Requesting a quote for a shell and tube heat exchanger involves more than providing an equipment size and asking for a price. The manufacturer must understand the thermal duty, operating environment, process fluids, pressure requirements, physical constraints, and applicable construction standards.
A complete request for quotation, commonly called an RFQ, allows the manufacturer to evaluate the application more accurately and reduces the number of follow-up questions required before engineering can begin.
You do not need to have every design decision finalized before contacting a manufacturer. However, gathering the information in this checklist can make the quoting process faster, clearer, and more productive.
Why a Complete Heat Exchanger RFQ Matters
A shell and tube heat exchanger is selected and designed around a specific process. Two units with similar exterior dimensions may have very different tube counts, materials, pressure ratings, pass arrangements, baffle spacing, connection sizes, and thermal capabilities.
An incomplete RFQ can lead to:
- Additional rounds of questions
- Longer quoting timelines
- Incorrect assumptions about operating conditions
- Equipment that does not fit the available space
- Unexpected pressure-drop or performance issues
- Material-selection problems
- Installation changes that were not included in the original project scope
The objective is not simply to quote an exchanger that can transfer heat. It is to identify a configuration that fits the process, facility, maintenance strategy, and long-term reliability requirements.
Shell and Tube Heat Exchanger RFQ Checklist
| Information Category | Details to Provide | Why It Matters |
|---|---|---|
| Project type | New installation, replacement, capacity upgrade, duplicate unit, or replacement tube bundle | Establishes the project’s design and dimensional constraints |
| Process duty | Heating, cooling, condensing, evaporating, or heat recovery | Defines the exchanger’s primary thermal objective |
| Process fluids | Shell-side and tube-side fluids, concentrations, contaminants, and solids | Influences materials, velocities, fouling allowances, and configuration |
| Flow rates | Normal, minimum, and maximum flow for both fluid streams | Supports thermal calculations and pressure-drop evaluation |
| Temperatures | Inlet and desired outlet temperature for each stream | Defines the required heat-transfer performance |
| Operating pressure | Normal operating pressure for the shell and tube sides | Describes expected process conditions |
| Design pressure and temperature | Required mechanical design limits for both sides | Determines pressure-boundary design requirements |
| Allowable pressure drop | Maximum acceptable pressure loss for each stream | Helps balance thermal performance with system limitations |
| Materials | Required or preferred shell, tube, tubesheet, channel, gasket, and flange materials | Supports corrosion resistance, compatibility, and service life |
| Fouling conditions | Scaling, solids, product buildup, biological growth, or polymerization concerns | Influences fouling factors, velocities, cleanability, and maintenance access |
| Physical constraints | Maximum length, width, height, orientation, support locations, and available clearance | Ensures the unit can be installed and maintained in the available space |
| Connections | Nozzle sizes, flange ratings, locations, orientations, vents, drains, and instrument connections | Allows the exchanger to integrate with existing piping |
| Codes and standards | ASME, TEMA, customer specifications, inspection requirements, or other project standards | Establishes fabrication, inspection, testing, and documentation requirements |
| Documentation | Drawings, data sheets, calculations, material records, inspection reports, and testing requirements | Clarifies the required project deliverables |
| Schedule | Required delivery date, outage date, or production deadline | Helps evaluate project timing and procurement priorities |
1. Define What the Heat Exchanger Needs to Accomplish
Begin by explaining the exchanger’s role in the process. Examples include:
- Cooling process oil before it enters downstream equipment
- Heating a viscous product to maintain pumpability
- Condensing process vapor
- Recovering heat from a waste stream
- Maintaining a building or district heating loop
- Cooling equipment or lubricating fluids
- Controlling temperature during chemical production
Include the desired outcome, such as a target outlet temperature, required thermal duty, production rate, or maximum process temperature.
If the exchanger is part of a larger upgrade, explain whether the goal is to increase capacity, reduce energy use, improve temperature stability, eliminate recurring failures, or replace obsolete equipment.
2. Identify the Shell-Side and Tube-Side Fluids
Clearly identify both process streams and indicate which fluid is expected to travel through the tubes and which will travel through the shell.
For each fluid, provide:
- Fluid name and chemical composition
- Concentration
- Specific gravity or density
- Viscosity
- Specific heat
- Thermal conductivity, when available
- Vapor fraction or phase-change information
- Solids content
- Corrosive or erosive properties
- Potential for scaling, coking, crystallization, or biological fouling
A safety data sheet can be helpful, but it may not contain every property needed for thermal design. Provide available process data in addition to the safety documentation.
