Elevator RFQ Checklist: Requirements for Accurate Supplier Quotations

An elevator request for quotation (RFQ) must define the equipment requirements, building constraints, and supply responsibilities that determine what a supplier is pricing.

A request specifying only a 1,000 kg capacity, 1.0 m/s speed, and six stops leaves several questions unresolved. Suppliers may propose different car dimensions, door systems, shaft arrangements, and installation scopes, making their quotations difficult to compare.

This elevator RFQ checklist covers the technical and commercial information needed for new installations and modernization projects, including how to document provisional requirements and evaluate supplier deviations.

1. Establish the Project and Quotation Basis

The project location, building application, and procurement stage determine which regulations apply and how much design information can reasonably be confirmed.

A concept-stage RFQ may support preliminary budgeting, while a final tender generally requires coordinated drawings, defined technical requirements, and agreed responsibility boundaries.

Project Information Checklist

RFQ Item	Information to Provide	Why It Matters
Project location	City and destination country	Determines regulatory jurisdiction and delivery conditions
Building application	Residential, office, hotel, hospital, or industrial	Establishes transportation requirements
Project type	New installation, replacement, or modernization	Identifies existing equipment and building constraints
Design stage	Concept, detailed design, tender, or construction	Indicates the reliability of available information
Elevator quantity	Number of units and proposed groups	Supports traffic and equipment planning
Building occupancy	Expected users and operating patterns	Helps establish transportation demand
Project schedule	Technical approval, shipment, installation, and handover milestones	Supports manufacturing and delivery planning
Site environment	Indoor, outdoor, coastal, or other conditions	Identifies environmental protection requirements

Include the quotation deadline, required currency, and contact responsible for technical clarifications.

Provide a drawing register with revision numbers. If the written specification conflicts with a drawing, require suppliers to identify the discrepancy before preparing their final offer.

Identify Confirmed and Provisional Requirements

Early-stage projects may not have final shaft dimensions, rated speeds, or equipment arrangements.

Use the following status system to distinguish fixed requirements from assumptions.

Status	Meaning	Example
Confirmed	Approved project requirement	Floors served
Provisional	Preliminary value requiring verification	Shaft width
Supplier to Recommend	Requires technical evaluation	Rated speed
Not Applicable	Outside the proposed configuration	Separate machine room for an MRL elevator

Require suppliers to identify which assumptions affect equipment selection, price, or delivery.

For example, a provisional shaft width may support a budget quotation, but the final car and counterweight arrangement must be checked against verified dimensions before manufacturing approval.

2. Define Elevator Type and Intended Application

Elevator application determines the loading conditions, usable car dimensions, entrance requirements, and operating functions that suppliers must address.

Elevator Application	RFQ Requirements
Passenger elevator	Passenger demand, accessibility, and daily usage
Residential elevator	Occupancy, operating frequency, and space restrictions
Freight elevator	Cargo dimensions, total weight, concentrated loads, and loading equipment
Hospital or bed elevator	Bed dimensions, medical equipment clearance, and operating priorities
Service elevator	Goods movement, operating intensity, and durability
Scenic elevator	Glazing, architectural interfaces, and environmental exposure
Automobile elevator	Vehicle dimensions, wheel loads, and loading positions
Special-environment elevator	Temperature, moisture, corrosion, dust, or hazardous-area classification

Elevator applications may also be classified under international or regional standards according to their intended use, including passenger, goods, hospital, and special-purpose elevators.

Identify Application-Specific Loading Conditions

For freight elevators, total cargo weight does not fully describe the load imposed on the car floor.

A pallet truck carrying a heavy load may create concentrated wheel loads that require separate assessment of the car floor, supporting structure, and loading arrangement.

For hospital elevators, verify the dimensions of beds and medical equipment, including the clearance needed to enter, turn, and position them inside the car.

An elevator may have sufficient rated load but inadequate car depth or entrance width for the intended equipment.

For outdoor or corrosive environments, describe the exposure conditions and required protection. Hazardous locations require the applicable area classification and certification requirements to be established separately.

3. Specify Core Elevator Parameters

The elevator specification checklist should provide a separate equipment schedule for each unit or group with different requirements.

Rated Load and Passenger Capacity

Rated load must be considered together with passenger capacity, permissible car area, and traffic requirements.

Common passenger elevator ratings include 630 kg, 800 kg, 1,000 kg, 1,350 kg, and 1,600 kg. Available configurations depend on the equipment design and applicable standards.

