1.2 RFQ intake checklist & golden data pack

Manufacturing speed relies on data integrity. An incomplete or ambiguous RFQ package halts the New Product Introduction (NPI) process immediately. We do not guess component values or orientations; we build precisely to the “Golden Data Pack.” This dataset is the immutable source of truth for the entire production lifecycle.

The Golden Data Pack: Mandatory Inputs

The inputs must be defined clearly to prevent engineering holds.

1. Bill of Materials (BOM)

The BOM drives procurement and machine programming.

• Format: The file must be machine-readable (XLS, CSV).
  • PDF or Image formats must be rejected immediately. Manual transcription introduces a non-zero error risk.
• Manufacturer Part Numbers (MPN):
  • Critical components (such as ICs or Connectors) require a specific, defined MPN.
  • Generic components (such as Resistors or Capacitors) require fully defined specifications: Case (e.g. 0402), Value (e.g. 10k), Tolerance (e.g. 1%), and Voltage (e.g. 50V).
• Alternates Policy:
  • When strict control is required, the item must be flagged clearly as “No Substitutes.”
  • When cost optimization is preferred, the item must be flagged as “Alternates Allowed,” allowing Engineering to formally validate options for form, fit, and function.

Pro-Tip: Excel formulas often corrupt part numbers (e.g. converting part “SEPT1” to a date). All BOM columns must be forced to “Text” format before saving.

2. PCB Data (Gerbers & ODB++)

Fabrication and Assembly require different data sets.

• Fabrication Data: Gerber RS-274X is standard.
  • Designs utilizing blind or buried vias require a drill chart that explicitly defines the layer pairs.
• Assembly Data:
  • ODB++ is the preferred format when available, as it contains the netlist, stackup, and XY data in a single container.
  • When relying on Gerbers, a separate Pick & Place (Centroid/XY) file containing: RefDes, X, Y, Rotation, and Side (Top/Bot) must be provided.

3. Assembly drawings & visuals

Data files provide coordinates; drawings provide context.

• Polarity & Orientation:
  • Designs containing polarized components (Diodes, ICs, Connectors) require an assembly drawing that clearly identifies Pin 1 or the Cathode.
  • Risk: The silkscreen is frequently obscured by the component body itself. PCB ink must never be relied upon solely for post-placement inspection.
• Special Instructions:
  • Components designated as “Do Not Populate” (DNP) must be clearly identified by RefDes within the BOM or on the Assembly Drawing.

4. Test & programming

• Microcontrollers:
  • Pre-programming requirements necessitate the provision of the Hex/Bin file, the Checksum, and the necessary Voltage settings.
• Functional Test:
  • ICT or FCT requirements necessitate a “Test Specification Document” defining the Input Stimulus, Expected Output, and Pass/Fail Limits.

5. Revision control

• Synchronization:
  • The BOM Revision must match the PCB Revision.
  • Any detected mismatch (e.g. BOM Rev A versus PCB Rev B) requires a hard stop. The intent must be formally confirmed before any purchasing activity begins.

RFQ outputs

Upon receipt, the following must be generated immediately.

Missing-items request template

Long emails must be avoided. This standard block must be used to request missing data.

Subject: RFQ [Project Name] – Data Hold – Missing Critical Items

The following items are missing from the Data Pack. Quoting/Engineering is paused until received:

[ ] BOM in Excel Format (PDF provided is unusable)

[ ] Pick & Place (XY) File

[ ] Assembly Drawing (Pin 1 orientation undefined)

[ ] Programming File (.hex/.bin)

Please upload missing files by [Date/Time] to maintain schedule.

Final Checkout: RFQ intake checklist & golden data pack

This table must be used to validate the Data Pack before releasing to Engineering.

Check Item	Validation Criteria	Criticality
BOM Format	Native Excel/CSV. No PDF.	BLOCKER
MPN Clarity	100% of lines have MPN or Full Specification.	High
XY Data	Present and matches BOM Reference Designator count.	BLOCKER
PCB Files	ODB++ or Gerber files + Drill Files complete.	BLOCKER
Polarity	Diodes/ICs have unambiguous orientation marks.	High
Revision	BOM Revision matches Gerber Revision.	Medium
Alternates	Policy defined (Strict vs. Open).	Low