3. Provide Flow Rates
Flow rate is a central part of heat exchanger selection. Provide the normal flow rate for both streams, along with minimum and maximum rates when the process varies.
Clearly label the units, such as:
- Gallons per minute
- Pounds per hour
- Cubic feet per minute
- Kilograms per hour
Variable flow can affect heat-transfer performance, fluid velocity, pressure drop, fouling behavior, and control-system operation. If the process runs in batches or experiences seasonal demand changes, describe those operating patterns in the RFQ.
4. List Inlet and Outlet Temperatures
For each fluid stream, provide:
- Inlet temperature
- Required or expected outlet temperature
- Minimum operating temperature
- Maximum operating temperature
- Startup or cleaning temperature, when applicable
If one outlet temperature is unknown, state which process target must be achieved. The manufacturer may be able to calculate the expected outlet condition when the flow rates, fluid properties, and other temperatures are known.
5. Separate Operating Conditions From Design Conditions
Operating pressure and temperature describe the conditions normally experienced during production. Design pressure and design temperature define the mechanical limits used to engineer the equipment.
These values are not necessarily the same.
The RFQ should clearly distinguish:
- Shell-side operating pressure
- Tube-side operating pressure
- Shell-side design pressure
- Tube-side design pressure
- Shell-side design temperature
- Tube-side design temperature
- Vacuum conditions, when applicable
- Pressure-relief or upset conditions
Also identify whether one side can remain pressurized while the other side is empty. Differential-pressure scenarios can influence mechanical design.
6. State the Maximum Allowable Pressure Drop
Pressure drop is the reduction in fluid pressure as the stream moves through the exchanger. A design that transfers heat effectively may still create operating problems if the pressure loss exceeds what the pump, compressor, or process can tolerate.
Provide the maximum allowable pressure drop for both the shell side and tube side. This information helps the manufacturer evaluate:
- Tube diameter and quantity
- Number of tube passes
- Baffle spacing
- Fluid velocity
- Nozzle size
- Potential fouling and erosion concerns
If allowable pressure drop is unknown, provide available pump or system information so the issue can be discussed during application review.
7. Describe Corrosion, Fouling, and Cleaning Requirements
Real-world process conditions matter as much as theoretical thermal performance. Tell the manufacturer about known operating challenges, including:
- Mineral scaling
- Sludge or sediment
- High-viscosity products
- Fibers or suspended solids
- Corrosive chemicals
- Chlorides
- Tube erosion
- Product buildup
- Biological fouling
- Coking or polymerization
Explain how the exchanger will be cleaned and how frequently cleaning is expected. Mechanical cleaning, chemical cleaning, clean-in-place procedures, and bundle removal can each affect the most appropriate exchanger configuration.
8. Identify Material Requirements
If material requirements have already been established, list them for each major component. These may include:
- Shell
- Tubes
- Tubesheets
- Channels or bonnets
- Baffles
- Flanges
- Gaskets
- Supports
If materials have not been selected, provide detailed fluid and operating information. The manufacturer can then review possible materials based on corrosion risk, pressure, temperature, fabrication requirements, service life, and project budget.
Do not select material solely because it was used in the existing exchanger. Repeated tube failures or corrosion may indicate that the original material is no longer appropriate for the application.
9. Document Space and Installation Constraints
A technically effective exchanger still needs to fit through the building, onto its supports, and between the existing piping connections.
Include:
- Maximum overall dimensions
- Horizontal or vertical orientation
- Foundation and support details
- Existing bolt patterns
- Nozzle centerline dimensions
- Piping loads, when known
- Door, roof, crane, or rigging restrictions
- Available space for removing covers
- Available space for pulling the tube bundle
Photographs and marked-up layout drawings can communicate these constraints more clearly than a written description alone.
10. Specify Applicable Codes and Documentation
Identify any required codes, standards, customer specifications, or documentation packages. Depending on the application, requirements may include:
- ASME Section VIII, Division 1
- TEMA requirements
- Customer-specific engineering standards
- Welding and inspection requirements
- Nondestructive examination
- Pressure testing
- Material traceability
- Certified drawings
- Data reports
- Quality-control documentation
KAM Thermal manufactures shell and tube heat exchangers for applications requiring ASME Section VIII, Division 1 construction and TEMA-compliant design.