A larger rated load may require a larger car, more shaft space, and different equipment. It does not automatically improve transportation efficiency if the building’s passenger demand does not justify the additional capacity.

For passenger elevators, the proposed car area must satisfy the applicable relationship between rated load and permissible car area. Freight elevators may also require evaluation of concentrated or uneven loading.

Rated Speed and Traffic Performance

Rated speed should be selected according to travel height, stopping frequency, passenger demand, and the building’s transportation strategy.

Building Application	Speed Selection Consideration
Low-rise residential	Travel distance, acceleration, and journey time
Office buildings	Peak traffic, waiting time, and group performance
High-rise buildings	Travel distance, traffic zoning, and system performance
Hospitals	Transport priorities, stopping performance, and service requirements
Industrial buildings	Travel distance, loading cycles, and operating frequency

Increasing rated speed may provide limited time savings over short travel distances because the elevator spends a significant part of each journey accelerating, decelerating, or operating its doors.

For buildings with multiple elevators or concentrated traffic peaks, traffic analysis can help determine elevator quantity, rated load, speed, and control arrangements.

Where the required speed remains undecided, provide occupancy and traffic information and request a documented recommendation.

Floors, Stops, and Travel Height

The number of building floors may differ from the number of elevator stops.

An elevator may pass floors without stopping, serve basement levels, or provide front and rear entrances at different landings.

Provide a landing schedule identifying the floors served, floor elevations, entrance positions, and total vertical travel distance.

This information determines landing-door quantities, control requirements, and the vertical equipment arrangement.

Core Elevator Specification Schedule

Parameter	RFQ Requirement
Elevator identification	L1, L2, or group designation
Intended application	Passenger, freight, hospital, or other
Rated load	kg
Rated speed	m/s
Floors served	Floor designations
Number of stops	Total served levels
Travel height	mm or m
Car dimensions	Clear width, depth, and height
Door opening	Clear width and height
Entrance arrangement	Front, rear, or through-car
Drive arrangement	Required configuration or supplier recommendation

Require suppliers proposing alternative specifications to explain their effect on car dimensions, shaft requirements, traffic performance, and price.

4. Provide Shaft, Pit, Overhead, and Building Interface Information

An elevator with the required rated load and speed may still be unsuitable if its equipment arrangement does not fit the available shaft.

Car dimensions, door mechanisms, counterweight position, guide rails, safety spaces, and maintenance access must be evaluated together.

Shaft Width and Depth

Provide the minimum clear internal shaft width and depth using dimensioned architectural or structural drawings.

Identify whether the measurements are preliminary, approved, or verified on-site.

Beams, structural projections, wall irregularities, and installation tolerances may reduce usable shaft space.

For modernization projects, measured dimensions should be checked against existing guide rails, landing entrances, and equipment intended for retention.

Pit Depth and Overhead Clearance

Pit depth is measured from the lowest landing floor level to the pit floor. Overhead clearance concerns the space above the highest served landing.

Both dimensions affect the equipment arrangement, required safety spaces, and maintenance provisions.

The required dimensions depend on the elevator configuration, rated speed, and applicable safety standard.

If the building has a restricted pit or overhead, provide the actual available dimensions. Reduced-pit or reduced-headroom solutions may require special protective measures and approval under the applicable regulatory framework.

Machine Room and MRL Arrangements

State whether a dedicated machine room is available or a machine-room-less (MRL) configuration is preferred.

An MRL elevator removes the need for a separate machine room but still requires coordinated machinery locations, controller access, structural support, electrical connections, and maintenance provisions.

The supplier should show these interfaces in project-specific general arrangement drawings.

Building Interface Checklist

Building Condition	Information Required	Engineering Concern
Shaft width and depth	Minimum clear dimensions	Car, counterweight, and equipment layout
Pit depth	Available clear depth	Equipment and safety spaces
Overhead clearance	Available clear height	Equipment and maintenance clearances
Shaft construction	Concrete, steel, or other structure	Guide rail supports and fixing methods
Landing openings	Dimensions and positions	Entrance compatibility
Machine room	Dimensions, location, and access	Machinery and controller arrangement
Structural conditions	Load-bearing elements and fixing provisions	Equipment support
Installation access	Delivery route and lifting restrictions	Equipment handling

Additional Checks for Modernization Projects

Identify existing guide rails, landing doors, machinery, controllers, and other components proposed for retention.

