An RFQ is short for a Request for Quote and is typically used in lower value competitions and tenders. The template below can be used as a basic template. Note if you require an advanced ITT I recommend you purchase an advanced tender template on our A-Z premium templates.
Dear Sir/Madam[Company] is pleased to invite you to submit a quotation to [Company] for [insert description.
The following documents are enclosed:
Part A: The Specification
Part B: Submission of Response
Part C: Conditions of Contract
Quotations must be submitted by [insert date] and sent to: [either insert email address or e-tender portal]
<<Enter Job Title
Request for Quotation (RFQ) for the provision of [insert name]
GENERAL REQUIREMENTS[insert company ] would like to invite Quotations for the provision of [requirement].
BACKGROUND[insert the background requirement for the company] [insert the background requirements regarding the department buying the goods/ services and information on whether if this is a new or existing requirement]
Either provide the indicative volume or budget – do not give both
Add information on the expected contract term
This procurement process is intended to follow the timeline below:
|1 .Request for Quotation Issued||[Insert Date]|
|2. Deadline for Questions||[Insert Date]|
|3. Deadline for Quotation Responses||[Insert Date]|
|4. Quotation Evaluation||[Insert Date]|
|5. Contract Awarded||[Insert Date]|
|6. Contract Strategy/Delivery Meeting||[Insert Date]|
Please note the [company] reserves the right to amend this timetable and dates are indicative.
Any queries about this document, the procurement process, or the proposed contract itself, should be referred to:[Name, Position, Tel No, e-mail address]
Questions should be submitted by email/ tender portal only. Please note that the deadline for questions is [date]
SUBMITTING A QUOTE
Quotations, should be submitted by [time and date], to [insert email address/ tender portal].
The [Company] will complete an initial sift off any mandatory requirements. A formal pre-qualification is not used for an RFQ, however, your organisation’s financial stability will be assessed. Your organisation will be eliminated from the procurement process where the contract value is more than 2X your annual turnover.
Your proposal will be assessed based on [lowest price/ a mix of price and quality] [If the proposal is based on quality aspects you need to include the criteria
Case Studies- 10%
Exit plan 5%
Based on the information provided by Tenderers, each submission will be evaluated based on the following combination of price and quality:
- Outcomes/Output – What do you want to achieve, state the outcome in terms of the end result
- Inputs –In this instance the specification is more prescriptive and you tell the supplier what you want them to do and they can respond against some exact requirements
- Time and materials-Unit costs or daily/hourly rates – Where the extent of the services required is unknown and will be ‘called off’ as required]
- Fixed Price
- PRICING SCHEDULE
[Insert a detailed schedule against which the Tenderer can price, to allow like-for-like comparison against with the other Tenderers- easier to submit this as a separate excel file to allow like for like comparisons]
[Prices exclude VAT]
- CONDITIONS OF CONTRACT
[Insert the [Company] a Standard Terms & Conditions for Services or, where these are not appropriate, terms approved by the
SECTION A Organisation Details
A-2Type of Organisation (Please tick as appropriate)
|A Public Limited company|
|A Limited Company|
|A Company Limited by Guarantee|
|A Sole Trader|
|A Small/Medium Sized Enterprise or SME|
|Other (e.g.: a Special Purpose Vehicle, Joint Venture Companyetc.|
A-3 Registered Office
A-4 Company Registration
A-5 VAT Registration Number
A-6 Contact Details
SECTION B Experience of the Organisation
B-1Please provide a brief history of the Organisation.
B-2Please detail your organisation and management structure.
SECTION C References
C-1Please submit the details of two organisations who would be willing to act as references
|Contact name and position in organisation||Organisation name and full postal address, telephone number and e-mail address|
SECTION D – ITQ Response to Specification
[Supplier to insert the proposal]
Prepared for [company]
Form of Tender
Method Statements[link these to the specification]
Duly authorised agent of the Supplier
Name and Address