This is a fillable procurement and acceptance template for line-side parts supply in a Thai factory. Enter the plant’s measured values before sending the RFP. The scope runs from replenishment request through picking, delivery, physical line receipt, inventory transfer and empty-container return. Tugger, AMR, fixed transfer and manual options may be combined. For the overall operating design and technology comparison, read our published line-side supply guide. This sheet concentrates on comparable bids and reproducible acceptance.
How to use and control the document
The buyer completes the input, assumptions and pass/fail threshold columns. [ ] means a project value is required; it is not a recommended default. Send the same document revision and demand data to each supplier. Ask each bidder to distinguish standard function, customization, excluded work, cost and schedule. Carry the unchanged RFP requirement IDs into FAT/SAT records. Record document revision [ ], factory and line [ ], shifts [ ], buyer owner [ ], supplier owner [ ], drawing revision [ ], master-data revision [ ] and quotation currency [ ].
Attach a part and container register with part revision, lot requirement, units per tote, full weight, tote dimensions, supermarket location, line destination and shelf capacity. Attach measured request arrivals by shift, peak/changeover profiles, pedestrian crossings, wireless coverage, empty-tote generation and return destination. Mark missing measurements as unknown, with an owner and measurement date. Define throughput as correctly received totes within the deadline, not maximum vehicle trips.
Fillable RFP response matrix
Keep the requirement ID when moving this table into a spreadsheet. The supplier response should include a value or method, standard/custom status, quotation inclusion and any deviation. Cite the document, revision and page in the evidence column. List one buyer and one supplier owner.
| Requirement ID / requirement | Input value and unit | Assumption / exclusion | Supplier response | Evidence | Owner |
|---|---|---|---|---|---|
| R01 Parts and containers | [number of parts ], [units/tote ], [max kg ] | Revisions, lots and mixing restrictions in annex | [method, fit, deviation ] | [part list rev, capacity sheet ] | [engineering / supplier ] |
| R02 Request creation | [signal source ], [max delay s ] | Duplicate scans and cancellation included | [ID, retry and state method ] | [state diagram ] | [production/IT / supplier ] |
| R03 Pick verification | [fields checked ], [wrong-pick limit ] | Part, revision and lot check points | [scan location, rejection ] | [UI, I/O design ] | [logistics/quality / supplier ] |
| R04 Peak delivery | [demand profile totes/h ], [deadline min ] | Shifts, crossings and charging included | [vehicles, headroom, delay distribution ] | [calculation, simulation ] | [logistics / supplier ] |
| R05 Line receipt | [location ID ], [shelf capacity totes ] | Arrival and physical receipt are separate | [full-rack wait and retry ] | [layout, sequence ] | [production / supplier ] |
| R06 Inventory and interfaces | [ERP/WMS/MES, version ], [response s ] | Disconnect, retries, duplicate events | [API, correction rights ] | [field map, API spec ] | [IT/OT / supplier ] |
| R07 Empty return | [generation totes/h ], [max backlog totes ] | Whether full and empty loads can mix | [collection and return point ] | [return capacity sheet ] | [logistics / supplier ] |
| R08 Safety and recovery | [route, stop conditions ] | Crossings, E-stop, power loss, manual mode | [risk controls, restart authority ] | [risk assessment, test plan ] | [EHS/maintenance / supplier ] |
| R09 Support and handover | [operating h/day ], [recovery target min ] | Spares, training and support hours | [SLA, licences, cost ] | [service plan, price breakdown ] | [maintenance/procurement / supplier ] |
Mark each row mandatory, desirable or out of scope. For each bid, add standard/custom/not supported, included/separately priced and an open-question flag. Resolve unanswered mandatory safety and production-stop items before award. Compare all bids against the same part mix, peak waveform and definition of completion.
Freeze the physical and data handover points
The layout must show vehicle stops, transfer height, tote orientation, rack level, sensor beam, pedestrian path, safe waiting bay and empty-tote location. The event design must link request ID, tote ID, part, lot, origin, destination, state, timestamp and actor. A vehicle at its stop is not proof that the line received the correct tote. Reject wrong parts and full-rack deliveries without booking inventory transfer. GS1’s traceability standard helps select identification granularity; map it to existing plant identifiers. VDA 5050 information from VDMA concerns vehicle/master-controller communication and does not define business receipt or stock ownership.
