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Procurement Guide2026-08-0110 min read

How to Evaluate Heat Exchanger Vendor Quotations: A Technical Checklist

The lowest-priced heat exchanger quotation is rarely the best value. This checklist covers the thermal, mechanical, and commercial items to verify before placing an order — and the gaps that cause delivery delays and performance disputes.

heat exchanger quotationvendor evaluationtechnical bid evaluationTEMA quotation review

Evaluating heat exchanger quotations requires comparing more than price. Two quotations for the 'same' thermal duty can differ in TEMA class, material grade, number of shells, fouling margin, and documentation scope — any of which affects lifecycle cost and schedule.

Thermal Performance Comparison

  • Heat duty (kW or kcal/hr) — does it match your requirement at specified fouling conditions?
  • Clean and dirty overall heat transfer coefficient (U) — compare U_clean/U_dirty ratio (overdesign factor). Values above 1.4 may indicate excessive oversizing.
  • LMTD (Log Mean Temperature Difference) — verify both vendors used the same LMTD correction factor (Ft) for multi-pass configurations.
  • Pressure drop — shell-side and tube-side. Compare against your allowable limits, not just vendor's stated values.
  • Number of shells in series/parallel — one vendor may quote 1 shell where another quotes 2 in series to meet duty. The 2-shell option has higher piping cost.
  • Approach temperature — confirm minimum approach temperature at specified flow rates.

Mechanical and Code Compliance

  • TEMA type and class stated (e.g., AES, Class R) — if not stated, assume Class C.
  • ASME Section VIII design — confirm U-stamp if required by your jurisdiction.
  • Material grades — compare like-for-like (SA-516 Gr.70 shell vs SA-516 Gr.60 is not equivalent).
  • Corrosion allowance — compare values on shell, channel, and tubes.
  • Tube wall thickness and tube count — affects cleanability and future retubing cost.
  • Weight — significant difference in weight between vendors often indicates different TEMA class or wall thickness.

Commercial and Documentation Items

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Request a standardised comparison table from each vendor using your datasheet as the basis. Vendors who cannot complete the table completely may be making assumptions you will discover later.

  • Delivery period — confirm whether this is ex-works or delivered to site; clarify who arranges transport and insurance.
  • Documentation scope — are MTCs, RT reports, Form U-1, and as-built drawings included or extra?
  • Warranty period and conditions — typically 12 months from commissioning or 18 months from dispatch.
  • Scope of supply — are supports, saddles, lifting lugs, and nameplate included?
  • Payment terms and LD (liquidated damages) for delay — compare on equal terms.

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