| Material definition | State whether the requirement is fused silica or fused quartz, and provide the required grade, application, and any limits for impurities or hydroxyl (OH) content. | Compare only offers that identify the material and confirm the same required properties. Do not treat “quartz glass” alone as a complete material specification. | Material specification, supplier datasheet, and written confirmation that the quoted material meets the requested limits. |
| Part drawing and tolerances | Send a controlled drawing showing dimensions, units, tolerances, surface finish, edge treatment, and any holes, slots, or other features. | Check that each quote refers to the same drawing revision and states any deviations or excluded operations. Compare tolerances feature by feature. | Drawing revision, quotation notes, and a dimensional inspection report for the sample or production lot. |
| Quantity and unit price | Request prices for the same order quantities. Ask whether tooling, setup, cutting, polishing, inspection, packaging, and export charges are included. | Calculate the comparable total cost at each quantity, including separately listed charges. Confirm currency, price validity, and whether taxes or freight are excluded. | Itemized quotation with quantity breaks, currency, included operations, exclusions, and quote-validity date. |
| Sample assessment | Request a sample made to the production drawing, plus its material identification and inspection results where available. | Measure critical dimensions using suitable calibrated equipment; inspect visible defects, edges, surface condition, and fit in the intended assembly. Apply the same acceptance criteria to every sample. | Approved sample record, measurement results, photographs, and a list of any agreed deviations. |
| Optical and thermal requirements | Specify the required wavelength range, transmission or optical finish, operating temperature, thermal cycling, and other application conditions, if relevant. | Compare test data against the same stated conditions. A general material datasheet is not a substitute for test results on the required grade or finished part. | Applicable datasheets or test reports showing the tested material, method, and conditions. |
| Quality control | Define inspection frequency, sampling plan, acceptance criteria, traceability needs, and the documents required with each shipment. | Confirm that inspection commitments are written into the order. Compare the scope and format of the inspection records, not just claims of quality certification. | Inspection plan, sample or batch report, material traceability documents if required, and nonconformance procedure. |
| Lead time and schedule | Ask for separate estimated dates for sample completion, sample approval, production completion, and dispatch. Confirm when the lead-time clock starts. | Compare dates against the same approval assumptions and quantity. Clarify whether the schedule includes production, inspection, and packing but excludes transit. | Written schedule, approval milestones, and any stated conditions that may change the delivery date. |
| Packaging and breakage risk | Specify individual protection, separation between parts, cushioning, carton or crate requirements, moisture protection where appropriate, and shipping marks. | Check that packaging is suitable for the part geometry and transport route. Agree how shortages, breakage, or transit damage will be documented and handled. | Packaging specification, packing-list format, and written damage-claim process. |
| Shipping terms | Request the named delivery location and an Incoterms® 2020 rule, such as FCA, FOB, CIF, or DAP, as applicable to the shipment. | Compare who arranges carriage, where delivery occurs, and who handles export or import clearance and risk at each stage. Incoterms® do not by themselves set payment terms or product quality requirements. | Quotation and purchase order showing the exact rule, named place or port, version, freight assumptions, and responsibility split. |
| Payment and order terms | Confirm deposit or payment milestones, accepted payment method, balance timing, cancellation terms, and the process for changes after sample approval. | Compare the full cash-flow and change-control terms alongside the unit price. Ensure the production specification and approved sample are referenced in the order. | Purchase order or contract with payment schedule, specification, approved drawing revision, and change-control terms. |
| Final comparison | Use a common checklist for every supplier: material, drawing revision, quantity, included operations, inspection, lead time, packaging, shipping rule, and payment terms. | Rank offers only after resolving missing information and deviations. A lower quoted price may not represent the same finished part or delivery scope. | Completed comparison sheet, clarified quotations, approved sample, and final purchase-order specification. |