If you’re drafting or evaluating an RFP for a fixed belt conveyor—or for major components like belts, idlers, pulleys, and drives—the difference between a smooth project and months of rework is whether your RFP captures complete, comparable, and verifiable data. Use this verification-first checklist to structure your “conveyor procurement RFP requirements” so vendors bid apples-to-apples and you can audit performance at acceptance.
How to use this guide: Each section names the fields to require, the preferred units/format, relevant standards or guidance to cite, and how you’ll verify responses during bid review and at FAT/SAT.
Bid response format and data quality rules
Before the technical content, standardize how vendors must respond. This ensures comparability and cuts evaluation time.
- Units and conventions: SI as primary (mm, m, t/h, kW); permit dual entry if your site uses inch/HP but require both.
- Required attachments: GA drawings (PDF + native), technical data sheets, single-line/IO list, calculation report, QA/ITP, material/test certificates, spares list, and project schedule.
- File naming and structure: One top-level folder with subfolders: 01_Admin, 02_Drawings, 03_Calcs, 04_Datasheets, 05_QA-ITP, 06_Certs, 07_Spares, 08_Schedule.
- Deviations register: A simple table listing any departures from standards/spec with rationale and impact.
Verification: Reject bids missing mandatory attachments; return a compliance checklist with pass/fail per item.
Authoritative references: For safety and guarding, cite ASME B20.1 (latest edition). See the publisher’s 2024 overview in the ANSI blog: ASME B20.1-2024 safety standard overview (ANSI).
Project context and performance inputs
Specify the duty and constraints so sizing, power, and component choices are defensible.
- Material: bulk density (t/m³), size distribution (P80 and max, mm), moisture (%), temperature (°C), abrasiveness, oil/chemical exposure, corrosivity, and whether dust is explosible (NEC Class II or ATEX Zone).
- Throughput and duty cycle: design rate (t/h) and surge, belt speed target (m/s if known), hours/day and days/year, availability target (%).
- Geometry: conveyor length (m), lift H (m), incline angle (°), minimum radii, transfer points, take-up type and location.
- Power and controls: available supply (V/Hz), short-circuit current, MCC/PLC/SCADA interface requirements.
Verification: Cross-check OEM power/tension calculations against declared inputs; require a layout drawing showing transfer interfaces. For calculation basis, reference DIN 22101; a practical explainer of inputs/assumptions is available in the Helix DeltaT help: DIN 22101 calculation basis and inputs (Helix DeltaT help).
Belt technical specification (textile EP/NN and steel cord)
The belt line item needs standardized fields so cover grades, strengths, and splices are directly comparable.
Required fields and verification notes:
| Field | Unit/Format | Standard/Guidance | Verification |
|---|---|---|---|
| Belt type and rating | EP/NN (e.g., EP 630/4) or ST (e.g., ST1600); width (mm); strength (N/mm) | ISO 14890 (textile), ISO 15236/DIN 22131 (steel cord) | Manufacturer certificate; lab tests per ISO 283/9856 (textile); splice/magnetic test for steel cord |
| Covers and thickness | Top/bottom (mm); grade (DIN X/Y/W/Z or ISO H/D/L); special (heat, oil, FR) as required | ISO 14890/DIN 22102; FR/antistatic via ISO 340/ISO 284 (or EN 12882) | Lab reports: abrasion (ISO 4649), ISO 340 flame test, ISO 284 antistatic |
| Splice | Type (finger/step/scarf; steel cord layout); target efficiency (%); method | ISO 15236/DIN 22131 guidance for steel cord | Splice procedure; qualification or sample pull/dynamic test |
| Tolerances and marking | Width, thickness per standard; belt marking shows grade/standard | DIN 22102/ISO 14890 | Caliper/micrometer check on delivery; visual marking check |
Helpful references: ISO’s index page outlines the scope of textile belt requirements: ISO 14890 official index (ISO OBP). For steel cord construction/testing context, see reputable technical summaries linked from OEMs.
Example (neutral, non-promotional): In a recent export project, the buyer mapped catalog entries from БизонКонви into the RFP table as “EP 800/4, 10/4, DIN X, 1200 mm,” then required ISO 4649 abrasion and ISO 340 FR certificates at submittal, with a sample steel-cord-like splice qualification reserved for future overland lines. The example shows how catalog shorthand converts into auditable fields and lab reports.
