RFQ Software
April 2010
RFQPro Software has been released. Some highlights of capabilities:
- Generate an online RFQ – Web-based Technology so you can access it anywhere there is an internet connection. Start the bid at the office and issue it later from home or the hotel.
- Terms and conditions templates included (can be customized so you can add your own terms or clauses)
- Solicit bids. Vendors will appreciate it as they will no longer be buried by paper basically they click a link, price and submit their quotation. No more faxes, no more filing. They can access history and bidding success rates online which encourage Vendors to provide best possible prices. Continue reading »
Topics: Quote Software |
Supplier Evaluation Form
The evaluation of suppliers is a continuing purchasing task. Current suppliers should be monitored to see if they are meeting expectations. New sources need to be screened to see if their potential warrants serious consideration for future business. This post will focus on evaluating current major suppliers which are important to the success of your own operation.
Types of Evaluations
Topics: All Templates, Reports | 1 Comment
Site Audit Form Example
As a purchasing professional, it is your responsibility to ensure vendors supplying key commodities or performing works on behalf of your organization are reputable and will not cause your firm to be invited to the party in the event someone is charged for violating an environmental law or standard. To reduce the chances of this happening, we suggest you consider performing site audits on vendors vital to the success of your operation. Why, Continue reading »
Topics: All Templates, Reports |
Free Contract Templates
Not many websites offer free contract templates, RFQPro.com does. If you subscribe, included in our welcome pack is RFQ4 – Service Contract template for consulting services. This contract template can be used for labor type arrangements and more.
If you are in need of supply contracts, RFQPro.com can help.
RFQ51 – Lubricants Contract is a pricing / supply agreement template which can be tweaked and used for most of your consumables contracts or for commodity based needs. This digital download delivers in both Microsoft Word and PDF format.
Download in PDF and preview a portion of this 9 page contract here >>> rfq51-preview
RFQ51 – RFQ54 contract templates are now available in the Premium Template and Contract Packs and must be purchased from the RFQ Contract Pack or Premium Pack link in the left margin or on the Special Offers page.
Topics: All Templates, Contract Templates, Free Templates |
RFP Examples
The phone is ringing or you are in meetings most of the day so when will you find time to write a quality RFP which will garner the appropriate responses? Overtime is not a viable option and developing templates from scratch can take 10 hours plus, that is if you are not interrupted and proficient in all the appropriate lingo. Ten (10) hours @ $20.00 per hour —— approximately $200.00 to develop a single RFP document!
Our premium pack has 77 templates Continue reading »
Topics: All Templates, RFP - Request for Proposal |
Purchasing Month End report example
Are you a Materials Manager or someone responsible for managing the purchasing and warehouse department for your company? Have you been asked to put together a month end report and / or want to improve your existing reporting? RFQ48 – Purchasing / Warehouse month end report template might be just what you are looking for.
This example template focuses on reporting activity for both the procurement and warehouse departments. Management will be impressed with the tracking you have identified and this report will assist you in presenting your departments goals to all staff. Your Superiors will truly appreciate that within minutes they can review all vital areas and ascertain trends for both departments. Managers love reporting which is quick to digest and RFQ48 gives them a snapshot of all the departments highlights.
RFQ48 has Six (6) built in edit friendly Microsoft word graphs Continue reading »
Topics: All Templates, Reports |
Should you add an environmental policy to your RFP?
Many large corporations add their environmental policy statement to all outgoing RFQ or RFP’s when it pertains to contractors or suppliers providing a service both on or off their job-site which in any way may impact the environment. This is a good practice and it puts the contractor or supplier on notice that they are expected to meet or exceed your own company standard when it relates to protecting the environment.
There are many reasons why companies include the policy with their RFP’s.
Topics: All Templates, Terms and Conditions |
Request for Quote – Standard
Template #RFQ37 can be used for publishing a standard or simple RFQ. Valuations and risk to the bidder do determine complexity of the request for quote document you issue. The lower the risk and dollar value, the less complex the document might be. The point — if you are procuring stationary or photocopy paper say versus an oil filled electrical transformer. For the copy paper, a standard RFQ | RFP like RFQ37, would likely suffice. In the case of the transformer, you would be wise to provide a more detailed request for quotation document to ensure you have all your bases covered. If you are unsure, it is always a good idea to have legal counsel approve your RFQ before it is issued.
You will find this Microsoft Word edit friendly RFQ template and 44 others in our Standard Pack. Click Here to sneak a preview of this 3 page document.
