Solar Structure RFQ & BOM Checklist for EPCs

When an EPC company requests pricing for solar mounting structures, the manufacturer needs more than the project capacity or an approximate steel requirement. The quotation depends on what must be manufactured, the required material specifications, component quantities, fabrication details and delivery conditions.

An incomplete enquiry can lead to clarification delays, assumptions in pricing or quotations that are difficult to compare. For example, asking for a price for galvanized solar purlins without specifying their dimensions, steel grade, coating and punching requirements leaves several important cost and manufacturing factors undefined.

A properly prepared solar structure RFQ (Request for Quotation), supported by a clear Bill of Materials (BOM) and relevant drawings, helps manufacturers understand the requirement before pricing.

This guide explains how to prepare an RFQ for solar module mounting structure components, what information a BOM should contain, how to organize supporting documents and which details EPC procurement teams should verify before requesting a manufacturing quotation.

What Is an RFQ for Solar Mounting Structures?

An RFQ, or Request for Quotation, is a document sent by a buyer to a manufacturer or supplier requesting a price for a defined scope of work or supply.

For solar module mounting structures (MMS), an RFQ may cover manufactured steel components such as C purlins, HAT purlins, Z sections or other items identified in the project’s structural drawings.

Depending on the agreed supplier scope, a solar structure RFQ may require information about:

Components and profiles to be supplied.
Approved or quotation-stage drawings.
Steel grades, thicknesses and coating requirements.
Cut lengths, punching patterns and fabrication details.
Component quantities or estimated tonnage.
Inspection, documentation and traceability requirements.
Packaging, dispatch schedule and delivery destination.
Commercial terms and the required quotation format.

The objective is to obtain a quotation based on clearly defined requirements rather than assumptions.

Important: An RFQ can be issued using drawings marked for quotation when the design is not yet finalized. However, these documents should be clearly identified as preliminary. Manufacturing should proceed only against the drawings and specifications formally approved and released for production.

What Is a Solar Mounting Structure BOM?

A Bill of Materials (BOM) is an itemized list of components and materials required for a defined product, assembly or project scope.

For a solar mounting structure, the BOM helps identify which structural members and other specified items are required, along with their quantities and relevant specifications.

Depending on the project, a solar mounting structure BOM may include:

C, Z or HAT purlins.
Rafters and columns or posts.
Bracing members.
Connection plates or brackets.
Clamps and fasteners, where included in the supply scope.
Other project-specific structural components.

Not every solar project uses all these items, and not every supplier is responsible for manufacturing or supplying the entire list.

The EPC team should clearly identify which BOM line items are included in the quotation request being sent to a particular manufacturer.

BOM vs BOQ: What Is the Difference?

A Bill of Materials and a Bill of Quantities (BOQ) are related procurement documents, but they serve different purposes.

Parameter	BOM – Bill of Materials	BOQ – Bill of Quantities
Main purpose	Identifies materials, parts and components required for a defined scope	Lists measured quantities of work or supply items for estimating, tendering or payment purposes
Typical detail	Part numbers, drawings, dimensions, specifications and quantities	Item descriptions, units, quantities and, where applicable, pricing columns
Common users	Engineering, manufacturing and procurement teams	Estimating, commercial, contracts and procurement teams
Solar MMS example	Individual purlin profiles with specified lengths, hole patterns and quantities	A measured quantity of structural steelwork or a defined supply package

For a manufacturer preparing a component-level quotation, a detailed BOM or member schedule is often more useful than a broad BOQ line stating only the total estimated steel tonnage.

If the buyer provides only a BOQ, additional drawings and material schedules may be required to establish the fabrication scope accurately.

What Information Should an EPC Include in a Solar Structure RFQ?

A good RFQ should make the technical scope, quantity and commercial requirements easy to identify.

1. Project and Enquiry Details

Start with basic information so the manufacturer can identify the requirement and respond to the correct contact.

Project reference or enquiry number.
Project location and delivery destination.
Buyer or EPC company contact details.
Solar project type, where relevant.
Components or supply package being quoted.
Quotation submission deadline.
Expected delivery or dispatch schedule.

Project capacity, expressed in MW or MWp, may provide useful context, but it does not replace a component-level material schedule. Two solar projects with similar capacities can have different structural layouts and steel requirements.

2. Scope of Supply

The RFQ should define exactly which products the manufacturer is being asked to quote.

