When this applies
- The catalogue number has been superseded or withdrawn
- Replacement assemblies cost far more than the failed component
- You maintain equipment that will stay in service for years
- You want a controlled spares stock instead of emergency buys
Decide what you are replacing
Before sourcing, separate the part that wears from the assembly it sits in. Buyers often request the whole assembly because that is how the OEM sold it, when only one bushing, shaft or bracket has actually failed. A shop can quote either, but the cheaper path is usually the single component plus commercially available bearings, seals and fasteners.
Document once, reuse for years
The engineering work behind a discontinued part — measurement, modelling, a drawing, material selection — is a one-time cost. Ask that the resulting model and drawing be issued to you with the parts. From then on, requoting is trivial and you can run the part with more than one supplier.
- Ask who owns the CAD model and drawing produced
- Request a first-article dimensional report on the first run
- Keep the material certification with the part record
Quantity strategy
Because setup dominates cost, the second and third piece are the inexpensive ones. Quote your realistic multi-year usage alongside the immediate need and compare the unit prices before deciding.
RFQ checklist
Include these in your request and suppliers can quote without a round of questions.
- Original part number and any superseding number
- Photos of the failed part from several angles
- Quantity now and expected annual usage
- Required material or an equivalent you will accept
- Any inspection or certification requirement