You’ve made the smart decision. You’ll use professional shrink wrap to protect your high-value assets during transport or storage. Now you need bids from qualified providers.
But here’s the problem. If your scope of work is vague, you’ll get quotes you can’t compare. Worse, you might end up with a substandard wrap that fails when you need it most.
At Atlantic Shrink Wrapping, we’ve reviewed hundreds of RFPs from the Department of Defense, energy firms, and industrial manufacturers. We’ve seen what works and what doesn’t. This guide breaks down the five critical requirements your next shrink wrap bid specification must include. Use these to get accurate quotes and reliable results.
Why a Generic Scope of Work Fails
A generic scope of work reads something like this: “Vendor will provide shrink wrap services for equipment storage and transport. Work will be performed in a professional manner.”
This tells bidders almost nothing. It doesn’t specify materials, thickness, or installation methods. It doesn’t address edge protection, termination points, or inspection procedures. Bidders are left to guess what you actually need. You’ll receive wildly different quotes for completely different levels of service. Comparing them becomes impossible.
You might choose the lowest bid, only to discover the provider used thin, cheap material that failed halfway through transport. Or they didn’t pad sharp edges, damaging your equipment. Or they didn’t seal the bottom properly, letting moisture creep in and ruin your asset.
A detailed, thoughtful scope of work prevents all of this! It ensures bidders understand exactly what you need. It lets you compare proposals on a level playing field and gives you legal recourse if the contractor fails to deliver what was specified.
Here are the five essential requirements your next RFP must include.
Requirement 1: Material Specifications
Don’t just say “shrink wrap.” That’s like saying “vehicle” when you need a heavy-duty truck. Specify the material you require.
What to Specify:
- Thickness: For industrial and military projects, specify 10 to 12 mil thick film. This is the industry standard for high-value assets. It resists tearing, punctures, and abrasion. Cheaper 4 to 6 mil films are for consumer goods, not multimillion-dollar equipment.
- Type of Film: Specify the type of film based on your needs:
- Flame-Retardant: Essential for any project involving welding, grinding, or other hot work near the wrapped asset. Also required for many military and energy projects.
- VCI (Vapor Corrosion Inhibitor): Required for metal components that will be stored or transported in humid or salt-air environments. This film emits a vapor that prevents rust and corrosion.
- UV-Inhibited: Necessary for outdoor storage longer than 90 days. Protects the plastic itself from sun damage and prevents UV rays from degrading the wrapped item.
- BioShrink: An antimicrobial option that prevents mold and mildew growth on stored equipment.
- Manufacturer and Grade: Require film from a major manufacturer with documented quality control. This ensures consistent thickness, strength, and performance.
Sample Wording for Your RFP:
“All shrink wrap material shall be a minimum of 10 mil thick, UV-inhibited, and flame-retardant in accordance with [relevant industry standard]. Material shall be supplied by a major manufacturer with documented quality control procedures. For metal components, VCI film shall be used. Contractor shall provide material specification sheets with bid.”
Requirement 2: Surface Preparation and Padding
This is where many scopes of work fall short. You can’t just wrap dirty equipment. Dirt and debris trapped under the film will act as an abrasive, damaging the surface during transport. Sharp edges will puncture the plastic. And any moisture trapped inside will lead to rust.
What to Specify:
- Cleaning: Require that all surfaces be clean and dry before wrapping. This means removing dirt, grease, oil, and standing water. For sensitive components, specify a wipe-down with appropriate solvents.
- Padding and Edge Protection: Pad sharp edges, corners, and protruding bolts to prevent them from cutting through the shrink wrap. Specify the padding type (e.g., foam, rubber, cardboard) and how to apply it.
- Moisture Barrier: For items with open areas, specify that they be sealed or covered to prevent moisture ingress.
Sample Wording for Your RFP:
“Prior to applying shrink wrap, all surfaces shall be thoroughly cleaned and dried. Sharp edges, corners, bolts, and any protruding objects shall be protected with commercial-grade padding (e.g., foam or rubber) to prevent punctures and abrasion. Contractor shall inspect the asset for moisture and ensure it is completely dry before proceeding.”
Requirement 3: Installation and Sealing
Specify how the shrink wrap will be installed and sealed. This is the difference between a professional job and a sloppy one.
What to Specify:
- Full Enclosure vs. Partial Coverage: Specify whether the wrap must cover the asset 360 degrees or just the top and sides. For transport, 360-degree coverage is almost always required.
- Ground Seal: Seal the bottom of the wrap to prevent moisture and pests from entering from below. This is critical for long-term storage. Specify that the shrink wrap is to be heat-shrunk tight to the ground or terminated with a weighted hem and sealed with shrink tape.
- Access Points: For long-term storage, specify if zippered access doors are required. This allows for inspections and maintenance without cutting the wrap.
