Two machinery quotations with similar prices can describe very different deliveries. One may include tooling, installation and training; the other may exclude them, use a lower automation level or assume different utilities. Comparing machinery means first making offers comparable.
1. Start with a user requirement specification
A short user requirement specification (URS) sets the baseline: the product being processed, required output, accuracy or quality targets, available floor space, utilities, operator skill level and the compliance regime of the destination. Send the same URS to every manufacturer.
2. Build a scope-of-supply matrix
List every element in rows and every supplier in columns:
- Base machine, options and tooling
- Control system and software licences
- Safety guarding and interlocks
- Utilities required: voltage, phase and frequency (in the UK and EU typically 400 V, three-phase, 50 Hz), compressed air, water
- Packing, transport and Incoterm
- Installation, commissioning and training
- Documentation and manuals in the language of the destination
- Recommended spare parts package
Gaps in the matrix are the hidden costs. Ask each supplier to confirm or price the missing items.
3. Check compliance
Machinery placed on the EU market must meet machinery safety rules and carry CE marking; for Great Britain, UKCA marking applies, with CE marking currently also accepted for many products. The EU Machinery Directive 2006/42/EC is being replaced by the Machinery Regulation (EU) 2023/1230, which applies from 20 January 2027. Ask for the declaration of conformity and confirm who acts as manufacturer or importer of record.
4. Define acceptance
- Factory acceptance test (FAT) — performance demonstrated at the manufacturer before shipment, ideally with your own product samples.
- Site acceptance test (SAT) — performance confirmed after installation.
- Clear, measurable acceptance criteria: output, quality, uptime over a defined run.
5. Compare lifecycle cost, not just price
- Energy and consumables consumption
- Availability and price of spare parts, and their lead times
- Local service support and response times
- Warranty period, what it covers and when it starts
6. Align payment with milestones
Machinery payments are commonly staged — for example a deposit on order, a further payment after a successful FAT, and a retention released after commissioning. Linking payments to verified milestones protects both parties.
Echo Core Ltd helps buyers compile a URS, approach manufacturers and compare offers using this kind of matrix.