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RFQs & Supplier Selection

Clear specs, tolerances, and evaluating vendors for quality, lead-time, and sustainability.

7 minutes
rfq
Next: Quality Control & Acceptance
Lesson Video
RFQs & Supplier Selection
Module Content

1. Executive Summary

The 7 most important insights
  1. A good RFQ reads like a test method. Define what to measure, how to measure it, how many to measure, and what “good” looks like (AQL/acceptance rules, retest, escalation). Anchor every claim to a cited method (e.g., ISO 2859-1 for AQL sampling; ISO/IEC 15416/15415 for barcode verification; ASTM D4169 or ISTA 3A for ship testing). [1, 2, 3,4, 5, 6,7, 8, 9]
  2. Supplier evaluation = QMS + capability + compliance.Baseline: ISO 9001, ISO 14001/45001, and—where relevant—ISO 22000 or GFSI‑benchmarked schemes (BRCGS Packaging Issue 7, SQF). [10, 11,12, 13,30, 31]
  3. Regulatory pressure is rising and timelines matter.PPWR adopted as Regulation (EU) 2025/40 with phased obligations; UK EPR reporting/fees expand and Plastic Packaging Tax updates annually; in the U.S., state EPR programs and FTC Green Guides update will influence claims. Build compliance milestones into supplier contracts. [15, 16,17, 18,19, 20,21, 22]
  4. Sustainability claims must map to recognized design rules.Use APR (NA), RecyClass/CEFLEX (EU), and OPRL (UK) to specify “design for recycling” and labeling. Reference the rule version/date and require evidence (APR Design® Recognition or RecyClass certificate). [23, 24,25, 26]
  5. Barcodes and colors fail more often than structures.Most consumer rejections come from unreadable codes or off‑brand colors. Specify symbol, X‑dimension/magnification & quiet zones via GS1 General Specifications; color aims/tolerances and measurement conditions via ISO 12647 (+ SCTV ISO 20654). Verify with ISO/IEC 15416/15415 grades in incoming QC. [7, 3,4, 8]
  6. Distribution/label durability must be proven, not assumed.For e‑commerce/parcel, reference ISTA 3A; for general performance, ASTM D4169; for marine‑exposed hazard labels, require BS 5609 Section 2 and 3. [5, 6,40]
  7. Make approval conditional on first‑article + process capability.Tie PO release to a documented first article and a minimum capability over pilot runs (Cp/Cpk) with AQL acceptance per ISO 2859‑1 on each lot. [1]
5 actions to take on your next RFQ
  • Pin standards to every requirement. “Barcode quality: ISO/IEC 15416 grade ≥ 1.5; verification report required with shipment.” [3]
  • Mandate a sampling plan. “Incoming QC: ISO 2859‑1, General Inspection Level II; accept/reject per AQLs listed herein.” [1]
  • Lock sustainability rules. “Design must conform to APR/ CEFLEX/RecyClass guideline (version/date); provide recognition or equivalency dossier.” [23,24, 25]
  • Require certificates & audit visibility. ISO 9001/14001/ 45001; sector‑specific (BRCGS Issue 7, SQF). Include right‑to‑audit aligned to ISO 19011. [10,11, 12,13, 14]
  • Fix proofs and change control. Artwork/color master, barcode placement/size proof, and PPAP‑style change notification for any material, adhesive, or process shift (align to ISO 9001 8.5.6).
Key risks & 12–24‑month watchlist
  • EU PPWR secondary acts & national enforcement (timelines, reuse/ recycling targets, labeling). [15]
  • UK EPR labeling path & Plastic Packaging Tax rate changes (1 April each year). [17, 18]
  • US “Green Guides” update and state EPR rulesets (PROs, fee modulation by design). [19, 20,21, 22]
  • Sampling/AQL modernization (ISO 2859‑1 revision) may tweak terminology/ flow; keep specs versioned. [1]
  • BRCGS Packaging Issue 7 audits commenced 28 Apr 2025—buyers will start requiring it. [30]

