Free Templates Archives - RFQPro: RFP and RFQ Templates for Buyers and Suppliers

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Mark Bell — Tue, 02 Mar 2010 18:54:50 +0000

Our FREE template pack contains a cross section of sample documentation: Request for Quotation Template; Invitation to Bid Letter; Service Contract; Basic RFQ; FOB Terms Defined; Short Form RFP; Statutory Declaration.

Immediately after subscribing, you will receive access to your FREE template pack via e-mail. It is an INSTANT DIGITAL DELIVERY. Please add admin[at]rfqpro.com to your safe senders list.

If you are looking for a more robust RFQ or RFP, we recommend you consider the Premium Pack which includes: RFQ2 – Invitation to Bid Letter, RFQ15 – Instruction to Bidders (3 pages) and RFQ16 – Form of Agreement, Terms and Conditions (8 pages)…use them together.

Premium Pack

This pack has it all…Ninety (90) comprehensive everyday templates

- RFPs, RFQs, Expression of Interest, Tenders, Vendor Performance, Audit, Reporting Forms, Contracts, Policies and many more…all for only

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Vendor Performance Pack

“Thanks for the FREE offer but right now I am only looking for a Supplier Evaluation Form”. We are listening … the RFQPro Performance Pack includes:

Vendor Performance Evaluation (14 pages) c/w weighted measures
Sub-Contractor Evaluation
Facility Audit Form
Occurrence Report + 2 bonus templates

All of the above templates are an integral part of measuring vendor performance.

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RFQ Cover Letter

Mark Bell — Tue, 02 Mar 2010 17:45:43 +0000

A RFQ cover letter or request for quote cover letter can take on many appearances. It can be anything from a simple hand written fax cover page to a formal business letter style template. A RFQ cover letter is also known as an invitation to quote letter and like the RFQ cover letter, it is used to connect the buyer and supplier. It usually requests price and delivery for a product or service requirement. For a sample Request for Qualification cover letter go to bottom of this post.

Your cover letter should include an issue date, buyers complete business address, subject – RFQ for ____, your offer (quote on supplying, etc), an acknowledge by date, reference to an instructions page, possibly a reference number, may include some background details, where, when and to whom the response must be addressed to and finally, close it with your signature and title. The following is a simple illustration of this type of template layout.

Date

Return Address (if letterhead is in place this is not required)

Salutation: Dear Sir

Subject Line: RFQ#233 – Forklift Truck

Body

Complimentary Close: Sincerely or regards

Signature Block: Signature, Printed Name, Title

If you are still unsure on the layout or how to word your cover letter, RFQ2 is a formal business cover letter template in Microsoft word format you can edit and use to deliver your own request for quote (RFQ). It is available in our premium pack or if you subscribe, you will receive it for FREE in our welcome pack.

Request for Qualification Cover Letter

Is there another definition of a RFQ Cover Letter? Yes, RFQ can also mean request for qualifications and in this instance the buyer would be instructing a vendor to complete an enclosed application or provide documentation to ensure vendors can complete the work (qualify). In some cases, it is to ensure vendor can legally compete for the business. You might word your RFQ cover letter like this:

[YOUR COMPANY] is seeking firms and others that could potentially [DESCRIBE SERVICE]. If your firm would like to be considered as part of this process, we are requesting you complete the enclosed forms. If you choose not to respond to this request, your firm will not be considered.

We are compiling a list of interested participants. After review, we will submit a request for proposals (RFP) to those participants that we deem qualified. Our proposed schedule is as follows:

March 12:   Mail Request for Qualifications (RFQ’s)
April 25:   Deadline for submission of RFQ’s
April 26-May 7:   Review of RFQ’s
May 12:   [YOUR COMPANY] determines qualified firms
May 14:   Mail Request for Proposal (RFP’s) to qualified firms
May 21:   Mandatory site visit of facility
June 13:   Deadline for submittal of RFP’s
July 14-25:   Financial analysis of proposals
July 28:   Award

[Add any other pertinent details here]. Firms interested in being considered must complete the Qualification Questionnaire. Proposals are due on or before [DATE & TIME]. Two (2) copies of your complete packet, sealed in one package must be delivered to:

[COMPANY NAME]
[ADDRESS]

Questions regarding the RFQ package should be directed to:

[YOUR NAME]
[TITLE]
Phone: (NNN) NNN-NNNN
E-mail:

With the above cover letter, the buyer includes an application form or questionnaire which the vendor would be required to complete and return if they are interested in providing the service.

