This is a good question and one we hear often. We will try our best to give you a simple answer to help you make a determination when performing your purchasing duties.

Documents issued by Purchasing can be an RFQ (request for quote), RFI (request for information), RFP (request for proposal), or ITQ (invitation to quote), IFB (invitation for bid) or others.

RFQs are used when the Owner knows exactly the type and quantity of goods it wants to buy, while RFP’s ask bidders to provide a solution to a problem that could be solved in different ways.

Example of when to use a RFQ is if you are buying 100 each Toshiba Laptop Computers c/w 2 GB ram, 100 GB HD, DVD Burner, Windows XP, etc etc. You know your requirement and have a specification to issue with the request.

When to use an RFP, would be if you were unsure on whether to purchase, lease, rent 100 computers, as and when required, with software and hardware requirements that differ from PC to PC. This gives the bidders an opportunity to offer a solution to your requirement.

With the above in mind, it should be noted that evaluating a RFQ is usually easier than trying to determine an award from the results of an RFP.

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Here is a sample RFQ template for the solicitation of quotes for the purchase of business computers or computer hardware. Download in Word >>> rfq29-rfq-computers

Looking for a laptop or computer to help you generate your RFP or RFQ?

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Here is another simple yet effective template you can use to ask the right questions to users when you are ready to solicit website design services. By addressing these questions upfront you will ensure your bidders will respond appropriately to your quotation.

Download RFP in Microsoft Word Format  >>> rfq10-web-design-rfp

Download RFP in PDF Format  >>> rfq10-web-design-rfp

To receive the complete template pack in Microsoft Word and PDF formats visit the Special Offers at top of the page .

If you are in the position where you need to go out for quotes or issue a RFP for a Telephone System, the following RFQ will give you a great starting point. Just edit the template and issue your own RFP.

For a sample of the content in this RFQ click here>>> RFQ Telephone System - VOIP

Purchase this 26 page template and other RFP’s in Microsoft Word

For larger contracts or big dollar supply agreements, some corporations prefer to issue a letter of intent (LOI) to the successful bidder. This sample letter can be used to get the ball rolling until formal contract documents are drawn up and executed by the involved parties.

This sample letter of intent or letter of understanding covers a technical supply agreement used to purchase bulk commodities with prices that might be tied to an index or indice.

Feel free to download and use this free sample letter of intent or letter of understanding when awarding your RFP or RFQ.

Download PDF file here >>> letter_of_intent.pdf

It is a little cramped as wanted to fit it onto one page…

Looking for an example of an Award Letter you would use to notify the successful bidder they have been selected or awarded the bid or contract for your RFQ or RFP requirements.

You can download this free sample award letter here>>> itq-award.pdf

Looking for a sample letter you can use to invite bidders or suppliers to bid on your RFP or RFQ requirements? Here is a free sample letter you can download.

Download here>>>bid-letter.pdf

A request for proposal (RFP) is basically a publication of detailed requirements by a prospective buyer in order to solicit vendor quotations. Usually dedicated to software evaluation, comparison, and selection, a request for proposal may be issued to select any kind of products (tangibles) and services (non-tangibles). The purpose of the RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. The RFP is a tool that helps the buyer select a vendor which best fits the bid requirements.

Thus, the RFP is seen as the bridge between expressed needs and solutions sought.

RFP is also known as: request for proposals, request for bids, request to bid, invitation to bid, ITB, invitation to tender, ITT, invitation to quote, ITQ, invitation for bids, IFB and request for quotation, RFQ.

Looking for a RFP or RFQ you can use to get you started in quoting or requesting a quotation for website design services?

Download this great template for a web design RFQ / RFP template put together by NPower…

Download sample RFP in Word document format here>>> Word Templates

Download sample RFP document in PDF format here>>> rfp_web_sample.pdf

Looking for software to make it easier to quote to your clients the services or products your business provides?

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