Request for Quotation template for Google Docs and Word

The first pages of the Request for Quotation template

Every page (7)

Overview

Buying goods on price alone invites bids that cannot be compared. This template sets out what is needed, the quantities and budget range, how each requirement will be tested, the timetable, the contract terms and the exact format for each supplier's price. Every section is written so that all bidders receive the same information and the evaluation panel can score consistently.

The sample is a request from Vesperly Group for 240 monitors, docking stations, keyboards, headsets and mounting arms, with a total of $75,000 and a 10 percent contingency. All names, dates, prices and suppliers are fictional. Replace the items, quantities, dates and terms with your own, check that the criteria weights total 100, and send the request only after your legal adviser has reviewed it.

Useful for

A procurement lead issuing a quote request for 240 monitors to five shortlisted suppliers
An evaluation panel scoring written bids against weighted criteria and testable requirements
A buyer planning a repeat order of office peripherals and checking lead times and totals

What's included

Items and quantities: a budget table with line totals, lead times and a contingency callout
Specifications: numbered requirements with priority, owner, status and acceptance test
Delivery: a key dates timeline and a calendar of the busiest month
Terms: numbered bidding terms on definitions, bid validity and the question process
Quote format: a featured quote, two short quotes and a glossary of must and should
Make it yours: numbered steps for replacing the sample items, dates and terms

How to use it

1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
2
Replace the items, quantities and budget on the items page, and check that every total adds up.
3
Number each requirement as a testable statement, marked must or should, with a named owner.
4
Set the timetable from your start date, and send every answer to all bidders at the same time.
5
Delete the guide page, then share the request only with the suppliers you have invited.

What you need

Requirements

A Google account with access to Google Drive

Works with

Google Docs
Microsoft Word (download the .docx)

Questions

Are the organization, people and suppliers fictional?

Yes. Vesperly Group, its staff, the suppliers and every price, date and quantity in this sample are fictional. Replace them with your own details before you issue a request to real bidders.

Should the criteria weights add up to 100?

Yes. Set the criteria weights so they total 100, publish them with the request, and do not change them after bids arrive. A weight changed after opening is a common ground for challenge.

How much contingency should a request hold?

Ten percent is a common planning figure for goods with fixed specifications. Hold it as a budget line rather than inside supplier prices, and release it only for changes agreed in writing.

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#rfq-template
#rfp-template
#procurement
#bid-evaluation
#supplier-quotes
#google-docs

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