Describe the required service
State the number of users, observed peak refill pattern, bottle sizes and required water temperatures. Specify what is known about the water supply and what treatment claims require evidence.
Do not define suitability using taste or a single dissolved-solids reading. Ask respondents to identify assumptions and missing site information.
Set a common scope
Include site access, supply connection, drain requirements, electrical work, commissioning and staff handover. State the requested contract period and ask for exclusions, consumables, service response arrangements and full minimum commitment.
This illustrative checklist is not a legal procurement template; apply the organisation’s current approved process.
Agree acceptance before installation
Define an observed output demonstration using the requested refill pattern and temperatures. Include leak checks, instructions, asset identification and a service contact.
Ask for evidence supporting specific treatment claims rather than treating a dispensing demonstration as proof of water quality. Record deviations for review before acceptance.
Put it into practice
Your planning worksheet
An illustrative specification checklist covering capacity, installation, servicing and acceptance.
| RFQ section | Information to request |
|---|---|
| Capacity | Usable hot/cold output, recovery conditions and dispensing rate |
| Treatment | Supply suitability and specific verified reduction claims |
| Installation | Utilities, access, work included and exclusions |
| Service | Filter criteria, cleaning scope, downtime and responsibility |
| Commercial scope | Requested period, total commitment and termination terms |
| Acceptance | Agreed demonstration, documentation and sign-off |
Sources & context
- US CDC — About Choosing Home Water Filters
Supports matching treatment to the water supply and specific contaminants. Dispensing calculations and worksheets are GAGE planning examples, not CDC recommendations.
Sources checked 9 November 2026. Worksheets are editorial planning tools. Confirm site-specific requirements, current local guidance and the instructions for the equipment you use.
Further reading
Elibuy’s guide to checking water filter certification
For background reading before writing your quotation brief, see this household buying guide. In your workplace request, ask suppliers for certification evidence covering the exact model, cartridge and performance claim being offered.
