Request for Quotation Template Deped

REQUEST FOR QUOTATION (RFQ) / MASTER SERVICES AGREEMENT

Document ID: DEPED-PROC-2024-001
Effective Date: [Effective Date]
Version: 1.0
Governing Jurisdiction: [Insert State/Province/Country]

1. STATUTORY & LEGAL COMPLIANCE NOTICE

This document is a formal template drafted for institutional procurement. While designed for broad enforceability, it does not constitute specific legal advice. Users are strictly advised to consult with internal legal counsel to ensure compliance with local public procurement laws (e.g., Government Procurement Reform Acts) or specific agency regulations, particularly where DepEd (Department of Education) or public entity procurement thresholds apply.

---

2. PARTIES & RECITALS

This Request for Quotation (the "Agreement") is entered into by and between:

[Company Full Legal Name], a corporation organized and existing under the laws of [State/Country], with its principal place of business located at [Principal Address] (hereinafter referred to as the "Provider");

AND

[Client Full Legal Name], an entity/department organized and existing under the laws of [State/Country], with its principal office located at [Principal Address] (hereinafter referred to as the "Client").

RECITALS: WHEREAS, the Client seeks to acquire specific goods or services defined in the "Scope of Services"; WHEREAS, the Provider represents that it possesses the requisite expertise, licenses, and capacity to fulfill said requirements; NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

---

3. OPERATIVE CLAUSES

I. SCOPE OF SERVICES

The Provider shall furnish the goods and/or services described in the attached "Exhibit A: Technical Specifications & Deliverables." Any material modification to the Scope must be memorialized in a written Change Order signed by both parties.

II. COMPENSATION & PAYMENT TERMS

1. Consideration: In full consideration for the services rendered, the Client shall pay the Provider the amount of [Amount in USD].
2. Invoicing: The Provider shall submit detailed monthly invoices. Payment shall be due within [Number] days of receipt of a valid, undisputed invoice.
3. Late Payments: Any undisputed amounts not paid within the specified timeframe shall accrue interest at a rate of 1.5% per month, or the maximum rate permitted by law, whichever is lower.

III. TERM & TERMINATION

1. Term: This Agreement shall commence on the Effective Date and continue until [End Date] or the completion of services, unless terminated earlier.
2. Termination for Convenience: The Client may terminate this Agreement upon [Number] days’ written notice.
3. Termination for Breach: Either party may terminate this Agreement for a material breach that remains uncured for [Number] days following receipt of written notice of said breach.

IV. INTELLECTUAL PROPERTY & WORK MADE FOR HIRE

All deliverables, reports, data, and materials created specifically for the Client under this Agreement shall be deemed "work made for hire." To the extent any such work does not qualify as work made for hire, the Provider hereby irrevocably assigns all right, title, and interest in such work to the Client.

V. MUTUAL CONFIDENTIALITY

Each party shall protect the other’s proprietary information with the same degree of care it uses for its own confidential data. This obligation survives termination of this Agreement for a period of [Number] years.

VI. REPRESENTATIONS & WARRANTIES

The Provider represents that: (a) it has the full power to enter into this Agreement; (b) the services will be performed in a professional, workmanlike manner; and (c) the services do not infringe upon the intellectual property rights of any third party.

VII. LIMITATION OF LIABILITY & INDEMNIFICATION

1. Indemnification: Each party shall indemnify and hold harmless the other from third-party claims arising out of the indemnifying party’s gross negligence or willful misconduct.
2. Limitation: Except for indemnification obligations, neither party shall be liable for indirect, incidental, or consequential damages. Total liability shall not exceed the total fees paid under this Agreement.

VIII. DISPUTE RESOLUTION

Any dispute arising out of or relating to this Agreement shall be submitted to binding arbitration in [City/State] in accordance with the rules of the American Arbitration Association (or local equivalent).

IX. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of [Governing Jurisdiction], without regard to its conflict of law principles.

X. MISCELLANEOUS

1. Severability: If any provision is held invalid, the remainder of the Agreement shall remain in full force.
2. Entire Agreement: This document constitutes the entire agreement between the parties and supersedes all prior discussions.

---

4. EXECUTION

FOR [PARTY A / COMPANY NAME]: Signature: _____________________________________ Printed Name: [Authorized Signatory Name] Title: [Title / Role] Company: [Company Legal Name] Date: [Date]

FOR [PARTY B / CLIENT / COUNTERPARTY]: Signature: _____________________________________ Printed Name: [Authorized Signatory Name] Title: [Title / Role] Date: [Date]

---

5. STEP-BY-STEP EXECUTION & FILING GUIDE

1. Customization: Open this document in Word/Google Docs. Use "Find/Replace" (Ctrl+H) to update all bracketed information.
2. Verification: Confirm the Signatory has legal authority (Corporate Bylaws or Board Resolution) to bind the organization to a financial contract.
3. Digital Execution:
   • Upload the finalized document to DocuSign, Adobe Sign, or PandaDoc.
   • Assign the signature fields to the respective parties.
   • Enable "Audit Trail" or "History" features to track document access and IP addresses.
4. Filing: Once signed, save the file as a non-editable PDF/A in your secure contract management system (CMS) or physical document repository. Ensure the "Effective Date" is indexed for renewal or expiration alerts.