SOWs and RFPsForm
Request for proposal (RFP) template
Ask several suppliers to propose on the same brief, so their answers can be compared fairly: what you need, by when, how you will choose, and the declaration each bidder signs.
Opens in the Salsox editor with 5 signing fields already placed for Vendor and Buyer. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Vendor
- Buyer (you)
Preview
Request for Proposal
Issued by: St. Augustine's Secondary School Reference: RFP-ICT-2026-03 Issue date: 20 October 2026
1. Background
The school runs three computer labs with 120 workstations and a mixed network. Equipment is ageing and support is handled informally.2. Scope of work
We invite proposals for supply, installation and two years of support for 60 student laptops, classroom Wi-Fi in 24 rooms, and a device-management system.
3. Requirements
Every proposal must meet these requirements:
- laptops with at least 8 GB memory and a three-year warranty;
- Wi-Fi able to serve 40 devices per classroom at once; and
- on-site support within one working day during term.
4. Timeline
| Step | Date |
|---|---|
| Questions to the buyer by | 30 October 2026 |
| Proposals due | 14 November 2026, 17:00 |
| Decision | 28 November 2026 |
Send proposals to procurement@staugustines.example. Late proposals may not be considered.
5. What to include
Each proposal should include a short company profile, how you will meet each requirement, a fixed price with any optional items listed separately, a delivery plan, two references from similar work, and the signed declaration below.
6. Evaluation
Proposals will be scored on price (40%), quality of the solution (35%) and support and track record (25%). The buyer may ask shortlisted bidders to present, and is not bound to accept any proposal.
7. Contact
All questions in writing to Mr. Peter Ansah, Bursar.
Vendor declaration
We confirm that our proposal is accurate, remains valid for 90 days from the submission deadline, was prepared without collusion with other bidders, and that we have no conflict of interest with the buyer.
Vendor signature: Signature · Vendor Date: Date · Vendor Name: Name · Vendor
Buyer record
Received and logged by: Signature · Buyer Date: Date · Buyer
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Request for proposal (RFP) template
An RFP makes buying fair and comparable. Instead of several suppliers each pitching their own idea of what you need, every bidder answers the same brief, in the same structure, by the same deadline, and is scored on criteria you published in advance.
This template keeps an RFP short enough that good suppliers will bother to answer: background, scope, three to five hard requirements, a timeline with a questions deadline, what each response must contain, and weighted evaluation criteria. Publishing the weights is what makes the process defensible to a board, a governing body or an auditor.
The vendor declaration at the end is the signed part: each bidder confirms their proposal is accurate, valid for a stated period, and free of conflicts of interest. Send the RFP through Salsox and each bidder signs the declaration when they respond.
- Signers
- 2
- Signing fields placed
- 5
- Details to fill in
- 16
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
What is the difference between an RFP and a quote request?
A quote request asks for a price for something already specified. An RFP describes a need and asks suppliers to propose how they would meet it, so you compare approaches as well as prices.
Should I publish the evaluation criteria?
Yes. Published, weighted criteria make bids comparable and the decision easier to defend, and many public bodies are required to publish them.
Why does the vendor sign a declaration?
It records that the proposal is accurate and valid for a set period and that there are no conflicts of interest, which matters if the contract is later disputed.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.