Request for Quotation Template Philippines

REQUEST FOR QUOTATION (RFQ)

DOCUMENT ID: PROC-RFQ-PH-2024-001
EFFECTIVE DATE: [Date] | VERSION: 1.0
JURISDICTION: Republic of the Philippines

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1. LEGAL DISCLAIMER & NOTICE

This Request for Quotation (RFQ) is an invitation to treat and does not constitute a binding offer, contract, or commitment to purchase. Any submission in response to this RFQ constitutes an offer by the Bidder, which [Company Name] may accept or reject at its absolute discretion. All information disclosed herein is proprietary and confidential.

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2. PARTIES & DEFINITIONS

THE ISSUER: [Company Name], a corporation duly organized and existing under the laws of the Republic of the Philippines, with principal office at [Office Address].

THE BIDDER: [Full Legal Name of Supplier/Service Provider], with business address at [Supplier Address] and TIN [Tax Identification Number].

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3. OPERATIVE CLAUSES & TERMS

3.1 Scope of Requirement: The Bidder shall provide the goods/services detailed in Annex A (Schedule of Requirements) attached hereto.

3.2 Pricing & Currency: All prices must be quoted in Philippine Peso (PHP) and inclusive of the 12% Value Added Tax (VAT) and all other applicable government levies, duties, or taxes, unless otherwise specified.

3.3 Validity: Quotations must remain valid for a minimum period of [Number] calendar days from the date of submission.

3.4 Payment Terms: Payment shall be made within [Number] days upon receipt of a valid Statement of Account (SOA) or Billing Invoice, subject to the inspection and acceptance of goods/services.

3.5 Delivery & Lead Time: Delivery shall be made at [Delivery Location] within [Number] days from the issuance of the Purchase Order (PO) or Notice to Proceed (NTP).

3.6 Governing Law: This RFQ and any subsequent contract shall be governed by and construed in accordance with the laws of the Republic of the Philippines.

3.7 Confidentiality: The Bidder shall treat all data, specifications, and designs provided by [Company Name] as strictly confidential and shall not disclose the same to third parties without prior written consent.

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4. ANNEX A: SCHEDULE OF REQUIREMENTS

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5. EXECUTION & SIGNATURE BLOCK

By signing below, the authorized representative of the Bidder warrants that they have the legal authority to bind the entity to this quotation and confirms compliance with the terms specified herein.

FOR THE BIDDER:

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Signature over Printed Name

Title: ____________________________ Date: _____________________________

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6. STEP-BY-STEP EXECUTION GUIDE

1. Drafting: Fill in all bracketed fields with specific operational data. Ensure the "Scope of Requirement" in Annex A is technically descriptive to prevent scope creep.
2. Transmittal: Transmit the RFQ via official company email or courier. Maintain a "Proof of Service" (e.g., email read receipt or courier waybill).
3. Submission Review: Upon receipt of the Bidder's quotation, cross-verify against the original RFQ. Ensure the Bidder has included valid BIR Form 2303 (Certificate of Registration) if required for compliance.
4. Acceptance: If the quote is accepted, issue a formal Purchase Order (PO) or Notice to Proceed (NTP). The RFQ acts as the "offer" and the PO acts as the "acceptance," completing the perfection of the contract under the Civil Code of the Philippines.
5. Archiving: File the signed RFQ, the Bidder’s submitted proposal, and the subsequent PO in a centralized procurement folder. Retain these for at least ten (10) years per the National Archives of the Philippines regulations regarding corporate records.
6. Enforcement: In the event of a dispute, the signed RFQ serves as the primary evidentiary document to establish the baseline terms of the engagement. Consult with legal counsel before declaring a supplier in default.