Overview
Use this Ventilator RFQ Template as a structured starting point for hospital biomedical engineering and procurement teams. The final RFQ should be adapted to local clinical workload, site conditions, budget controls, and procurement policy.
The template is vendor-neutral. It asks vendors to itemize scope, provide evidence for technical compliance, disclose exclusions, and separate capital price from accessories, consumables, software, installation, training, and service.
WHO medical-device procurement guidance is treated as the baseline: the RFQ should show health service need, transparent requirements, value-for-money lifecycle review, and a plan for safe installation, operation, maintenance, documentation, and eventual replacement or decommissioning.
The WHO technical-specification format is also used as a structure check: device name/type, intended use, level of care, technical characteristics, utilities, accessories, consumables, spare parts, environmental conditions, training, warranty, maintenance, documentation, safety, standards, regulatory evidence, and decommissioning cautions should be addressed where relevant.
Required Specifications
- Required ventilation modes, patient range, tidal volume/pressure ranges, trigger sensitivity, alarms, trends, loops, and waveforms.
- Oxygen and air supply requirements, turbine or compressor configuration, battery runtime, humidifier compatibility, and trolley.
- Circuit type, flow sensors, expiratory valves, filters, oxygen cells, and cleaning/reprocessing requirements.
- Data export, network connectivity, cybersecurity, and software update policy where required.
RFQ wording examples
Use these examples to convert vague tender wording into measurable vendor responses. Adapt final clauses to the exact model, hospital workload, and local procurement rules.
Consumables and uptime
Weak wording
Ventilator should have common accessories.
Stronger RFQ clause
Bidder shall itemize circuits, filters, flow sensors, expiratory valves, oxygen cells, humidifier compatibility, PM kits, replacement intervals, and five-year prices.
Vendor evidence: Accessory list, consumable price schedule, PM checklist, service manual scope, and spare-parts availability commitment.
Evaluation note: Normalize bids by five-year consumables and PM parts, not ventilator capital price alone.
Optional Specifications
- Advanced modes, non-invasive ventilation package, neonatal package, high-flow option, capnography interface, or remote monitoring.
- Additional humidifiers, compressors, trolleys, test lungs, batteries, or transport accessories.
- Extended warranty or critical care uptime support package.
Accessories
- Trolley, humidifier, breathing circuits, filters, flow sensors, expiratory valves, oxygen/air hoses, test lung, batteries, and power cables.
- Compressor, mounting accessories, data cables, and cleaning accessories where required.
Compliance Requirements
- The bidder shall provide a clause-by-clause compliance matrix with documentary evidence for each mandatory and scored requirement.
- The bidder shall submit an itemized scope of supply, including main equipment, accessories, consumables, software/licenses, installation, commissioning, training, warranty, PM, spare parts, and exclusions.
- The bidder shall provide lifecycle cost information for at least five years, including consumables, PM kits, major spare parts, software support, labor/travel, post-warranty rates, and expected replacement items.
- The bidder shall provide an acceptance and handover plan covering configuration verification, safety/performance inspection, user training, biomedical handover, inventory data, manuals, warranty certificate, PM schedule, and service contacts.
- The bidder shall identify the generic device name, specific type or variation, intended level of use, clinical department, and functional purpose so the committee can confirm the offered device matches the actual service need.
- The bidder shall list utility requirements, environmental operating/storage limits, accessories, consumables, spare parts, packaging/labelling requirements, applicable standards, regulatory approval/certification, and decommissioning/disposal cautions.
- Name, category, and coding: generic name, specific type or variation, local naming/coding where available, and keywords linked to service area.
- Purpose of use: clinical or operational purpose, level of care, clinical department/ward, user group, and overview of functional requirements.
- Technical characteristics: critical measured or delivered parameters, ranges, displayed parameters, user-adjustable settings, alarms, compatibility, and interoperability.
- Physical and utility requirements: dimensions/mobility, electrical supply, battery, water, gas, drain, network, environmental operating/storage limits, humidity, dust, and transport/storage conditions.