2. Definitions & Concepts

  • RFQ (Request for Quotation) — Structured pack of requirements, tests, volumes, and terms used to solicit binding quotes and commitments.
  • AQL (Acceptance Quality Limit) — Worst tolerable process average in acceptance sampling; used with ISO 2859‑1 to derive sample sizes and acceptance rules. [1]
  • Cp/Cpk — Process capability indices (potential vs centered capability).
  • First Article (FAI) — Initial production sample(s) submitted for full conformance.
  • QMS/EMS/OHS — ISO 9001 quality / ISO 14001 environment / ISO 45001 OH&S. [10,11, 12]
  • GFSI — Global Food Safety Initiative benchmarking schemes (e.g., BRCGS Packaging, SQF). [30,31]
  • GS1 General Specifications — Global barcode/ID rules (symbology, X‑dimension, quiet zones, placement). [7]
  • ISO/IEC 15416 / 15415 — Print‑quality grading for linear / 2D codes. [3, 4]
  • APR / RecyClass / CEFLEX / OPRL — Design‑for‑recycling guides (NA/EU/UK) and UK on‑pack labeling scheme. [23, 24,25, 26]
Concept map (bulleted)
  • Business need → RFQ pack → Supplier pre‑screen (certs, capacity, compliance) → Technical spec (structure, print, color, codes) → Test plan (lab/distribution/line trials) → Commercials (MOQs, lead‑time, price ladder) → Contract & KPIs (OTIF, PPM, CARs) → Ongoing audits & sustainability evidence (APR/RecyClass/OPRL). [10, 23,7, 5]

3. Standards, Regulations, and Governance (US/EU/UK priority)

Core management & auditing
  • ISO 9001:2015 (+ Amd 1:2024) — Baseline QMS; include clause 8.4 (externally provided processes) in supplier control. [10]
  • ISO 14001:2015 (+ Amd 1:2024) — EMS and climate additions. [11]
  • ISO 45001:2018 — Worker safety in converting sites. [12]
  • ISO 19011:2018 — Guidance for auditing management systems; structure supplier audits on it. [35]
  • ISO/IEC 17025:2017 — Competence of testing/calibration labs (barcode/color labs, migration tests). [39]
Print, color & coding
  • GS1 General Specifications (latest) — Symbology, X‑dimension, quiet zones, placement. [7]
  • ISO/IEC 15416 & 15415 — Barcode print‑quality grades. [3, 4]
  • ISO 12647‑2/‑6, ISO 20654 (SCTV) — Color aims, tolerances, tone control. [8]
Sampling & acceptance
  • ISO 2859‑1 (attributes), ISO 3951‑1 (variables) — Fix sample sizes & accept/reject rules in RFQs. [1, 2]
Distribution & durability
  • ISTA 3A (parcel) / ASTM D4169 (general) — Reference for ship‑testing. [6,5]
  • BS 5609 — Marine‑durable GHS drum labels: Section 2 (facestock/adhesive), Section 3 (printed construction). [40]
Sustainability & design for recycling
  • APR Design® Guide (NA), RecyClass D4R + methodology (EU), CEFLEX D4ACE (flexibles),OPRL (UK labeling). [23,24, 25,26]
  • ISO 18601–18606 — Packaging & environment family. [41, 42,43, 44]
Sector specifics (food/pharma)
  • EU FCM: Framework Reg. (EC) 1935/2004; GMP (EC) 2023/2006; Plastics (EU) 10/2011 (+ amendments). [45, 46,47]
  • Pharma: ISO 15378:2017 (QMS for primary packaging for medicinal products). [48]
Governance by region (high‑level)
  • EU: PPWR (Reg. (EU) 2025/40) sets reuse/recycling, recycled content, and labeling obligations; watch secondary acts. [15]
  • UK: EPR reporting/fees expanding; Plastic Packaging Tax (rate updates 1 April annually); OPRL recommended now with likely alignment to future labeling. [17,18, 26]
  • US: FTC Green Guides update in progress; state EPR laws active (ME/OR/CO/CA). [19,20, 21,22]
TopicEUUKUS
FrameworkPPWR (directly applicable). [15]EPR phased; Plastic Packaging Tax updates. [17, 18]State EPR laws; FTC “Green Guides”. [19, 20, 21, 22]
Design for recyclingRecyClass + CEFLEX widely referenced. [24, 25]OPRL labeling scheme. [26]APR Design® Guide prevalent. [23]
LabelingPPWR to specify harmonized marks (watch timelines). [15]OPRL voluntary now; govt. delayed initial mandatory labeling. [26]No federal scheme; follow GS1 + retailer specs. [7]
Upcoming changes & dates
  • BRCGS Packaging Issue 7 audits effective 28 Apr 2025. [30]
  • ISO 2859‑1 revision at FDIS stage — monitor and update RFQ references. [1]

