Commercial greenhouse RFQ template and specification guide
A professional greenhouse RFQ contains twelve blocks: project overview, site and climate, crop and production target, structure and design loads, glazing and covering, climate systems, growing system, water and fertigation, electrical and automation, civil works and installation, commissioning, training, documentation, spares, warranty and service, and finally commercial terms with explicit exclusions. Every bidder must receive the identical document, and every bidder must return the same structure.
An RFQ is not a request for a price. It is the document that makes several prices mean the same thing. If bidders can each define the scope, the comparison collapses and the buyer ends up negotiating on incomplete information.
Use the structure below as the table of contents for a commercial greenhouse tender. Sections that do not apply should be marked 'not applicable' rather than deleted, so bidders cannot silently reinterpret them.
Block 1 — Project overview
- Buyer entity, project name and decision timeline
- Project phase and whether future expansion is planned
- Total gross area and target usable production area
- Budget range and currency, if disclosed
- Required response format and deadline
Block 2 — Site and climate
- Coordinates, altitude, access and site survey status
- Seasonal temperature, humidity and radiation data
- Design wind load and snow load with the standard applied
- Soil bearing capacity and drainage
- Water source, volume, seasonality and full water analysis
- Electrical supply capacity, reliability and tariff
Block 3 — Crop and production target
- Crop, cycle plan and planting date
- Target yield and quality specification
- Plant density and row layout intent
- Market destination and post-harvest requirement
Block 4 — Structure, loads, glazing and ventilation
- Greenhouse type, span, bay spacing and gutter height
- Steel specification, galvanisation and corrosion class
- Glazing or film specification, light transmission and expected life
- Roof and side ventilation area as a percentage of floor area
- Insect screening mesh and its effect on ventilation capacity
- Shading system and screen layers
Block 5 — Climate systems
- Heating source, capacity, distribution and design conditions
- Cooling strategy and installed capacity
- Humidification and dehumidification equipment
- CO2 supply where applicable
- Supplemental lighting type, installed W/m² and target light sum
Block 6 — Growing system, irrigation and fertigation
- Gutters, benches, substrate and crop support
- Water treatment train and disinfection
- Storage volume, pump station flow and pressure
- Filtration specification and backflush arrangement
- Fertigation unit: channels, accuracy, EC and pH control, recipes
- Irrigation zoning, valves, emitters and uniformity target
- Drain collection, recirculation and discharge compliance
Block 7 — Electrical, controls and automation
- Main and sub distribution, cabling and earthing responsibility
- Climate computer, control strategies and expandability
- Sensor list with quantity and placement
- Alarms, remote access, user roles and data export
- Backup power requirement for critical loads
Block 8 — Civil works, foundations and installation
- Site levelling, drainage and access roads — in or out of scope
- Foundation type and who designs, supplies and pours
- Concrete floors, paths and service buildings
- Installation crew, supervision, accommodation and visas
- Local subcontractor participation and site safety responsibility
Block 9 — Commissioning, training, documentation and spares
- Commissioning protocol and acceptance criteria
- Performance test conditions, if any are offered
- Operator training scope, duration and language
- As-built drawings, manuals and control documentation
- Recommended spare-parts package for the first season
Block 10 — Warranty, service and lead time
- Warranty period by component group
- Service response time and remote support arrangements
- Local service presence or nominated partner
- Manufacturing and delivery lead time from order confirmation
Block 11 — Commercial terms and exclusions
- Incoterm, delivery point and packing
- Payment schedule and securities
- Price validity and currency risk
- Liquidated damages, if applicable
- An explicit, itemised exclusions list — the most important page in any bid
Block 12 — Response format
Require bidders to answer in the RFQ's own structure, with a price breakdown by block. A bid returned as a single lump sum with a brochure cannot be normalised, and should be sent back for restatement before evaluation.
Financing note
SeedMatch Group is not a bank, lender, credit provider or financial adviser, and quotes no rates, approvals or commitments. Where a qualified commercial project requires funding, it may be introduced to independent third-party financing providers, who control all eligibility, pricing and decisions.
Questions buyers ask before selecting a greenhouse company
SeedMatch Group is not a greenhouse manufacturer, integrator, EPC contractor or installer, and has no exclusive relationship with any company named on this page. Several of the companies described here can be invited to quote through a structured RFQ. Capability descriptions summarise categories these companies present publicly and should be verified directly with each company for a specific project.
Structured intake that produces one comparable scope for every bidder.
The definition checklist that makes proposals comparable in the first place.
The 25-line normalisation method used before price is weighed.
Normalise price per m² and flag missing scope across up to three quotations.
Crop, climate, area, growing system and automation defined before suppliers are contacted.
Neutral capability overview of major complete-project greenhouse companies.