Fillable FAT/SAT acceptance sheet
FAT tests functions and exceptions with actual totes, sensors and interface messages in the supplier environment. SAT repeats the applicable cases with the Thai plant’s aisles, racks, wireless network, host systems and shifts. Before injecting a fault, obtain site and safety approval, define the affected equipment and record a stop condition. Keep safety functions active. Header: test sheet revision [ ]; FAT/SAT [ ]; date and shift [ ]; line [ ]; equipment/software/master versions [ ]; order ID range [ ]; witnesses [ ]; stop condition [ ]. For every row record not run/pass/fail/conditional, actual measurements, defect ID and retest date.
| Test ID / case | Procedure | Expected physical state and log | Pass/fail threshold | Evidence | Owner |
|---|---|---|---|---|---|
| T01 Normal delivery | Request, allocate, pick and deliver tote [ID ]; scan at specified rack | Correct part and quantity at rack; order ID links states and inventory transfer | Request-to-receipt [ ] min; quantity difference 0 | [photos, scans, event times ] | [logistics/production/supplier ] |
| T02 Wrong part number | Present a similar or obsolete part at pick or receipt | Reject it, retain tote at quarantine point, no false receipt or stock transfer | Wrong receipts 0; alert within [ ] s | [label, rejection screen, stock history ] | [quality/production/supplier ] |
| T03 Full rack | Fill destination rack before dispatch | Hold tote at safe bay; retry after space is released without duplicate dispatch | Overflow 0; retry within [ ] min | [rack photo, full signal, vehicle log ] | [production/logistics/supplier ] |
| T04 Duplicate request | Resend same request ID and scan empty tote twice | Return existing state; do not allocate or dispatch twice | Duplicate allocation/delivery 0 | [request events, tote list ] | [IT/OT/logistics/supplier ] |
| T05 Partial shortage | Request [ ] totes with only [ ] available | Show supplied quantity, balance, approved substitution and next action; no false full completion | Lost balance 0; notice within [ ] min | [stock count, split-order history ] | [logistics/planning/supplier ] |
| T06 Communication loss | Disconnect approved host link or wireless segment, then restore | Hold physical tote safely, preserve pending state and reconcile on recovery | Duplicates/loss 0; recovery within [ ] min | [outage times, bay photo, replay log ] | [IT/OT/maintenance/supplier ] |
| T07 Power recovery | Stop and restart selected equipment under approved procedure | No unsolicited motion; reconcile tote positions and order states before authorized restart | Unexpected starts 0; unreconciled transfer 0 | [stop record, restart sign-off, stock difference ] | [EHS/maintenance/supplier ] |
| T08 Empty-tote return | Trigger collection and confirm at return point | Tote ID and return states recorded; next full delivery remains possible | Backlog at most [ ] totes; return within [ ] min | [return photo, round-trip events ] | [logistics/production/supplier ] |
For T03, record rack capacity and starting occupancy before requesting an extra tote. The vehicle must remain in a safe position and the original order ID must survive the retry. A warning light alone does not demonstrate acceptance. For T06, note the last acknowledged event, exact disconnected link and physical tote position; after reconnection check that replay did not create duplicate stock. For T07, an authorized person must reconcile the physical load and approve restart. Save actual timestamps, order and tote IDs, screens, photographs and raw logs under the same test ID. A new condition needs a new test record.
Treat wrong-part receipt, rack overflow, unapproved restart, duplicate inventory and a shortage recorded as complete as major failures requiring correction and retest before production acceptance. Document conditional acceptance only with a temporary procedure, owner and deadline. FAT completion does not remove the need for SAT at the operating site.
Commercial and handover checklist
Break out vehicle, carts, racks, sensors, terminals, chargers, floor/power/network work, host interfaces, licences, master-data cleanup, training, FAT/SAT, spare parts and support. Show buyer work, local installation responsibility, night/weekend testing and retest costs. Require as-built layouts, I/O and API maps, state diagram, backup and recovery demonstration, permissions, manuals, training record, spare list and open-defect register at handover. Agree which changes to part mix, racks, routes or software trigger reassessment and retesting.
For driverless industrial trucks, check the scope and applicable edition of ISO 3691-4:2023 alongside the site risk assessment. A standard reference alone does not resolve crossings, doors, overhanging loads or towed trailer risks. Keep a part/container/location register, equipment/signal register and exception/recovery register with named owners.
Annex A: Capacity input sheet and bidder clarification
Give every bidder the same time-stamped request series. Include an ordinary day, a peak day, a changeover and a day with a known interruption. Each row needs request ID, part, quantity, creation time, required receipt time, origin and destination. Preserve overlapping requests even if plant data must be anonymized; a daily average hides queues.