Each retained component should be evaluated for physical condition, dimensional compatibility, interface requirements, and compliance with the proposed modernization scope.

Retaining existing landing doors, for example, may reduce replacement work but can create compatibility requirements for the new door operator, locking system, and control interfaces.

Final equipment selection should use verified building dimensions and approved arrangement drawings.

5. Define Doors, Entrances, and Accessibility Requirements

The required clear door opening should be specified separately from the door mechanism.

A door system may require additional installation width beyond its clear opening, affecting car dimensions and shaft packaging.

Door Requirement	Information to Provide
Opening arrangement	Center-opening, side-opening, or supplier recommendation
Clear opening width	mm
Clear opening height	mm
Entrance locations	Front, rear, or both
Landing-door finish	Material and appearance
Fire-resistance requirement	Applicable rating and approval basis
Door protection	Required protective detection functions
Special operation	Priority access or other requirements

Center-opening and telescopic side-opening doors use different panel movements and installation space.

For restricted shafts, suppliers should confirm whether the proposed door arrangement provides the required clear opening without compromising usable car dimensions.

For hospital and freight elevators, verify the opening against the actual width and maneuvering requirements of beds, carts, pallets, or other equipment.

Accessibility requirements may include wheelchair access, control panel positions, tactile markings, audible announcements, visual indicators, and emergency communication.

Mandatory accessibility provisions should be established according to the destination market’s regulations and included in the base specification.

6. Define Traffic, Controls, and Special Operating Functions

Traffic requirements should describe expected passenger movement, operating hours, peak demand, and any transportation priorities.

For office buildings, concentrated arrival traffic may affect elevator quantity and group control. Hospitals may require priority operation for patient transport or designated service movements.

Control System Requirements

Common arrangements include single-elevator operation, coordinated group control, and destination dispatch.

The RFQ should identify whether the proposed system must integrate with access control, visitor management, security equipment, or a building management system.

For each interface, define the required functions, communication method where known, and responsibility for hardware, wiring, software configuration, and testing.

Emergency and Special Functions

Potential requirements include fire recall, firefighters’ emergency operation, automatic rescue, standby power integration, emergency communication, and seismic functions.

Specify the required operating sequence and applicable regulatory basis.

An automatic rescue device may move the elevator to a designated landing after power failure, subject to its design. A generator-supported system may instead provide continued operation under defined conditions.

These functions require different equipment and building interfaces and should not be treated as interchangeable.

7. State Safety Standards and Compliance Requirements

Elevator safety requirements depend on the destination country, equipment application, and locally adopted regulations.

For European Union projects, relevant requirements may include Directive 2014/33/EU and harmonized standards such as EN 81-20:2020 and EN 81-50:2020. Existing-building installations may also require evaluation against EN 81-21 where applicable.

In the United States and Canada, ASME A17.1/CSA B44 provides a major safety code framework. The edition enforced for a particular project depends on the state, province, or local authority having jurisdiction.

For projects in China, relevant references may include the GB/T 7588 series for elevator safety, the GB/T 7025 series for dimensional planning, and applicable TSG regulations covering inspection, testing, and maintenance.

These standards address different technical and regulatory requirements and should not be treated as interchangeable certifications.

The RFQ should identify the applicable standards, locally adopted editions, approval procedures, required documentation, and parties responsible for regulatory compliance. Suppliers should confirm these requirements before submitting a final quotation.

Safety Protection Requirements

Depending on the applicable standard and equipment design, safety provisions may include overspeed protection, safety gear, buffers, door interlocks, door protective devices, unintended car movement protection, and emergency communication.

The supplier should demonstrate compliance through the complete proposed system rather than an isolated list of safety components.

Required Compliance Documents

Request the following documents where applicable:

• General arrangement drawings
• Technical specifications and major component information
• Certificates and conformity documents
• Electrical data and wiring diagrams
• Structural loads and building interface requirements
• Installation and maintenance manuals
• Testing and commissioning records
• Spare-parts documentation

Specify the required document language, submission format, and delivery stage.

A certificate accepted in one market should not automatically be assumed sufficient for another country’s installation approval.

8. Provide Electrical and Building Service Requirements

Electrical supply conditions affect drive selection, controller configuration, emergency operation, and building integration.