For example, an EPC may require only fabricated C purlins for a solar mounting structure rather than complete MMS assemblies.

In such a case, the RFQ should specify that the enquiry covers C purlin manufacturing and supply. It should not leave the manufacturer to assume responsibility for foundations, structural design, installation, fasteners or other items outside the requested scope.

Any supply exclusions should be recorded clearly.

3. Structural Drawings and Component Dimensions

Relevant drawings should identify the final shape and fabrication requirements of each component.

Depending on the component, this may include:

Cross-sectional profile and dimensions.
Web, flange and lip measurements.
Material thickness.
Member length.
Hole diameter and slot dimensions.
Hole pitch and position.
Connection details.
Applicable dimensional tolerances.

Each drawing should have an identifiable number and revision.

A drawing labelled only with a product name, such as “solar C purlin”, is generally insufficient when the project requires custom dimensions or punching.

4. Steel Grade and Material Specification

The steel grade should be stated separately from the profile dimensions.

Descriptions such as “high-strength steel” or “GI material” may not identify the exact mechanical properties required by the approved design.

Where applicable, provide:

Specified steel grade.
Relevant material standard.
Required substrate thickness.
Material test certificate requirements.
Any additional project-specific material conditions.

Material substitutions should not be assumed acceptable simply because the proposed product has similar dimensions.

5. Coating and Corrosion-Protection Requirements

Galvanized steel products can have different coating types, thicknesses and manufacturing processes.

The RFQ should identify the required coating rather than using a broad instruction such as “galvanized finish”.

Relevant details may include the applicable coating standard, coating designation, coating mass or thickness requirement and any specified treatment of fabricated surfaces.

Where the coating route matters, the enquiry should clarify whether the steel is to be coated before profile fabrication or galvanized after fabrication.

6. Quantities and Delivery Schedule

The manufacturer needs quantities linked to individual part numbers or drawings.

If the project will be supplied in phases, identify the required quantities and target dispatch dates for each phase.

Where exact quantities are not yet finalized, clearly mark them as estimated and ask the supplier to state how quantity changes may affect the commercial offer.

Sample Solar Mounting Structure BOM Format

The following table illustrates a basic bill of materials format that an EPC procurement team can adapt for an RFQ.

Note: These are illustrative component entries, not quantities or specifications from an actual Shree Deepak Industries project. A real BOM should be populated from the relevant project drawings and approved material schedule. The component types shown do not imply that they are all required in the same MMS design.

Item Code	Component	Drawing / Revision	Dimensions & Length	Steel Grade & Thickness	Coating	Quantity
MMS-CP-01	C Purlin	Enter drawing number and revision	Enter approved profile dimensions and length	Enter required grade and thickness	Enter specified coating	Enter number of pieces
MMS-HP-01	HAT Purlin	Enter drawing number and revision	Enter approved profile dimensions and length	Enter required grade and thickness	Enter specified coating	Enter number of pieces
MMS-ZP-01	Z Purlin	Enter drawing number and revision	Enter approved profile dimensions and length	Enter required grade and thickness	Enter specified coating	Enter number of pieces

Depending on the procurement arrangement, additional columns may be needed for unit of measurement, estimated piece weight, total weight, hole pattern reference, inspection requirements or dispatch phase.

How to Make the BOM More Useful for Quotation

A component list becomes more reliable when every line item has a clear relationship with its drawing and material specification.

Before sharing the BOM, check that:

Every distinct component has a unique item code.
Each item code refers to the correct drawing revision.
Members with different lengths or punching patterns are listed separately where necessary.
Quantities and units are clearly identified.
The specified material grade, thickness and coating are consistent with the drawing or material schedule.
Estimated quantities are distinguished from finalized requirements.
The BOM identifies only the items being requested from that supplier.

For example, two C purlins may have the same cross-section and steel thickness but different lengths or hole positions. If they are separate fabricated items, they should be identifiable in the BOM rather than combined into one ambiguous entry.

Which Drawings and Documents Should Be Attached to the RFQ?

Not every quotation requires a complete engineering document package. However, custom-manufactured components need sufficient technical information to establish the supply requirement.

