Procurement worksheet
Edible Oil Filling Line RFQ Checklist
An edible oil filling line RFQ should define the real oil and temperature window, every container and closure, the required good output, the complete equipment boundary and the evidence used for acceptance. This checklist makes supplier proposals easier to compare without inventing a universal machine model or price.Request a project-specific configuration
Who this checklist is for
Use this page when the project has moved beyond a general machine search and the buyer needs a written scope for comparable quotations.
Product file
Oil names, realistic temperature behavior, dose range, quality constraints and cleaning expectation.
Package file
Bottle, cap, label and case or shrink-pack drawings, samples and approved variants.
Acceptance file
Measurement method, sample plan, sustained run, defect limits and required records.
1. Define the oil and operating window
Do not submit only the words cooking oil. Different oils and temperatures can change viscosity, flow, stringing, air entrainment and the time needed to reach the target dose.
- List every oil or blend planned for the line and identify the most difficult product condition.
- State the expected filling temperature range and how oil reaches the filler from storage or a buffer vessel.
- State whether the sales declaration and acceptance check are based on mass, volume or another approved finished-pack rule.
- Identify filtration, heating or jacketed-path needs only where supported by the actual product and site condition.
- Describe product recovery, drain-down, cleaning and cross-product control expectations.
2. Build a complete package matrix
The quotation should cover the full approved range, including the least stable bottle and the closure that is hardest to feed or apply.
- Bottle material, nominal fill, brimful volume, dimensions, neck finish, filled weight and allowable handling marks.
- Closure type, dimensions, liner or seal, application requirement and any orientation or tamper-evident feature.
- Label type and application area, date or batch code position and exterior-cleanliness requirement.
- Pack count, orientation, film, tray or carton, pallet pattern and downstream warehouse or transport duty.
- Representative samples and controlled drawings for each approved family, not only photographs.
3. Define the complete line boundary
A filler quotation and a production-line quotation are not the same commercial object. Mark every system as included, supplied by the buyer, optional or outside scope.
- Product receiving, filtration, buffer vessel, pump, pipework and controlled supply to the filler.
- Bottle infeed, filling, capping, conveyors, coding, inspection, labeling and end-of-line packing.
- Electrical controls, line handshakes, guarding, access, recipe management and data requirements.
- Format parts, cleaning tools, initial consumables, recommended spares and maintenance documentation.
- Export packing, freight basis, unloading, installation, commissioning, training and local utility connections.
Evidence before shipment
Factory acceptance evidence for an edible-oil line
| Acceptance area | Define before quotation | Evidence to retain |
|---|---|---|
| Fill result | Measurement method, target, tolerance, sample size, product condition and test frequency | Results by nozzle or head with time, temperature and setup recorded |
| Bottle cleanliness | Acceptable neck, shoulder, body and conveyor condition after stops and restarts | Approved samples, photos and drip or spill observations |
| Closure quality | Application method, inspection, leak or liner checks and reject criteria | Measured or challenged samples using approved bottles and closures |
| Good output | SKU, run duration, planned rate, allowed stops and definition of saleable pack | Run log with produced, rejected, stopped and accepted quantities |
| Changeover and cleaning | Formats, product sequence, recovery, drain and cleaning boundary | Timed sequence, first-good-pack point, waste and access observations |
| Documentation | Drawings, manuals, parts list, backups, certificates and reports required by contract | Indexed handover pack reviewed before shipment |
RFQ mistakes that make oil-line prices impossible to compare
- Requesting one speed without naming the oil, dose, bottle and good-output basis.
- Assuming the filler price includes product tanks, pumps, conveyors, capping, labeling and packing.
- Leaving bottle and cap samples until after the machine design has been approved.
- Asking for accuracy without defining how, when and with what sample size it will be measured.
- Comparing total price while freight, installation, spares and destination work use different commercial boundaries.