RFQ Item	Information Required
Main power supply	Voltage, phase, and frequency
Available capacity	Building electrical supply limitations
Emergency power	Generator or other backup arrangement
Earthing	Project electrical requirements
Emergency communication	Communication method and interface
Fire alarm interface	Required signals and operating functions
Access control	Hardware, wiring, and control responsibilities
Building management integration	Monitoring and communication requirements

The supplier should confirm electrical loads, protective devices, connection points, and installation requirements.

For emergency power, specify whether the system must perform a limited rescue operation or continue operating under backup supply. The required function determines the electrical and control interfaces that must be coordinated.

9. Define Commercial Scope, Installation, and Delivery Responsibilities

An elevator quotation may cover equipment supply only, installation supervision, or a broader installation and commissioning package.

The RFQ should assign responsibilities before suppliers submit prices.

Establish a Responsibility Matrix

Project Activity	Responsibility to Confirm
Elevator engineering and layout	Supplier and responsible project designers
Shaft construction	Assigned building contractor
Pit waterproofing	Assigned contractor or specialist
Structural supports and embedded items	Supplier coordination and assigned contractor
Equipment manufacturing	Elevator supplier
International shipping	According to agreed delivery terms
Customs clearance and unloading	Contractually assigned parties
Site installation	Appropriately qualified installation provider
Testing and commissioning	Assigned qualified parties
Regulatory inspection	Responsible parties under local regulations
Training and handover	Assigned supplier or service provider

These assignments are illustrative and must be established in the project contract.

Clarify responsibility for temporary power, shaft lighting, lifting equipment, scaffolding, civil modifications, fire stopping, unloading, storage, and local inspection fees.

An excluded activity creates a procurement risk when no other party has accepted responsibility for it.

Commercial Quotation Requirements

Require suppliers to identify:

• Quotation currency and price breakdown
• Payment terms and quotation validity
• Manufacturing lead time and starting assumptions
• Delivery terms and named destination
• Installation and commissioning scope
• Optional equipment and additional charges
• Technical deviations and exclusions

Specify the applicable Incoterms rule and named place where relevant.

Manufacturing lead time should be distinguished from shipping, customs clearance, installation, and commissioning. These activities determine different parts of the overall project schedule.

10. Include Maintenance and After-Sales Requirements

The RFQ should identify who will maintain the elevator and what technical support, spare parts, and documentation will be available after handover.

Preventive Maintenance

Request the proposed maintenance scope, service frequency, and recordkeeping requirements.

The program may include inspections, adjustments, lubrication where applicable, and safety-related checks.

Maintenance intervals depend on equipment design, operating intensity, manufacturer instructions, applicable regulations, and site conditions.

Where local regulations prescribe specific maintenance or inspection intervals, those requirements take precedence over a generic supplier schedule.

Emergency Response

Specify the required emergency contact availability, remote support arrangements, and contractual response targets.

A 24-hour emergency contact service does not necessarily mean a technician will arrive on-site within 24 hours.

The RFQ should distinguish call availability, response time, technician dispatch, and repair obligations.

Spare Parts, Training, and Warranty

Request spare-parts availability, ordering procedures, technical documentation, and training requirements.

Warranty terms should define coverage, exclusions, claim procedures, and the starting date.

Where equipment supply and local installation involve different companies, clarify responsibility for equipment defects, installation defects, and warranty claims.

Maintenance and After-Sales Checklist

Requirement	Information to Confirm
Preventive maintenance	Scope, frequency, and records
Emergency support	Contact availability and response targets
Spare parts	Availability, ordering process, and responsibility
Technical documentation	Manuals, diagrams, and maintenance information
Training	Operator and maintenance personnel training
Warranty	Coverage, exclusions, and starting date
Local service	Qualified provider and geographic coverage

11. Common Elevator RFQ Mistakes That Increase Project Cost

The following mistakes can cause equipment changes, additional construction work, or quotation disputes.

Common Mistake	Potential Consequence	Better RFQ Practice
Providing only capacity and speed	Suppliers assume different car dimensions, door systems, and layouts	Provide a complete equipment schedule
Using outdated shaft drawings	Proposed equipment conflicts with actual building dimensions	Identify drawing revisions and verify site conditions
Comparing prices without scope normalization	Missing installation or commissioning work is overlooked	Use a common compliance and responsibility schedule
Ignoring maintenance requirements	Spare-parts and service responsibilities remain unresolved	Define maintenance, warranty, and support requirements in the RFQ

For example, a 1,000 kg, 1.0 m/s elevator specification does not establish whether the proposed car will fit the shaft or provide the required entrance clearance.