A typical document set may include:

Document	Purpose
RFQ cover sheet	Defines the enquiry, scope, commercial requirements and deadlines
BOM or member schedule	Identifies components and quantities
General arrangement drawing	Provides structural layout and assembly context
Profile and fabrication drawings	Defines the dimensions, holes, slots and other manufacturing details
Material specification	Identifies steel grade, thickness, coating and applicable standards
Quality requirements	Defines any required tests, inspection records or material documentation
Dispatch schedule	Specifies delivery phases, quantities and destinations

Where a drawing is preliminary, mark it accordingly. If several revisions have been circulated, identify which version should be used for quotation.

Before manufacturing begins, the buyer should confirm the drawings and specifications formally released for production.

Sample Solar Structure RFQ Cover Sheet

The following format can be copied into an email or procurement document and adapted for a specific MMS component enquiry.

RFQ Field	Information to Provide
RFQ number	Enter enquiry reference
Project reference	Enter project name or approved code
Buyer / EPC contact	Enter responsible contact details
Required products	List the components included in the quotation scope
Drawing package	List attached drawings and their revisions
BOM reference	Enter file name, revision and date
Material and coating	Refer to the attached technical specification
Required quantity	Refer to item-wise BOM or schedule
Delivery location	Enter destination and relevant delivery conditions
Delivery schedule	Enter required dates or supply phases
Quotation deadline	Enter response date
Commercial basis	Specify required price basis, taxes, freight and other terms

Buyers can also request that the supplier identify any assumptions, exclusions or technical deviations separately in the quotation.

Doing so makes it easier to determine whether two quotations cover the same requirements.

What Commercial Details Should Be Included in the RFQ?

An accurate manufacturing quotation is not determined by material specifications alone. Commercial requirements can also influence the quoted amount.

Pricing Basis

Confirm whether the quotation should show prices per kilogram, per metric tonne, per piece or another agreed unit.

If quotations use different pricing units, the EPC team may need a verified quantity and weight reconciliation before comparing them.

Fabrication Inclusions

Clarify whether cutting, punching, coating, packaging and required documentation are included in the quoted scope.

A lower unit price may not represent a better commercial offer if important operations have been excluded.

Freight and Delivery

State whether the offer should cover dispatch from the manufacturing facility or delivery to the project site.

Where relevant, clarify transport, unloading and other logistics responsibilities.

Taxes, Payment Terms and Quotation Validity

The RFQ should request clarity on applicable taxes, payment milestones, quotation validity and the process for handling changes.

These details help procurement teams compare supplier offers on a consistent basis.

Common RFQ Mistakes That Delay Accurate Quotations

1. Sending Only the Project Capacity

Knowing that a solar project has a certain MW capacity does not tell the manufacturer how many C purlins, HAT sections or other components are required.

A BOM or estimated member schedule is needed to define the actual supply scope.

2. Providing Incomplete Profile Dimensions

Descriptions such as “2 mm C purlin” do not identify the complete section.

Web, flange and lip dimensions, length and hole pattern can vary between profiles of the same nominal thickness.

3. Using Different Drawing Revisions

If the BOM refers to one drawing revision while the attached drawing package contains another, the supplier may not know which information controls the quotation.

The document register should identify the correct revision for each item.

4. Leaving the Coating Requirement Undefined

A general instruction to supply galvanized material can leave the required coating type or measurement basis unclear.

The RFQ should identify the specified coating system and applicable requirements.

5. Omitting Punching and Connection Details

Components may require different hole diameters, slots or patterns even when their overall profile dimensions are identical.

These details can affect manufacturing operations and should be provided where applicable.

6. Comparing Quotations with Different Scopes

One quotation may include punching, specified packaging and freight, while another may cover only supply of unpunched profiles from the factory.

Comparing their unit prices without checking inclusions can lead to an incorrect purchasing decision.

How Should EPCs Compare Solar Structure Manufacturing Quotations?

Once quotations are received, the procurement team should confirm that the offers are technically and commercially comparable.

A practical comparison should review:

Scope: Are the same BOM items and quantities included?
Material: Are the required steel grades and thicknesses matched?
Coating: Are the specified coating systems and requirements addressed?
Fabrication: Are cutting, punching and other required operations included?
Drawings: Has the supplier quoted against the correct document revisions?
Quality documentation: Are the required certificates and inspection records included?
Delivery: Are the location, schedule and freight responsibilities equivalent?
Commercial terms: Are taxes, payment terms and exclusions clearly stated?

