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Terms & expectations for MOQ, lead time, warranty/RMA and delivery boundaries.
Scope & Delivery Boundaries
What we source & deliver (and what we don’t)
GridRTLS provides the device & data layer for industrial UWB RTLS deployments, serving system integrators and engineering teams who require reliable, integration-ready hardware and clear technical boundaries.
What we provide
- Industrial UWB RTLS hardware: anchors/base stations, tags & wearables, wiring-free beacons, gateways and backhaul accessories.
- Architecture-aware device selection based on target output level (presence / 1D / 2D / multi-floor) and site constraints.
- BOM-oriented quotations aligned with deployment geometry, anchor visibility and communication topology.
- Integration-ready data outputs for customer platforms or third-party RTLS software.
- Documentation packages to support system integration, commissioning and acceptance.
What we do not provide
- No on-site installation, cabling or civil construction.
- No turnkey RTLS platform development or long-term platform operation.
- No end-customer project management or EPC-style delivery.
- No price-comparison or “lowest-cost” factory bidding.
Our role is to help integrators reduce rework, avoid mis-specification, and move from technical requirements to a deliverable RFQ.
Overview
Procurement context, architecture options, and how to proceed
This page sets procurement expectations for system integrators. It is written to prevent two common failures in RTLS projects: (1) unclear commercial terms that delay delivery, and (2) unclear acceptance criteria that cause disputes after shipment.
GridRTLS provides the device & data layer (anchors/beacons, tags/wearables, gateways/backhaul accessories) plus integration-ready documentation. We do not provide on-site installation or turnkey platform operations. Terms below clarify how MOQ, lead time, warranty/RMA, compliance documentation, and shipping responsibilities are handled.
How to use this page
- If you are preparing an RFQ, read this page once and then submit your requirements via Request an RFQ.
- If you need OEM/ODM or customization, align scope first: OEM/ODM & Customization.
- If your project has strict IT/security constraints (no public network), highlight it early—architecture impacts both lead time and acceptance testing.
TL;DR
Quick procurement decision points
- Terms are defined to support SI delivery: clear responsibilities, clear acceptance criteria, clear change control.
- MOQ depends on device category and whether customization is required; confirm scope before quoting.
- Lead time differs by sample / pilot / production; provide a delivery window to avoid re-quoting.
- Warranty covers manufacturing defects under normal use; misuse and out-of-spec environments are excluded.
- RMA is a process (request → evaluation → resolution → logistics), not an instant replacement promise.
- Compliance/docs pack availability is model- and region-dependent; specify what your end customer requires.
- Shipping terms (Incoterms) define who manages freight and import clearance; clarify early for international projects.
- Any change after BOM freeze triggers re-validation; keep version control for hardware/firmware/labeling.
Process
A spec-first flow designed for real deployment
1 Confirm Commercial Boundary & Responsibilities
Confirm GridRTLS scope (device & data layer) and SI responsibilities (on-site installation, platform ops, end-customer delivery). This prevents misaligned expectations.
2 Confirm Order Type (Sample / Pilot / Production)
Define your stage and quantity range. MOQ and lead time are evaluated differently for evaluation units vs production scheduling.
3 Confirm Documentation Requirements
Specify which documents your project requires (datasheet, integration notes, test reports, compliance declarations, acceptance checklist). Availability is model/region dependent.
4 Confirm Acceptance Criteria
Define what “acceptable delivery” means: device configuration, packaging/labels, integration outputs, and (if pilot) performance validation steps.
5 Define Warranty & RMA Workflow
Align on warranty scope and RMA process. Record device IDs and reported conditions to make evaluation efficient.
6 Change Control After BOM Freeze
Once BOM and configuration are frozen, any changes (hardware/firmware/labels/payload format) should be managed as a controlled revision with re-validation.
Checklists
Use these to avoid missing RFQ inputs and re-quoting
Terms Confirmation Checklist (Before You Place an Order)
- Confirm project stage: sample / pilot / production
- Confirm quantity range by device type (anchors, tags/wearables, beacons, gateway accessories)
- Confirm shipping term (Incoterms) and who handles import clearance
- Confirm required documentation pack (standard vs on request)
- Confirm warranty scope and exclusions (misuse / out-of-spec environment)
- Confirm RMA process steps and reporting requirements
- Confirm version control rules (hardware/firmware/labels)
- Confirm change control after BOM freeze (what triggers re-validation)
Documentation Pack Checklist (What SI Teams Usually Need)
- Product datasheet / spec sheet
- Integration/interface notes (ID rules, outputs, payload fields)
- Commissioning / acceptance checklist
- Packing list and shipment identification
- Model/region dependent compliance declarations (if required)
- Test reports (if required by end customer)
Procurement Terms
MOQ, lead time, payment, shipping, warranty/RMA, compliance docs
MOQ
Minimum order quantities (MOQ) depend on device category, configuration and whether customization is required.
- Standard off-the-shelf devices: typically suitable for pilot and small-batch orders.
