This RFQ Response Template is designed to guide suppliers in structuring their responses to specific government Requests for Quotations (RFQs). It ensures that all required details are included and aligns the response with the standards expected by government agencies or municipalities.
[Supplier’s Company Name]
Response to Request for Quotation (RFQ)
RFQ Reference Number: [Insert RFQ Reference Number]
Project/Service Name: [Insert Project Name or Service Description]
Date of Submission: [Insert Date]
1. Supplier Information:
- Company Name: [Insert Supplier’s Company Name]
- Business Registration Number: [Insert Registration Number (if applicable)]
- Contact Person: [Insert Full Name of Supplier’s Contact Person]
- Position/Title: [Insert Job Title]
- Phone Number: [Insert Phone Number]
- Email Address: [Insert Email Address]
- Business Address: [Insert Full Address]
- Website (if applicable): [Insert Website URL]
2. Response Summary:
- RFQ Reference Number: [Insert RFQ Number]
- Project Name/Description: [Insert Project Name or Service]
- Quotation Validity Period: [Insert Validity Period, e.g., 30 days]
- Total Quotation Amount (Currency): [Insert Total Amount]
- Lead Time for Delivery/Completion: [Insert Lead Time, e.g., 20 days from order]
- Payment Terms: [Insert Payment Terms, e.g., 30% advance, 70% on completion]
3. Detailed Breakdown of Goods/Services Offered:
| Item No. | Description of Goods/Services | Unit of Measure | Quantity | Unit Price (Currency) | Total Price (Currency) |
|---|---|---|---|---|---|
| [1] | [Insert Description] | [Unit of Measure] | [Quantity] | [Unit Price] | [Total Price] |
| [2] | [Insert Description] | [Unit of Measure] | [Quantity] | [Unit Price] | [Total Price] |
| … | … | … | … | … | … |
| Total | [Total Amount] |
4. Compliance with RFQ Specifications:
- Compliance with RFQ Requirements: [Confirm compliance with the RFQ specifications, e.g., technical, quality, and safety standards.]
- Attachments Included: [List of any attached documents, such as business registration, compliance certificates, technical specifications, or any additional documents requested in the RFQ.]
5. Terms and Conditions:
- Delivery Timeline: [Specify the expected delivery or completion timeline, e.g., 20 working days from order date.]
- Payment Terms: [Clarify the agreed payment structure, e.g., 50% upon order confirmation, 50% on delivery.]
- Warranty (if applicable): [State the warranty period for products/services, e.g., 1-year warranty on parts.]
- Shipping/Delivery Charges: [Clarify whether shipping/delivery is included or if it is an additional cost.]
- Taxes and Additional Fees: [Indicate if taxes are included in the total price or will be calculated separately.]
6. Supplier Declaration:
We, [Insert Supplier’s Company Name], hereby confirm that the information provided in this RFQ response is true and accurate. We agree to adhere to the terms and conditions outlined in this quotation and understand that any non-compliance with the specifications in the RFQ could result in disqualification.
We further acknowledge that we have read and understood the RFQ and are committed to fulfilling the requirements as outlined in the RFQ document.
Authorized Signature:
[Insert Full Name]
[Insert Position]
[Insert Date]
[Insert Supplier’s Company Seal (if applicable)]
7. Additional Notes or Clarifications:
[Use this section to provide any additional information, clarifications, or specific conditions that are important for the RFQ response.]
8. Attachments:
- Document 1: [Name of Document]
- Document 2: [Name of Document]
- Document 3: [Name of Document]
- [Add any other necessary documents related to your quotation response.]
End of Template
How to Use This Template:
- Customize: Replace the placeholders with your specific information (e.g., supplier name, project details, RFQ number).
- Verify Compliance: Ensure that your response complies with all the technical and regulatory specifications mentioned in the RFQ.
- Provide Clear Information: Make sure that all requested details (pricing, lead times, and warranties) are clearly presented and easy to understand.
- Review Attachments: Double-check that all required supporting documents are included with your submission.
- Sign and Submit: Ensure the response is signed by the authorized representative of your company before submission.
This RFQ Response Template will help streamline your submission process, ensuring that all necessary information is provided and that your response aligns with government procurement standards.
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