What is an RFQ for IT Projects?Definition, Use Cases, and Free Excel Template
An RFQ (Request for Quotation) is the right procurement document when scope is concrete and you want fixed pricing on a known spec. SRS Networks quotes 200+ IT projects per year — here's everything buyers need to know to write an RFQ that gets accurate, comparable vendor pricing.
The 30-Second Answer
An RFQ (Request for Quotation) is a procurement document a buyer issues to invite vendors to submit fixed pricing on a known scope. The buyer already knows what they want — quantities, model numbers, install pattern. The vendor's job is pricing, not designing.
Use an RFQ for commodity IT hardware, architect-spec'd work, and like-for-like replacement. Don't use an RFQ when vendor expertise needs to shape the solution — that's RFP territory.
The Right Tool When Scope is Already Concrete
Four IT scenarios where an RFQ is the correct procurement document.
Commodity IT hardware purchases
100 Cat6 patch cables, 12 specific firewall appliances, branded switches, racks, UPS units. The product is defined; you want price comparison only.
Architect or engineer fully spec'd work
Drop counts, cable types, pathway design, panel locations are on drawings. Vendors price the spec, they don't redesign it.
Like-for-like equipment replacement
Refresh existing 12 firewalls with same model. Replace failing UPS units. No scope change, just fresh equipment + install labor.
Annual contract renewals
Existing service or hardware contracts coming up for renewal. Solicit fresh pricing from current vendor + 2-3 alternates.
Use an RFP or RFI Instead
Vendor expertise needs to shape the design
If you're saying "deploy WiFi to all sites" or "upgrade the network," that's not RFQ scope. You need the vendor to design the answer — use an RFP.
Multi-discipline scope (cabling + network + security)
When the project spans multiple disciplines and vendors propose different ways to bundle, an RFQ underspecifies. Use an RFP.
First-time deployment of a category
If it's your first SD-WAN, first DAS install, or first multi-site rollout, you don't yet know what to spec. Issue an RFI first, then an RFP — not an RFQ.
What Goes in an IT RFQ
Eight required sections. The most important is the structured pricing format — without it, vendor responses can't be compared apples-to-apples.
- 1Detailed scope of work with line items — Quantities, model numbers, manufacturer specs — vendors price each line, not free-form proposals
- 2Delivery requirements and timeline — Where, when, ship-to addresses, must-have-by dates, install scheduling
- 3Payment terms — Net-30, net-60, deposit %, milestone payments, retention, change-order pricing
- 4Vendor qualifications — Insurance certificates, manufacturer certifications, OSHA compliance, financial stability
- 5Pricing format requirements — Spreadsheet template (so responses are comparable), separate line items for hardware/labor/freight, totals format
- 6Submission instructions — Format, deadline, who to send to, page limits, required attachments, Q&A window
- 7Evaluation criteria with weighted scoring — Even an RFQ needs scoring weights — typically 60-70% price, 15-20% qualifications, 10-15% delivery, 5-10% warranty
- 8Terms and conditions — Liability, indemnification, warranty, returns, IP terms
What an IT RFQ Spreadsheet Actually Looks Like
Sample line items for a structured cabling RFQ. Real RFQs typically include 30-100 line items broken out by category. The downloadable Excel template includes pre-built line items for cabling, network hardware, labor, and certification.
| Line item description | Unit | Typical quantity |
|---|---|---|
| Cat6A horizontal cable, plenum-rated, blue jacket | linear foot | 12,000-50,000 LF |
| Cat6A keystone jack, T568B, blue | each | 200-800 ea |
| 48-port Cat6A patch panel, 1U | each | 8-25 ea |
| Wall plate, dual-port, white | each | 200-800 ea |
| Cable testing — Fluke DSX-8000 permanent link | per drop | 200-800 drops |
| Pull labor — open ceiling, J-hook | per drop | 200-800 drops |
| Pull labor — hard-lid ceiling, conduit | per drop | varies |
| Termination labor — both ends | per drop | 200-800 drops |
| As-built documentation package | lump sum | 1 ea |
| Closeout test report (PDF + Fluke .flw files) | lump sum | 1 ea |
Vendor adds unit price + extended price columns; spreadsheet auto-calculates totals.
Download the Free SRS IT RFQ Spreadsheet Template
Pre-built Excel spreadsheet with line-item rows for cabling, network hardware, labor, and certification. Vendors fill in unit pricing — totals calculate automatically. Apples-to-apples comparison across all bidders.
No email required. Free for unlimited use. Customizable to any IT scope.
Not Sure an RFQ is Right? See the Other Procurement Documents
What We See Buyers Get Wrong
1. Issuing an RFQ when scope isn't actually concrete
If your scope says "deploy WiFi to all sites" or "upgrade the network," that's not an RFQ scope — it's an RFP scope. Vendors who quote against vague RFQs either underbid (and add change orders later) or pad the bid heavily to cover unknowns.
2. Missing line items in the spec
Forgetting to specify pathway, fire-stopping, after-hours premium, or testing means vendors will exclude those scopes from their bid. Then you get the change order. Use a structured line-item spreadsheet that forces every category to be priced or marked excluded.
3. Awarding solely to lowest bid
The lowest RFQ bid often wins by substituting lower-grade equipment, excluding warranty, or using non-certified labor. Always score against documented criteria — even an RFQ should have weighted evaluation.
4. Allowing free-form pricing format
If vendors respond in their own format, you can't compare apples-to-apples. Always require a structured pricing spreadsheet so line items and totals line up across vendors.
5. No insurance or certification verification
RFQ buyers sometimes skip vendor qualification checks because "it's just a hardware buy." If install labor is included, OSHA-compliant insurance, BICSI certs, and manufacturer authorizations should be required and verified before scoring.
IT RFQ FAQ
Want SRS Networks to Review Your IT RFQ?
Send us your RFQ draft and we'll return comments within 3 business days — no cost, no obligation to bid. We catch missing line items, incomplete specs, and unrealistic delivery timelines before vendors see the document.