The budget cost or acquisition value usually determines the amount of work and effort you put into your RFQ | RFP proposals and the whole quotation process. Sometimes, you just need a simple or basic RFQ, a one pager which will allow you to go out for quotes and include some basic terms and conditions of purchase.

If you are looking for a simple or basic RFQ | RFP template you can use to solicit quotations, proposals this template should suffice. Keep in mind you can change the automobile specification section of the template and customize it by adding your own scope or specification for any purchase requirement.

Download free vehicle RFQ sample template >>> sample vehicle rfq template

For more RFQ Templates

After you have the bid results from your RFQ or RFP, issued an award letter, some Corporations will issue a purchase order. With the purchase order, they usually include a set of terms and conditions for the Supplier or Vendor to comply with. Enclosed you will find a free set of terms and conditions you can download. These can be used for a supplier that has been awarded the contract to supply and erect your equipment or you can massage them to relate to many other applications. We will be posting more generic versions soon.

Download free purchase order Terms and Conditions >>> Terms and Conditions

For larger contracts or big dollar supply agreements, some corporations prefer to issue a letter of intent (LOI) to the successful bidder. This sample letter can be used to get the ball rolling until formal contract documents are drawn up and executed by the involved parties.

This sample letter of intent or letter of understanding covers a technical supply agreement used to purchase bulk commodities with prices that might be tied to an index or indice.

Feel free to download and use this free sample letter of intent or letter of understanding when awarding your RFP or RFQ.

Download PDF file here >>> letter_of_intent.pdf

It is a little cramped as wanted to fit it onto one page…

It is always easier notifying the successful bidder on an award when you issue an RFP, RFQ, ITQ but it is also customary or professional to notify unsuccessful bidders as to your intentions. Remember you want Vendors to bid on your RFP or RFQ in the future.

Here is a free sample Dear John letter or a letter you can use to notify bidders that they will not be getting your business this time around. Feel free to download this free RFQ rejection form letter.

Download sample letter here>>> itq-dear-john.pdf

Looking for an example of an Award Letter you would use to notify the successful bidder they have been selected or awarded the bid or contract for your RFQ or RFP requirements.

You can download this free sample award letter here>>> itq-award.pdf

Looking for a sample letter you can use to invite bidders or suppliers to bid on your RFP or RFQ requirements? Here is a free sample letter you can download.

Download here>>>bid-letter.pdf

RFQ is the acronym for Request For Quote or Request For Quotation. An RFQ is a request that a company tenders when they have a material or service requirement; the RFQ is basically their way of encouraging Vendors to provide a bid for their requirement. The purpose is to provide a fair evaluation for all bidders and to provide the candidates with the evaluation criteria against which they will be judged. A secondary intention, is to encourage competition amongst the bidders which will help the buyer achieve the best possible bid and cost that suits their existing requirements. The company that issues an RFQ then selects one of the bidders to complete the material or service requirement. In today’s business world it is not always about the price, other factors such as quality and delivery often take precedence over cost. Another angle or use for a RFQ is when a business includes a RFQ form on their website. This allows potential customers to contact them to request prices on services or products. An online RFQ form may help to encourage viewers to make a purchase, as it solicits action instead of passive Internet browsing.

Another term frequently used is Request For Proposal, or RFP. Although the difference in terms can be confusing, an RFP and an RFQ are basically the same: an invitation for a potential supplier or vendor to submit a bid. Although the idea of an RFQ is fairly simple, it is still a business document, and as such is divided into several important sections:

1. Section One of the RFQ is basically background information on you or the company issuing the RFQ.
2. Section Two of the RFQ is often called “Required Deliverables.” This section describes the material requirement in detail, the scope or the desired end product if it is a service requirement. The RFQ should detail any special requirements the company is wanting.
3. Section Three of the RFQ is the Assumptions and Agreements section. This section describes the terms and conditions of the tender, items such as a project budget, a bid limit, safety and regulatory requirements, what types of travel expenses or per diem the company will provide, the process used to approve the product or materials, and so on. By submitting a bid, the contractor is agreeing to abide by the terms and conditions of the tender. An RFQ also provides information for suppliers and vendors to use to submit their bid. This information may include a bid submission deadline, a bid form, bid requirements or information that the bid proposal must include to be considered, and the selection criteria or factors that will determine which bid the company chooses.

There are many free RFQ template examples available online. It is best to attempt to find one that is industry specific which will carry more pertinent terms and conditions relating to your field and to your needs.

A request for proposal (RFP) is basically a publication of detailed requirements by a prospective buyer in order to solicit vendor quotations. Usually dedicated to software evaluation, comparison, and selection, a request for proposal may be issued to select any kind of products (tangibles) and services (non-tangibles). The purpose of the RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. The RFP is a tool that helps the buyer select a vendor which best fits the bid requirements.

Thus, the RFP is seen as the bridge between expressed needs and solutions sought.

RFP is also known as: request for proposals, request for bids, request to bid, invitation to bid, ITB, invitation to tender, ITT, invitation to quote, ITQ, invitation for bids, IFB and request for quotation, RFQ.

Download this great template for a web design RFQ / RFP template put together by NPower…

Download sample RFP in Word document format here>>> samplerfp.doc

Download sample RFP document in PDF format here>>> rfp_web_sample.pdf