Start with the conveyor duty and operating sequence
A useful request for quotation (RFQ) describes the conveyor as it operates today and the change being requested. Identify the conveyor type and location in the process, what it carries, and whether it runs continuously or in cycles. State normal and unusual operating modes, including starts, stops, loaded or unloaded operation, and any planned maintenance or process changes that could affect the retrofit. Include the operating sequence: what starts the conveyor, what stops it, and what other equipment or controls interact with it.
Record the symptoms or reason for the project rather than assuming the backstop is the cause. For example, describe when unwanted movement is observed, what operating event precedes it, and what the required outcome is. Attach a layout or sequence description if available. Dorner’s RFQ guide supports gathering application, load, layout, sequence, control, and machine-interface information for conveyor projects; it is a general conveyor checklist, not a backstop-sizing procedure. [S1]
State the backstop’s purpose and required direction
Describe the function the retrofit must provide in the actual installation. Specify which direction the conveyor is intended to run and which direction of shaft or conveyor movement must be restrained. If direction is not certain, mark it as unconfirmed and ask the supplier to verify it from drawings and site information. State whether the requirement applies during normal operation, after a stop, during a power interruption, or in another defined condition. Do not leave the phrase “prevent rollback” as the only description; explain the operating event and required behavior.
Ask the supplier to confirm that the proposed device is suitable for the stated duty and to identify any assumptions. Also ask whether a separate service brake or other equipment is required for the intended stopping or holding function. Do not assume a backstop can replace a brake, or that it is suitable for every operating state. The RFQ sources here do not specify backstop designs, selection calculations, or safety ratings, so the responsible supplier or engineer must establish those for the particular conveyor.
Provide load data and disclose sizing assumptions
Send the load information available from the conveyor design or operating records, and label measured, documented, and estimated values separately. Useful items to request internally include conveyed material or unit-load description, maximum conveyed load, conveyor incline, operating speed, drive details, and the conditions under which the load is present. Include start and stop behavior and any known changes in operation that could affect the required restraint. If the existing design documents state the relevant shaft torque or other sizing basis, provide the document and identify its source; do not create a value by estimating from incomplete information.
Ask the supplier to list the inputs used in its selection and identify missing data, assumptions, and required verification. Request the proposed selection basis and any limits or exclusions in writing. Maximum conveyor load alone may not define the backstop duty, and this guide does not provide a formula or rating. A supplier should review the actual drive arrangement and operating conditions rather than infer a component size from a single load figure. ACSI’s selection guidance likewise emphasizes defining load, movement, throughput, layout, and operating conditions, but it does not provide backstop-specific ratings. [S2]
Document the shaft, mounting, and equipment interfaces
Provide a dimensioned drawing of the existing drive area if available, along with clear photographs that show the shaft, bearing, gearbox, drive, and nearby structure. Record relevant interface dimensions from reliable drawings or verified measurements, and label units and measurement points. Ask the supplier to specify exactly which dimensions and details it needs confirmed before final selection. Do not assume that a visually similar replacement will fit or that an existing drawing reflects later modifications.
Include the mounting arrangement and available space around the proposed location, plus any adjacent components that could affect installation or service access. Identify the connected drive and conveyor components from available nameplates or records; provide model information where known, and mark unknown details as unknown. State whether the retrofit must preserve existing shaft or mounting features. Attach electrical or control interface information where the proposed scope may affect the operating sequence. ACSI’s catalog guidance identifies controls, machine interfaces, layout, and connected equipment as relevant conveyor-system requirements; it does not establish compatibility for a particular backstop. [S2]
Describe site conditions, access, and shutdown constraints
Tell bidders where the equipment is installed and what conditions matter to the work. Report known exposure to dust, moisture, washdown, chemicals, temperature extremes, or outdoor conditions rather than using a broad label such as “harsh environment.” Include relevant access restrictions, working clearance, elevation, lifting or handling constraints, and whether the area can be reached during the proposed work window. Photos and a site layout can clarify constraints, but they do not replace a site survey where dimensions or condition need verification.
State the shutdown window or production restrictions if known, and explain whether the RFQ includes removal of existing parts, installation, commissioning, or only supply of components. Identify who will perform each task if already decided. Do not imply that work can proceed without required energy isolation or safeguards. The retrofit source describes assessing existing system condition and connected equipment when defining a retrofit, but its available text does not give backstop installation instructions or site-specific safety procedures. [S3]
Request clear deliverables and acceptance criteria
Ask each bidder to return a written scope that identifies the proposed component and interfaces, the data used, assumptions, exclusions, and information still needed. Request installation requirements, maintenance information, and any operating restrictions relevant to the proposed selection. If the quote includes engineering, drawings, supervision, or installation, state that explicitly and ask what documents or services are included. Ask the supplier to identify any modifications to existing equipment or controls that it considers necessary, rather than treating them as implicit.
Define how the completed work will be reviewed before requesting a price. Acceptance criteria might cover confirmation of fit, completion of specified installation checks, and demonstration of the required operating direction and function under an agreed procedure. Have qualified personnel determine appropriate tests and safe conditions for the actual system; this guide does not prescribe a test method or acceptance limit. If a factory or site acceptance test is requested, describe its scope and who will approve it. S1 specifically recommends providing control, machine-interface, installation, and factory-acceptance requirements for complex conveyor projects, but does not prescribe a backstop test. [S1]
Make the RFQ easy to review
Put the information into a short package with a contact for technical questions, a revision date, and a list of attachments. A practical package includes the duty and sequence description, requested function and direction, available load and drive data, drawings, photos, site constraints, and requested supplier deliverables. Mark each important value as documented, measured, estimated, or not known. This lets bidders separate verified inputs from assumptions and tell you what must be checked before an order or installation.
Invite bidders to identify discrepancies between the drawings, measurements, and observed installation. Ask them to state whether their quote is conditional on a site visit, additional calculations, or confirmation of dimensions. Compare quotations on the same defined scope and unresolved items, not just on the component description. A retrofit depends on its existing equipment and interfaces; the cited retrofit guidance supports evaluating those connections, while the RFQ and catalog sources provide general information-gathering principles. None of the retrieved sources gives a universal backstop selection rule, rating, or acceptance test. Final selection and installation details therefore require application-specific engineering review. [S1] [S2] [S3]
This guide helps define questions and requirements. Technical decisions require application documentation and review.
Sources
RFQ Guide ↗Dorner’s general conveyor RFQ guide supports collecting application, load, layout, sequence, control, interface, installation, and acceptance-test information. It does not provide backstop-specific sizing or testing instructions.
Industrial Conveyor Product Catalog | ACSI ↗ACSI’s catalog guidance supports defining load, movement, layout, operating conditions, controls, and connected equipment during conveyor selection. It does not establish backstop ratings or compatibility for a specific retrofit.
Conveyor Retrofit Services: A Practical Guide to Upgrading Existing Systems — Quintec Conveyors ↗The available Quintec retrofit text supports considering existing system condition and surrounding equipment when scoping a retrofit. The retrieved excerpt does not give backstop installation or sizing details.
