Gondola Shelving RFQ Checklist: Specifications Buyers Should Send to Manufacturers

What Information Does a Gondola Shelving Manufacturer Need to Quote?

A gondola shelving manufacturer needs enough information to define the physical unit, required performance, total component quantity and delivery scope. At minimum, an RFQ should cover the following 12 areas.

If you are still selecting a shelving system, review WZ Rack’s gondola shelving configurations before completing the RFQ.

Step 1: Describe the Buyer, Store and Project

Begin the RFQ by explaining who is buying the shelving and how it will be used. A supermarket chain opening 20 stores, a fit-out contractor bidding on one project and a distributor purchasing stock may require the same basic product but different packaging, documentation, pricing and repeat-order support.

Include:

• buyer type: retailer, supermarket chain, contractor, distributor or importer;
• destination country;
• number and type of stores;
• new-store opening, renovation, chain rollout or distributor stock;
• current project stage: budget estimate, tender, final procurement or repeat order;
• whether the buyer needs product supply only or also needs quantity and layout support; and
• the target delivery or store-opening date, if known.

If the project needs wall units, centre-aisle gondolas and promotional ends as one coordinated system, state that the RFQ covers a complete supermarket shelving solution.

Step 2: Identify Every Shelving Configuration

Do not use “gondola shelving” as the only product description. Specify how the shelving will be positioned and used.

Single-Sided Wall Gondola Shelving

Single-sided wall gondola shelving displays merchandise from one face and is normally positioned around the store perimeter. State whether the unit is freestanding against the wall or must be mechanically anchored, and confirm the required height and shelf depth.

Buyers comparing perimeter solutions can review wall gondola shelving configurations.

Double-Sided Gondola Shelving

Double-sided gondola shelving displays products from both sides and forms the central store aisles. State the total depth or provide the base and upper-shelf depths for each side.

Gondola Endcaps

Gondola endcaps close the ends of double-sided runs and provide promotional display space. Confirm whether the endcap must match the adjacent gondola’s width, height, panel style and color.

See custom end cap display options if the end unit requires branding, signage, hooks or a special promotional configuration.

Starter and Add-On Bays

A starter bay normally includes two uprights, while an add-on bay shares one upright with the preceding section. Terminology varies by supplier, so the RFQ must define whether a “unit,” “bay” or “section” is a complete starter unit or a shared-upright add-on.

This distinction affects the upright count, base-leg count, back-panel count and final price. For long shelving runs, giving only the number of bays without identifying the starter/add-on structure can produce materially different quotations.

Step 3: Specify the Dimensions in Millimetres

For international RFQs, state all production dimensions in millimetres even if the store plan uses inches. Provide a simple sketch showing which dimension represents width, height, shelf depth and total depth.

Required dimensions include:

• section width: the horizontal length of one bay;
• overall height: floor to the top of the upright;
• base shelf depth: the depth of the lowest display shelf;
• upper-shelf depth: the depth of each adjustable shelf;
• single-sided overall depth: upright/back panel plus shelf projection;
• double-sided overall depth: both sides, including the centre structure; and
• kick-plate or base height: if a specific dimension is required.

Common project dimensions may include 900 mm or 1,200 mm section widths; 1,500 mm, 1,800 mm or 2,100 mm heights; and 300 mm, 350 mm or 450 mm shelf depths. These are examples rather than mandatory standards. The correct configuration depends on store size, merchandise, sightlines, aisle width and local requirements.

Example dimension schedule

This table is an RFQ-format example, not a universal WZ Rack specification.

Step 4: Define Shelf Levels Correctly

State whether the base shelf is included in the shelf-level count. “Five shelves” can mean one base plus four upper shelves, or one base plus five upper shelves. Those two interpretations require different numbers of shelves and brackets.

A clear RFQ should say, for example:

Five display levels per side, consisting of one base shelf and four adjustable upper shelves.

If shelf depths change from bottom to top, list every level separately. Also state whether the shelves are horizontal, angled or fitted with front fences.

Step 5: State the Required Load as UDL

Specify shelf capacity as a uniformly distributed load, or UDL, at the confirmed shelf width and depth. A requirement such as “100 kg UDL per 900 × 300 mm shelf” is more useful than “heavy duty.”

UDL means the stated weight is spread evenly across the usable shelf surface. It is not the same as placing the entire load at the centre or one edge. Required capacity depends on:

• shelf width and depth;
• formed shelf profile;
• steel grade and thickness;
• bracket type and engagement;
• upright construction;
• number and position of reinforcement ribs; and
• whether the load is distributed or concentrated.

Tell the manufacturer what will be displayed, such as snacks, canned goods, bottled beverages, rice bags, hardware or household products. Merchandise information helps the engineering team recommend a suitable configuration instead of simply increasing steel thickness across the entire order.

Ask the quotation to state the capacity, test configuration and any installation conditions. Do not compare two “100 kg” claims unless both apply to the same shelf dimensions and loading method.

Step 6: Choose a Back-Panel Type

The back panel affects structure, display flexibility, visibility, weight and price.

If a reference photograph is provided, also write the back-panel type in the specification. A photograph alone may not show material thickness, hole spacing, grid size or how the panel connects to the uprights.

Step 7: Specify Steel Requirements Without Relying on One Thickness

Do not request one steel thickness for every component unless the design has already been engineered that way. Uprights, shelves, brackets, base legs and back panels perform different functions and may use different gauges or formed profiles.

