Request for Quotation (RFQ) Template

1. Purpose

[COMPANY_NAME], with its principal office located at [COMPANY_ADDRESS], is issuing this Request for Quotation (the "RFQ") to invite qualified suppliers to submit firm price quotations for the supply of [GOODS_OR_SERVICES_DESCRIPTION].

This RFQ is reference [RFQ_REFERENCE_NUMBER] and was issued on [ISSUE_DATE]. It is intended to result in the issuance of a purchase order or short-form contract to the supplier offering the best value combination of price, conformance to specification, delivery, and supplier qualification.

This RFQ is not a public tender and does not constitute a binding offer to purchase. By submitting a quotation, the supplier represents that it has read, understood, and accepts the terms set out below.

2. Item or Service Specifications

The goods or services required are specified below. Suppliers must quote against this exact specification. Where a supplier offers an alternative or substitute, the alternative must be clearly identified and accompanied by a side-by-side comparison demonstrating equivalence or improvement.

(a) Description and specification: [DETAILED_SPECIFICATION].

(b) Standards and certifications required: [LIST_REQUIRED_STANDARDS].

(c) Branding or labelling requirements: [DESCRIBE_ANY_LABELLING].

(d) Documentation to accompany delivery: [LIST_REQUIRED_DOCUMENTS].

3. Quantity and Delivery Requirements

(a) Required quantity: [TOTAL_QUANTITY] units of [UNIT_OF_MEASURE].

(b) Delivery schedule: [DELIVERY_SCHEDULE].

(c) Delivery location: [DELIVERY_ADDRESS]. Where deliveries are to multiple locations, an annex listing addresses, contacts, and delivery windows is attached as Appendix A.

(d) Incoterms: [INCOTERMS_2020_TERM]. The supplier shall be responsible for all costs and risks up to the point specified by the chosen incoterm.

(e) Packaging: goods shall be packaged in a manner appropriate to the mode of transport and adequate to protect the goods against damage in transit, including protection against moisture, vibration, and handling damage. Pallets, where used, shall comply with ISPM 15.

(f) Lead time: state in your quotation the firm lead time from receipt of purchase order to delivery at the named location, expressed in calendar days.

4. Submission Instructions

Quotations must be received by [COMPANY_NAME] no later than [SUBMISSION_DEADLINE] in accordance with the following instructions:

(a) Method of submission: by email to [CONTACT_EMAIL] with the subject line "Quotation — [RFQ_REFERENCE_NUMBER]" or via the procurement portal at [PORTAL_URL] where applicable.

(b) Required documents: completed pricing table (Section 5), signed acknowledgement page, supplier qualification information (Section 8), and any certificates or attachments listed in Section 2.

(c) File format: PDF for the cover letter and supporting documents; Excel (.xlsx) for the pricing table to allow automated comparison.

(d) Language and currency: quotations shall be in [LANGUAGE] and prices shall be quoted in [CURRENCY], exclusive of value-added tax or sales tax unless otherwise specified in Section 5.

(e) Late quotations will not be considered unless [COMPANY_NAME] has issued a written extension to all suppliers prior to the original deadline.

5. Pricing Format

Pricing shall be presented in the table below. Suppliers shall complete every column for every line item. Quotations that are incomplete, that bundle multiple items into a single price, or that depart from the table format may be rejected as non-responsive.

(a) Pricing table columns: 1. Line number 2. Item description (per Section 2) 3. Required quantity and unit of measure 4. Unit price, in [CURRENCY], exclusive of [TAX_TYPE] 5. Extended line total (quantity multiplied by unit price) 6. Indicative lead time in calendar days 7. Notes (origin, alternative offered, optional remarks)

(b) Below the pricing table, the supplier shall present: 1. Sub-total of all line items 2. Any volume or prompt-payment discount offered, with the conditions for earning the discount 3. Freight and packaging charges, if not included in unit prices, broken down by line 4. Customs duties or import charges, if applicable 5. Applicable [TAX_TYPE] at the prevailing rate 6. Grand total payable by [COMPANY_NAME]

(c) Optional pricing add-ons. If the supplier wishes to offer additional services (extended warranty, on-site installation, training, consumables) at the buyer's option, these shall be priced separately at the foot of the table and shall not be included in the headline grand total.

(d) Where unit prices are tiered by volume, the supplier shall set out the full price ladder.

6. Validity Period

Each quotation shall remain firm and open for acceptance by [COMPANY_NAME] for a period of [VALIDITY_DAYS] calendar days from the submission deadline.

During the validity period, the supplier shall not withdraw or amend its quotation, increase any unit price, or alter any other commercial term, except in response to a written request from [COMPANY_NAME] to clarify or correct an obvious arithmetic error.

[COMPANY_NAME] may request an extension of the validity period in writing. The supplier may accept or decline such extension; declining shall not be construed as withdrawal of the original quotation, which shall remain valid for the originally stated period.

7. Payment Terms

(a) Standard payment terms are net [PAYMENT_TERMS_DAYS] days from the date of receipt by [COMPANY_NAME] of a valid undisputed invoice supported by satisfactory proof of delivery and any documentation required in Section 2.

