Request for Quotation Template Sk

REQUEST FOR QUOTATION (RFQ) - [PROJECT REFERENCE ID]

DOCUMENT CONTROL

• Effective Date: [Date]
• Version: 1.0
• Jurisdiction/Scope: [State/Province/Country]
• Status: Formal Procurement Solicitation

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1. LEGAL NOTICE & DISCLAIMER

This document is a formal invitation to submit a quotation for the provision of goods/services. It does not constitute a binding offer, purchase order, or contract. [Company Name] (“Issuer”) reserves the right to reject any or all quotations, waive informalities, or cancel this solicitation at its sole discretion without liability. All information provided herein is proprietary and confidential.

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2. PARTIES & DEFINITIONS

• Issuer: [Company Name], a corporation organized under the laws of [Jurisdiction], with its principal office at [Address].
• Supplier: [Full Legal Name], with its principal office at [Address].
• Goods/Services: Detailed specifications and quantities as defined in Appendix A.
• Submission Deadline: [Time] on [Date].

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3. OPERATIVE CLAUSES & TERMS

3.1. Quotation Validity: All submitted quotations must remain valid and irrevocable for a period of [Number, e.g., 60] calendar days from the Submission Deadline.

3.2. Compliance with Specifications: Supplier warrants that the proposed goods/services meet or exceed the technical specifications outlined in Appendix A. Any deviations must be explicitly disclosed in the “Exceptions” section of the quotation.

3.3. Pricing Structure: All pricing must be quoted in [Currency] and be inclusive of all applicable duties, taxes (unless otherwise specified), shipping, insurance, and handling charges (FOB [Destination]).

3.4. Delivery & Performance: Supplier shall provide a binding delivery schedule. Time is of the essence. Failure to meet the delivery date may result in the forfeiture of the order or the imposition of liquidated damages as defined in the final Purchase Order.

3.5. Governing Law: This RFQ and any subsequent agreement resulting therefrom shall be governed by and construed in accordance with the laws of [Jurisdiction], without regard to its conflict of law principles.

3.6. Confidentiality: Supplier shall maintain the confidentiality of all non-public information provided by Issuer and shall not disclose such information to third parties without prior written consent.

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4. SUBMISSION REQUIREMENTS

Quotations must be submitted in [Format, e.g., PDF] to [Contact Email/Portal] and include:

1. Itemized price list.
2. Technical data sheets or scope of work.
3. Warranty terms.
4. Lead times for delivery.

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5. EXECUTION & SIGNATURE BLOCK

FOR ISSUER:

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Signature

[Name of Authorized Signatory] [Title] [Date]

FOR SUPPLIER (Acknowledgement of Terms):

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Signature

[Name of Authorized Signatory] [Title] [Date]

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6. STEP-BY-STEP EXECUTION GUIDE

1. Preparation: Fill in all bracketed fields ([...]). Ensure Appendix A is attached with exhaustive technical specifications, as ambiguity leads to scope creep.
2. Internal Review: Have the draft vetted by your internal Procurement or Legal department to ensure local tax codes and specific industry compliance (e.g., ISO standards, GDPR) are reflected.
3. Distribution: Send the completed RFQ via encrypted email or secure procurement portal. Request a delivery receipt.
4. Amendment: If clarifications are issued, distribute an "Addendum" to all potential suppliers simultaneously to ensure fair competition.
5. Evaluation: Rank submissions based on a weighted matrix (Price, Quality, Lead Time, Financial Stability).
6. Formalization: Upon selection, issue a formal Purchase Order (PO) that incorporates this RFQ by reference. Never rely on the RFQ alone as the final contract; execute a separate Master Services Agreement (MSA) or PO for legal enforceability.
7. Archiving: Store the signed RFQ and the winning quotation in the project file for at least the duration of the statutory limitation period (usually 3–7 years) for audit/compliance purposes.