Overview
Use this WRO Plant 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
- Raw water analysis basis, current and future dialysis station count, flow capacity, recovery rate, redundancy, and operating pressure.
- Pretreatment scope including sediment filtration, softening, carbon filtration, dosing if used, instruments, and alarms.
- RO skid, pumps, membranes, control panel, conductivity monitoring, pressure/flow monitoring, sampling points, and data logging where required.
- Distribution loop material, routing, return monitoring, dead-leg avoidance, disinfection method, and station outlets.
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.
Dialysis water SLA
Weak wording
Vendor should maintain RO plant properly.
Stronger RFQ clause
Bidder shall provide pretreatment design, RO capacity at stated feed-water quality, loop disinfection method, water-quality monitoring points, emergency response, PM frequency, consumable replacement schedule, and water-test documentation.
Vendor evidence: Feed-water assumptions, P&ID, equipment datasheets, water-test schedule, PM checklist, emergency escalation matrix, and consumable price schedule.
Evaluation note: Score design assumptions and service response together; an underspecified plant can look cheaper but fail under seasonal feed-water changes.
Optional Specifications
- Hot water disinfection, chemical disinfection automation, online monitoring, remote alerts, redundant RO, or storage tank if justified.
- Additional sampling points, data logging system, emergency bypass, or future expansion manifold.
- Extended water quality support and consumables package.
Accessories
- Filters, membranes, carbon media, softener salt system, chemical tanks, pumps, valves, instruments, sampling ports, loop fittings, and test kits.
- Control panel accessories, alarm outputs, floor drains, and startup consumables.
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 RO membranes, pumps, instruments, tanks, valves, control panel, loop workmanship, and installation separately.
- Clarify exclusions related to raw water changes, poor pretreatment, chemical misuse, consumables, and water testing.
- 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 operator/facilities training on routine checks, sanitization, alarms, sampling points, and shutdown/startup.
- Provide biomedical/facilities training on PM schedule, filter changes, membrane review, and escalation.
- 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 schedule, consumables list, membrane replacement criteria, sanitization procedure, instrument calibration, and emergency response.
- Provide five-year pricing for filters, membranes, media, pumps, instruments, valves, chemicals, and service kits.
- 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.