Idlers and pulleys
Standardize idler and pulley data so sealing quality, spacing, and lagging are transparent.
- Idlers: CEMA class (B–F), roll diameter (mm), trough angle (°), spacing (m), sealing type (labyrinth/contact), shaft and bearing spec; impact idlers/beds in loading zone; material options (steel, UHMWPE, stainless) for corrosion or weight goals.
- Pulleys: drive/tail/snub/bend; face width and diameter (mm); shaft size and bearing type; lagging material (ceramic/rubber), thickness, groove pattern; backstops/holdbacks as applicable.
Verification: Require an idler schedule and pulley drawings. Confirm idler spacing against sag criteria and belt speed; CEMA’s idler standard provides common sizing language—see the official listing: CEMA Standard 502 for troughing/return idlers (CEMA Store).
Drives, controls, and electrics
This is where many RFPs go vague. Anchor the design to a stated method and define enclosures/interlocks.
- Power/tension basis: Require DIN 22101 (or equivalent) with all inputs disclosed, not just outputs. State design margins and special resistances.
- Motors and VFDs: rating (kW/HP), efficiency class (IE/NEMA), starting (VFD/soft starter), braking method, torque limits.
- Enclosures: Specify NEMA/IP ratings suitable for dust/washdown. Remember NEMA and IP aren’t one-to-one; select by real environment. See this clear explainer: NEMA vs. IP enclosure ratings explained (Bud Industries).
- Controls and IO: control voltage, PLC/SCADA tags (start/stop, speed ref, interlocks, permissives, misalignment, rip, zero-speed), alarm philosophy, and any remote access/cybersecurity requirements.
- Hazardous locations: If applicable, state NEC Class/Division/Group or IEC/ATEX Zone/EPL and require certificates matching the area classification.
Verification: Submit calculation report; nameplate checks; product certification files; IO checkout and screenshots during FAT/SAT.
Authoritative reference: For the DIN calculation inputs, see the explanatory resource cited earlier; for hazloc classifications, use your corporate standard, aligning to NEC or IEC/ATEX documentation.
Safety, guarding, and emergency stops
Your RFP must articulate the safety framework and make acceptance testable.
- Guarding: Require guarding in line with ASME B20.1 and OSHA 1910.212/1910.219. OSHA’s primary page frames the machinery guarding requirements: OSHA 1910.212 machine guarding overview (OSHA).
- Emergency stop systems: Pull-cords or buttons must cover accessible lengths, latch mechanically, and require manual reset before restart. Spacing limits vary by jurisdiction—require compliance to the applicable standard and a layout drawing that shows coverage.
- LOTO and access: Lockable isolators for all drives; pull-cord locations at loading/unloading and drive/take-up; walkways and lighting per local code.
Verification: Pre-start inspection checklist; functional tests of E-stops and interlocks during SAT; photos and sign-off records.
Dust, spillage, and belt cleaning
Conveyors that move bulk solids will generate carryback and dust unless the RFP is explicit.
- Cleaners: Primary scraper at the head pulley and, if needed, a secondary on the return; state blade material, mounting, and tensioning approach.
- Skirting and sealing: Define skirtboard material and sealing system; specify impact beds/rollers with energy ratings suitable for the drop height and lump size.
- Dust control: Require containment (hoods, curtains), extraction or suppression, and sealing of transfer points; if dust is explosible, link measures to your hazardous area classification.
Verification: Post-load visual checks for carryback, dust plumes, and spillage; record adjustments and results. For cleaner performance context, vendor best-practice articles are useful; select solutions that support service access and consistent tension.
Structures, civil, and interfaces
Call out structural and interface details early to avoid rework.
- Galleries/trusses: design loads, deflection limits, corrosion protection (coatings or stainless in coastal/corrosive sites), lifting points.
- Take-up: gravity/screw/hydraulic; stroke (mm) and live mass (kg) as required by the tensioning calculation.
- Chutes and transfers: liner materials, wear zones, access doors; integrate with plant dust control.
Verification: Structural calculations, coating certificates, and interface drawings; on-site measurement of take-up travel and alignment.
