1. Confirm the Required Duty Point
The first question is whether every supplier has quoted a pump for the same operating requirement.
A useful quotation should identify:
- Required flow rate, in m³/h or another stated unit
- Required Total Dynamic Head, in metres
- Proposed pump model
- Flow and head delivered by that model at the specified operating point
- Relevant performance curve
For example, suppose a project requires 80 m³/h at 150 m Total Dynamic Head.
Supplier A quotes a pump rated at 80 m³/h and 150 m. Supplier B quotes a pump described as having a maximum flow of 100 m³/h and a maximum head of 180 m.
These descriptions are not enough to establish that the two pumps are equivalent. Supplier B must confirm the actual head available at 80 m³/h.
The same comparison should be made using the intended operating frequency. A 50 Hz pump curve should not be assumed to represent the performance of a 60 Hz configuration.
For a detailed explanation of this check, read our guide to submersible well pump performance curves.
2. Check the Pump and Motor Specifications Separately
A submersible well pump quotation should identify both the hydraulic pump and its motor.
These are connected components, but they answer different technical questions.
| Pump Specification | Motor Specification |
|---|
| Pump model and series | Motor model |
| Rated flow and head | Rated power |
| Number of stages | Voltage and frequency |
| Pump outside diameter | Number of phases |
| Discharge connection | Rated current |
| Hydraulic materials | Starting requirements |
| Performance curve | Motor dimensions |
Do not assume that two quotations offering the same motor power will provide the same hydraulic performance.
A 37 kW motor can be paired with different hydraulic configurations. The resulting pumps may have different flow ranges, heads and operating efficiencies.
The quotation should also identify the complete pump assembly dimensions so the buyer can confirm that it fits the well casing and installation arrangement.
3. Confirm Exactly Which Materials Are Included
Material descriptions such as “stainless steel pump” may be too general for an industrial purchase.
A quotation should identify the materials of the principal components where they affect the project specification, particularly:
- Pump casing
- Impellers
- Diffusers
- Shaft
- Relevant fasteners
- Motor housing, where specified
If the project requires SS316, duplex stainless steel or another alloy, confirm which components use that material.
For example, a quotation may describe a pump as SS316 because its hydraulic casing is SS316, while other wetted components use different materials.
That configuration may or may not satisfy the project requirement. The buyer should check the material breakdown rather than relying on a general product label.
For corrosive groundwater, send the supplier the available water analysis before confirming the material specification.
4. Verify the Scope of Supply
This is one of the most important differences between pump quotations.
A low price may cover only the pump and motor. Another quotation may include the cable, control panel, sensors or installation accessories.
Neither quotation is necessarily incorrect, but they cannot be compared fairly until the scope is clear.
Typical items to confirm
| Item | Question to Ask |
|---|
| Pump hydraulic section | Is it included in the quoted price? |
| Submersible motor | Is the motor included and matched to the pump? |
| Power cable | Is cable included? If so, what type and length? |
| Cable joint or termination | Is it included or supplied separately? |
| Control panel | Is it included? Which protections are provided? |
| Water-level protection | Is a sensor or dry-run protection device included? |
| Check valve | Is it integrated, included separately or excluded? |
| Discharge adapter | Is an adapter required and included? |
| Spare parts | Are any spare parts included in the initial supply? |
The buyer should also confirm whether the quotation includes rising pipes, pipe couplings and installation equipment.
These items are often supplied by the installer or project contractor rather than the pump manufacturer. Their inclusion should never be assumed.
A useful quotation clearly separates included items, optional items and excluded items.
5. Review the Cable and Electrical Requirements
Electrical details can change the quotation substantially, especially for deep-well installations.
The supplier should confirm the available power supply:
- Voltage
- Frequency
- Phase
- Motor rated current
- Starting method
- Required cable length
- Control and protection requirements
Cable length should not be estimated solely from the total well depth.
The actual requirement depends on the pump installation position, routing to the control panel and the planned connection arrangement.
Cable conductor size must also be suitable for the motor current, cable length, starting conditions and applicable electrical requirements.
If a control panel is quoted, ask for its main functions. “Control panel included” does not establish whether it provides overload, phase-loss, dry-run or other protection required by the project.
6. Ask What Testing and Documentation Are Included
For industrial procurement, testing and documentation should be agreed before the order is placed.
A supplier may be able to provide several types of inspection or testing, but the quotation should specify which ones are included in the quoted price.
Possible requirements include:
| Document or Test | Purpose |
|---|
| Pump performance test | Confirms hydraulic performance under the agreed test conditions |
| Motor test documentation | Records relevant motor electrical characteristics |
| Material documentation | Supports verification of specified materials |
| Dimensional drawing | Confirms installation and connection dimensions |
| General arrangement drawing | Shows the complete pump and motor assembly |
| Inspection photographs or videos | Provides a record of agreed inspection points |
| Packing list | Identifies the shipped equipment and packages |
| Operation and maintenance manual | Supports installation and operation |
If the project requires third-party inspection, witnessed testing or a particular acceptance standard, state that requirement in the RFQ.
Do not assume that every supplier’s standard factory test is identical or that all test reports are automatically included.
SLAPK’s submersible well pump product page describes available inspection and testing options, with the applicable documentation dependent on the confirmed product specification.