4. Evidence Base & Benchmarks

  • Barcode quality: Grade to ISO/IEC 15416 (linear) / 15415 (2D) and quote the grade (e.g., ≥1.5). Place/size per GS1. [3, 4, 7]
  • Color management: Use ISO 12647 process aims and measurement conditions; adopt SCTV (ISO 20654) for spot‑color tone build equivalence. [8]
  • Sampling: Derive sample sizes and accept/reject per ISO 2859‑1; use variables sampling (ISO 3951‑1) for critical dimensions. [1, 2]
  • Distribution: ISTA 3A for parcel/e‑commerce; ASTM D4169 for general distribution. [6,5]
  • Marine labels (chemicals): BS 5609 Section 2 and Section 3 certificates. [40]
  • Sustainability design rules: APR (NA), RecyClass (EU), CEFLEX (flexibles), OPRL (UK). [23,24, 25,26]
Evidence gap: “Typical lead times/MOQs” vary widely with press capacity and finishing. Collect supplier‑specific historicals as part of the RFQ template (ask for current capacity, average queue time by process, changeover time, standard MOQ by substrate).

5. Design & Production Implications

RFQ design rules of thumb (attach as clauses)
  • Dieline & finishing: Specify units, dimensional tolerances at control points (panel width/height; glue flap; window), scoring/creasing specs, and the measuring tools vendors must use.
  • Print & color: Color references (Lab/spectral), tolerances (ΔE00), measurement conditions (M0/M1), control strip location, pulls allowed; cite ISO 12647. [8]
  • Barcodes: Symbology, target X‑dimension/magnification, quiet‑zone clearance, placement; require verification reports to ISO/IEC 15416/15415. [3, 4]
  • Sampling & acceptance: Incoming QC plan citing ISO 2859‑1 with inspection level(s) per risk (critical/major/minor). [1]
  • Distribution & durability: If e‑com/parcel, ISTA 3A; if palletized/mixed modal, ASTM D4169. Require pass reports with photos. If chemical drums/IMDG, demand BS 5609 Section 2 & 3 certificates. [6, 5,40]
  • Sustainability: “Design must comply with APR/RecyClass/ CEFLEX rule [version/date]. Provide APR recognition or RecyClass certificate. UK: align with OPRL labeling.” [23,24, 25,26]
Supplier capability flags
  • Certifications: Current ISO 9001/14001/45001; for food‑contact, ISO 22000/BRCGS Packaging Issue 7/SQF. [10, 11,12, 13,30, 31]
  • Auditability: Supplier agrees to audits per ISO 19011; provides last 12 months’ internal audit non‑conformance log and CAPAs. [35]
  • Lab competence: In‑house or third‑party labs accredited to ISO/IEC 17025 for barcode/color/migration testing. [39]

6. Sustainability & Compliance Considerations

  • Design‑for‑recycling — EU: RecyClass D4R + methodology; flexibles: CEFLEX D4ACE. NA: APR Design® Guide; aim for APR Recognition for tricky features. UK labeling: OPRL. [24,25, 23,26]
  • Claims risk — Use FTC Green Guides principles (US) and ISO 14021 wording discipline; avoid unqualified “recyclable/compostable” claims. [19]
  • Chain of custody (fiber) — FSC‑STD‑40‑004 V3‑1 or PEFC ST 2002:2020; consider SA8000/SMETA for social compliance. [49]
  • Food contact — EU Framework (1935/2004), GMP (2023/2006), Plastics (10/2011) + amendments; specify DoC and migration test scope in RFQ. [45, 46,47]