Similarly, a lower equipment price may require additional building modifications or separately contracted installation services.

These differences should be identified before a supplier is selected.

12. How to Compare Elevator Quotations From Different Suppliers

Supplier quotations should be evaluated against the same technical requirements, building constraints, and commercial scope.

Step 1. Check Technical Compliance

Require each supplier to classify requirements as Compliant, Compliant With Clarification, Deviation Proposed, or Not Included.

A deviation should identify the alternative specification and its consequences for equipment performance, building compatibility, compliance, price, or delivery.

Step 2. Verify Building Compatibility

Compare proposed general arrangement drawings with the available shaft, pit, overhead, entrance, and structural conditions.

Identify any additional building work required by a supplier’s proposed configuration.

Step 3. Normalize Supply Scope

Check whether quotations include equivalent equipment, finishes, documentation, installation services, and commissioning obligations.

Where an item is excluded, obtain a separate price or reasonable cost estimate before comparing total project costs.

Step 4. Compare Commercial and Lifecycle Conditions

Review delivery terms, payment conditions, warranty coverage, maintenance responsibilities, and spare-parts support.

These factors may affect the evaluated project cost even when the quoted equipment prices are similar.

Supplier Quotation Comparison Matrix

Evaluation Item	Supplier A	Supplier B	Review Requirement
Rated load and speed			Equivalent technical requirements
Car and door dimensions			Required usable space
Shaft compatibility			Building fit
Control and safety functions			Required operation and compliance
Equipment supply scope			Included components
Installation responsibility			Defined scope
Testing and certification			Required approvals
Delivery terms			Comparable logistics basis
Warranty and spare parts			Lifecycle support
Technical deviations			Consequences identified
Evaluated project cost			Scope-adjusted comparison

An evaluated project cost should include the supplier’s quoted price, identified exclusions, and reasonably estimated additional obligations.

The comparison should also identify unresolved risks that cannot yet be priced reliably.

13. Elevator RFQ Checklist Template

Use this copy-ready elevator RFQ checklist to organize project information before contacting suppliers.

For each requirement, indicate whether the information is confirmed, provisional, supplier to recommend, or not applicable. Attach the latest available drawings and identify dimensions requiring site verification.

Suppliers should use the same information to prepare technical proposals, identify deviations, and clarify quotation assumptions.

Project Information

• Project name, city, and country
• Building application and project stage
• New installation or modernization
• Elevator quantity and unit identification
• Building occupancy and traffic requirements
• Project schedule and quotation deadline
• Drawing register and revision numbers

Technical Specifications

• Elevator type and intended application
• Rated load in kg
• Rated speed in m/s
• Floors served and number of stops
• Travel height and floor-to-floor dimensions
• Car width, depth, and height
• Door clear opening and entrance arrangement
• Drive and control requirements

Building Conditions

• Clear shaft width and depth
• Pit depth
• Overhead clearance
• Machine room or MRL preference
• Shaft structure and support conditions
• Landing opening positions
• Installation access restrictions
• Site measurement and drawing status

Safety and Operation

• Applicable standards and certification requirements
• Accessibility provisions
• Fire and emergency operation
• Automatic rescue or standby power
• Traffic and group control
• Access control and monitoring
• Main electrical supply
• Emergency communication requirements

Commercial and Delivery Scope

• Equipment supply boundaries
• Building work and installation responsibilities
• Technical documentation requirements
• Testing and commissioning scope
• Delivery terms and named destination
• Manufacturing and shipment schedule
• Warranty and maintenance requirements
• Spare-parts availability
• Supplier compliance statement
• Exclusions, deviations, and optional prices

Recommended RFQ Attachments

Include available architectural plans, shaft sections, landing schedules, structural information, electrical requirements, and interior finish specifications.

For modernization projects, attach site photographs, verified measurements, and a list of existing components intended for retention.

Preparing an Elevator RFQ With EKCNE

Projects involving restricted shaft dimensions, nonstandard car layouts, or modernization work may require technical review before equipment specifications are finalized.

EKCNE provides pre-sales engineering support, drawing review, elevator configuration options, and customized equipment solutions for different building applications. Its services also include technical documentation, installation guidance, remote commissioning support, and elevator component supply.

Project teams can submit their elevator specification schedule, available building drawings, and operating requirements to EKCNE for technical evaluation and quotation preparation.

Site installation, statutory inspections, local maintenance, and other market-specific services should be confirmed separately according to the project location and agreed contractual scope.