Request For Offer Template for England and Wales

When you need to procure goods or services through a competitive process, a Request For Offer (RFO) provides the structured framework required under England and Wales procurement law. This document establishes clear requirements, evaluation criteria, and submission guidelines that protect both your organization and potential suppliers throughout the procurement process.

When do you need this document?

You'll need an RFO when conducting formal procurement exercises where you want detailed proposals from multiple suppliers. This includes situations where you're purchasing complex goods or services requiring technical specifications, when your organization must follow public procurement rules, or when you need to demonstrate a fair and transparent selection process. RFOs are particularly important for public sector organizations subject to the Public Contracts Regulations 2015, but private companies also use them to ensure competitive procurement and reduce legal risks.

Key legal considerations

Your RFO must include comprehensive scope requirements detailing exactly what goods or services you need, including technical, operational, and performance specifications. The evaluation criteria section is crucial - you must clearly explain how responses will be assessed, including scoring methodology and weightings for different factors like price, quality, and experience. Response requirements should specify submission formats, deadlines, and any mandatory forms or templates. Include detailed timelines covering key milestones from submission deadline through to contract award. You must also address data protection obligations under UK GDPR and the Data Protection Act 2018, particularly regarding how you'll handle supplier information during the evaluation process.

Legal requirements in England and Wales

Under the Public Contracts Regulations 2015, public sector organizations must follow specific procedures when procurement values exceed certain thresholds, including advertising requirements and minimum timeframes for responses. The Competition Act 1998 requires that your RFO process promotes fair competition and doesn't create anti-competitive conditions. Local Government Act 1972 provisions may apply additional requirements for local authority procurement. Your RFO must comply with the Sale of Goods Act 1979 and Supply of Goods and Services Act 1982 when specifying contractual terms and conditions. Privacy and Electronic Communications Regulations apply when using electronic submission systems or communicating with suppliers electronically. Ensure your evaluation process is transparent, non-discriminatory, and proportionate to the value and complexity of the procurement. You must maintain proper records of the procurement process and be prepared to provide feedback to unsuccessful suppliers upon request.