Capsule Bed Specifications: What B2B Buyers Should Include in an RFQ

Why capsule bed specifications belong at the center of an RFQ

A request for quotation is the buyer's control document. If it asks only for a capsule bed price, suppliers have to fill the gaps themselves. One may quote a single-deck shell with basic lighting, another a double-deck set with a mattress and controls, and a third may exclude packing or installation support. The prices look comparable in a spreadsheet, yet they describe different deliveries.

Start by separating three things: the project requirement, the proposed product and the conditions that still need confirmation. The buyer defines the intended use, room, destination, quantity and operating priorities. The manufacturer proposes a model and configuration. Local architects, engineers, importers and authorities determine destination-specific building and approval requirements. An RFQ should connect these roles without pretending that one party can approve the whole project alone.

Give each line a status such as required, preferred, supplier-proposed or not applicable. Ask the bidder to answer in the same row, identify deviations and attach the supporting drawing or document. This turns a brochure comparison into a controlled technical review. It also gives the team a clean record to carry into the quotation, drawing approval, production order and pre-shipment inspection. Put the RFQ number, revision, issue date and project name on every version.

How many sleep pods fit in a room?

Room capacity cannot be calculated from pod footprint alone. Provide a dimensioned plan showing ceiling height, columns, doors, delivery access, luggage and service zones. The supplier can then propose a model, orientation, deck arrangement and preliminary count. The architect and local consultants must confirm aisles, egress, accessibility, room ventilation, electrical distribution, cleaning access and the final permitted capacity.

What information is needed for a quotation?

A useful quotation starts with the application, destination, quantity, target users, dimensioned room and access plans, preferred opening date, operating workflow and required functions. The table separates buyer inputs from matters that require local professional confirmation and links the request to suitable GEELYE product families and source-backed project references.

Which sleep pod format fits an airport?

Commercial airport sleep pods should be selected according to passenger dwell time, available floor area, cleaning workflow, luggage needs, privacy, electrical interfaces and terminal approval requirements—not appearance alone. GY80 is a horizontal standalone box format, while GY98 is a wider premium single-occupancy capsule that can be planned as single- or double-deck sets. Final selection still depends on the approved terminal layout and operating model.

What must be confirmed before production?

Production should begin only after the model, quantity, layout, dimensions, opening direction, finishes, electrical configuration, accessories, labels, packing basis, delivery boundary, installation responsibility and approval drawing are frozen in writing. Destination professionals must separately confirm the room and regulatory design. The table distinguishes published product facts from values that require a current drawing, quotation or matching evidence.

Begin with project context before naming a model

Describe the application first: capsule hotel, hostel, airport rest area, employee accommodation, hospital staff rest room or another setting. State whether the units support overnight stays, short paid sessions or scheduled staff breaks. Cleaning frequency, guest turnover, supervision, luggage behavior and maintenance access can change which configuration is sensible even when the room size is identical.

Attach a dimensioned room plan where possible. Include clear room length, width and ceiling height; columns, beams and level changes; door and lift openings; corridors; window positions; service points; and any fixed equipment. Mark the drawing scale and units. Photos and a short walkthrough video are useful, but they do not replace dimensions. For existing buildings, identify the narrowest delivery access from unloading point to final room.

Ask suppliers to state the proposed orientation, opening direction, single- or double-deck arrangement, unit count and required clearances on a layout drawing. The maximum number of shells that fit geometrically is not automatically the correct or locally acceptable capacity. Circulation, cleaning, guest access, emergency planning, room ventilation and building services must be coordinated by the project team.

Specify dimensions as a set, not a single number

The phrase ‘capsule size’ is too vague for procurement. Request the external dimensions of one unit, the outer dimensions of a complete double-deck set, and any additional width or length created by ladders, steps, doors or service panels. State the orientation and door concept. A nominal length without those conditions can mislead the room planner and the freight team.

Request internal clear dimensions separately. The usable interior is affected by shell shape, panel thickness, controls, ventilation parts and the opening. Ask for minimum and maximum clear length and width where the geometry changes, as well as clear height above the finished mattress. Record mattress length, width and thickness as its own line. A large outer shell does not guarantee equivalent usable space.

Add entry dimensions, sill height, ladder projection, step spacing, service access and maintenance removal zones. For double-deck units, ask for total assembled height with and without the access system. State whether dimensions are nominal or toleranced and require a dimensioned approval drawing before production.

Define materials, finishes and the evidence boundary

Name the construction family and ask for model-specific details. GEELYE's current technical profiles distinguish ABS outer-shell products with a metal structural frame from wooden modular products with engineered wood panels and a metal frame. An RFQ should identify the proposed shell and structure, visible interior panels, door or curtain, edge treatment, color, surface finish and replaceable parts.

If a material grade or flame-retardant option is required, write it as a requirement subject to matching evidence for the supplied configuration. Do not accept a report based only on a similar material name. Check the sample description, thickness, test method, date, report scope and connection to the actual order. A report for a board or electrical component does not certify the complete capsule bed, and product information does not replace destination approval.

Request finish samples or approved color references for material decisions that affect the interior design. Clarify which surfaces are molded, coated, laminated or covered by a decorative panel. Ask for cleaning guidance and prohibited chemicals because daily housekeeping can affect plastics, coatings and boards differently. If the project has a high turnover rate, say so in the RFQ rather than assuming that every hospitality site follows the same cleaning cycle.

Require the final quotation and approval drawing to identify standard items, options and exclusions. Any certificate or report named in the offer should include a clear scope statement.

