Invite supplier alternatives without losing the base quote

Suppliers may suggest a different material, process or delivery route that is genuinely useful. The risk is that the alternative replaces the requested scope, leaving no comparable base quotation. Ask for alternatives explicitly but keep them on separate lines.

Define the requirement

State the base specification first, including quantity and destination. Label which requirements are fixed and where proposals are welcome. Ask for each alternate to identify the changed property, its effect on use, and any changed assumptions about quality evidence, timing or packaging.

Questions to send with the RFQ

Request a compliant base offer whenever possible, followed by clearly named alternate options. Each option should have its own unit price, minimum quantity and lead time. If a supplier cannot quote the base, it should say so rather than presenting an alternate as if it met the original brief.

Review the answer

Compare alternatives on the outcome they change. A cheaper material may add a test requirement; a quicker delivery route may alter total cost. Do not merge one supplier's alternate price into the base comparison table without recording the deviation.

An example to adapt

For a hypothetical bottle, the base might specify one steel grade and finish while allowing a different finish as an option. An alternate plastic bottle is a different product concept and deserves a distinct decision, even if it solves a similar use case.

Decision before sending

Set a simple comparison rule before proposals arrive: the base offer is judged against the fixed specification, while each alternate is judged for the benefit it brings and the requirement it changes. Ask suppliers to highlight the changed line rather than reissuing a whole document without explanation. If an alternate becomes the preferred path, issue a revised common brief to remaining bidders. That keeps the decision process transparent and avoids rewarding an interpretation that others were never invited to quote.

Source context

The FAR commercial-offer instructions allow multiple offers and evaluate them separately. Request one fully compliant base quotation and a clearly labelled alternative, so a promising substitute does not erase the price or delivery basis of the original requirement.