Planning framework
Define every wash load
List the cage bodies, lids, racks, bottles, carts, trays, feeders, and other washable items in the proposed scope. Provide the largest outside dimensions, typical batch mix, quantity per carrier, and any existing loading fixtures. Photographs and dimensioned drawings help the supplier check chamber access, spray exposure, handling method, and whether separate cycles or accessories should be reviewed.
Translate workload into an operating plan
Share normal daily quantities, peak-day demand, available operating hours, shift pattern, expected batch sequence, and future capacity allowance. Map where soiled items queue, where bedding is removed or loads are pretreated, and where washed items drain, cool, dry, or wait for reassembly. This lets proposals be compared against the same workflow instead of a machine-only throughput statement.
Show the clean and dirty room relationship
Attach a room plan with clean and dirty zones, loading direction, doors, corridors, lifts, floor levels, staging areas, and adjacent equipment. Identify whether pass-through operation is required and show the delivery route to the final position. Ask each proposal to mark the equipment footprint, operating clearance, service access, pits or ramps, and facility work that remains outside the washer supply.
Record utilities and environmental interfaces
Provide available water quality, temperature, pressure, and flow information together with drainage, electrical supply, exhaust, steam, compressed air, and detergent arrangements where applicable. Cage-wash equipment can affect room heat and humidity, so ventilation and condensate handling should be coordinated with the facility designer. Require the supplier to state final connection loads and water-treatment assumptions for the selected configuration.
Specify verification and document needs
Describe the facility cleaning objective, required cycle records, monitoring expectations, and any site acceptance or commissioning procedure. Request layout and utility drawings, operating and maintenance manuals, recommended spares, preventive-maintenance access, training scope, warranty terms, and a list of assumptions and exclusions. Final cycles and acceptance criteria should follow the institution procedures, applicable requirements, and the confirmed equipment configuration.
Send one comparable RFQ package
Include the load schedule, room drawing, workflow notes, utility data, destination country, installation constraints, target timeline, and required submittals in one package. Ask bidders to separate base equipment, carriers and accessories, site work, installation, commissioning, training, and optional items. A consistent package makes price differences easier to trace to scope rather than hidden assumptions.