Request for Quotations Letter - Forms 1-10 and Appendices I-III

Aug 31, 2026

Request for Quotations (RFQ) letter template with editable sections for inviting suppliers to submit price quotations for the provision of specified goods, works, services or non-consulting services. Includes instructions on quotation validity, scope governance via attached agreement/contract terms, required submission documents, optional site visit details, submission deadline and delivery location, sealed envelope and quotation box labeling, and conditions for evaluation. Provides a structured package of included forms 1–10 and appendices covering specifications/terms, sample agreement/contract conditions, and drawings when applicable.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages26

Reading Time9 min

AccessFree to download

RFQ Letter Header and Invitation

Quotation Validity and Contract Governance

Included Documents (Forms and Appendices)

Site Visit

Submission Deadline

Documents Required with Submissions

Forms 1-10

Appendix I-III

Evaluation of Submissions

Predetermined Criteria and Scoring

Labeling and Submission Process

Sealed Envelope Requirements

Quotation Submission Box and Registration

Opening of Quotations

Communications

[This Request for Quotations Letter Template can be used in the procurement of simple goods, works, services or non-consulting services i.e. for procurements that may be classified as low risk and low value, but which nonetheless requires more due diligence that can be achieved from a simple Request for Quotations form. The Procuring Entity may edit the template as may be suitable for the particular procurement under consideration.] (Date) Attention: All Invitees Dear Sirs, RE: Request for Quotations – Provision of (line description of the good or service) You are hereby invited to provide a quotation for (brief summary of goods or service required). Quotations are to remain valid for a period of (state duration of validity period) from the deadline for submission of quotations. The provision of the goods, works, services or non-consulting services shall be governed by (refer to the attached form of agreement or terms and conditions of contract). Proponents are to make their submissions in accordance with the instructions given below. Non-compliant submissions will not be considered. DOCUMENTS INCLUDED WITH THIS RFQ (to be edited as may be appropriate for the particular procurement activity) The following documents are included with this RFQ and must be carefully reviewed to enable Proponents to gain a sound understanding of the requirements. Forms 1-10 (Templates) Appendix I: Specifications / Terms of Reference / Scope of Works Appendix II: Sample Form of Agreement / Terms and Conditions of Contract Appendix III: Drawings (if applicable) SITE VISIT: Proponents are advised that (a site visit will not be required for these services) or (a site visit will be hosted) (location, date, time, meeting place). DEADLINE FOR SUBMISSION: One (1) Original Quotation and one (1) copy must be deposited in the assigned box located at: (Address for submission) on or before (Time and date for submission). Late submissions will not be accepted. DOCUMENTS TO ACCOMPANY SUBMISSIONS: (delete/amend/add as may be necessary for each project) Proponents are advised that submissions must include the following : Brief Company Profile (if applicable) Certificate of Incorporation and (where applicable continuance) pursuant to the Companies Act 1995, as amended Certificate of Registration (if applicable) Annual Return (last fiscal period) (for companies) Copy of the completed Return of Beneficial Interest in the Shares of a Company Form (Form 45 of the Companies Act, Chapter 81:01 (Section 337C(6), 337D)) (if applicable) Copy of Income Tax and Value Added Tax Clearance, valid as at the deadline date for submission of proposals, or a letter of exemption from the Board of Inland Revenue Copy of National Insurance Scheme Compliance Certificate, valid as at the deadline date for submission of proposals, or a letter of exemption from the National Insurance Board Workmen’s Compensation/Public Liability Insurance certificate (as applicable) Form 1: Form of Submission Form 2: Price Schedule (Bill of Quantities) (designed to capture pricing information relevant to the type of procurement) Form 3: Work Experience Form 4: Comments and Suggestions of Proponents on the Terms of Reference and on Data, Services, and Facilities to be Provided by the Procuring Entity Form 5: Description of the Methodology and Work Plan for Performing the Assignment Form 6: Team Composition and Task Assignments Form 7: Format of Curriculum Vitae (CV) for Proposed Key Professional to be assigned to the Project (Please complete as required. Do not complete with “See Attached Resume”) Qualification (academic, technical, training) certificates of proposed key staff Form 8: Proposed Project Plan / Time Schedule for completing the assignment of each project. Form 9: Sample Banker’s Reference Letter Form 10: Proponent’s Declaration Form Any additional information the Proponent deems necessary. Failure to comply with the above may result in your quotation not being further considered. EVALUATION OF

FAQs

How long must quotations remain valid, and what determines the contract terms?

Quotations must remain valid for the stated validity period from the submission deadline. The provision is governed by the attached agreement form or terms and conditions of contract.

What documents must be included with quotation submissions?

Submissions must include required company and tax/NIS compliance documentation where applicable, plus the RFQ forms (Form 1 through Form 10) and any additional information the proponent deems necessary.

How are submissions evaluated and what eligibility thresholds apply?

Each quotation is assessed using predetermined criteria, sub-criteria, and a scoring system. A proponent must score at least 50% in each criterion and at least 75% overall of the maximum points to have the quotation considered for award.

Aug 31, 2026

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