Request for qualifications response template

In procurement, there are two documents that are commonly referred to as an RFQ: the request for qualifications and the request for quote or quotation. Unfortunately, this can cause confusion. While these two documents are often issued and responded to by the same teams, they serve very different purposes and are almost opposites.

As mentioned above, the request for qualifications focuses on vendor knowledge, seeking the best, most experienced vendor. On the other hand, the request for quotation asks vendors to respond with the best possible pricing and payment terms.

These include vendor comparisons, shortlist selections, and vendor cataloging. When it comes to vendors who provide similar services, the difference is often in the details.

By definition, a request for qualifications enables you to compare, you guessed it, vendor qualifications. So when your highest priority is working with the very best, an RFQ makes identifying that vendor much easier with an apples-to-apples view. An RFQ enables you to validate vendor claims and dig deeper into their experience.

The RFQ can be used as a stand-alone document, used to select a single vendor to win the opportunity. On the other hand, it can also serve as the first step in a larger procurement process. For example, you may issue an RFQ to a dozen or more potential vendors and use the resulting statements of qualifications to create a short list before issuing a full request for proposal RFP. Using this multi-step process, beginning with an RFQ, allows you to issue a shorter RFP to only the most qualified vendors.

Consequently, the proposal evaluation process is simplified. In addition, thanks to the narrowed field, vendors know they have a good shot of winning your business. Consequently, this encourages more thorough RFP responses as well as improved vendor engagement and participation.

Many large organizations leverage RFQs as a part of their vendor onboarding process. Indeed, you can create an online, evergreen request for qualifications form for interested vendors to complete. This self-service approach enables vendors to submit themselves for future consideration without manual assistance from your procurement team. As with most RFx processes, a request for qualifications can be broken down into three basic steps: creation, administration, and evaluation.

The process begins when your business identifies a need that requires the expertise of an outside supplier. From there, internal stakeholders and procurement work together to define the challenge, ideal outcome, vendor selection priorities and goals for the project. Now, with this information in mind, you can write the RFQ. Generally, this step of the RFQ process takes one to two weeks. However, the timing varies greatly depending on the urgency of the need, the organization and availability of your stakeholders and whether you have an existing RFQ template to work from.

The administration step of the RFQ process begins with issuing your request to vendors. After your vendors receive the request, give them a couple days to review it and collect any follow up questions.

To save time, gather questions in a single, centralized document. Now, you simply wait for responses to come in. However, remember that it never hurts to send out a follow-up email a week or so before your deadline to ensure you have as much vendor participation as possible.

Luckily, you can refer back to the priorities you established during the creation step to guide your response scoring. Most requests for qualifications include many open-ended questions, which will yield subjective answers. In this case, it is helpful to invite subject matter experts to weigh in on the merit and score of complex responses. If you were an ad agency you could send them your exam results anyway and then claim you were thinking out of the box.

Isn't that like asking for a Resume or a CV? Now Req for Quote.. Just to clarify Basically its when you outline the capabilities of the company, and the staff or team that would be applied to a project.

Sometimes it includes resumes or CVs of team members as well. Its sort of a way to see who is even capable of the project and then requesting RFPs from the front runners rather than just doing an open RFP. Its fine, I will just adapt a lot of the background section of my response to RFP doc and use that. Just thought I would see if anyone could offer some more insight. Ask the prospect for clarification in what they are requesting.

Quote or Qualifications. I've written lots and lots of RFP's. Some for government work. Many of them have a qualifications section where I usually include bios for team members, client references and case studies, also in the upfront, even if it's not specified to do so I usually indicate our process for tackling that type of job.

Maybe that's what they're looking for? If you have an RFP management system, leverage dynamic templates to group common questions together into sections.

If you use RFP software , you can issue the RFQ digitally, communicate with vendors directly in the centralized platform and track their progress. In addition, you can answer questions and share the information with every vendor instantly. This helps to keep your RFQ fair and transparent. Start by reviewing each document to see if the organizations followed directions and filled the RFQ out completely. If there are any gaps, you may go back to the vendor for more information or remove them from consideration.

Refer back to your request for qualifications for the scoring criteria and weights you established. Some questions will have straight forward yes or no answers, making them easy to score based on the desired answer. For subjective questions, it is helpful to engage your stakeholders to provide their input. Again, RFP software can help automate this process and empower easier collaboration with your evaluation committee.

Once all the SOQs are scored, hopefully you have a clear set of front runners, or perhaps even a winner. To get started, check out this blank RFQ template.

Download the blank request for qualifications template. In , the Colorado Department of Transportation issued this RFQ to identify qualified vendors for an upcoming highway construction project.

Five teams provided their qualifications and a subsequent RFP was sent to four vendors who qualified. This RFQ is impressively thorough and provides lots of information. This non-competitive RFQ allowed the City of Seattle to create a roster of pre-qualified firms for upcoming legal work.

The request for qualifications provides ample background information as well as clear expectations. In addition, the document outlines the available budget for legal services. When the City of Great Falls, Montana wanted to create a new logo for their Downtown Parking Program, they issued this request for qualifications.

This RFQ example is brief and to the point. It includes a brief description of the project, requirements and submission instructions. Just the essentials and nothing more. Seeking expertise in educational design, the Bedford County Public Schools issued this request for qualifications.

The document provides evaluation criteria, guidelines for the SOQ and a form to fill out that guides the vendor through the requirements.