Documentation, QA, and standards compliance
Make documentation part of the scope so acceptance isn’t stalled by missing records.
- Deliverables: GA drawings; belt technical data sheet; idler schedule; pulley/lagging drawings; electrical single-line and IO list; calculation package; QA plan (ISO 9001), ITP, and factory test certificates (ISO 283/9856/340/284 as applicable); O&M manuals; training plan.
- Marking and traceability: Belt markings must show standard/grade and batch; components labeled per the BOM.
Verification: Submittal review with a document register; QA audit against the ITP; physical check of markings upon delivery.
Authoritative reference: ISO’s index for textile belt general requirements is a canonical pointer for documentation scopes: ISO 14890 official index (ISO OBP).
FAT, SAT, and commissioning requirements
Define tests up front. It’s the only way to make performance auditable.
- Pre-commissioning: Walkdown; verify fasteners, gearbox oil, rotation, belt tension/counterweight, scrapers, skirts, pull-cords, misalignment and zero-speed switches, dust duct sealing. A practical template exists here: SAIMH pre-commissioning check sheet for belt conveyors (SAIMH).
- No-load run: Confirm start/stop sequencing, speed, tracking, noise/vibration; validate IO and interlocks.
- Loaded test: Run at design t/h (or agreed fraction); verify tracking, no slip, dust/spillage control, belt cleaner effectiveness, and power draw within calculated range; capture alarms/trips and remedies.
Verification: Signed checklists, data logs (currents, speeds), photos, and defect punch lists with remedy timelines. Structure FAT/SAT scripts so pass/fail criteria are explicit and traceable to your specs.
Spares, training, warranty, and service
Avoid downtime by setting expectations in the RFP.
- Spares: Separate commissioning spares from two-year operating spares; list part numbers, quantities, and lead times (rollers, bearings, scrapers, splice kits).
- Training: Operator and maintenance training plan, with materials and attendance records.
- Warranty/SLAs: Coverage (parts/labor), response times, exclusions; performance bonds if used.
Verification: Review spares lists and confirm stocking plan; require training sign-in sheets; include warranty language in the contract.
Vendor qualifications and evaluation matrix
Gate quality and make scoring consistent across bids.
- Pass/fail gates: Relevant project references; safety record; standards compliance statements; QA system (e.g., ISO 9001). For hazardous areas, require prior certifications.
- Weighted scoring: For complex systems, technical compliance should outweigh price. A practical approach is documented here: RFP scoring step-by-step guide (Prokuria).
- Risk criteria: Integration complexity, data quality, schedule risk, after-sales support—score them explicitly.
Verification: Use a standardized evaluation workbook with weights and calibrated scales; keep a decision log.
Core conveyor procurement RFP requirements (quick recap)
Use this compact recap to sanity-check that your RFP covers the essentials. It reinforces the “conveyor procurement RFP requirements” you defined above.
| Module | Minimum required fields and evidence |
|---|---|
| Bid format | SI units; mandatory attachment set; deviations register; folder structure |
| Project inputs | Material properties; t/h and duty; geometry; power/controls data |
| Belt spec | Type/rating; width; covers/grades; splice; tolerances; lab certificates |
| Idlers & pulleys | CEMA class; diameters/spacing; sealing; lagging; drawings/schedules |
| Drives & controls | DIN 22101 basis; motor/VFD data; NEMA/IP; IO list; hazloc compliance |
| Safety & E-stops | ASME B20.1 and OSHA guarding; pull-cord coverage and reset; LOTO |
| Dust & cleaning | Primary/secondary cleaners; skirting; containment/extraction |
| Structures & civils | Galleries/trusses; take-up; chute liners; corrosion protection |
| Docs & QA | GA, calcs, data sheets, ITP, QA plan; marking/traceability |
| FAT/SAT | Pre-start checklist; no-load and loaded tests; logged data and punch list |
| Spares & service | Commissioning + two-year spares; training; warranty/SLAs |
| Vendor eval | Pass/fail gates; weighted scoring; risk criteria |
A final note: If you want an editable version of this checklist and acceptance templates, you can request the Excel/Word/PDF pack or a neutral, application-driven quotation from БизонКонви. We’ll map your process data into the same verification-ready fields used here.