- Ventilation: For indoor or climate-controlled storage, specify vents to prevent condensation build-up.
- Termination: Terminate the top and corners in a way that sheds water, not traps it. Specify a “turkey-tail” or “pigtail” termination at the top to prevent water pooling.
Sample Wording for Your RFP:
“Shrink wrap shall be applied as a full 360-degree enclosure sealed at the ground with a weighted hem and shrink tape. All top terminations shall be folded and secured in a manner that sheds water. For storage periods exceeding 90 days, contractor shall provide and install no fewer than two zippered access doors per 1,000 square feet of coverage. All seams shall be heat-welded, not taped.”
Requirement 4: Security and Tamper-Evidence
For military, aerospace, and high-value industrial assets, security is paramount. Your RFP should address this specifically.
What to Specify:
- Tamper-Evident Seals: Shrink wrap provides a natural tamper-evident barrier. Require heat-welded (not taped) seams and inspect them for integrity.
- Security Wraps: For sensitive items, specify a security wrap with a visible sign or tape that is difficult to replicate.
- Personnel Clearances: Require that installation personnel have current background checks or appropriate government security clearances (e.g., for military facilities). Specify that they be prepared to show TWIC cards or other identification.
Sample Wording for Your RFP:
“All shrink wrap seams shall be heat-welded to create a single, continuous, tamper-evident membrane. Contractor shall provide documentation of personnel security clearances for all crew members who will access secure facilities. Contractor shall note any attempts at tampering or breach on the final inspection report.”
Requirement 5: Final Inspection and Documentation
How will you know the job was done right? The scope of work must spell out the final inspection and sign-off process.
What to Specify:
- Walkthrough Inspection: Require a joint inspection with the contractor and your representative before moving or storing the asset.
- Photographic Documentation: Require high-resolution photographs of the finished wrap from all angles, including close-ups of terminations, access points, and ground seals. This provides proof of completion and a record in case of later dispute.
- Documentation of Any Issues: Require the contractor to note any pre-existing damage or issues discovered during the cleaning process.
- Invoice and Sign-off: Specify that final payment is contingent upon completion of the joint inspection, acceptance, and delivery of photo documentation.
Sample Wording for Your RFP:
“Contractor shall provide a joint inspection with the client’s representative upon completion of the shrink wrap installation. No asset shall be transported or released until this inspection is complete and both parties sign off on the condition. Contractor shall provide a digital photo album of the finished project, including shots of terminations, ground seals, access points, and any identified pre-existing damage.”
Additional Considerations for Your RFP
While the five requirements above form the core of a strong scope of work, two more details matter.
Scope of Services
What to Specify:
- On-Site Assessment: Include a line item for an on-site visit to verify dimensions and condition before the installation crew arrives.
- Travel and Logistics: Specify that the bid must include all travel, lodging, and per diem costs for the crew. This prevents surprise charges later.
- Removal: If the shrink wrap must be removed after a certain period, specify this and include a price for removal and disposal of the waste material.
Schedule
What to Specify:
- Timeline: Provide a clear timeline for when the work must be completed. This includes the arrival date, installation window, and final sign-off date.
- Contingency: Specify what happens in the event of weather delays. Shrink wrap installation requires specific conditions (dry, minimal wind) to achieve a proper seal.
Sample Wording for Your RFP:
“Contractor shall complete installation within [number] business days of commencing work. Contractor shall include a contingency plan for weather-related delays. In the event of inclement weather, contractor shall coordinate with the client’s representative to reschedule.”
A Sample RFP Specification Checklist
Use this checklist to ensure your next bid includes everything necessary.
□ Material: Thickness specified (10-12 mil minimum). Type specified (flame-retardant, VCI, UV-inhibited, BioShrink).
□ Surface Prep: Cleaning and drying required. Padding and edge protection specified.
□ Installation: Full 360-degree enclosure or partial? Ground seal method specified. Access doors required? Vents required? Top termination method specified.
□ Security: Tamper-evident seams required. Personnel security clearances specified.
□ Inspection: Joint walkthrough required. Photo documentation required. Pre-existing damage noted.
□ Travel: All travel and per diem costs included in the bid.
□ Removal: Price for removal and disposal stated (if applicable).
□ Timeline: Arrival date, installation window, and sign-off date clearly stated.
How to Apply This to Your Project
A vague scope of work is a recipe for disaster. It leads to inconsistent bids, substandard work, and assets that aren’t properly protected. By including these five essential requirements, you’ll get accurate, comparable quotes from serious contractors. You’ll protect your assets, and you’ll avoid the costly mistakes that come from assuming everyone knows what “professional shrink wrap” means.
Ready to write your next RFP? Atlantic Shrink Wrapping has over 20 years of experience with the Department of Defense, energy, and industrial projects. Call (410) 376-7052 to discuss your project and get a quote that meets these specifications. You can also request a quote online.