Topics: All Templates, RFQ - Request for Quotation |
Purchasing Policy and Procedures Template
Regardless of the work experience of your existing purchasing staff, producing a policy and procedures manual is well worth the effort. Some benefits of having a quality policy manual:
- it is an essential for in-company training program for junior members
- it adds flexibility in facilitating the transfer of personnel from one job to another in case of vacation or workload
- it allows you to set a standard
- last but not least is useful in explaining to outside departments what and how things are done
Some Managers feel Continue reading »
Topics: All Templates | Comments Off
Purchase order Terms and Conditions
If you are looking for a BASIC Terms and Conditions (TC’s) template to use with your purchase order, the following set will get you going. If you typically do not include a set of TC’s with each purchase order you fax, email or transmit to your Suppliers, at the very least you should have each Vendor sign off on your TC’s and have them agree that all future purchase orders they fulfill will be bound by such TC’s.
These days digital storage is a cheap commodity so you can have the Vendor sign off on your TC’s and store the documents by way of pdf for future reference. This will give you some peace of mind, necessary back-up and also allows you to avoid having to transmit them with each purchase order you issue. Continue reading »
Topics: Free Templates, Terms and Conditions |
RFP – What is it?
What is a RFP and how and when should a procurement professional utilize it. A Request for Proposal (RFP) is an invitation to vendors to submit a written offer to supply services or a solution to a requirement.
So, you have an internal need or requirement and there is nobody qualified in the organization to manage the requirement or possibly resolve it. You need to outsource the job and now might be when your employer requests you issue a RFP.
The RFP is then written to illicit positive feedback, therefore, needs to be designed professionally and must clearly identify the actual work you are hoping to farm out and the expectations.
More specifically, it is written to ensure suppliers don’t assume the entire risk. In manufacturing, this might mean the buffering of raw materials and finished goods to meet the final demand for goods. In a services type RFP, it should ensure the consultant has a clear indication of the amount of time and or resources he or she is expected to put into the project.
A RFP is different than a Request for Quote (RFQ). With a RFQ the Vendor can be certain as to the supply risk. For example, like having enough capacity to ensure supplies and goods at the right quantity, quality, time, and cost. We need 12 pairs of leather gloves and here is the part number. This RFQ is straight forward and comparing costs are for the most part simple. A RFP is not necessarily so cut and dry and quite often asks the Vendor to propose a solution.
Okay let us get back to writing the RFP. The Buyer will need the Vendor to define the specific monetary and/or service obligations which make up the offer. It is the Purchasing departments job to make the RFP available to several suppliers to respond with a competitive proposal or a solution to your request.
What to include – the Request for Proposal should include a short but detailed description or specification of the products or services which are required. This can also be identified as scope. As with many business writing efforts, an effective request for proposal will begin by declaring the purpose for the document. Even the most casual of formats for a RFP will incorporate details of this nature. In comparison, a highly structured format informs the applicant precisely how to arrange data in a manner that is certain to have significance to the issuing business. So, it is vital to be clear on the scope of work and try not to cloud the document with legal terminology. In other words, leave all the legal terms to the end of the document as this might deter recipients or quality vendors from offering. The higher the risk the more terms and conditions might be required but again not all RFP’s warrant forty pages of legal requirements. Continue reading »
Topics: RFP - Request for Proposal |
FOB Point
Lets talk about shipping terms and where the responsibility lies for a shipment. The correct definition for FOB Point is Free-on-Board aka freight on board and the term FOB is frequently misunderstood, even by the professionals.
The FOB point is important as it ascertains:
- when legal title of the goods being shipped transfers to the buyer. Say you were purchasing a bulk liquid like a fuel or a chemical, the FOB point could be origin, destination, buyers tank or even the intake nozzle at point of delivery. As you can see, depending on the commodity, having the proper FOB point is crucial.
- who is responsible for handling damaged goods or freight claims with the carrier in the event they are lost or damaged during shipment. An example: FOB Destination, Freight collect means: Buyer — Pays and is responsible for freight charges, Seller — Owns goods in transit, Seller — Files any damage claims (if any). Another potential headache area so choose wisely.
- who pays the carrier.
Many will suggest or argue that FOB destination is the most beneficial because Continue reading »
Topics: All Templates, Free Templates, Terms and Conditions |
Letter of Understanding (LOU) – Sample
If you find yourself in the position of purchasing a website, it’s content and the domain name or URL, this sample template will give you an idea of what points you will need to cover to ensure you are avoiding any potential misunderstandings. Also, keep in mind you can tailor this template for other requirements.
LETTER OF UNDERSTANDING for acquisition of [www.domainname[dot]com]
June 22, 2007
[name]
[street address]
[city, state and zip]
Dear[_____________________:]
This letter summarizes the understanding we have reached regarding the terms and conditions of sale of the website or (domain name) [________________]. To be certain this letter accurately reflects our understanding, please review the items below and indicate your understanding and agreement by signing on the signature line below.
