Short answer: A greenhouse request for proposal should define the project objective and required inputs without forcing every bidder into an unverified design. Include site data, design criteria, crop plan, climate targets, water, utilities, scope boundaries, deliverables, schedule and a mandatory response format.
The purpose is to receive offers that can be compared. A weak request such as "quote one hectare of greenhouse" leaves bidders to assume structure, bay size, covering, climate systems, irrigation, foundations, freight and service. A useful RFP separates buyer requirements, verified local criteria and items the supplier must calculate or propose.
State the country, site, intended crop, production season, protected area, market route and project stage. Explain whether the project is a pilot, commercial phase or expansion. List priorities such as heat reduction, rain protection, year-round production, nursery quality, water efficiency or export-grade handling. Do not publish confidential budgets unless it supports the procurement method.
| RFP section | Required information |
|---|---|
| Site | Coordinates, elevation, survey, photos, terrain, coast exposure, access and expansion area. |
| Local criteria | Wind, snow, rain, seismic, soil, foundation, electrical, fire and permit requirements. |
| Climate | Representative hourly or monthly temperature, humidity, radiation, wind and rainfall data. |
| Utilities | Water test and flow, power voltage and capacity, fuel, communications and backup. |
Identify who verified each input and which values remain provisional. Require bidders to list every assumption and to state when local professional approval is needed.
Define crop, growing system, row orientation, crop-wire or bench needs, production calendar, target quality and harvest movement. State who is responsible for agronomy, nutrient recipes, pollination, yield forecasts and market assumptions. Ask for a dimensioned crop layout instead of accepting a plant count without spacing.
Request separate responses for structure and foundations, covering, vents and insect net, screens, cooling and heating, circulation, irrigation and fertigation, drainage, electrical distribution, controls, alarms, packhouse and auxiliary buildings. For each system, require design basis, key specifications, quantity, brand or acceptable-equivalent policy, power and water use, maintenance access and exclusions.
Use a responsibility table covering design, permits, civil works, foundations, greenhouse supply, freight, customs, unloading, storage, local labor, lifting tools, utilities, supervision, commissioning and training. Every item should have one accountable party and a stated handover point. This prevents work from disappearing between supplier and buyer scopes.
General arrangement, crop layout and equipment-room layout
Foundation loads and construction drawings after local verification
Structural design basis and calculation deliverables
Irrigation flow diagram, zone schedule and equipment list
Electrical load list, single-line diagram and cable responsibility
Control narrative, input-output list, alarms and manual fallback
Packing list, installation manual, maintenance manual and spare-parts list
Inspection, testing, commissioning, training and handover records
Require prices by system, optional items, freight basis, taxes or duties, payment milestones, validity, production lead time, shipping assumptions and installation rates. Ask bidders to identify deviations and exclusions in dedicated tables. Currency and Incoterms should be defined precisely, with the buyer confirming the current rule version and destination responsibilities with logistics advisers.
State mandatory requirements and weighted criteria before bids arrive. Review compliance, design quality, operating cost, maintainability, schedule, installation plan, warranty, spares, training and total landed scope. Conduct a clarification round using the same question log for all bidders. Record changes in a revised offer rather than relying on chat messages.
At minimum: site, local loads, crop, area, climate, water, power, growing system, scope, logistics and service needs.
Only when compatibility or policy requires it; otherwise define performance, interfaces, service and acceptable equivalents.
Use one response template, normalize quantities and exclusions, and score technical and commercial risk before price.
State whether the bidder supplies design inputs, drawings, materials or construction and who performs local verification.
Use the quotation input guide, container planning guide and document approval checklist.
Send the completed project inputs through the contact page for a greenhouse requirement review.