How to expedite your sheetmetal and machining quotes

Chances are, you already have a list of approved vendors for your sheet metal parts, assemblies, what have you. All of them want your business, so why are they so slow responding to your RFQ? Let's start from the top. You...

When you send out a request for quote, there are several terms you could be telling the estimator that could trigger a delayed response. When I say delayed, I mean you'll be lucky to get them the same week, or even at all. I'll give you the most potent term that should never ever be found in a request, e-mail, or in a telephone conversation.
"Budgetary Quote".
This term is a death-nail to your RFQ. This is telling the estimator that he or she is wasting their time. Why quote something that you'll probably never get an order for? Whether or not that would be the case, that's how it would be taken in estimating. Leave this term in the dust, or else that's what your Request For Quote will be collecting!

But that's only one (probably the worst) that you could use that will scream QUOTING PRACTICE! There are many other terms and phrases that you could be using to hamper a quick turn on your quotes...

Telling the estimator up front to sharpen your pencil. To an estimator, this means they'll need to be cheaper than usual. Unless you've gotten your company involved with price gougers, they already supply you with the best prices they can. On the surface there's nothing wrong with it, but the underlying tone is saying, "Send me your quote, even though I'll probably be buying from someone cheaper."

In certain situations, asking them to sharpen their pencils in response to a quote can work much better, (after getting up off of the floor, clutching your chest from seeing the cost of your project). Even still, why not just call and find out why it's expensive? I'm sure they've got reasons that may surprise you.

So be thoughtful. Think of this as similar to SEO. If you use the wrong set of keywords, your RFQ will creep down to the bottom of the pile.

So your customer or in house engineer has given you 'everything' you need to get a price for their baby. There are several things to look for when gathering your information to send out for quote. I'll go over a few of the most important ones here.

File Types
There are generally three different animals when you are talking files, and you're all familiar with most of them. Each have their own set of rules and their own purposes.

First would be the part file. This is the part in the raw, where engineering can grab any necessary geometry they want, and actually use this in programming.

Second would be the drawing file. This takes the part file, and creates an on screen blueprint of the part.

Third would be the pdf file. Most CAD systems have the option to print as or export as a pdf. Once created, it is completely independent from the solid or drawing files.

What type of files should you be sending?
Remember, in most cases an estimator needs a print to go by in order to provide to you their best service. That said, not every estimator has CAD Experience. And even if they do, the big CAD programs like SolidWorks & Pro-E are limited to particular computers. It's more likely that they are sending part files to their engineering department so drawings can be created. That typically means more time. Some companies charge for this, some don't.

PDF's are the way to go when you are sending a sheet metal part (or assembly) out to quote. Almost everyone has the free version of Adobe Acrobat, or some other pdf viewer.

So long as the overall dimensions for the part are on there, material type & thickness, tolerances, finish specs, etc... Your first e-mail back from your vendor will be your quotes instead of a series of questions. The other CAD type files (part & Drawing files), are best for production, not estimating. Once you cut that PO, then you should be sending over the the part and drawing files.

Getting a good vibe for what your vendors can do is huge when it comes to setting up a delivery date. Here is an example of how you can potentially get your quotes back within hours. The funny thing is, this tactic isn't used very often...

It is always important to know what the shop's standard delivery date is. In this case, we'll use a two week delivery. In your RFQ, set a solid required delivery date exactly 2 weeks and one day from when you are sending the request. The extra day is to compensate their level of being swamped at the time, and giving it a chance for the 2 week delivery to be more realistic.

They'll see it and know that it's either now or never. It's likely they'll get to it as soon as they can, as the date is somewhat forcing their hand. This is going to tell the estimator that your needs aren't passive, and if they sit on it for any amount of time, they run the risk of not getting the job. And they DO want your business.

Your responsibility is to keep it real. If they rush you a quote due to the date set in your RFQ, and the price is right, don't dwell. Cut that PO!

One of the most basic actions can have the most hampering effects when trying to get your quotes back. I guess there's one major 'shouldn't do' when it comes to e-mailing in your request for quote.

It really doesn't inspire confidence in an estimator's gut when they can easily see that you sent the RFQ out to fifty shops for quote. And by the way, the 'to undisclosed recipients' in the sent to section of an e-mail doesn't fool anybody! Get that out of there! You need to understand that your vendor should be trying to treat you like YOU are their only customer. But the truth is, you aren't.

If they are looking into their e-mail and see 20 quotes, who is going to be served first? The customer who they feel wants to give them some work, or the customer who is almost telling them not to waste their time? They will never confess to these reactions because it's not good business. But believe me, an estimator wants to end their day with the knowledge that their existence is justified. RFQ's that seem more promising will always come first.