SeedMatchGroup · Buyer checklist
Greenhouse procurement checklist: from specification to commissioning
Buy a commercial greenhouse in five stages: fix the specification, let a reviewed RFQ define which suppliers are approached, compare prices on the same scope, plan logistics and import, and agree commissioning and acceptance tests before paying the final milestone. SeedMatch is free for buyers: our team reviews your brief and contacts suitable suppliers for you — there is no direct buyer-to-supplier contact.
1. Specification
- Crop, target marketable output (kg/m²/year) and growing system.
- Site: location, climate data, soil/foundation survey, access, water source and analysis, grid capacity.
- Area (m²), structure type, gutter height, covering, design loads (wind, snow, crop) and applicable standards.
- Climate systems: ventilation, cooling, heating, screens, CO₂ and control computer with sensor list.
- Irrigation and fertigation: water treatment, dosing, drainage or recirculation.
- Exclusions and interfaces: civil works, electrical connection, packhouse, permits.
Quotes are only comparable when every supplier prices the same written scope.
2. Supplier matching
- Submit one project brief; minimum project value for capital projects is USD 250,000.
- Our team checks the brief for completeness and asks for missing data.
- We approach suppliers whose documented scope fits the project; no supplier can pay for position.
- Ask each responding supplier for comparable reference projects, company documents and their stated warranty terms.
- Treat any review as procurement screening, not an audit, certificate or performance guarantee.
Matching follows the scope, not a catalogue or a paid ranking.
3. Pricing
- Require a priced bill of quantities against the same specification.
- Normalise currency, Incoterm, area basis (USD/m²) and what is included or excluded.
- Check validity period, price-adjustment clauses and payment milestones.
- Estimate running costs (energy, water, fertilizer, labour) and lifecycle cost over a stated period.
- Run a sensitivity check on energy and fertilizer prices using dated sources.
Compare total cost per unit of output, not the lowest headline price.
4. Logistics
- Incoterm, delivery point, packing list and container count.
- Import duties, permits, inspections and customs documents for the destination country.
- Site readiness: foundations, access roads, storage and lifting equipment before arrival.
- Installation responsibility, supervision and schedule with milestone dates.
Delivery terms decide who carries risk between factory and site.
5. Commissioning and handover
- Acceptance tests for structure, climate control, irrigation, fertigation and electrical systems.
- Commissioning records, as-built drawings, manuals and spare-parts list.
- Operator training plan and response times for after-sales support.
- Defects-liability period and warranty start date written into the contract.
Tie the final payment to written, measurable acceptance tests.
Planning tools for each stage
- Greenhouse cost calculatorIndicative CAPEX range per m² for your area and structure.
- Greenhouse climate calculatorVentilation airflow and cooling pad area for the specification.
- Fertigation calculatorDosing assumptions for the irrigation scope.
- Greenhouse bid comparison toolNormalise quotes to the same currency and m² basis.
- Greenhouse TCO calculatorLifecycle cost of competing bids, with local price references.
- Local price sourcesOfficial energy and fertilizer references by country.
Buyer questions
- Does SeedMatch charge buyers?
- No. The buyer service is free.
- Will I contact suppliers directly?
- No. Our team contacts suitable suppliers after reviewing your brief and presents their responses to you through SeedMatch.
- Is there a minimum project size?
- Capital projects start at USD 250,000. Recurring seed or fertilizer purchases follow a separate review.
- Do you guarantee a number of quotes or a price?
- No. Responses depend on the scope and on which suppliers choose to respond.
- How is this different from the equipment checklist?
- The equipment checklist lists the systems inside a greenhouse; this page covers the buying process from specification to handover.
Related: Greenhouse equipment checklist · Supplier selection criteria
Turn the checklist into a reviewed RFQ
Send your completed specification. Our team reviews it before any supplier is approached.
Submit a project for review