RFQ, RFP, and RFI templates that produce comparable bids
A ready-to-use sourcing pack in English and Arabic: structured scope, line items, terms, and supplier questions, written so every bid comes back answerable against the same request.
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A reusable sourcing template for RFQ, RFP, and RFI requests, with line items, evaluation criteria, and supplier instructions. Enter your email and download it.
What is the VEXORS template library?
A free set of real Excel and Word files for the documents a buyer sends before a contract exists: a general bill of quantities and four trade-specific BoQ templates for a villa, an electrical package, a fit-out and kitchen, and labour and material work, alongside an RFQ, an RFP, a supplier prequalification questionnaire, an evaluation scorecard and a bid comparison sheet paired with a bid levelling checklist. Every file downloads in English and Arabic, with no watermark, and reads directly into a VEXORS tender when you are ready to send it as one.
Browse individual templates
Each template is a real, ready-to-use file, in English and Arabic, with its own guide.
Construction and BoQ
Sourcing and suppliers
Real files, not previews
Every download is the actual workbook or document, formulas and structure already in place, not a locked preview or a sample missing the columns that matter. Free, with no watermark, for as long as you want it.
Written the way Gulf projects work
The specification sits inside the description, sections follow the order a project is built or sourced, and every file exists as a genuine Arabic version alongside the English one, laid out right to left, not a translated header row.
The same file becomes a tender
A template does not have to stay something you email and chase. Import it, or send its structure as a request on VEXORS, and the rows or fields become what every invited bidder prices, with the comparison ready the moment they answer.
What is in the pack
RFQ template
A price-focused request: itemized lines with quantities and units, delivery and payment terms, and a validity period, ready to fill and send.
RFP template
An outcome-focused request: objectives, scope boundaries, method and team questions, timeline expectations, and evaluation criteria stated up front.
RFI template
A market-research request: capability, references, certifications, and indicative ranges, for learning the market before you commit to an approach.
English and Arabic
Both languages in the same pack, in editable Word format, so you can run bilingual sourcing without rewriting the structure.
How to use it
Pick the template that matches your question: price (RFQ), approach (RFP), or market knowledge (RFI).
Fill the scope and line items, set the deadline, and send the same document to every supplier.
When you outgrow attachments, the same structure runs natively on VEXORS: publish once, collect structured bids, and compare them side by side.
From a downloaded file to a levelled comparison
A template every bidder prices identically
Every file in the library fixes the buyer's side of the document and leaves the bidder's side empty. A BoQ's item, description, unit and quantity are set before it goes out; only the rate and the amount are the bidder's to fill. An RFQ's line items and commercial terms work the same way. Three bidders pricing the same file are pricing the same job, so the comparison at the end is arithmetic, not archaeology. The moment a bidder edits a quantity or reformats a row, that guarantee is gone, which is exactly what sending the file as a tender on VEXORS prevents.
- Item, description, unit and quantity are fixed by the buyer
- Only rate, amount and commercial answers are the bidder's to complete
- The same structure works whether the file is emailed or sent as a tender
- A changed quantity or a reformatted row breaks the comparison, which is why VEXORS locks the structure
From the file to a tender on VEXORS
A downloaded template does not have to stay a file you email. The request wizard reads a BoQ workbook directly, sections, items, units and quantities, and turns every row into a line the invited bidders price on the platform. A Word template's sections become structured fields and questionnaire questions the same way. Attach the drawings and specifications as reference documents, invite the subcontractors or suppliers you already work with, and the tender is live. Your first tender can go out the day you sign up, on the same structure the template already put in front of you.
- The BoQ's rows become line items bidders price in place
- An RFQ, RFP or prequalification's sections become structured fields and questions
- Drawings and specifications attach as reference documents alongside the request
- Invite the bidders you already work with; the platform keeps your list
Comparing what comes back
Bids that arrive in the buyer's structure are comparable the moment the deadline closes. Items a bidder left unpriced are counted and priced back in at the buyer's estimate or the median of the other bids, so a low total built on gaps does not read as the cheapest offer. Rates far from the median are flagged with how far out they sit. Each bid is then scored against the buyer's weighted commercial and technical criteria, with the reasoning written beside every score, and the AI recommends a winner while the award stays the buyer's decision, with named approvals kept on the record.
