A Support Request for Quotation is a procurement document soliciting vendor proposals for support services, including pricing, SLAs, and delivery terms. It standardizes vendor responses to enable objective evaluation and a defensible award decision.

Is an electronic SRFQ legally binding?

Yes. Electronic signatures and records have legal effect under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention capability to meet the validity test.

Who must sign the SRFQ response?

The vendor's authorized signatory listed in the SRFQ must sign the response. Names and titles should match corporate authority records to avoid execution or award delays.

Can SRFQ documents require notarization?

Generally no, but some jurisdictions or contract types may require notarized signatures or RON for specific instruments; check state rules and contract clauses before requiring notarization.

How should vendors submit pricing?

Require a completed pricing template with line-item rates, total annual cost, and assumptions. Unstructured pricing makes fair comparison difficult and may invalidate the response.

What happens if a proposal is late?

Late proposals are typically disqualified per SRFQ terms. Clearly state deadline rules and time zone; allow submission proof such as portal timestamp to avoid disputes.

Electronic Signature
Templates
Miscellaneous
Support Request for Quotation

Support Request for Quotation

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

SUPPORT REQUEST FOR QUOTATION

Client Name: Vendor Name:

Request Details

Request Reference Requesting Organization / Client Client Address

Contact Person

Contact Email

Contact Phone

WHEREAS

WHEREAS, Client Name: seeks certain technical support and related services as detailed below; and

WHEREAS, Vendor Name: represents that it is qualified to provide such services and is willing to submit a quotation in accordance with the terms of this Request for Quotation (RFQ); and

WHEREAS, the Client requests a formal, itemized quotation for the scope described herein and the Vendor will submit pricing and proposed service levels in response to this RFQ.

Scope of Work

Quote Submission Instructions

Response Deadline: . Quotations received after the deadline may be rejected in the Client's sole discretion.

Submit Quotations To Required Quote Elements

Payment Terms

Total Estimated Amount (if known): (Currency: ).

Payment Schedule

Late Payment Penalty: . Vendor invoices shall include sufficient detail to permit Client review; Client reserves the right to withhold disputed amounts pending resolution.

Term and Termination

Term Commencement Date: . Anticipated Termination Date: .

Termination for Convenience: Either party may terminate for convenience by providing written notice not less than days prior to the intended termination date. Termination for Cause: Either party may terminate immediately upon material breach if the breaching party fails to cure within a commercially reasonable period following written notice.

Confidentiality

The parties acknowledge that in connection with the RFQ and any subsequent services they may exchange Confidential Information. Each party shall (i) use Confidential Information only for purposes of preparing or performing the services described herein, (ii) restrict disclosure to employees, agents, or subcontractors with a need to know, and (iii) protect the Confidential Information with at least the same degree of care it uses to protect its own confidential materials. Confidential Information does not include information that is publicly available without breach, known prior, or rightfully received from a third party.

Vendor acknowledges by checking the box below that it will maintain confidentiality as described.

I acknowledge and agree to the confidentiality obligations set forth above.

Governing Law

This RFQ and any subsequent agreement arising from it shall be governed by and construed in accordance with the laws of the state of , without regard to that jurisdiction's conflicts of law principles.

Entire Agreement

This RFQ constitutes the entire understanding between the parties with respect to the subject matter herein and supersedes all prior discussions, proposals, and agreements. Any acceptance of this RFQ or any resulting agreement must be made in writing and signed by authorized representatives of both parties. No amendment or waiver shall be binding unless in writing and signed by both parties.

Attachments and Additional Information

Requesting Party (Client):

By:

Date:

Responding Party (Vendor):

By:

Date:

What a Support Request for Quotation Is and When it’s Used

A Support Request for Quotation (SRFQ) is a formal procurement document that requests proposed pricing, service levels, and delivery terms from vendors for ongoing technical or professional support services. The SRFQ typically describes scope of support, required response and resolution times, contract duration, minimum staffing or coverage, service level agreements (SLAs), and any pricing models to be quoted. Organizations use SRFQs to compare supplier capabilities, evaluate cost structures (hourly, retainer, per-incident), and collect standard terms for later contract negotiation. Accurate SRFQs reduce clarification cycles and speed vendor evaluation.

Why a Clear SRFQ Matters for Procurement

A well-structured SRFQ sets consistent expectations across bidders, simplifies apples-to-apples pricing comparisons, reduces back-and-forth clarifications, and creates a documented basis for awarding support contracts and enforcing SLAs.

Typical Users and Stakeholders for an SRFQ

Responsibility often spans procurement, technical owners, and legal or finance reviewers before issuance.

Procurement teams and purchasing managers who issue SRFQs and evaluate vendor proposals.
IT operations and service owners who define technical scope, SLAs, and acceptance criteria.
Vendor account or solutions teams responsible for preparing pricing, staffing, and scope responses.

Core Elements to Include in a Professional SRFQ

An SRFQ should clearly define scope, measurable service levels, and the pricing model so suppliers can deliver comparable bids and auditors can trace decisions.

Scope of Services

Describe supported systems, environments, supported hours, incident categories, deliverables, and excluded activities. Clarity prevents scope creep and ensures vendor quotes align with needs.

Service Levels

Specify response and resolution targets, escalation paths, uptime expectations, and how credits or penalties apply if SLAs are missed to enable uniform vendor commitments.

