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2 February 2022
Cooperation with – how to buy refrigeration?


As consultants in the field of refrigeration, we often support customers in purchasing processes, which is why we have started cooperation with a friendly blog

The first column on the topic of buying refrigeration can already be read or listened to below.

A word of introduction

According to a survey I conducted at the end of 2019, the priorities of bidders (refrigeration companies) are set in the following order: low purchase price (40%), reliability (32%), low energy consumption (19%), adaptation to needs (7% ), simple design (2%). Ecology got no vote. Therefore, by sending a low-detailed inquiry, offers from suppliers will almost certainly follow this key. The installation will be as cheap and failure-free as possible. In the event that we care about something more, e.g. a precise match to a given need or ecology, we will need to specify the query accordingly.

Stages of the procedure

All the rules given below apply to the purchase of a refrigeration system directly, as well as to the general contractor of the entire facility. The cooling installation is carried out similarly to most construction works, the good old school of preparing and implementing such investments gives easy answers. Implementation can be divided into a few basic stages:

  • Preparation of the inquiry along with sending it to bidders
  • The tender process ended with an order and signing of the contract
  • Preparation of works
  • Implementation of works, including staging
  • Collections Warranty and servicing

In this column, we will focus on the first two points on the list above.

In the case of bidding, the situation is simple. As we prepare the inquiry, this is the answer we will receive. With an imprecise inquiry, we will receive incomparable offers with a very large range of prices. The first step is to identify the client’s needs. They result from direct consultation, the architecture of the facility and the type of business. On their basis, I prepare a tabular offer form in which the key features of the refrigeration system are specified, including:

  • Type of technology
  • Cooling power
  • Performance standards
  • Preferred component manufacturers
  • E.t.c.

The table for works worth EUR 1 million will contain around 50 well-thought-out items. An annex to the offer form should be an architectural (room) plan, a model contract and a preliminary schedule. The bidder completes and submits an offer on our form. Thanks to this, the customer receives homogeneous offers that can be easily compared. Tender processes that I prepared according to this method had a price spread usually below 15%. Compared to 200% with a simple inquiry without an offer form.

A well-prepared inquiry and offer are an incredibly powerful tool in the hands of a buyer.

Effects consultant role

In my opinion as a juxtaposition consultant it is determined that the bids submitted are appropriate and meet the technical requirements. Yes, offer handover to the client, usually without taking into account the final price setting. The documents we have created also define industry boundaries, which allows you to use non-program fees where they meet.

Undoubtedly, the places that are most often viewed with the standard source are:

  • Electrical installation of the refrigeration system
  • Substructures
  • Refrigerant detection device or man-in-chamber alarms

In addition to being characteristic, it is also cheaper to insure.

Refrigeration is not just technology. This industry is surrounded by many general construction regulations, the Office of Technical Inspection, environmental protection and others. It is also my responsibility to ensure that all formal requirements are met. This is particularly important in terms of security, insurance costs and resale value.


To sum up, the cost of the consultant’s work is between 1-3% of the value of the work carried out and it is an investment that pays off already at the time of the first price negotiations. Therefore, a well-prepared tender (I encourage you to check the article – How to Organize a Tender?) is a stable basis for successful and peaceful implementation, without all-night meetings and delayed acceptance.