Tender & RFQ builder

Why a structured tender saves money and risk

A cremation line is a complex purchase. Without a structured request for quotation, each manufacturer will propose what suits them, with different scope, assumptions and terminology. Comparing such proposals is difficult and risky. A clear tender defines what you need, asks every supplier for the same information, and gives you a fair basis for comparison and negotiation.

Public bodies are usually legally required to run a formal tender. Private funeral homes and groups benefit just as much from the discipline, even if the process is simpler.

What to include in a cremation equipment tender

• Background: organisation, site, current situation and project goals.
• Scope: cremators, filtration, heat recovery, handling, cooling, processors, controls, installation, building works interfaces and removal of old equipment.
• Performance requirements: capacity per day, maximum coffin dimensions and weight, energy consumption targets and emission limits.
• Regulatory requirements: permits, standards and certifications that apply.
• Commercial terms: price breakdown, payment schedule, delivery and installation timeline, warranty and service contract options.
• Evaluation criteria and weighting: price, lifetime cost, quality, sustainability, service and references.

Evaluate on lifetime cost, not purchase price

Ask each supplier for energy and consumables per cremation, maintenance and relining intervals and costs, and service contract prices for at least ten years. Combine these into a total cost of ownership. Weight sustainability, such as energy use, heat recovery and emissions, explicitly. Many public tenders now award a substantial share of points for environmental performance.

Running the process

Publish or send the tender to a long list of qualified manufacturers, allow time for questions and site visits, and set a clear deadline. Score proposals against your published criteria, invite the best to present and visit reference sites. Negotiate the contract, including acceptance testing, emission guarantees, penalties for delays and service levels. Keep records of decisions for transparency.

Use the tender builder

Our free builder below creates a structured outline you can copy into your own documents. Select the equipment and requirements that apply to your project, then copy the text. Nothing you enter is stored or sent anywhere. Use the manufacturer directory to identify suppliers to invite, including companies from other regions who may offer competitive proposals and local partners.

Writing a strong specification

A good specification states outcomes rather than prescribing a particular brand. Define the daily and annual volumes you expect, peak demand, maximum coffin dimensions and weight, the emission limits that apply, energy preferences and any heat recovery goals. Describe the building constraints: available floor area, ceiling height, access routes for delivery, existing utilities and the stack. The more precisely you describe the situation, the more accurately manufacturers can propose and price.

Separate mandatory requirements from desirable features. Mandatory items are pass-or-fail; desirable features earn additional points. This makes evaluation transparent and defensible, which is especially important in public procurement.

Lots and contract structure

Decide whether to tender the whole cremation line as one contract or divide it into lots, for example cremators, filtration and heat recovery, processors and handling, and building works. A single contract places responsibility for performance with one party, reducing interface risk. Separate lots can broaden competition and allow specialist choices, but require careful coordination. Many municipalities choose a hybrid approach.

Also consider the service contract. Including ten years of maintenance pricing in the tender ensures that suppliers cannot win on purchase price and recover margin on service later.

Acceptance testing and guarantees

Define how performance will be verified before final payment: capacity tests, energy consumption measurement under agreed conditions, and emission tests by an accredited laboratory. Link guarantees to remedies, such as corrective work at the supplier's cost or financial penalties. Retain a portion of the contract value until all tests are passed and documentation, drawings and training are delivered.

Timeline

Allow sufficient time: preparing a specification often takes several weeks, the tender period itself several more, then evaluation, site visits and contract negotiation. Manufacturing and delivery of a cremator can take several months, followed by installation and commissioning. Align the tender schedule with your permit and building programme so equipment arrives when the building is ready.