Send every supplier the same quantities, configurations, destination, schedule, and acceptance criteria so quotations remain comparable.
Quick answer
What buyers should decide first
Separate hardware, software, engineering, tooling, samples, testing, packaging, freight, warranty, and spare parts instead of accepting one bundled price.
Ask for model-specific documents, drawings, a working sample, and an inspection record rather than relying on category-level claims.
1. Project summary to paste into your RFQ
State the business task first. Include the deployment locations, users, screen count, initial order quantity, likely rollout quantity, destination country, target pilot date, and target production date. Mark unknown items as supplier questions instead of guessing specifications.
- Use case and user journey: advertising, menu board, wayfinding, check-in, ordering, directory, or another defined task.
- Sites and environment: indoor, window-facing, semi-outdoor, or outdoor; available power, network, mounting surface, and service access.
- Commercial scope: prototype quantity, production quantity breaks, delivery destination, Incoterms basis, currency, and payment milestones.
- Decision process: clarification deadline, sample review, pilot acceptance, production inspection, and final delivery date.
2. Hardware and enclosure requirements
Require suppliers to identify the exact quoted configuration and any assumptions. Screen size alone is not enough: the display, touch layer, computer, enclosure, peripherals, mount, power system, thermal design, and cables must work as one serviceable system.
- Display: size, resolution, orientation, measured brightness, viewing conditions, expected operating schedule, and model-specific duty guidance.
- Touch and glass: technology, touch points, controller, cover-glass construction, intended input method, cleaning method, and replacement path.
- Compute and connectivity: operating system, processor, memory, storage, Ethernet, Wi-Fi, required ports, and remote management ownership.
- Mechanical scope: dimensions, materials, finish, mounting, ventilation, cable routing, locks, service doors, packaging dimensions, and unit weight.
3. Software, content, security, and accessibility
Describe what the device must run and who owns each layer. The supplier should identify what is included, third-party licensed, customer supplied, or excluded. Public and transactional kiosks may need additional accessibility, privacy, security, or payment review in the destination market.
- Content workflow: formats, scheduling, approvals, user roles, fleet grouping, offline behavior, monitoring, alerts, and exportable logs.
- Application responsibility: who supplies, installs, licenses, configures, tests, updates, and supports the CMS or kiosk application.
- Security: kiosk mode, account ownership, update process, port restrictions, credential handling, data flows, and recovery procedure.
- Accessibility and compliance: applicable destination requirements, physical reach, clear floor space, readable interface, input alternatives, and evidence owner.
4. Prototype, production, inspection, and support
Make approval gates part of the quotation. A sample should validate the complete configuration, not a similar enclosure or screen. Define how changes are recorded and which revision is used for production and inspection.
- Prototype: price, lead time, what is production-equivalent, test script, revision process, and whether sample cost is credited.
- Production: quantity breaks, tooling and ownership, component substitutions, change approval, manufacturing lead time, and packaging.
- Inspection: approved drawings, bill of materials, functional checks, cosmetic criteria, sampling method, records, and remedy for nonconformity.
- After delivery: warranty scope, exclusions, RMA route, spare-parts list, response path, remote support, on-site responsibility, and end-of-life notice.
Specification framework
Turn requirements into acceptance evidence
Keep the quotation, model-specific documentation, prototype, and final inspection criteria aligned.
| RFQ line | Supplier must state | Evidence before approval |
|---|---|---|
| Configuration | Exact display, touch, compute, enclosure, peripherals, mount, and accessories | Itemized quotation and model-specific documents |
| Engineering | Included design work, tooling, ownership, revisions, and change charges | Drawing set with revision block and responsibility matrix |
| Sample and pilot | Quantity, price, lead time, production-equivalent exceptions, and acceptance process | Working sample tested against the agreed script |
| Production and QC | Quantity breaks, substitutions, lead time, inspection method, and records | Approved golden sample and inspection report |
| Logistics | Packaging, dimensions, weights, Incoterms, documents, destination, and exclusions | Packing specification and shipping document list |
| Support | Warranty, spare parts, RMA, remote support, response path, and end-of-life handling | Written warranty and service responsibility table |
RFQ checklist
Information to prepare before requesting a quote
- Project purpose, user journey, locations, initial quantity, rollout quantity, and target dates
- Site photos, installation dimensions, ambient light, temperature, power, network, and service constraints
- Display, touch, compute, operating system, ports, peripherals, enclosure, mount, and branding requirements
- CMS or application workflow, integrations, security ownership, accessibility needs, and offline behavior
- Prototype and pilot acceptance script, approved drawings, inspection criteria, and change-control owner
- Itemized pricing, tooling, packaging, Incoterms, payment stages, warranty, spare parts, and support responsibility
Frequently asked questions
Buyer questions
Include the project purpose, locations, quantities, environment, display and player requirements, content workflow, network and security responsibilities, installation scope, prototype and inspection criteria, itemized pricing, destination, schedule, warranty, and spare-parts expectations.
Send every supplier the same scope and require the same price lines, quantity breaks, configuration details, Incoterms basis, exclusions, sample process, testing evidence, warranty terms, and support responsibilities. Resolve blank cells and assumptions before comparing totals.
For a custom display or kiosk, a production-representative sample helps validate the application, touch, peripherals, enclosure, mounting, thermal behavior, service access, packaging, and acceptance test before the same decisions are repeated across a larger order.
Request model-specific documentation, an itemized bill of materials or configuration, revision-controlled drawings, a working sample, test results tied to the quoted unit, packaging details, inspection records, and written warranty and support responsibilities.
Yes. Use the quote form and include the completed project scope or the key requirements from this template. Nicola Touch will review the request for configuration feasibility and identify any missing technical questions before a quotation is prepared.
Independent standards and planning references
Use the current rules and standards that apply in the destination country. The links below are provided as starting points and do not replace professional compliance advice.
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