Pricing Structure

Request itemized pricing for retainer, hourly rates by role, per-incident fees, volume discounts, and any pass-through expenses to permit direct cost comparisons.

Delivery Schedule

Include contract start date, notice periods, onboarding milestones, resource ramp-up timelines, and expected handover activities to align vendor planning.

Evaluation Criteria

Describe weighting for cost, technical approach, references, security posture, and transition risk so bidders can tailor responses appropriately.

Contractual Terms

List required contract clauses such as confidentiality, data handling, termination rights, indemnities, and insurance limits to highlight negotiable and non-negotiable items.

Step-by-Step: Preparing and Issuing the SRFQ

Follow these sequential steps to prepare, distribute, and evaluate SRFQs with minimal rework.

01

Define Requirements: Consolidate technical scope, SLAs, and desired outcomes into a single document.
02

Internal Review: Have procurement, legal, finance, and technical stakeholders approve the SRFQ.
03

Issue to Suppliers: Publish via procurement portal, email invitation, or vendor portal with attachments.
04

Collect and Evaluate: Use a scoring matrix to compare vendor responses against criteria.

Configuring an Online SRFQ Workflow

Set up a digital workflow to route the SRFQ for approvals, collect vendor responses, and archive signed contracts.

Field	Configuration
Approval Flow	Two-step approval: procurement then legal
Vendor Submission	Accept PDF or DOCX responses via portal
Response Validation	Require completed pricing template and signed acknowledgement
Document Retention	Automate archival to records repository with access controls

Technical Considerations for Distribution and eSubmission

Ensure the platform preserves timestamps, produces a tamper-evident audit trail, and meets any industry compliance such as HIPAA if handling protected data.

Accepted Formats: PDF and DOCX
Authentication Options: Email, SMS, or SSO
Integrations: CRM and procurement systems

Where to Send or Submit an SRFQ Response

Designate a clear submission path and acceptance method to avoid rejected or misrouted proposals.

Procurement Portal: Preferred: vendor uploads responses via secure portal.
Designated Email: Use an official procurement inbox; include submission subject line format.
Vendor Portal: Accept responses through vendor account with tracked uploads.
Physical Delivery: Accept only when specified; include delivery address and contact.

Essential Security and Compliance Data to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamp, IP, and action log retained

Access Control: Role-based permissions required

HIPAA BAA: Include BAA if PHI involved

Authentication: Email, SMS, or SSO options

Retention Policy: Specify archival duration and disposition

Common Mistakes to Avoid When Preparing an SRFQ

Vague scope descriptions that force vendors to guess required work and inflate prices.
Missing or inconsistent SLA definitions, producing non-comparable vendor commitments and evaluation confusion.
Failing to require a standardized pricing template, which complicates cost comparisons and total-cost calculations.
Unclear submission instructions or deadlines that lead to late or disqualified proposals.

Consequences of Errors or Missing Information

Late Submission: Possible disqualification

Incorrect Pricing: Bid rejection or renegotiation

Missing Signature: Non-binding response

Unauthorized Signatory: Invalid award or delay

Noncompliant Data Handling: Regulatory exposure

Incomplete Scope: Change orders and cost overruns

Typical SRFQ Dates and Deadlines to Communicate

Set explicit milestone dates to manage bidder expectations and internal review timelines.

Issue Date:

Date SRFQ is published to bidders

Question Cutoff:

Last date to submit questions for clarification

Proposal Due:

Final date and time to submit proposals

Evaluation Window:

Period for scoring and shortlisting vendors

Contract Start:

Anticipated effective date of the awarded contract

Key Processing Milestones for an SRFQ

Follow a numbered milestone flow to track SRFQ progress from draft to awarded contract.

01

Draft and Approve

Finalize scope and obtain internal approvals before issuance.

02

Publish and Distribute

Issue SRFQ to prequalified or public vendor list.

03

Receive and Clarify

Collect vendor questions and publish official responses.

04

Evaluate and Award

Score proposals, select vendor, and prepare contract.

How eSignature Vendors Compare for SRFQ Workflows

The eSignature vendor choice affects cost, compliance, and workflow features. The table below lists common plan and feature comparisons with signNow listed first.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap

Frequently Asked Questions About Support Request for Quotation

Answers to common SRFQ questions about signing, validity, deadlines, and vendor responses to reduce confusion during procurement cycles.

Need help? Contact support

What is an SRFQ?
A Support Request for Quotation is a procurement document soliciting vendor proposals for support services, including pricing, SLAs, and delivery terms. It standardizes vendor responses to enable objective evaluation and a defensible award decision.
Is an electronic SRFQ legally binding?
Yes. Electronic signatures and records have legal effect under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention capability to meet the validity test.
Who must sign the SRFQ response?
The vendor's authorized signatory listed in the SRFQ must sign the response. Names and titles should match corporate authority records to avoid execution or award delays.
Can SRFQ documents require notarization?
Generally no, but some jurisdictions or contract types may require notarized signatures or RON for specific instruments; check state rules and contract clauses before requiring notarization.
How should vendors submit pricing?
Require a completed pricing template with line-item rates, total annual cost, and assumptions. Unstructured pricing makes fair comparison difficult and may invalidate the response.
What happens if a proposal is late?
Late proposals are typically disqualified per SRFQ terms. Clearly state deadline rules and time zone; allow submission proof such as portal timestamp to avoid disputes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now