Should the scoring matrix be shared with vendors in an RFP?

Yes. Publishing the scoring matrix inside the RFP itself improves the quality of responses received and makes the selection process defensible against any challenge to the transparency of criteria.

How do you avoid an RFP describing a specific product instead of a performance requirement?

By wording every requirement as a measurable performance level, such as deployment time, material durability, or dimensions, rather than as a specific product reference or brand.

How to Write an RFP for Emergency Cooling Equipment: Structure and Sample Clauses

Writing an RFP for emergency cooling equipment means putting in writing, clause by clause, how a clinical requirement translates into verifiable criteria. This guide walks through the document structure, sample clauses, and a scoring matrix applicable across sectors.

Short answer: an RFP for emergency cooling equipment should word every requirement as a measurable performance level (structural stability on uneven ground, whole-body immersion, patient access), require a timed demonstration, and publish the scoring matrix to bidders upfront.

For the overall purchasing method (scoping, procurement route, evaluation), see our complete guide on preparing a tender for emergency cooling equipment. This document focuses on writing the RFP itself.

Standard RFP structure

Context and purpose of the request
Functional and clinical requirements
Measurable technical requirements
Demonstration terms
Expected commercial and support terms
Scoring matrix shared with bidders

1. Context and purpose of the request

"This request for proposal covers the supply of a cold water immersion cooling system for the treatment of exertional heat stroke, consistent with the 'Cool First, Transport Second' protocol (ACSM 2023, IOC/BJSM 2021)."

2. Functional and clinical requirements

"The equipment must allow whole-body immersion, shoulders and scalp included, with continuous patient access throughout immersion: airway monitoring, temperature checks, and resuscitation if required."

3. Measurable technical requirements

"Structure that remains stable and level on unprepared ground across all support points, with capacity for two people in simultaneous immersion, verified through a timed demonstration, and operational in under 5 minutes. Structure and liner able to withstand repeated use under demanding conditions (impact, UV exposure, disinfectant products). Folded dimensions and weight compatible with [specify storage or transport context]."

Word every requirement as a measurable performance level, never as a specific product or brand.

4. Demonstration terms

"Shortlisted bidders shall carry out a timed deployment demonstration prior to final award. Any discrepancy from the performance stated in the written proposal may result in disqualification."

5. Expected commercial and support terms

"The bidder shall specify delivery timelines, warranty terms, spare parts availability and lead time, and user training arrangements."

6. Scoring matrix to share with bidders

Publishing the scoring matrix inside the RFP itself improves the quality of responses and makes the selection process defensible:

40 to 50% technical merit (protocol compliance, demonstrated deployment time, durability)
30 to 40% price, assessed on total cost of ownership
10 to 20% references and after-sales support

Common drafting mistakes

Writing unmeasurable requirements ("durable," "easy to use") without defining them
Not sharing the scoring matrix with bidders, which weakens the quality of responses received
Omitting the timed demonstration clause before final decision
Copying a generic RFP without adapting it to your actual use context

Kollder One™ and Kollder Go™ meet these requirements

Kollder One™ combines a stable, six-point steel frame with a food-grade stainless steel structure, full patient access throughout immersion, and room for up to 2 people in simultaneous immersion. Kollder Go™, the hybrid backpack/wheeled transport bag (85 x 10 x 10 cm), makes field deployment practical.

For a demonstration or a quote: kollder.com/#contact

Sources

ACSM Expert Consensus Statement on Exertional Heat Illness, 2023
IOC Adverse Weather Impact Expert Working Group (Hosokawa, Racinais et al.), BJSM 2021
Casa DJ et al., Exercise and Sport Sciences Reviews, 2007
Korey Stringer Institute (KSI, Dr Douglas Casa)

Kollder is the emergency cooling tub built for stability, folds flat for transport, and fits 2 people at once.

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