If a supplier proposes an alternate material or manufacturing method, the deviation should be identified for review rather than silently treated as equivalent.

A quotation can be commercially competitive while still requiring technical clarification before purchase-order approval.

Final Solar Structure RFQ Checklist Before Sending

Use this checklist before issuing a quotation enquiry for solar mounting structure components.

☐ The project reference and buyer contact are identified.
☐ The required manufacturing and supply scope is clearly defined.
☐ The BOM includes the relevant part codes, descriptions and quantities.
☐ The drawings match the references and revisions stated in the BOM.
☐ Profile dimensions, lengths and punching requirements are available.
☐ Steel grades and thickness requirements are stated.
☐ Coating type and applicable coating specification are included.
☐ Required certificates and inspection documentation are identified.
☐ The delivery destination and proposed schedule are provided.
☐ Pricing units, freight, taxes and commercial terms are clarified.
☐ Any preliminary information or estimated quantities are labelled.
☐ The supplier is asked to declare assumptions, exclusions and deviations.

This checklist does not replace engineering approval or the project’s procurement procedures. It is a practical way to reduce missing information before a quotation is prepared.

Request a Solar Structure Manufacturing Quotation from Shree Deepak Industries

Shree Deepak Industries is based in Jaipur, Rajasthan, and manufactures cold-formed steel profiles for solar module mounting structures and industrial applications.

Its product range includes C purlins, HAT purlins and C and Z purlins, with project-specific manufacturing requirements assessed against the supplied drawings and specifications.

For a solar structure quotation, procurement teams can share their required profile dimensions, material grade, thickness, coating specification, punching details, quantities and delivery location.

The manufacturing scope and available product options can then be reviewed against the project requirement.

Need a quotation for solar mounting structure components? Contact Shree Deepak Industries with your RFQ, BOM and relevant drawings to discuss your manufacturing requirement.

Frequently Asked Questions

What is an RFQ in solar structure procurement?

An RFQ is a Request for Quotation sent to a supplier or manufacturer. It defines the required solar structure components, specifications, quantities, delivery requirements and commercial conditions so that the supplier can prepare an offer.

What should a solar mounting structure BOM include?

A solar mounting structure BOM should identify the relevant components, part codes, drawing references, dimensions, material specifications, quantities and units. Additional manufacturing information may be included or referenced through attached drawings and schedules.

What is the difference between a BOM and a BOQ?

A BOM identifies components and materials required for a defined scope, while a BOQ typically lists measured work or supply quantities for estimating, tendering or payment. A detailed BOM can help manufacturers understand the individual fabrication requirements behind a broader BOQ item.

Can a manufacturer quote without finalized fabrication drawings?

A manufacturer may be able to provide a preliminary or budgetary quotation using clearly identified quotation-stage drawings and estimated quantities. The resulting assumptions and exclusions should be stated. Final manufacturing requires the necessary approved drawings and specifications.

Is solar project capacity enough to calculate the required steel?

No. Solar project capacity alone does not establish the exact MMS quantities or component specifications. The structural layout, approved member design, module configuration and other project requirements determine the actual material schedule.

Why is the drawing revision important in a solar structure RFQ?

Drawing revisions identify changes in dimensions, hole patterns or other manufacturing requirements. If the BOM and drawings refer to different revisions, the manufacturer may quote the wrong component specification.

Should an RFQ specify prices per kilogram or per piece?

Either basis may be appropriate depending on the product and procurement arrangement. Buyers should request a consistent pricing unit and ensure that material, fabrication, coating, packaging and delivery inclusions are clearly identified.

What details should be sent to Shree Deepak Industries for a quotation?

Buyers should share the required component type, drawings or member schedule, profile dimensions, steel grade, thickness, coating, quantities, delivery location and any special manufacturing requirements. The team can review the enquiry to determine the information required for a project-specific offer.

Conclusion

A well-prepared solar structure RFQ helps EPC procurement teams obtain manufacturing quotations based on a clear and consistent scope.

The most useful enquiry combines an itemized solar mounting structure BOM, relevant drawings, material and coating specifications, quantities, manufacturing requirements and delivery details.

Before comparing prices, buyers should also check whether the quotations include the same technical requirements, fabrication operations and commercial conditions.

Taking these steps before purchase-order finalization helps reduce avoidable clarification rounds and makes the procurement process more reliable for both the EPC team and the manufacturer.