| CE compliance | Whether the machine configuration being quoted is covered by the applicable EU conformity requirements. | EU Declaration of Conformity for the exact model and configuration; risk assessment information; operating instructions; and identification of applicable EU legislation and standards. Verify that the documents match the machine and its nameplate. | Record document status, model match, responsible manufacturer, and any outstanding compliance documents. A CE mark alone is not a substitute for supporting documentation. |
| Machine specification | Compatibility with the intended box type, board grade, dimensions, production process, and required output. | Written specification covering material limits, minimum and maximum dimensions, process steps, installed options, electrical requirements, and stated output conditions. | Mark each requirement as met, not met, or requiring confirmation. Compare quotations only after the machine scope is aligned. |
| Production performance | Whether the quoted output and quality are achievable on the buyer’s materials and product design. | Factory acceptance test protocol, sample production results, test conditions, and agreed criteria for acceptable finished boxes and reject rates. | Record the tested material, box design, run duration, measured output, and acceptance result. Treat unqualified catalog speeds as claims to be verified. |
| Spare parts | Availability of wear parts, critical components, and replacement parts after delivery. | Recommended spare-parts list with part numbers, prices, stock status, quoted dispatch times, and any end-of-life or substitution policy. | Compare the required starter-spares cost and written lead times. Identify parts that are proprietary or have no confirmed substitute. |
| Installation and training | What commissioning, operator training, and production handover are included. | Written scope stating on-site or remote support, number of training days, travel and accommodation costs, prerequisites, and commissioning acceptance criteria. | Record included services, exclusions, schedule, and any additional charges. Confirm who is responsible for utilities, lifting, and installation work. |
| After-sales service | How technical issues are handled after installation and during the warranty period. | Warranty terms, service contact route, support hours, response-time commitment, remote troubleshooting arrangements, and conditions that may void coverage. | Compare the written response commitment, warranty exclusions, service language, and availability of qualified technicians for the destination country. |
| Supplier capability | Whether the supplier can demonstrate experience with the specified machine type and provide dependable documentation. | Company registration details, factory or production evidence, relevant project references where available, and a live demonstration or inspection option. | Record which checks were completed and any unresolved questions. References and demonstrations should relate to comparable equipment and applications. |
| Delivery and logistics | Shipment scope, delivery schedule, packaging, and responsibility for export and import arrangements. | Written delivery term and named place, estimated production and shipment dates, packing details, shipping dimensions and weight, and export-document list. | Compare quotations on the same delivery basis. Separately identify freight, insurance, customs duties, taxes, port charges, and inland transport where applicable. |
| Payment and acceptance | Whether payment milestones and final acceptance are tied to clearly defined deliverables. | Contract terms covering deposits, milestone payments, inspection rights, factory acceptance testing, shipping documents, and remedies for non-conformity. | Record the payment schedule and acceptance conditions. Have contract and import terms reviewed for the destination market before payment. |
| Total cost of ownership | The full cost of purchasing, installing, operating, maintaining, and supporting the machine. | Itemized quotation plus estimates for freight, insurance, duties and taxes, installation, training, tooling, utilities, labor, spare parts, and maintenance. | Compare: purchase price + delivery and import costs + installation and training + tooling and initial spares + expected operating and maintenance costs. State the evaluation period and assumptions. |
| Final comparison | Whether the offer meets mandatory requirements and provides acceptable commercial and service terms. | Completed technical-compliance checklist, verified documents, written quotation, test records, and agreed contract scope. | Use a consistent rating for every supplier: Pass, Needs clarification, or Fail. Do not treat missing evidence as a confirmed pass. |