List electrical, lighting, controls and ventilation interfaces

Electrical requirements need two views: the building input and the systems inside the capsule. State the destination supply, frequency, plug or connection standard and whether the site expects a cord-and-plug unit or coordinated fixed connection. GEELYE's current technical profiles list 110–240 V AC input and a 12 V low-voltage cabin system for the relevant ranges, but the final plug, connection and configuration still need order and destination confirmation.

Ask the supplier to list every powered item: main control, interior light, reading light, ambient light, USB or other charging outlet, socket, fan, display and optional television. Require rated input or load information for the selected configuration, cable exit location, connector type, protection approach and the quantity of site connection points. Do not calculate a room distribution board from a generic daily-energy statement; use current configuration-specific electrical data and a qualified local designer.

Ventilation language also needs precision. A capsule's circulation fan is not the same as the room's fresh-air or HVAC design. GEELYE's technical profile records adjustable circulation of approximately 30 m³/h for relevant ranges. The RFQ should ask for the unit airflow arrangement, intake and discharge locations, controls, cleaning access and maintenance parts, while separately providing the room ventilation conditions for project coordination.

Request control descriptions or diagrams, required label language and any master-control or card-access interface. Treat unconfirmed integrations as options, and make the final functional checklist match the approved order.

Freeze the included scope, options and operator items

A product photograph is not a packing list. A mattress, pillow, bedding, curtain, television, mirror, reading light, socket, access ladder, room locker or decorative panel may be standard, optional or outside the supplier's scope. List every visible and functional item in the RFQ and require the supplier to mark included, optional, buyer-supplied or not available.

For the mattress, specify size, thickness, cover and quantity. For doors or curtains, state the opening direction, privacy expectation and locking approach. If televisions or access systems are considered, identify who supplies the device, wiring, software and ongoing support.

Finally, ask for a deviation schedule. If the proposed model cannot meet a requirement, the supplier should name the deviation, explain the effect and offer an alternative. Silence is not compliance. A transparent exception is easier to design around than an assumption discovered after production.

Make packing, freight access and installation quotable

Packing data depends on the final configuration. GEELYE's product master states that the packaging method, carton count, packed dimensions and gross and net weight are provided after the final configuration is confirmed. Your RFQ should therefore request preliminary logistics assumptions at quotation stage and final packing data before shipment, rather than demanding false precision before the scope is frozen.

State the Incoterm and named place, destination port or delivery address, preferred shipment method and any unloading limitations. Provide door, corridor, lift and stair dimensions for the route to the room. Ask whether units ship assembled, partly assembled or as components; what tools or lifting equipment are required; and how packaging is identified against the room or unit layout.

Define installation responsibility. For GEELYE's current profile, installation is performed by the customer, with an installation video and written instructions provided. If the project wants on-site supervision, remote support or a local installer, request that as a separate option and confirm availability. Identify who handles unloading, internal movement, assembly, site connections, testing, waste removal and final acceptance.

Before manufacturing, provide the approved layout, site conditions, utility readiness, work hours and storage constraints. The local contractor must coordinate site safety, services and approval requirements.

Request drawings, inspection records and document scope

Ask for an inspection and acceptance plan tied to the approved configuration. Relevant checks may cover visible finish, assembly, dimensions, lighting, controls, fans, sockets, optional equipment, labels, accessories and packing identification. Agree whether the buyer will review photographs, live video, a sample, a third-party inspection or a combination. State the sampling approach and acceptance criteria before the goods are ready.

For test reports and certificates, require a document register with title, issuer, date, referenced standard, tested item and applicability to the offered configuration. Separate material reports, component reports and any product-level documents. The destination project team must confirm what is required locally; the manufacturer should accurately describe what its evidence covers and avoid upgrading limited evidence into a broader claim.

Add change control. If a component, material or dimension changes after approval, require written notice, impact review and buyer acceptance before substitution. The same principle should cover production samples and inspection findings. A concise approval trail protects both buyer and supplier because it records the technical basis of the finished order.

Normalize the commercial offer and after-sales terms

A schedule should identify drawing approval, sample or finish approval if applicable, production, inspection, packing and shipment readiness. Treat lead time as starting from a defined event, such as deposit plus approved drawing, not from an undefined purchase date. Ask how buyer changes affect the sequence and which dates are estimates until the configuration is frozen.

When bids arrive, normalize them against the RFQ. Add excluded items, estimated logistics and required services before comparing totals. Score technical fit, evidence quality, deviation transparency, production capability, delivery plan and lifetime support alongside price. The lowest uncorrected total is often just the offer with the most unanswered lines.

A practical capsule bed RFQ checklist

Use the table below as the front page of your technical schedule. Expand each row for the selected model and attach drawings where a text answer would be ambiguous. The buyer-input column prevents the supplier from guessing, while the required-response column makes quotations easier to compare.

Before issuing the RFQ, ask the architect or project lead to review room and local requirements, operations to review cleaning and guest needs, engineering to review utilities, logistics to review access, and procurement to review commercial terms. Then issue the same revision to every shortlisted supplier and set one deadline for clarification questions.

• Use one RFQ revision and one response format for all bidders
• Distinguish mandatory requirements from preferences
• Require every deviation and exclusion to be stated
• Match technical evidence to the offered configuration
• Freeze drawings, finishes and scope before production
• Connect final inspection to the approved order revision

A good RFQ makes the next decision easier

The strongest capsule bed specification is not the longest document. It is the one that removes expensive ambiguity. Define the project and users, separate outer size from usable space, name the material and system boundaries, state what evidence must match, and make delivery and installation responsibilities visible.

Then require every bidder to answer the same schedule. When assumptions, deviations and documents sit beside the price, the project team can compare real scope, approve a controlled configuration and inspect what was actually ordered.