. You can share your product images, design sketches, CAD drawings, 3D models, Lighting Schedule or BOQ to Postmodern Lighting. Whether you don’t have all materials, surface finishes, electrical set-up, or installation plans in place, we can suggest appropriate options for your target market, project budget, and manufacturing needs.
Once your documents are received, we will review the product structure, material configuration, manufacturing process, sample lead time and mass production schedule, and either give you a budgetary quotation or a formal quotation for your project based on what stage you are at.