7. Workflow & Tooling (ready to adapt into PDA tools)

Checklists (pre‑press / compliance / ship‑test)
  • Print‑ready & pre‑press: Artwork versioning; embedded fonts; overprint/knockout; trap/choke; spot vs process callouts; color aims & ΔE tolerance; control strip location; barcode spec & verifier grade; dieline locked; imposition; sign‑off chain. [8, 7,3, 4]
  • Compliance: Region mapping (EU/UK/US); PPWR obligations; OPRL/APR/RecyClass/CEFLEX rule edition; FSC/PEFC; food‑contact DoC; BS 5609 (if relevant). [15,17, 23,24, 25,26, 40]
  • Distribution/ship: ISTA 3A or ASTM D4169 selected; test lab & protocol; pass/fail criteria; corrective actions flow. [6, 5]
Decision trees (summaries)
  • Choose label stock/adhesive: Environment (ambient/cold/ marine?) → Surface energy → Durability (wash, UV, chemicals) → Regulatory (BS 5609?) → Print process (TT/DT/flexo/digital) → Sustainability constraints (APR/RecyClass compatibility) → Cost/lead‑time. [40, 23,24]
  • Select print process by run‑length/substrate: Run size/ SKU count → substrate (paper/film/foil) → color count/spot vs process → registration/lineweight needs → press availability → proofing method → cost curve (setup vs unit).
Calculator blueprints (formulas & inputs)
  1. Roll yield: labels_per_roll = (roll_length − waste) ÷ pitch, with core/OD limits & splice loss.
  2. Sheet yield: ups = floor((sheet_w − margins) ÷ w) × floor((sheet_h − margins) ÷ h); sheets_needed = ceil(qty ÷ ups).
  3. Barcode magnification/X‑dimension helper: Given target scanning environment, pull GS1 table to set X‑dimension and compute symbol width + quiet zones. [7]
  4. EPR fee estimator (framework): Inputs: material, mass, format, recyclability class (per RecyClass/APR/OPRL), modulated fee factors → output: fee by region/year.
Template specs (drop into RFQs)

RFQ header: SKU(s), volumes & ramp, target launch, ship lanes. Technical: Structure (materials/weights), print (process, line screen, colors, varnish), color aims/tolerances, barcode spec (symbology, magnification, location), finishing (die, crease), sustainability (APR/RecyClass/CEFLEX/OPRL clause), compliance (EU/UK/US), test plan (ISTA/ ASTM/BS 5609), sampling (ISO 2859‑1), FAIs, documents (CoC/DoC, certificates), KPIs (OTIF, PPM), change control. [1, 23,24, 25,26, 6,5, 40]

8. Category‑Specific Guidance

  • Beauty/Personal Care: Claims scrutiny (environmental & recyclability), small formats with barcode legibility risks; label durability for wet rooms. Use OPRL in UK; APR/RecyClass for plastics choices. [23, 24,26]
  • Food: Food‑contact conformity (EU 1935/2004; 2023/2006 GMP; Plastics 10/2011 DoC); barcode on curved/condensing surfaces; migration test scope in RFQ. [45, 46,47]
  • Beverage: Condensation and scuff; shrink sleeve barcode distortion; DRS/label removability in some markets; transport shock (ASTM/ ISTA). [5, 6,7]

9. Case Studies (Problem → Approach → Result)

1) Unreadable barcodes on glossy pouches
Problem: POS failures due to glare and tight quiet zones.
Approach: Move from gloss to matte OPV; recalc magnification & quiet zones via GS1 tables; verify print to ISO/IEC 15416 ≥1.5; add placement guardrails in dieline. [7,3]
Result: 0 POS rejects over 8 weeks.
Generalizable: Yes—barcode spec + verification beats ad‑hoc retail feedback.
2) E‑commerce breakage claims on glass
Problem: 2.3% damage on DTC parcel channel.
Approach: ISTA 3A pack redesign & test; add corner protection; revise shipper BCT spec and foam density. [6]
Result: Damage rate < 0.4% in 3 pilot waves; net ROI positive.
Generalizable: Yes for parcel shipments; translate to ASTM D4169 for retail DCs. [5]
3) Chemical drum labels failing at port
Problem: Label loss after salt spray exposure.
Approach: Re‑spec BS 5609 Section 2‑approved facestock/adhesive; qualify printed system for Section 3; require certificates in RFQ and FAIs. [40]
Result: Compliance documented; no further detentions. Mandatory for IMDG shipments.
Replication plan: For each case, define KPIs, baseline for 4–8 weeks, implement change, A/B with power ≥0.8, and report confidence intervals.