Fill in: observation dates [from ] to [to ]; operating hours [ ] h/day; peak definition [ ]; requests [ ]/day; totes [ ]/day; maximum requests in the agreed interval [ ]; changeovers [ ]/day; urgent requests [ ]/day; crossing wait [ ] min/event; charging and inspection [ ] min/day; empty returns [ ] totes/day. The buyer fixes the aggregation interval; a bidder must not silently replace a short peak with an hourly mean.
Require a stage-by-stage lead-time response: request, allocation, pick, load, travel, transfer and line receipt. Ask whether the supplier included charging, full racks, pedestrian priority and the return trip. For each bid, compare the proportion received before the agreed deadline, the delay distribution and the manual fallback required during downtime. If one bidder reports vehicle arrival and another reports line receipt, return both answers for correction before scoring.
Clarification record: query ID [ ]; related RFP ID [ ]; drawing/specification revision [ ]; question [ ]; buyer response [ ]; date sent to all bidders [ ]; price and schedule impact [ ]; RFP addendum revision [ ]. Circulate material clarifications to every bidder. Record whether a proposed alternative changes rack footprint, working posture, safety controls, empty-tote storage or host integration.
Worked bid comparison and exception ownership
The following is an illustrative entry, not a standard performance target. Suppose a buyer gives two bidders the same shift-by-shift demand series and a line-receipt deadline. Bidder A reports vehicle trips; Bidder B reports completed line receipts. Ask A to include pick, loading, crossing wait, transfer and receipt; ask B whether the same charge time and crossing restrictions were used. For R04, record the denominator, start/end timestamps, exclusions and demand-data revision before comparing on-time rates. For R05, price rack expansion, extra deliveries and a partially manual option separately, including floor area, ergonomic and empty-tote consequences. Keep each clarification and its distribution to all bidders in the query register.
The buyer also needs named owners for physical containment, data correction and production restart. Replace the roles below with actual people and night-shift alternates. A supplier may analyze a defect but should not unilaterally order unsafe movement of goods in a live plant.
| Exception | Secure the physical tote | Check system state | Decide production / restart | Supplier evidence |
|---|---|---|---|---|
| Wrong part at rack | [quality/logistics name ] identifies and quarantines | [IT/OT name ] checks receipt and stock | [production owner ] blocks use and orders replacement | [name ] provides scan/rejection events |
| Full destination rack | [production name ] checks space and safe bay | [logistics name ] checks pending order | [line owner ] approves retry | [name ] provides full signal and retry log |
| Partial shortage | [logistics name ] recounts stock | [planning name ] reconciles balance | [production/quality owner ] approves substitute or resequencing | [name ] provides split-order history |
| Manual delivery during outage | [logistics name ] holds tote and paper serial | [IT/OT name ] reconciles after recovery | [production owner ] confirms no double delivery | [name ] provides outage and replay log |
| Restart after power loss | [maintenance name ] checks vehicle and load | [IT/OT name ] checks state and inventory | [safety/equipment owner ] authorizes restart | [name ] provides start checklist |
Record the actual approval authority, deputy, availability and contact channel. Do not start a fault-injection test when the required approving role is absent. Where suppliers share an interface, distinguish the signal sender, receiver and physical equipment maintainer.
Annex B: Interface and inventory transfer sheet
“API available” is not an interface specification. For each message, record sender, receiver, trigger, mandatory fields, acknowledgement, timeout, retry, duplicate key, alarm owner and manual recovery. An order ID and a reusable tote ID have different lifetimes. Preserve a history of contents when a tote is reused.
| Message ID / event | Sender → receiver | Mandatory fields | Acknowledgement / timeout | Duplicate and recovery rule | Owner |
|---|---|---|---|---|---|
| I01 Replenishment request | [MES/terminal ] → [transport manager ] | Request ID, part, quantity, destination, deadline | [ACK ], [ ] s | Same ID must not create another order | [IT/production ] |
| I02 Allocation result | [WMS ] → [transport manager ] | Request ID, tote ID, quantity, balance | [ACK ], [ ] s | Preserve unsupplied quantity | [logistics/IT ] |
| I03 Dispatch / arrival | [fleet manager ] → [host ] | Vehicle ID, tote ID, position, time | [ACK ], [ ] s | Arrival is not receipt | [equipment/IT ] |
| I04 Line receipt | [terminal/rack ] → [inventory host ] | Receiver, tote ID, part, location, time | [ACK ], [ ] s | Transfer stock only once | [production/IT ] |
| I05 Empty return | [collection terminal ] → [container manager ] | Tote ID, origin, return point, time | [ACK ], [ ] s | Keep emptying and reuse history | [logistics/IT ] |
Select the inventory ownership point before contracting: allocation at the supermarket, loading, unloading or confirmed line receipt. Apply that definition to R06 and T01–T07. If stock is transferred on arrival but a full rack prevents unloading, specify the correction transaction and physical custodian. When paper delivery is used during an outage, connect the paper serial number to the original order before replaying events.