RFQ68 – Request for Qualification Cover Letter is in our Premium and Mega Packs. Let RFQPro help simplify and manage the procurement process.

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Payment Terms Defined

Mark Bell — Thu, 25 Feb 2010 19:05:55 +0000

Payment terms are an area in the RFQ process which is often overlooked or forgotten. Some commonly used payment terms would be Net 30 days, 2%/10 Net 30 days and there are many more. (To help get a better understanding we have included a glossary of payment terms you can download for free at the bottom of this post). So, what do these imply and is it something a Buyer should be paying attention to as part of the award process?

When generating a RFQ or RFP, most buyers will place the majority of their efforts on the product, FOB Point and other commercial aspects of the quotation and doing such is absolutely right but one evaluation point which is often overlooked or not considered in the overall award process are the payment terms. Buyers will often accept or assume the standard Net 30 days offered is not worth analyzing.

If the quotation value is only $10,000 it is likely not worth pursuing further, however, if you are tendering a large dollar agreement, a 1% or 2% early payment discount might be worth considering. Of course, the accounting department will have the last say as they may not be able to meet the early liability or may not have systems in place to facilitate early payment when dealing with large dollar transactions.

Let’s quantify a proposed payment term of 1%/10 Net 30 (1% discount if invoice is paid within 10 days, otherwise the total amount is due in 30 days).

Example: A 1% early payment discount on a $50,000 invoice = $500 per month x 12 is $6,000 / year. Cash flow might be an issue with your company and some prefer to pay late rather than early but if you can make a case to identify potential savings we have found most prudent accounting types are all over it. In any event, discuss this with your accounting department before putting it on the table.

Seasoned professionals might dangle this carrot … the negotiation is almost complete and you are prepared to award, the Vendor is in your office and has quoted a payment term of Net 30 days which is their standard RFQ response, why not ask if they will agree to a 2%/10 net 30 days payment term? What this implies is the buyer will receive a 2% discount on the invoice amount if full payment is made within 10 days, otherwise the total amount is due within 30 days. If you succeed you have created an opportunity to save thousands of dollars over the course of the year. Not bad for a few minutes work! The following table illustrates the kind of savings which can be realized by implementing this process.

Amount	Discount	Savings	Annualized	Amount	Discount	Savings	Annualized
5,000	1%	50	600	5,000	2%	100	1,200
10,000	1%	100	1,200	10,000	2%	200	2,400
15,000	1%	150	1,800	15,000	2%	300	3,600
25,000	1%	250	3,000	25,000	2%	500	6,000
50,000	1%	500	6,000	50,000	2%	1,000	12,000
100,000	1%	1,000	12,000	100,000	2%	2,000	24,000
150,000	1%	1,500	18,000	150,000	2%	3,000	36,000
200,000	1%	2,000	24,000	200,000	2%	4,000	48,000
250,000	1%	2,500	30,000	250,000	2%	5,000	60,000
300,000	1%	3,000	36,000	300,000	2%	6,000	72,000
350,000	1%	3,500	42,000	350,000	2%	7,000	84,000
400,000	1%	4,000	48,000	400,000	2%	8,000	96,000
450,000	1%	4,500	54,000	450,000	2%	9,000	108,000
500,000	1%	5,000	60,000	500,000	2%	10,000	120,000
550,000	1%	5,500	66,000	550,000	2%	11,000	132,000
600,000	1%	6,000	72,000	600,000	2%	12,000	144,000

Download our FREE Payment Terms Defined Template HERE >>> Payment Terms Defined

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Free Contract Templates

Mark Bell — Mon, 11 May 2009 22:33:35 +0000

Free Contract Templates

Not many websites offer free contract templates, RFQPro.com does. If you subscribe, included in our welcome pack is RFQ4 – Service Contract template for consulting services. This contract template can be used for labor services arrangements and more.

If you are in need of other types of contracts like supply contracts, RFQPro.com can help.

RFQ51 – Lubricants Contract is a pricing / supply agreement template which can be tweaked and used for most of your consumables contracts or for commodity based needs. This digital download delivers in both Microsoft Word and PDF format.