10. Common Pitfalls & Red Flags

  1. Specs without test methods or sampling plans (AQL missing). [1]
  2. Barcodes sized/placed by eye; no verification grade specified. [3, 4]
  3. Color tolerances stated but no measurement condition (M0/M1) or control strip. [8]
  4. Sustainability claims not tied to APR/RecyClass/CEFLEX/OPRL rules or evidence. [23, 24, 25, 26]
  5. Food‑contact RFQs without DoC/migration plan requirements. [45, 46, 47]
  6. Approving suppliers with expired ISO/GFSI certificates or no right‑to‑audit clause. [10, 30, 31, 35]

References

  1. ISO 2859‑1 — Sampling procedures for inspection by attributes (AQL).ISO catalog
  2. ISO 3951‑1 — Sampling procedures for inspection by variables.ISO catalog
  3. ISO/IEC 15416 — Barcode print quality (linear).ISO catalog
  4. ISO/IEC 15415 — Barcode print quality (2D).ISO catalog
  5. ASTM D4169 — Performance Testing of Shipping Containers and Systems.ASTM page
  6. ISTA 3A — Packaged‑Products for Parcel Delivery Shipment.ISTA
  7. GS1 General Specifications (latest edition).GS1
  8. ISO 12647‑2/‑6; ISO 20654 (SCTV) — Process color control and spot‑tone.ISO catalog
  9. ISO/IEC 17025 — Competence of testing/calibration labs (context: print/barcode labs).ISO
  10. ISO 9001 — Quality management systems.ISO overview
  11. ISO 14001 — Environmental management systems.ISO overview
  12. ISO 45001 — Occupational health & safety.ISO overview
  13. ISO 22000 — Food safety management.ISO overview
  14. ISO 19011 — Guidelines for auditing management systems.ISO
  15. PPWR — Regulation (EU) 2025/40 (Official Journal entry).EUR‑Lex
  16. European Commission PPWR explainer.EC page
  17. UK Packaging EPR: Government guidance.GOV.UK
  18. UK Plastic Packaging Tax — Rates & information.HMRC
  19. FTC Green Guides (update process).FTC
  20. Maine EPR (LD 1541).Law text
  21. Oregon SB 582 — Recycling Modernization.Oregon DEQ
  22. Colorado HB22‑1355 — Producer Responsibility.CDPHE
  23. APR Design® Guide (overview/tools).APR
  24. RecyClass — Design for Recycling Guidelines + Methodology (2025).RecyClass
  25. CEFLEX — Designing for a Circular Economy (D4ACE) & Design Check.CEFLEX
  26. OPRL — Scheme and labeling resources.OPRL
  27. GS1 General Specifications — barcodes (placement, X‑dimension).GS1
  28. ISO/IEC 15416 — print quality grades (linear).ISO
  29. ISO/IEC 15415 — print quality grades (2D).ISO
  30. BRCGS Packaging Materials — Issue 7 (2024).BRCGS
  31. SQF Food Safety Code — Manufacture of Food Packaging, Ed. 9.SQFI
  32. ASTM D4169 — profile selection overview.ASTM
  33. ISTA 3A — guidance and protocols.ISTA
  34. BS 5609 — Marine labels overview.BSI Knowledge
  35. ISO 19011 — Auditing guidance (supplier audits).ISO
  36. ISO/IEC 17025 — Testing/calibration labs competence.ISO
  37. BS 5609 — Sections 2 & 3 certification requirements.BSI Knowledge
  38. ISO 18601 — Packaging and the environment — General requirements.ISO
  39. ISO 18602 — Packaging — Optimization of the packaging system.ISO
  40. ISO 18604 — Packaging — Material recycling.ISO
  41. ISO 18606 — Packaging — Organic recycling.ISO
  42. EU Food Contact — Framework Reg. (EC) 1935/2004.EUR‑Lex
  43. EU GMP — Reg. (EC) 2023/2006.EUR‑Lex
  44. EU Plastics — (EU) 10/2011 (and amendments).EUR‑Lex
  45. ISO 15378 — Primary packaging materials for medicinal products.ISO
  46. FSC‑STD‑40‑004; PEFC ST 2002:2020; SA8000/SMETA overviews.FSCPEFCSAI
Next: Quality Control & Acceptance