Terms and Conditions of Sale
A. The agreement covers the outright sale of the domain and website content for http://www.[________________ ]for the price of U$[__________]. Sale price was based on revenue of approximately $100.00 per calendar month. Price includes free push (transfer) at[_____________] and all paid up domain registration fees.
This template in its entirety is included in both the Premium and Letter Pack downloads in the left hand margin. Once purchased it is sent over immediately by way of digital download.
Topics: All Templates, Letter of Intent, Sales Agreements | 1 Comment
Purchasing Glossary or Buzzwords
Ever wonder what some of the terms used by Materials Managers and Purchasing Agents mean? Terms like RFQ, FOB, DNR , or a RFP, Vendor, Standing Order Agreement. Although, these acronyms / terms are used frequently and recognized in the field, it is always a good idea to add them in their full context at least once or define the term on your definitions page to ensure there is no misunderstandings. Here are a few terms commonly used in the Materials Management or procurement field:
RFQ – Request for Quote or Quotation
RFP – Request for Proposal
ITQ – Invitation to Quote
RFI – Request for Information
IFB – Invitation for Bids
ITT – Invitation to Tender
RFB – Request for Bid
LOI – Letter of Intent
LOU – Letter of Understanding
FOB – Free on Board
UTQ – Unable to Quote
DNR – Do not reorder
UTS – Unable to Supply
Standing Order – A standing order is an open ended purchase order or in essence open ended contract which grants authorization to make regular periodic shipments of a specified product. Usually an annual agreement.
Supplier – A provider of goods and services that typically bills on an invoice and has regular transactions with the Owner or buyer.
Vendor – Another Name for a Supplier.
Compliance
- Ensuring suppliers perform their obligations and supply goods in accordance with contracts or that services are performed as prescribed by site safety rules and regulation and certain federal, state or provincial laws.
Sample of a compliance clause in a supply agreement:
- The goods called for in this agreement shall comply with all applicable codes, standards and/or both regulations of the governing inspection authorities at the place of use. The Vendor shall acquire and keep in force all required permits and certificates of approval. The Vendor shall comply with all provisions of law governing its performance under this agreement including, without limitation, Safety and Reclamation Codes, all dangerous goods legislation and all workplace hazardous materials legislation and regulations governing the design, safety, handling, packaging, labeling, transport and the use of goods.
Due Diligence
- Due diligence in a broad sense refers to the level of judgement, care, prudence, determination, and activity that a person would reasonably be expected to do under particular circumstances.
Force Majeure (sample clause)
- No party hereto shall be liable for any delays in the performance of their obligation hereunder (excluding financial obligations) if any such delay or failure is due to acts of God, war, riot, sabotage, strikes, lockouts, or differences with workers, accidents, lack of water, power, gas, materials, any and all government laws or regulations, or any disabling cause beyond the reasonable control, and without the negligence of, the party invoking this clause.
Notice to the other party of any event of force majeure stating the date of the commencement thereof shall be promptly given and shall immediately be followed by a notice setting for the particulars of the event of force majeure and the expected delay. The party so affected shall take all reasonable steps to remove the force majeure conditions and to resume, with the least possible delay, compliance with its obligations under this agreement, and shall promptly advise the other party of the date when the force majeure is ended.
Assignment (sample clause)
- The Vendor may not assign or sublet any of its rights or obligations under the Agreement without the prior written consent of the Owner, which consent may be arbitrarily withheld.
Interested in learning more or in acquiring an array of templates which cover the above terms? If you are planning to issue a RFP or RFQ, please visit our Special Offers page – RFQPro.com can help.
Topics: Quotes General, Terms and Conditions |
VOIP RFP
Looking for a VoIP RFP or a Voice over Internet Protocol – Request for Proposal? VoIP systems usually interface with the traditional public switched telephone network (PSTN) to allow for transparent phone communications worldwide.
VoIP can be a benefit for reducing communication and infrastructure costs by routing phone calls over existing data networks and avoiding duplicate network systems. Skype is an example of a notable service provider having achieved widespread user and customer acceptance in this industry.
Benefits of Using VoIPVoIP technology uses the Internet’s packet-switching capabilities to provide phone service. Packet switching allows several telephone calls to occupy the amount of space occupied by only one in a circuit-switched network. With VoIP, a 10 minute phone call may only occupy 3.5 minutes of transmission time at a lower cost of 64 Kbps or about half that of conventional systems and this does not factor in data compression which further reduces usage or size of each call.
RFQPro has a RFP template which may help with your VOIP proposal. For a few sample pages of the content in this RFP please click here>>> rfp-telephone-system-w-voip
To Purchase this 27 page template and other RFP’s in a Microsoft Word format please visit the Special Offers Page or click the Buy Now button at the top left of this page.
Topics: All Templates, RFP - Request for Proposal |