To compare RO system quotations fairly, first confirm that suppliers are designing for the same source water, treated water requirement, and operating conditions. Then compare equipment scope, operating costs, testing, delivery responsibilities, and support before comparing the final price.
Two quotations labelled “1,000 L/hour RO system” may describe different packages. One may include pretreatment and commissioning support, while another covers only the RO skid.
For a small business, the useful comparison is the cost of obtaining a suitable working system, including what you must purchase or arrange separately.
1. Are Both Quotations Based on the Same Water Conditions?
Send the same water report and project information to every supplier. Otherwise, differences in price may come from different design assumptions.
Ask each supplier to state:
- Source water and water analysis used for selection.
- Feed water temperature and design limits.
- Expected treated water output and quality.
- Design recovery and operating pressure.
- Voltage, phase, and frequency.
- Expected daily operating hours.
For example, a system selected for municipal water should not be compared directly with a package designed for borehole water requiring additional treatment. The capacity label alone does not explain the difference.
If your water information is incomplete, ask which parts of the quotation are provisional and what must be confirmed before production.
For help preparing the report, read What Water Test Do I Need Before Buying an RO System?
2. What Equipment Is Included in the Price?
Request an itemised supply list. Ask suppliers to mark each relevant item as included, optional, supplied locally, or unnecessary for the proposed design.
- Raw water tank and feed pump.
- Pretreatment filters, media, and control valves.
- Softening or chemical dosing, where required.
- Cartridge filtration and the RO skid.
- Disinfection equipment, where required.
- Treated water storage and delivery pump.
- Cleaning provisions, instruments, and controls.
- Connecting materials and initial spare parts.
More equipment does not automatically make a proposal better. Each item should have a clear purpose linked to water quality, intended use, or operation.
For example, buying tanks locally may be practical, but their required size, material, connections, and responsibility for supply should be stated.
3. Are the Main Components Specified Clearly?
Brand names are useful, but they do not replace model numbers and operating specifications.
Request enough detail to identify the main components:
- Membrane manufacturer, model, and quantity.
- High-pressure pump model and intended flow and pressure.
- Motor electrical specifications.
- Pressure vessel and pipework materials and pressure ratings.
- Pretreatment vessel sizes, media, and valve models.
- Included instruments, alarms, and protection functions.
If alternative components may be used, agree on the approval process before ordering. A clear quotation makes it easier to check that the equipment delivered matches what you purchased.
4. What Will the System Cost to Operate?
Compare operating estimates using the same daily production target, working hours, and local utility prices.
Ask about:
- Estimated electrical consumption at the proposed operating conditions.
- Feed water demand and reject water flow.
- Additional water for backwashing, regeneration, flushing, and cleaning.
- Filter cartridges and other replacement items.
- Salt or chemicals, where required.
- Routine labour and maintenance requirements.
Ask whether an electrical figure represents installed motor power or estimated energy consumption. These are different measures.
Replacement intervals should also come with assumptions. A claim such as “the membrane lasts three years” is insufficient without information about feed water, operating hours, pretreatment, and maintenance.
For an initial comparison, estimate equipment and delivery costs, local installation costs, and operating costs over the same period. Keep uncertain figures visible rather than treating them as guaranteed expenses.
5. How Will Performance and Support Be Confirmed?
Agree on what will be tested, how the results will be recorded, and who will help start the system.
A factory test using the supplier’s available water does not by itself establish performance on your source water. The test conditions and their relationship to the design conditions should be explained.
Confirm whether the quotation includes:
- Factory inspection and a recorded test report.
- Agreed performance acceptance conditions.
- Operating instructions and relevant electrical documentation.
- Remote commissioning or an on-site service option.
- Operator training and a maintenance checklist.
- Warranty coverage, exclusions, and the claims process.
Ask who pays for replacement-part shipping and whether installation labour or technician travel is covered. A warranty period alone does not explain the service you will receive.
6. Are Delivery and Installation Responsibilities Clear?
Compare quotations using the same delivery basis and named location. A factory collection price and a price including international freight cover different responsibilities.
Ask for written confirmation of:
- The agreed trade term and named place or port.
- Packing, freight, and insurance arrangements.
- Destination charges, customs clearance, duties, and taxes.
- Unloading and final transport to the installation site.
- Local pipework, electrical work, and installation labour.
- Production lead time and the event that starts it.
Add the costs you must arrange separately before comparing totals. For larger local expenses, obtain local estimates rather than relying only on the equipment supplier’s assumptions.
7. What Should You Check Before Choosing a Supplier?
Create one comparison list and ask each supplier to complete the missing information. An unanswered item is a question to resolve, not automatically proof of a poor proposal.
Before deciding, ask three questions:
- Suitability: Is the proposed system designed for our actual water, required output, and intended use?
- Completeness: What must we still buy or arrange to make the system operational?
- Accountability: What evidence, documents, and support will we receive if performance does not meet the agreed conditions?
A lower quotation may offer good value when it meets your requirements and its exclusions are manageable. A higher quotation should explain what useful equipment, performance, or service the additional cost provides.
AquaOxy helps small businesses select RO systems from 250 to 5,000 L/hour based on source water, intended use, and operating conditions.
Contact AquaOxy with your water report, required capacity, application, and installation location to discuss a configuration and a clearly defined supply scope.
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