- Accessories, consumables, and spare parts: required accessories, sterilization/reprocessing needs, consumables/reagents, first-year spare parts, post-warranty parts, and complementary equipment.
- Training, installation, and utilization: pre-installation work, commissioning checks, acceptance tests, user training, maintenance training, user care, cleaning, and basic troubleshooting.
- Warranty and maintenance: warranty start date, duration, exclusions/inclusions, maintenance support during warranty, PM tasks, corrective maintenance path, service contract type, upgrades, and local support.
- Documentation, standards, and decommissioning: operating/service manuals, calibration procedures, disposal hazards, expected life span, risk classification, regulatory approval/certification, international/local standards, and field safety communication path.
- Vendor must provide documentary evidence for each claimed technical compliance item.
- Equipment must be supplied with user manuals, technical documentation allowed under the service agreement, and installation/commissioning records.
- Electrical safety, cybersecurity, data integration, and infection control requirements must be reviewed against local hospital policy.
- Vendor must disclose all exclusions, third-party dependencies, site requirements, and recurring license or consumable obligations.
Warranty Requirements
- State warranty for main unit, turbine/compressor, batteries, oxygen cells, sensors, valves, trolley, display, and accessories separately.
- Clarify consumables, calibration, cleaning-related damage, and user damage exclusions.
- State warranty duration and start date trigger: delivery, installation, commissioning, or acceptance.
- Separate coverage for main unit, accessories, batteries, probes, sensors, software, and third-party components.
- Clarify exclusions for consumables, user damage, utility problems, software upgrades, travel, labor, and preventive maintenance.
- Provide post-warranty service pricing and spare parts availability commitment.
Training Requirements
- Provide ICU user training on modes, alarms, circuit setup, humidification, battery use, and emergency workflow.
- Provide biomedical training on performance verification, PM, calibration, and troubleshooting.
- Provide end-user training before clinical handover.
- Provide biomedical engineering training covering routine checks, first-line troubleshooting, PM expectations, and escalation.
- Provide attendance records, training materials, and competency checklist where applicable.
Service Requirements
- Provide PM frequency, required analyzer/test equipment, software support, response time, and loaner policy.
- Provide five-year pricing for sensors, valves, oxygen cells, batteries, turbines/compressors, displays, and PM kits.
- For oxygen sources, verify oxygen purity/output, flow and pressure range, continuous operation assumptions, power dependency, backup supply, alarms, filters/sieves/compressor service needs, and user training.
- For concentrators, compare cylinders and concentrators by power requirement, transport/refill burden, exhaustible supply risk, user care, maintenance, cost per oxygen volume, and backup-energy requirement.
- For PSA oxygen plants, require plant capacity, oxygen purity, pressure, redundancy, air compressor/dryer/filtration scope, manifold or pipeline interface, preventive maintenance, corrective maintenance, spare parts, and on-site training.
- For oxygen-dependent equipment or systems, vendor must state backup supply assumptions, power failure behavior, oxygen purity/pressure/flow monitoring, alarm testing, filter/sieve/compressor maintenance, and user-care tasks.
- Acceptance shall create the inventory baseline: asset identification, serial numbers, software version, accessories, warranty dates, location, risk/criticality, PM interval, and service contact path.
- Maintenance planning shall distinguish performance inspection, safety inspection, preventive maintenance, and corrective maintenance rather than treating all service activity as one generic visit.
- The vendor shall provide PM procedures, required test equipment, spare-parts recommendations, service report format, escalation process, and training needed for hospital first-line checks.
- Service records shall be usable for audit and first-year review: fault history, parts used, measured values where applicable, open risks, corrective action, and next due date.
- Maintenance documentation shall state user-care tasks, cleaning/disinfection method, calibration or testing equipment, advanced maintenance tasks, software/hardware upgrade path, and post-warranty spare-parts availability.
- Vendor must state PM frequency, required test equipment, service response time, restoration escalation, reporting format, and spare-parts pathway.