RFQ Calls for specific materials

[Doyle]

I have received an RFQ for a potentially huge account today. I have already been doing some monthly promo signs for this company for the past few months, and now have the chance to bid on more items which they would be ordering on a monthly basis.

One of the items that I am quoting calls for some specific branded materials to be used. These are for temporary, one-month use signs, and the media and laminate are both intermediate/calendered materials. Rather than just requesting quote on intermediate materials, they have a specifically requested brand of luster laminate and a different brand print media. The laminate is what appears to be an off-brand considering I can only find one source for this laminate in the whole world, and have never even heard of it before.

My question is, when you receive an order like this, do you stock this media just for this one account, or do you provide a quote for a similar media? We regularly stock intermediate print media and laminate and as far as I am concerned, they are equal, if not better, than the materials requested. This portion of the blanket quote I am providing is not for a large quantity of items, rather a single sign that would be ordered monthly. The signs are discarded after one month of use, so long term durability is not a concern at all....

Any feedback would be appreciated, thanks in advance! :signs101:

 

[Billct2]

I usually quote with the addendum that equal or better materials will be used and offer to provide specs/sample if needed. For a throw away sign I don't think it would be an issue.

 

[Fred Weiss]

In my experience, this happens when the specs are pulled from a competitor's quote. Try discussing it with the client, if possible and/or make your quote stating the materials you will use and that they are the equivalent or superior to the materials being specified.

 

[Bigdawg]

We always quote as requested.

Then we mention specific cost-saving materials they could use instead. I've learned over the years that quite often, the RFQ is written by someone that has been told by so-and-so that this is the best material.. or they spec something they've seen online. We also ALWAYS find a way to communicate via email or phone about the RFQ with the customer.

In this case... I'd send an email saying we would be happy to quote as requested, but there are other materials that would be more than suitable for the job - with as good of quality as they are requesting... but at a cost saving to them. Do they want you to quote it both ways?

This at least opens up a dialogue into why the specific brand request. Many times the requester is open to other possibilities and appreciate that we've offered them a less costly alternative.

 

[Doyle]

Thanks for the replies! I assumed that they are only requesting these materials because it is what a competitor has provided. The funny part about this is that my company has been providing this specific item to the customer for the last several months, and now with this most recent RFQ they are requesting a new substrate as well (dibond instead of .040 aluminum). Not sure why they would change this, and the fact that I now have to deal with this new media and laminate just makes me wonder.... We have already been providing these panels at a very low price just to keep us at the top of their list for the other odd projects which come up (which has paid off already). I definitely want to keep this account, but I think I will discuss the media/laminate with them before going any further. I don't want to stock more materials if I don't have to, it will take me a year to start to make a return on the materials I have to stock just for this client, which will get me right back to the beginning of next year when they will probably change it again, haha....

In my opinion, I would just be writing off this one item at a loss just to get the other work, and I'm tired of that mentality..... I like to make money on EVERYTHING

 

[Doyle]

UPDATE:

Glad I called to talk to the customer! They said to just resubmit my quote using the same materials/substrate as I have been using all along..... score. All that worrying for nothing. Thanks again for the replies, happy new year!