Information Needed for a Replacement Heat Exchanger Quote
When replacing an existing unit, include the process information above along with documentation of the current exchanger.
Helpful replacement information includes:
- Original drawings and data sheets
- Nameplate photographs
- Manufacturer, model, and serial number
- Overall equipment photographs
- Shell diameter and overall length
- Support and mounting dimensions
- Nozzle sizes, ratings, and locations
- Tube size, tube count, and tube length, when known
- Materials of construction
- Inspection and maintenance history
- A description of the reason for replacement
If original drawings are unavailable, review our guide to replacing an obsolete heat exchanger without drawings.
What If Some Heat Exchanger Specifications Are Unknown?
Do not delay contacting a manufacturer simply because every field on a data sheet is not complete. Some customers have a detailed engineering specification. Others have an equipment nameplate, a few photographs, and a process problem that needs to be solved.
At minimum, try to provide:
- The purpose of the exchanger
- The two process fluids
- Available flow rates
- Available inlet and outlet temperatures
- Operating pressures
- Known physical limitations
- Whether the project is new equipment or a replacement
Clearly label estimated, assumed, and unknown values. An honest blank space is more useful than a confident-looking number that does not reflect the process.
Common RFQ Mistakes That Delay a Quote
Several common issues can slow the evaluation process:
- Providing temperatures without identifying which fluid they belong to
- Listing flow rates without units
- Confusing operating pressure with design pressure
- Leaving out allowable pressure drop
- Using general fluid descriptions such as “oil” or “process water” without additional detail
- Failing to disclose solids, viscosity, corrosion, or fouling concerns
- Providing overall dimensions without nozzle locations
- Requesting an exact duplicate without explaining why the original unit failed
- Leaving code and documentation requirements until after the quote
- Waiting until a shutdown is imminent before beginning the replacement process
A brief explanation of the process and its challenges can be just as valuable as the numbers on the RFQ.
What Happens After You Submit a Heat Exchanger RFQ?
After receiving the application information, the manufacturer may:
- Review the process duty and available data.
- Identify missing or conflicting information.
- Confirm thermal and mechanical requirements.
- Discuss standard versus custom configuration options.
- Review materials and code requirements.
- Evaluate dimensional and installation restrictions.
- Prepare a proposal based on the defined project scope.
Complex or unusual applications may require additional discussion before a reliable proposal can be developed. Involving the manufacturer early can help uncover issues before piping, foundations, schedules, or equipment layouts become fixed.
Request a Custom Shell and Tube Heat Exchanger Quote
KAM Thermal Equipment provides thermal design, mechanical engineering, and manufacturing for custom and standard shell and tube heat exchangers. Since 1906, our team has supported industrial and commercial applications across industries including manufacturing, asphalt production, oil and gas, chemical processing, and power generation.
Submit your heat exchanger application or call (631) 348-4800 to discuss your operating requirements with KAM Thermal Equipment.
Frequently Asked Questions
What is the minimum information needed for a heat exchanger quote?
At minimum, provide the two process fluids, available flow rates, inlet and outlet temperatures, operating pressures, the purpose of the exchanger, and any known dimensional restrictions. Additional information may be required before a final configuration can be developed.
Can I request a replacement quote using only the existing nameplate?
A nameplate is a useful starting point, but it may not contain enough information to confirm current thermal performance or physical configuration. Include photographs, dimensions, operating conditions, nozzle information, and available drawings whenever possible.
Do I need to select the heat exchanger materials before requesting a quote?
Not necessarily. If materials have not been selected, provide detailed information about the fluids, concentrations, temperatures, pressures, corrosion concerns, and expected service conditions so suitable options can be evaluated.
Can KAM Thermal duplicate a heat exchanger made by another manufacturer?
KAM Thermal can evaluate replacement shell and tube heat exchangers and tube bundles originally manufactured by other companies. Available drawings, nameplate information, measurements, photographs, and operating data help determine the appropriate replacement approach.
Should an RFQ include both operating pressure and design pressure?
Yes. Operating pressure describes normal process conditions, while design pressure is used to establish the mechanical pressure rating of the equipment. Both shell-side and tube-side values should be clearly identified.