7. Compare Delivery Terms, Not Only the Pump Price
A pump quotation should identify the commercial basis of the price.
Before comparing suppliers, check:
- Currency
- Quotation validity
- Quantity
- Unit price and total price
- Applicable Incoterms rule and named place
- Estimated production or delivery period
- Packing method
- Payment terms
- Shipping dimensions and estimated gross weight, where available
For example, an EXW quotation and a CIF quotation do not cover the same seller obligations or cost components.
A buyer should compare the expected cost under the intended delivery arrangement rather than treating the quoted unit prices as directly equivalent.
If the pump is needed for a scheduled irrigation season or plant shutdown, clarify when the stated lead time begins—for example, after order confirmation, deposit receipt or final approval of technical drawings.
8. Check Warranty Terms and Spare-Parts Support
“Warranty included” is not a complete warranty statement.
The quotation or associated terms should clarify:
- Warranty period
- When the warranty period begins
- Covered equipment and components
- Main exclusions
- Procedure for reporting a problem
- Responsibility for transport, removal and reinstallation costs
- Availability of replacement parts
For a deep-well pump, removing and reinstalling the equipment can be a significant part of the cost of a failure.
The buyer should understand the practical warranty process before ordering, particularly for installations in remote locations.
For critical municipal or industrial projects, also ask whether recommended spare parts can be quoted with the original equipment.
9. Check Whether the Quotation Matches the RFQ
A supplier may offer a technically suitable alternative to the requested model or specification.
That can be useful, but deviations should be identified clearly.
For example:
| RFQ Requirement | Quoted Offer | Action |
|---|
| SS316 hydraulic components | SS304 offered | Confirm whether the substitution is acceptable |
| 460 V, 60 Hz | 380 V, 50 Hz | Request a compliant motor option |
| 100 m power cable | 30 m included | Clarify additional cable supply |
| Performance test report | Not mentioned | Confirm inclusion and cost |
| Control panel | Excluded | Obtain a separate price if required |
This type of comparison is more reliable than asking which supplier has offered the lowest pump price.
For formal tenders, the buyer may use a technical clarification sheet to record each deviation and the supplier’s response.
10. Example: Comparing Two Submersible Well Pump Quotations
Consider a hypothetical irrigation project requiring:
80 m³/h at 150 m Total Dynamic Head, 460 V, 60 Hz, with 120 m of power cable.
Two suppliers submit the following offers:
| Item | Supplier A | Supplier B |
|---|
| Pump and motor | Included | Included |
| Duty point confirmed on curve | Yes | Not shown |
| Motor electrical supply | 460 V, 60 Hz | 460 V, 60 Hz |
| Cable | 120 m included | 30 m included |
| Control panel | Excluded | Included |
| Performance test report | Included | Available at extra cost |
| Delivery term | EXW | FOB |
| Spare parts | Optional | Not stated |
It is not possible to determine the complete purchasing cost from the unit prices alone.
Before issuing an order, the buyer should request the missing curve, clarify cable pricing, obtain comparable delivery costs and confirm the control-panel requirements.
The objective is to establish what each supplier is actually offering for the same project, not simply to compare two prices printed at the bottom of a quotation.
Submersible Well Pump Quotation Checklist
Before approving a quotation, confirm the following:
| Category | Required Confirmation |
|---|
| Hydraulic selection | Required flow and head are identified |
| Performance | Proposed duty point is shown on the relevant pump curve |
| Pump specification | Model, stages, dimensions and discharge connection are stated |
| Motor | Power, voltage, frequency, phase and current are stated |
| Materials | Principal component materials are identified |
| Cable | Type, length and inclusion are clear |
| Accessories | Included and excluded items are listed |
| Control system | Scope and protection functions are defined |
| Testing | Required tests and reports are agreed |
| Documentation | Drawings and manuals are specified |
| Commercial terms | Price basis, delivery terms and lead time are clear |
| Warranty | Period, coverage and claim procedure are stated |
| Spare parts | Required spares are included or separately priced |
If several items are missing, request a revised quotation before making a final comparison.
What Should You Send When Requesting a Pump Quotation?
A supplier can prepare a more accurate offer when the initial request identifies the project conditions.
You do not need to complete a full engineering datasheet before making first contact. Start with the information available.
For an initial quotation, send:
- Application
- Required flow rate
- Required head, if known
- Well diameter
- Voltage and frequency
- Quantity
- Destination country
If available, also send:
- Static and dynamic water levels
- Total well depth
- Proposed installation depth
- Pipeline dimensions
- Water analysis and sand content
- Required materials
- Cable and control-panel requirements
- Project specification or tender datasheet
If the required head is not yet known, provide the available well and delivery-system information so the supplier can review what is needed for selection.
Request a Submersible Well Pump Quotation from SLAPK
SLAPK supplies industrial submersible well pumps for deep-well groundwater extraction, agricultural irrigation, municipal water supply and industrial applications.
Send us your required flow, head or well conditions, electrical supply, quantity and destination country. If you have a pump datasheet or tender specification, include it with your inquiry.
We can review the project requirements and prepare a pump recommendation and quotation identifying the proposed model, motor specification and agreed scope of supply.
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