- Customized hardware (label, firmware, enclosure, accessories): MOQs apply and vary by model and scope.
- OEM/ODM projects: MOQs are defined after technical scope confirmation.
MOQ is evaluated together with deployment scale, production scheduling and long-term supply considerations.
Lead Time
Lead time varies by order type and production stage.
- Samples and evaluation units: subject to availability and configuration.
- Pilot batches: scheduled based on confirmed BOM and test requirements.
- Mass production: lead time depends on volume, component availability and manufacturing plan.
For RFQs, we recommend indicating both required delivery date and acceptable delivery window to align expectations early.
Payment Terms
Payment terms are determined based on order type and project scope.
- Standard hardware orders: payment before shipment or according to agreed commercial terms.
- Pilot or customized orders: deposit required before production, balance before shipment.
- OEM/ODM projects: payment milestones aligned with development, sampling and production stages.
Detailed terms are confirmed during quotation and reflected in the commercial agreement.
Warranty
GridRTLS provides standard hardware warranty covering manufacturing defects under normal industrial use.
- Warranty scope applies to approved device configurations.
- Damage caused by misuse, improper installation or environmental conditions outside specifications is excluded.
- Warranty terms may vary for customized or project-specific devices.
Warranty details are specified in the quotation and commercial agreement.
Shipping / Incoterms
Who pays what, and where responsibility transfers
| Incoterm | Notes |
|---|---|
| EXW / FOB / CIF / DAP (project-dependent) | <p> Shipping terms depend on destination, order volume and customer preference. </p> <ul> <li>EXW / FOB: customer manages international logistics.</li> <li>CIF / DAP: available upon request for selected destinations.</li> </ul> <p> All shipments are packed for industrial transport and international delivery. </p> |
RMA Steps
How returns / troubleshooting is handled
-
RMA Request Submit RMA request with device ID, issue description and deployment context.
-
Evaluation Devices are evaluated based on warranty scope and reported conditions.
-
Resolution Repair, replacement or alternative resolution is proposed based on evaluation results.
-
Return / Replacement Approved RMA units are returned or replaced according to agreed logistics arrangement.
Compliance / Docs Pack
Evidence materials for procurement & acceptance
| Doc | Availability | Notes |
|---|---|---|
| Product Datasheet | Standard | Electrical, mechanical and RF specifications for integration and selection. |
| Integration / Interface Documentation | Standard | Data format, communication interface and integration reference. |
| Test Report (Model-dependent) | On request | Provided for selected models or projects upon confirmation. |
| Regulatory Compliance Declaration | On request | Region-dependent compliance documentation (e.g. CE, FCC). |
| Acceptance & Commissioning Checklist | Standard | Used by system integrators for site acceptance and project handover. |
FAQ
Answers procurement teams ask before RFQ
Does GridRTLS provide on-site installation?
No. GridRTLS supplies device & data layer hardware and integration-ready outputs. On-site installation and construction are handled by the SI/partner team.
What affects MOQ most?
Device category, configuration, and whether customization is required. Branding-only changes often have lower barriers than mechanical or firmware scope changes.
How should we state lead time requirements in RFQ?
Provide both a target delivery date and an acceptable delivery window, and specify whether it’s sample/pilot/production stage.
Can you guarantee a fixed lead time?
Lead time depends on volume, configuration, and production scheduling. We confirm lead time in the quotation and commercial agreement.
What is covered by warranty?
Manufacturing defects under normal use and approved configurations. Misuse, improper installation, or environments outside specifications are excluded.
What is the typical RMA workflow?
RMA request → evaluation → resolution proposal → return/replacement logistics. Clear device IDs and reported conditions speed up evaluation.
Do you provide compliance certificates automatically?
Compliance documentation is region- and model-dependent. Specify what your end customer requires so we can confirm availability during RFQ.
What documents are typically provided for SI delivery?
Datasheets, integration notes, and acceptance/commissioning checklists are common. Additional documents depend on project requirements.
Can we request test reports?
Yes for selected models/projects, subject to confirmation. Specify which report is required and the target standard/region.
What shipping terms do you support?
Shipping terms are project-dependent. Confirm Incoterms and import clearance responsibility in RFQ and the commercial agreement.
Who is responsible for import duties and clearance?
This depends on the agreed Incoterms. Define it clearly to avoid delays at destination.
What happens if we change requirements after quotation?
Changes after BOM/configuration freeze usually trigger re-quotation and may require re-validation (especially for integration outputs or mechanical changes).
Can you provide a pilot before production?
Yes. Define pilot zones and acceptance criteria. Pilot validation helps confirm deployment assumptions before scaling.
Are “accuracy claims” part of procurement terms?
Performance depends heavily on geometry, anchor visibility, and site conditions. Procurement terms focus on deliverables, acceptance steps, and responsibilities.
How do we avoid disputes during delivery?
Confirm responsibilities, documentation pack, acceptance checklist, and version control in writing before shipment.