Annex C: Evidence folder, signatures and release decision
For every test ID, retain the starting rack/stock state, input order, physical label, sensor values, screens, event timestamps, raw log and final stock difference. Name the folder with test ID, FAT/SAT, date, equipment version and retest number. If photography is restricted, agree an alternative record with quality and information-security owners before testing.
Individual test record: test ID [ ]; RFP ID [ ]; precondition [ ]; order ID [ ]; tote ID [ ]; operator [ ]; start/end time [ ]; measured value [ ]; final physical location [ ]; stock difference [ ]; evidence location [ ]; verdict [pass/fail/conditional/not run]; defect ID [ ]; corrective deadline [ ]; retest date [ ]. Record clock offsets between systems; do not silently adjust times to improve a result.
Witness signatures: FAT buyer [ ], supplier [ ], date [ ]; SAT production [ ], logistics [ ], quality [ ], maintenance [ ], IT/OT [ ], supplier [ ], date [ ]. Define each signature as confirmation of the tested result and open issues. Record contractual final acceptance separately, along with warranty and service start dates.
At the decision meeting, check for each T01–T08 that the RFP revision matches, no step was omitted, evidence can be opened later and measured values use the agreed clock and denominator. Decision record: meeting date [ ]; test-sheet revision [ ]; case [ ]; difference from production environment [ ]; evidence folder [ ]; actual value [ ]; threshold [ ]; reason for verdict [ ]; open defect [ ]; temporary procedure and expiry [ ]; retest owner/date [ ]. An altered rack, lower test demand or different part mix requires a new test or approved requirement change.
Wrong-part receipt, rack overflow, unapproved restart, duplicate stock and shortage reported as complete require correction and retest before operating acceptance. Conditional acceptance needs a trained temporary procedure, owner and expiry, and must not hide a production or safety risk. Carry FAT open items into the SAT list; SAT may reveal site-specific items. Confirm that the configuration and part master handed over match the tested versions.
Change control and selective retesting
A new part, changed units per tote, new container vendor, relocated rack, changed route, wireless access point or host-system update can invalidate an earlier capacity calculation or test. Change request: previous/new drawing and master revision [ ]; affected RFP IDs [ ]; affected test IDs [ ]; safety review [ ]; changeover time [ ]; rollback [ ]; approval owner [ ]. Choose retests by affected physical events and data transactions. Recheck wrong-part prevention, safety stop and duplicate-stock behavior whenever a change touches them. Keep the original acceptance evidence so a later incident can be compared against the conditions actually tested.
Can FAT alone complete acceptance? FAT validates functions and exceptions in the supplier environment. The actual aisles, racks, wireless network, host systems and shifts require SAT at the factory. Agree a safe substitute method for hazardous faults that cannot be injected on an operating line.
Practical questions
Should the RFP prescribe vehicle count? Define peak demand, receipt deadline and available route first; require each supplier to justify capacity and spare headroom. Specify a fixed count only where existing fleet constraints require it.
Is arrival enough for acceptance? No. The correct physical tote must be at the designated rack and the agreed inventory event must be committed. A full rack means the order remains unreceived.
Does a standard function still need testing? Yes. Confirm it against the real part master, tote, sensors, host messages, rights and network. Identify the product revision and quotation scope.
Use R01–R09 to obtain comparable answers and T01–T08 to test physical outcomes and event histories. TOMAS TECH can help with the site survey, RFP, bid comparison and acceptance sheet for a Thai plant. Contact us.
References
- Siemens: Opcenter Intra Plant Logistics — product description, not a project-specific performance guarantee.
- OMRON Robotics: Material Transport — example transport application.
- GS1: Global Traceability Standard — identification and traceability reference.
- ISO 3691-4:2023 — safety requirements for driverless industrial trucks and systems; confirm scope and current edition for the project.
- VDMA: Interoperability / VDA 5050 — vehicle to master-control communication reference.