- Unpriced items are priced back in before totals are ranked
- Rates far from the median are flagged with their ratio
- Bids are scored against weighted criteria, with the reasoning written out
- The award, the scores and the approvals stay on the record with the tender
One format, every trade
The library is not one template stretched to fit every job. The general BoQ template suits a full building works package; the villa, electrical, fit-out and kitchen, and labour and material templates measure the way a Gulf project actually splits its packages, each with its own sections and its own specification detail written into the description. Every one of them still fills the same rate and amount columns, so a subcontractor pricing a villa package and one pricing an office fit-out are filling the same shape of file, and both come back through the same comparison on VEXORS.
- A general BoQ template plus four trade templates: villa, electrical, fit-out and kitchen, labour and material
- Sourcing documents for RFQ, RFP and supplier prequalification alongside the BoQ family
- An evaluation scorecard and a comparison sheet built around the same rate and amount columns
- Every file, whatever the trade, imports into the same tender and the same comparison
What changes when the file becomes a tender
Reaching bidders
- Sent by email
- Emailed one by one and chased individually.
- Sent as a tender on VEXORS
- Sent to every invited bidder at once.
The structure
- Sent by email
- Bidders retype it, reformat cells, or add rows of their own.
- Sent as a tender on VEXORS
- Fixed for everyone; each bidder fills only the rate or the answer.
Clarifications
- Sent by email
- Answered bidder by bidder, in separate email threads.
- Sent as a tender on VEXORS
- Asked inside the tender, answered once, and published to every bidder.
Items left unpriced
- Sent by email
- Blank cells go unnoticed until the total looks wrong.
- Sent as a tender on VEXORS
- Counted and priced back in at your estimate or the median bid.
Building the comparison
- Sent by email
- Retyped into a spreadsheet by hand as replies arrive.
- Sent as a tender on VEXORS
- Built automatically the moment bidding closes.
Rates worth questioning
- Sent by email
- Found, if at all, once the award is already made.
- Sent as a tender on VEXORS
- Flagged against the median before you compare totals.
Evaluating the bids
- Sent by email
- A judgement call, made from memory and a few notes.
- Sent as a tender on VEXORS
- Scored against your weighted criteria, with the reasoning written beside each score.
The record
- Sent by email
- Scattered across email versions and a shared drive.
- Sent as a tender on VEXORS
- Kept with the tender: scores, questions, answers and named approvals.
Who uses the library
Contractors tendering trade packages
Splitting a villa, an electrical package or a fit-out into its own tender, with a BoQ measured for that trade and bids that come back comparable.
Procurement teams running RFQs and RFPs
Sourcing outside construction, where the request is commercial terms and evaluation criteria as much as it is priced lines.
Consultants and project managers preparing a BoQ
Measuring the work before it goes to tender, with the specification written into the description so every bidder prices the same job.
Subcontractors and suppliers pricing a request
Opening a file or a VEXORS invitation and pricing it in the same structure every other bidder on the package sees.
From a downloaded file to a comparable bid
Pick the file you need
Browse the library by trade or by document type: a BoQ for measured work, a Word template for a commercial request, a scorecard or a checklist for evaluation.
Fill it the way you always have
Measure the quantities, write the specification into the description, and set the commercial terms and evaluation criteria, in English or Arabic.
Send it, or import it as a tender
Email the file, or import the same structure into VEXORS: rows become line items, sections become fields, and the invited bidders price it directly.
Bids come back comparable
Every response arrives in the same structure, unpriced items are priced back in, rates worth questioning are flagged, and the scoring is ready the moment bidding closes.
Questions about the templates
Read next
- Construction tenders on VEXORSHow a client's BoQ becomes trade packages, live bidding and a levelled comparison.
- How to level construction bidsThe method behind pricing unpriced items back in, step by step, with a worked example.
- Bid evaluation softwareHow every bid is scored against your criteria, with the reasoning written out.
- RFQ softwareThe same request-for-quotation structure as a live workflow: free bidding, automatic comparison.