, Simor engineering · Procurement
How to write a spare parts tender that gets accurate quotations
Most tender rejections and late deliveries trace back to the tender document. The line fields, evaluation rules and document list that produce comparable, accurate quotations, with a template to download.
A spare parts tender has one job: to produce quotations that can be compared line by line and delivered without dispute. Most tenders fail that job before they are issued. The part number is given without the engine model, the condition is left open, the documents are listed in a clause nobody reads against the lines, and the evaluation rule rewards the lowest number rather than the lowest compliant number. The quotations that come back are then not comparable, and the award goes to whoever guessed best.
This guide sets out the structure we see work, from the line schedule to the evaluation criteria, with the reasoning a procurement committee can defend. A parts list template in the format our reader maps automatically is on the resources page.
7
fields every line needs
3
condition classes to allow or exclude
5
documents to itemise, not bury in a clause
2 days
our quotation turnaround on a well formed schedule
1. The line schedule: seven fields per line
| Field | Why it matters | Example |
|---|---|---|
| Part number as printed in the parts book | The identifier the supplier verifies against; note the edition if you have it. | 8448163 (parts book 1988 edition) |
| Description in plain words | Catches a wrong number; an engineer can spot a mismatch between number and description. | Cylinder head gasket |
| Engine model and rating, or equipment model | Same numbers exist across variants; the model decides which fits. | 16-645E3B, 3,000 hp |
| Quantity and unit | Sets, kits, pairs and each are not the same thing; say which. | 12 each |
| Condition accepted | Genuine only, remanufactured accepted, qualified alternative accepted. | Genuine or qualified alternative |
| Documents required on this line | Material certificate, test report, certificate of conformance, origin. | COC, material certificate |
| Need by date or lead time ceiling | Lets suppliers quote what they can deliver instead of what wins. | Delivered by 30 November |
2. Allow qualified alternatives, and define them
For engines that left OEM priority markets decades ago, a genuine only tender removes most of the supply base and often the only route for discontinued items. The alternative is not to accept anything; it is to define what an acceptable alternative is and make the supplier state the condition on every line. A workable definition: manufactured to the OEM specification or a documented equivalent, supplied with a material certificate and a warranty of at least twelve months from delivery, with the manufacturer named on request. Remanufactured parts get their own definition: a record of what was replaced, a test result and the same warranty.
Allow: consumables, gaskets and seals, wear parts, bearings, most electrical accessories, and any item the OEM no longer produces.
Restrict to genuine or remanufactured by an approved source: crankshafts, camshafts, complete power assemblies where fleet history demands it, and safety related items named in your maintenance standard.
3. Evaluation criteria that reward compliance
- Compliance gate first. A line is evaluated only if the quotation states condition, lead time, origin and the documents; a blank in any of the seven fields is a non compliant line, not a cheap one.
- Lowest compliant price per line, not per tender. Split awards are normal in spare parts; forcing a single award pushes suppliers to guess on lines they do not know.
- Lead time as a scored factor. A part that arrives after the overhaul window is not cheaper. Score delivered date against need by date.
- Documented supplier quality. ISO 9001 certification, a written warranty, a named engineering contact. Weight these, and ask for the certificate in the vendor file.
- Landed cost. Compare on the same Incoterm. EXW and DAP quotations are not comparable until freight, insurance and clearance are added.
4. Documents: itemise them against the lines
A clause that says 'all applicable certificates' produces nothing useful. State, per line or per category, which of these are required, and ask the supplier to price them on the quotation so compliance is visible before award.
5. Commercial terms that do not kill supply
- Incoterm: choose one for all bidders; DAP or CIF to your port makes quotations comparable, EXW if your forwarder is under contract.
- Currency: USD, CAD or EUR; state which and for how long the quotation must hold.
- Payment: letters of credit are workable; ask for terms with the quotation rather than fixing them in advance and losing bidders.
- Validity: 60 to 90 days is realistic for a mixed list; longer validities raise prices to cover risk.
- Partial shipment: allow it, with a consolidation cadence; it gets urgent lines to you first.
6. Timeline
A five week tender
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1
Week 0: issue
Schedule in a spreadsheet, not a scanned table. Suppliers with document readers will still process a PDF, but a spreadsheet removes transcription error on both sides.
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2
Week 1: clarifications
Expect questions on model variants and superseded numbers. Answer them to all bidders; they are the questions that prevent wrong deliveries.
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3
Week 3: close
Two to three weeks is enough for a supplier with an engineering desk. Shorter windows cut the field to whoever guesses fastest.
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4
Week 4: evaluation
Compliance gate, then price and lead time per line, then split award.
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5
Week 5: award and vendor file
ISO certificate, warranty and bank details into the file; order placed per line with the documents restated.
Common errors, and the fix
| Error | Consequence | Fix |
|---|---|---|
| Part number without engine model | Wrong variant delivered, or a probable match quoted | Add model and rating to every line |
| Bundled kit lines | Ten incomparable kits | List contents, one item per line |
| Genuine only across the board | Half the lines unquoted or quoted with long lead time | Define qualified alternative and allow it where safe |
| Documents in a clause | Certificates missing at delivery | Itemise per line and ask for them priced |
| Mixed Incoterms | Prices not comparable | One Incoterm for all bidders |
| Award by tender total | Best supplier on 80 percent of lines loses to a guess | Award per line |
Questions we are asked
- Should the tender name preferred manufacturers?
Name the OEM for identification and say alternatives are accepted under your definition. Naming aftermarket brands as preferred narrows the field without improving quality control.
- How many suppliers?
Five to eight for a locomotive parts tender is typical; fewer and the split award loses its value, more and the evaluation cost grows faster than the saving.
- What about a framework instead of a tender?
For recurring consumables a one or two year framework with lead time bands beats annual tenders. Tender the framework; call off against it.
Send us the schedule as a spreadsheet or a PDF; every line comes back verified, with condition, lead time and documents stated.
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