Sample of Basic RFQ Template

Basic RFQ Template:

The expenditure or value of the acquisition item and the risk usually determines the amount of work and effort you put into your RFQ | RFP proposals and for that matter the whole quotation process. Sometimes, you just need a simple or basic RFQ, a one pager with some basic terms and conditions which will allow you to go out for quotes. A basic RFQ Template like RFQ19 may do the trick.

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 >>> RFQ19 – Basic RFQ Template for Vehicle

More edit friendly RFQ Templates

Terms and Conditions

Terms and Conditions with RFQ:

We encourage you to include the applicable Terms and Conditions (TC’s) with your RFQ package at time of issue so your Vendors can peruse them during the tender and understand what they will have to comply with if they are awarded the contract. In any event, after you have the bid results from your RFQ or RFP and have issued an award letter to the successful bidder, some Corporations will then provide a purchase order. With the purchase order, they usually include the TC’s and expect the Supplier or Vendor to follow them. The TC’s often include clauses relating to Insurance, Safety, Arbitration, Notices, Regulations, Payment and more.

See RFQ20 below where you can download our free set of terms and conditions. These can be used for a Supplier which has been awarded a contract to supply and erect purchased equipment on your property or you can massage them to relate to many other day to day applications.

Check back as we will be posting more generic versions soon. See RFQ42 post.

Download Terms and Conditions in PDF >>> RFQ20 – Terms and Conditions

Interested in an edit friendly word version please visit our Special Offers Page.

Sample Letter of Intent (LOI) or Letter of Understanding (LOU)

Letter of Intent-LOI or Letter of Understanding-LOU:

For larger contracts or big dollar supply agreements, some corporations prefer to start a relationship by issuing a letter of intent (LOI) to the successful bidder of a tender. In essence, it is an acknowledgement by both parties of their intent to carry out the offer at hand. As a buyer, you are informing the Vendor or Supplier of your intention to proceed with the commercial arrangement proposed in the bid and this is the start of the formal documentation process.

This following sample LOI can be used to get the ball rolling until formal contract documents are drawn up and executed by the involved parties.

This particular 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 a published 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 >>> RFQ6 – Letter of Intent

It is a little cramped as we wanted it to fit onto a single page…Note: all RFQPro.com purchased downloads include edit friendly Microsoft word templates.  If you are looking for a specific sample Letter of Intent (LOI), or LOU template we have included them in our Premium Pack and it is available for purchase by selecting the download button in the margin.

RFQ Rejection Form Letter

RFQ Rejection Form:

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 future RFP or RFQ ‘s.

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 rejection letter here>>> rfq13-itq-rejection-letter

award letter

Award Letter for RFQ | RFP

Award Letter for RFQ or RFP:

award letterOut of all the letters a Buyer will pen during a work day, the Award Letter for an issued RFQ | RFP is the most enjoyable. Advising a successful bidder they are about to receive the contract for your business is always a pleasant task. Unfortunately, the rejection letters for the remaining bidders should also be issued around the same time. If you are looking for an example of an Award Letter you can use to notify the successful bidder they have been selected or awarded the work please see below.

You can download this free sample award letter here>>> RFQ14 – Award Letter

Visit our special offers page to purchase this template as well as a rejection letter and other everyday  documents in an edit friendly version of Microsoft Word.

Bid Software

This test post was generated to report on our Request for Quote Software which has officially launched and can be found at our new site.

Our on-line RFQ Software expedites cycle times and manages the procurement process from start to finish.

What is a RFQ (Request for Quotation)

RFQ-Request for Quotation:

RFQ is the acronym for Request For Quote or Request For Quotation. An RFQ is a request 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.

Definition of a Request for Proposal

Request for Proposal:

A request for proposal (RFP) is basically a publication of detailed requirements by a prospective buyer in order to solicit vendor quotations. 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.

Free Web Design RFQ / RFP Template

Free Web Design RFQ – RFP Template

Looking for a free sample RFP or RFQ to get you started in quoting or requesting a quotation for website design services? Just about every business needs a website and how to go about procuring the services for web design services is a challenge an everyday business owner does not need. There are must have basics every website should display and the following rfp sample should help you get started down the right path to getting your website up and running.

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

Download sample RFP document in PDF format here>>> RFP_web_sample