Download and preview a portion of this 9 page contract here >>>

RFQ51 – RFQ54 contract templates are now available in the Premium Template and Contract Packs and must be purchased from the RFQ Contract Pack or Premium Pack link in the left margin or on the Special Offers page.

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Purchase order Terms and Conditions

Mark Bell — Fri, 20 Feb 2009 05:43:04 +0000

If you are looking for a BASIC Terms and Conditions (TC’s) template to use with your everyday purchase order, the following set will get you moving on the right path. If you typically do not include a set of TC’s with each purchase order you email or transmit to your Suppliers, at the very least you should have each Vendor sign off on your TC’s and have them agree that all future purchase orders they fulfill will be bound by such TC’s.

These days, digital storage is a cheap commodity, so you can have the Vendor sign off on your TC’s and store the documents by way of pdf for future reference. This will give you some peace of mind, necessary back-up, and also allows you to avoid having to transmit them with each purchase order you issue.

Download a free sample set of our basic purchase order terms and conditions in PDF format here >>>RFQ42 – Basic PO Terms

If you are looking for a more comprehensive set of conditions, you may want to check out this post: https://www.rfqpro.com/rfq-request-for-quotation/terms-and-conditions.

Consider subscribing, as a future post will include a set of Contractor Insurance Terms, which you may find beneficial in mitigating liabilities with high risk purchase orders or contracts.

By purchasing our Premium pack, you will receive both sets of our PO terms and conditions, along with the Contractor Insurance TC’s, all in edit-friendly Word format.

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FOB Point

Mark Bell — Tue, 13 Jan 2009 20:16:33 +0000

Lets talk about shipping terms and where the responsibility lies for a shipment. The correct definition for FOB Point is Free-on-Board aka freight on board and the term FOB is often misunderstood, even by the professionals.

The FOB point is important as it ascertains:

when legal title of the goods being shipped transfers to the buyer. Say you were purchasing a bulk liquid like a fuel or a chemical, the FOB point could be origin, destination, buyers tank or even the intake nozzle at point of delivery. As you can see, depending on the commodity, having the proper FOB point is crucial.
who is responsible for handling damaged goods or freight claims with the carrier in the event they are lost or damaged during shipment. An example: FOB Destination, Freight collect means: Buyer — Pays and is responsible for freight charges, Seller — Owns goods in transit, Seller — Files any damage claims (if any). Another potential headache area so choose wisely.
who pays the carrier.

Many will suggest or argue that FOB destination is the most beneficial because the vendor pays the transportation charges, however upon further inspection you will realize the charges are to be borne by the buyer, since freight costs will be included in the delivered price charged by the vendor. In essence, you are licensing the vendor to spend your money.

Again, commodity dependent, a vendor may use a carrier which may not meet your safety standards or spill response guidelines, so do your due diligence and if it warrants perform a site audit on the carrier being used regardless of the FOB Point. By the way, included in the RFQPro Premium template pack is a comprehensive sample site audit form.

There are many variations in FOB terms – FOB origin, freight collect or FOB Destination, freight collect and allowed and so on. As a purchasing professional you need to know your FOB lingo. The following template explains all possible options and will help you select the correct terminology for your PO’s, supply agreements, RFQ’s, RFP’s and more.

Subscribe and this FOB template (RFQ33) will be included in your FREE Welcome Pack. Download, print and post it in your work area.

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Loyalty Program

Mark Bell — Tue, 11 Nov 2008 08:06:54 +0000

RFP-RFQ Loyalty Program:

Thank you for being a loyal subscriber. This template can be used for reporting an incident or dangerous occurrence within your organization. You can download this edit friendly Microsoft Word Template HERE VR229 – Incident Report – Sample

The Premium Pack includes (90 templates):

RFQ | RFP Templates / Documents – Over 25 Samples
Agreement Templates – 20 plus
Vendor Audit and Policy Forms – 16 plus
Letters (LOU, LOI, Rejection, Award, etc) – 15 plus

+++++ Plus a Safety and Loss Control Manual – 13 pages

+++++ Plus a Purchasing Policy Manual – 25 pages

Visit our Special Offers page to take advantage of this offer and for more details.

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