A more useful RFQ approach is to:

1. state the required shelf dimensions and UDL;
2. ask the manufacturer to propose the component-level steel specification;
3. request that upright, shelf, bracket and panel thicknesses be listed separately;
4. require the approved specification to appear on the final quotation or drawing; and
5. define how material thickness will be checked during inspection.

This makes competing offers easier to compare and reduces the risk of a supplier lowering the price by changing a component that was never defined.

Step 8: Confirm Finish, Color and Branding

For powder-coated shelving, state:

• the RAL color code for each component;
• whether uprights, shelves and back panels use the same or different colors;
• required surface finish, such as smooth, textured, matte or gloss;
• corrosion or humidity conditions at the installation site;
• logo, header, signage or private-label requirements; and
• whether a physical color sample must be approved before production.

“Red uprights and white shelves” is not enough for consistent repeat production because different red and white shades can look noticeably different. Use RAL codes or approve a physical color sample whenever brand consistency matters.

For OEM or distributor projects, include carton marks, label language, logo files and private-label packaging requirements in the RFQ rather than adding them after production has started.

Step 9: List Accessories as Separate RFQ Items

Accessories should be listed by type, size and quantity. Common items include:

• price label holders;
• hooks and peg hooks;
• wire baskets;
• shelf dividers;
• front and side fences;
• kick plates;
• top signage or promotional headers;
• base-leg covers;
• end panels;
• shelf lighting; and
• spare shelves, brackets and replacement components.

Ask the supplier to quote accessories as separate line items. This makes it possible to compare offers, adjust quantities and identify whether an apparently low shelving price excludes necessary components.

Step 10: Give Quantities by Product Type and Store

Avoid requesting “shelving for a 1,000 m² supermarket” without a plan or quantity schedule. Store area alone does not determine the number of bays because aisle layout, category allocation, checkout area, cold storage and required circulation space all affect the result.

The preferred quantity format is:

If exact quantities are not available, send the floor plan with marked wall runs, central aisles and endcaps. Ask the manufacturer to return a proposed layout and bill of materials for approval.

For chain rollouts, specify whether all stores use one standard kit or whether quantities vary by location. Also state whether deliveries will be made in one shipment or in phases.

Step 11: State Packing and Container Requirements

Packing requirements affect price, loading quantity and damage risk. Ask the supplier to confirm:

• whether components are flat-packed and separated by type;
• carton, bundle, pallet or wooden-case requirements;
• surface protection between powder-coated parts;
• package labels and assembly identification;
• gross weight, net weight and cubic volume;
• estimated quantity per 20GP, 40GP or 40HQ container;
• whether mixed products can be loaded together; and
• whether a final packing list and loading photographs will be provided.

No responsible supplier can confirm an exact 40HQ loading quantity from the phrase “standard gondola shelving” alone. Container capacity depends on section dimensions, shelf levels, back-panel construction, starter/add-on mix, accessories and packaging method.

Step 12: Define the Commercial and Delivery Terms

Every commercial RFQ should state the preferred Incoterm and destination.

Include:

• quotation currency;
• preferred Incoterm, such as EXW, FOB or CIF;
• named port or place;
• destination port and country;
• required delivery date;
• whether freight should be quoted separately;
• sample requirements;
• inspection requirements;
• required export documents; and
• preferred payment method, if company policy applies.

Ask the supplier to separate product price, sample or tooling charges, packaging, inland transport and ocean freight. This prevents a low unit price from being compared with a more complete offer that includes additional services.

For guidance on evaluating direct factories and intermediaries, read China Gondola Shelving Manufacturers: A Buyer’s Guide.

What Should a Complete Manufacturer Quotation Include?

A complete gondola shelving quotation should allow the buyer to understand exactly what is being purchased, not only the total price.

Before comparing suppliers, check that every offer includes:

• product configuration and dimensions;
• component-level steel specification;
• shelf capacity at the quoted dimensions;
• shelf and bracket quantities;
• starter/add-on bay definition;
• back-panel type;
• powder-coat colors and finish;
• accessories and spare parts;
• packing method;
• total weight and CBM;
• MOQ;
• sample or tooling cost;
• production lead time and its starting point;
• Incoterm and named port/place;
• payment terms;
• warranty or replacement terms;
• quotation validity.

A quotation that omits technical specifications cannot be compared reliably with a detailed offer, even if both documents use the same product name.

How Do You Compare Gondola Shelving Quotations Fairly?

Compare gondola shelving quotations line by line using the same specification, quantity and trade term. Normalize the following fields before comparing total cost.

If a supplier’s price is substantially lower, ask which specification, component or service differs. Price differences often result from different shelf counts, component thicknesses, load assumptions, packaging or quotation scopes rather than manufacturing efficiency alone.

How WZ Rack Reviews a Gondola Shelving RFQ

WZ Rack reviews the buyer’s application, section dimensions, shelf levels, loads, back panels, colors, accessories, quantities and destination before preparing a project quotation. When the buyer provides a floor plan, WZ Rack can also assist with a proposed mix of single-sided wall shelving, double-sided gondola shelving and matching endcaps.

For a production-ready review, send:

• the completed RFQ template;
• a floor plan or marked sketch, if available;
• reference photographs or an existing shelving drawing;
• estimated quantities by configuration;
• destination port; and
• the required project timeline.

WZ Rack can then identify missing specifications, prepare the relevant product configuration and provide a quotation for review. Final production details remain subject to approved drawings, commercial terms and the confirmed order.

Frequently Asked Questions