(b) Invoices shall be sent to [ACCOUNTS_PAYABLE_EMAIL] and shall include the [COMPANY_NAME] purchase order number, the RFQ reference number, the supplier's full name and remittance details, a line-by-line description matching the purchase order, the [TAX_TYPE] registration number, and the supplier's banking details for electronic payment.

(c) Suppliers may offer a prompt-payment discount in the form "x percent if paid within y days, net z days". Such discount, if accepted by [COMPANY_NAME], will be applied to the invoice value automatically.

(d) Payment shall be made by electronic funds transfer to the bank account nominated by the supplier in writing. Changes to bank details shall be verified by a documented two-party callback procedure to mitigate the risk of fraud.

(e) Disputed invoices shall be resolved in good faith. The undisputed portion of an invoice shall be paid in accordance with the standard payment terms regardless of any dispute over the remainder.

8. Selection Criteria

[COMPANY_NAME] will award the resulting purchase order to the supplier offering the best value combination of the following factors, with price as the predominant factor:

(a) Conformance to specification. Quotations that materially depart from the specification in Section 2 will be set aside unless an offered alternative is judged equivalent or superior.

(b) Total delivered price. Calculated as the sum of all line items, freight, applicable duties, and inclusive of any prompt-payment discount the supplier has offered.

(c) Lead time and delivery reliability. Suppliers offering shorter and more reliable lead times will be preferred where price differentials are marginal.

(d) Supplier qualification. The supplier must demonstrate, by submission of the following with its quotation, that it is financially solvent and operationally capable: a copy of its current business registration, latest set of audited or signed financial statements (or equivalent if a smaller business), at least two references for comparable supply within the past two years, and any required certifications listed in Section 2.

(e) Risk and compliance. Suppliers must confirm compliance with applicable anti-bribery, anti-modern-slavery, sanctions, and data protection laws. Suppliers who are subject to insolvency proceedings or who appear on any applicable sanctions list will be excluded.

9. Delivery and Acceptance

(a) Delivery. The supplier shall deliver the goods or perform the services in accordance with the agreed delivery schedule, at the locations and on the incoterms specified in Section 3.

(b) Inspection. [COMPANY_NAME] shall have a period of [INSPECTION_WINDOW_DAYS] business days from delivery to inspect the goods or work performed for conformance with the specification and the agreed quantity.

(c) Acceptance. Goods or services that conform with the specification, the agreed quantity, and the documentation requirements shall be deemed accepted at the end of the inspection window, unless [COMPANY_NAME] has issued a written notice of rejection in the meantime.

(d) Rejection. If, during the inspection window, [COMPANY_NAME] determines that goods or services do not conform with the requirements, [COMPANY_NAME] may, at its option, (i) reject the non-conforming portion and require the supplier to replace or repair it at the supplier's cost within an agreed timeframe, (ii) reject the entire delivery, or (iii) accept the non-conforming portion subject to an equitable price adjustment.

(e) Risk of loss and title. Risk of loss shall pass to [COMPANY_NAME] on acceptance. Title shall pass to [COMPANY_NAME] on the earlier of acceptance or payment, except where applicable law provides otherwise.

(f) Warranty. Goods shall be free from defects in materials and workmanship for a period of [WARRANTY_PERIOD] from acceptance, or such longer period as is offered by the manufacturer. Services shall be performed with reasonable skill and care, in accordance with good industry practice.

10. Terms and Conditions

(a) Acceptance of these terms. Submission of a quotation constitutes the supplier's acceptance of these terms and conditions. Any contrary terms appearing on the supplier's quotation, invoice, or other documentation shall not apply to any resulting purchase order.

(b) No commitment. The issuance of this RFQ does not commit [COMPANY_NAME] to award any purchase order or to incur any costs whatsoever. [COMPANY_NAME] reserves the right to cancel, modify, or re-issue this RFQ at any time without liability.

(c) Right to reject. [COMPANY_NAME] reserves the right to reject any or all quotations, to negotiate with one or more suppliers, to split the award between two or more suppliers, or to award the whole requirement to a single supplier.

(d) Confidentiality. The supplier shall treat this RFQ and any information disclosed by [COMPANY_NAME] in the course of this procurement as confidential, and shall use such information solely for the purpose of preparing its quotation. The supplier shall not refer to [COMPANY_NAME] in any publicity or marketing material without [COMPANY_NAME]'s prior written consent.

(e) Insurance. The supplier shall maintain such insurance as is appropriate to the scope of supply, including at minimum general liability cover and, where relevant, professional indemnity, employer's liability, and goods-in-transit cover at commercially reasonable limits.

(f) Governing law. Any resulting purchase order shall be governed by the laws of [GOVERNING_JURISDICTION] and disputes shall be subject to the exclusive jurisdiction of its courts, except where otherwise agreed in writing.

(g) Contact for questions. All questions regarding this RFQ shall be directed in writing to [CONTACT_NAME], [CONTACT_EMAIL], [CONTACT_PHONE]. Questions and responses of general interest may be circulated to all participating suppliers.

11. Legal Disclaimer

This template is provided by ProcureSwift as a starting point and does not constitute legal advice. Please have it reviewed by qualified legal counsel before use in any contractual or commercial setting. ProcureSwift makes no warranties about its fitness for any specific purpose.