Buyer guides · Procurement and contracts · 9 min
Prefab cabin RFQ template: the information that produces a usable quote
A good RFQ does not ask for a cabin price. It gives every bidder the same project boundaries and requires every answer in the same columns.
Published by AeroPodHomes · Updated 30 August 2026
Section A: project and room schedule
State the development type, site, planned key count, phase-one quantity and target opening sequence. For every room type, list guests, beds, bathroom, kitchen or minibar, internal storage, accessibility requirement, terrace interface and target finish level. Attach a dimensioned plan if one exists; if not, mark the planning status so suppliers know whether they are pricing a fixed layout or a concept.
Section B: site and climate inputs
Provide the address, elevation where relevant, design wind, snow, seismic and temperature criteria if the local engineer has issued them, plus flood or wildfire constraints raised by the authority. Add access width, turning space, gradients, overhead restrictions, crane position, ground conditions and utility connection points. Unknown is an acceptable answer at RFQ stage; leaving the field out is not.
Section C: required technical response
Ask each bidder to return room and external dimensions, transport dimensions, module or panel strategy, structural basis, envelope and insulation build-up, doors and glazing, internal finishes, electrical and plumbing boundary, lifting information, estimated package count and a list of project-specific checks still required. Require the revision and date on every drawing.
Section D: logistics and local works
Request container count or cargo classification, packing method, route assumptions, delivery term, destination handling exclusions, offloading method, crane assumptions and the installation sequence. Then require the supplier to name every item that remains local: foundations, roads, utilities, temporary protection, labour, inspections, permits and engineer-of-record services.
Section E: evidence and commercial response
Ask for the drawing approval path, factory inspection rights, production hold points, packing evidence, document register, warranty statement, payment milestones and what evidence releases each payment. Require prices to be split into product, packing, freight or logistics allowance and optional scope. This is what makes two responses comparable.
The one-page comparison after bids return
Create one row per bidder and score completeness before price: room match, route fit, scope clarity, engineering evidence, inspection access, programme logic and commercial transparency. Put open assumptions in the same sheet. The bid with the fewest hidden boundaries is usually easier to finance, contract and deliver even when it is not the lowest factory number.
Decision table
| RFQ block | Minimum buyer input | Required bidder return |
|---|---|---|
| Room | Keys, guests, wet areas, finish level | Plan, dimensions, inclusions and options |
| Site | Location, access, climate and utilities | Project-specific constraints and open checks |
| Transport | Port and receiving-route information | Shipping state, package count and lifting basis |
| Local scope | Named local professionals and contractor | Responsibility and exclusion matrix |
| Commercial | Response currency, term and schedule | Split price, milestones, evidence and warranty |
Common questions
What information does a prefab cabin supplier need to quote?
At minimum: model or room brief, quantity, destination, route constraints, finish expectation, required shipping scope, delivery term and what the local team will provide. Climate and code inputs should be included when available.
Can I request a price before the room plan is final?
Yes, as a budget response with assumptions clearly marked. Do not treat it as a fixed offer until room, finish, engineering inputs, transport and exclusions are confirmed.
Should freight be included in the RFQ?
Yes. Ask for the shipping state and number of containers or out-of-gauge units even if freight is priced separately. Otherwise the largest difference between formats remains invisible.
How many suppliers should receive the same RFQ?
Enough to test the market while keeping the comparison manageable. The key is not the number; it is issuing the same information and requiring the same response schedule from each bidder.
What makes a prefab cabin quote non-comparable?
Different room plans, unspecified finishes, missing logistics, lump-sum local works, unowned approvals, undocumented allowances or payment milestones without evidence. Normalise those before comparing totals.