A facility services RFQ template is a standard request for quote you reuse every time a repair or small project needs pricing: the same fields, the same scope format, and the same pricing layout, so every vendor answers the same question and the quotes can be compared line for line. This guide lists what the template must include, gives scope lines for the common trades, and links a free Word version you can copy.
Most facility teams already send requests for quote. The problem is that each one is written from scratch, in an email, with a different level of detail each time. One vendor prices the labour only, another bundles materials, a third adds a call-out fee nobody asked about, and the comparison turns into guesswork. A template fixes that before the first vendor replies.
Free download: facility services RFQ template (Word). No sign-up or email required.
Before you write the RFQ: is the job already covered?
The cheapest quote is the one you never needed to request. Before pricing a repair, run a contract coverage check: look at your active service contracts and SLAs and confirm whether a vendor already owes you this work. An HVAC maintenance agreement often covers certain filter, belt, or controls repairs; an elevator contract usually covers callbacks; a janitorial contract may include periodic floor care. If the work is covered, send it to that vendor under the contract instead of opening a new request.
Then pick the right method. A request for quote (RFQ) suits a clearly defined job where you know what needs doing and want a price. A request for proposal (RFP) suits work where the approach itself is part of the decision, such as a multi-year cleaning contract. A direct award suits small or urgent jobs going to a vendor whose price and performance you already trust.
The fields every facility services RFQ template needs
Every request for quote should carry the same core fields, in the same order, whatever the trade.
| Section | What to include | Why it matters |
|---|---|---|
| Requester | Name, role, phone, email, who approves the quote | Vendors know who to ask and who decides |
| Site and access | Address, building, floor or unit, access hours, parking, escort or badge needs, keys | Access constraints change the price; stating them stops surprise charges |
| Scope of work | What is broken or needed, location in the building, quantities, make and model where known, photos | Vendors price the same job instead of guessing |
| Exclusions | Work you are not asking for | Stops vendors padding the quote with extras |
| Timing | Earliest start, required completion date, working hours, after-hours or weekend requirements | After-hours work is priced differently and must be visible |
| Pricing format | Labour (hours and rate), materials, equipment, call-out or trip charge, taxes, each on its own line | Makes quotes comparable line for line |
| Spending limit | A not-to-exceed (NTE) amount, if you set one | Extra scope triggers a conversation, not a surprise invoice |
| Requirements | Insurance certificate, licences, safety documentation, warranty on parts and labour | Rules out vendors who cannot work on your site |
| Response | Deadline, how to reply, how long the quote must stay valid | Late replies and expired prices are the common failure |
Two fields get skipped most often: exclusions and pricing format. Without them, vendors answer different questions and the lowest number is not the cheapest job.
Scope lines by trade
The scope section is where a generic RFQ falls apart. These lines are a starting point for each trade; delete what does not apply and add measurements.
| Trade | Scope lines to include |
|---|---|
| HVAC | Unit type, make, model, tonnage or capacity, location (rooftop, mechanical room), symptom, refrigerant type, whether a diagnostic visit is quoted separately |
| Plumbing | Fixture or line affected, pipe material and size if known, shut-off location, water damage present or not, whether drywall opening and patching is included |
| Electrical | Circuit or panel affected, voltage, fixture counts and types, permit requirement, whether the building must stay powered during the work |
| Janitorial and cleaning | Square footage by area type, frequency, task list per visit, consumables supplied by whom, hours the space is empty |
| Landscaping and grounds | Area in square feet or acres, task list (mowing, pruning, beds, irrigation), visit frequency, debris removal, seasonal start and end dates |
| Roofing | Roof type and area, leak location, roof age, access method, whether temporary repair and permanent repair are quoted separately |
| General maintenance | Task list with quantities (doors, hardware, ceiling tiles, painting area), materials standard, finish expectations |
For recurring services like cleaning or landscaping, a request for quote only works when the scope is tight. If you find yourself describing how you want the vendor to staff or run the service, you are writing an RFP.
Sending the RFQ and comparing quotes
Send the same document to every vendor, at the same time, with the same deadline. Three quotes is a common rule of thumb for routine repairs; your own purchasing policy may set a different number or a threshold above which more quotes are required.
When quotes come back, compare them in a table with the same rows as your pricing format: labour hours, labour rate, materials, call-out charge, and total. A quote with fewer labour hours is either more efficient or missing scope, and the exclusions line usually tells you which. For a sanity check on hourly rates, the commercial trade rate benchmarks give estimated ranges by trade and city.
Price is only half the decision. A vendor who quotes slightly higher but finished the last five jobs on time, with no callbacks, is often the cheaper choice once rework is counted. That is only visible if past jobs were rated, which is the subject of our guide on building a vendor scorecard for facility services.
After the job: close the loop
The RFQ is also the reference for everything that follows. When the invoice arrives, check it against the quote you accepted and the work actually recorded, which is invoice reconciliation in its simplest form. Ask the person who saw the work to rate it while it is fresh. Both steps feed the next sourcing decision and, eventually, the renewal. Our guide to managing vendor SLAs in facility services covers how to turn those records into contract terms.
How Evalystar handles the quote request
Evalystar is vendor management software for facilities and procurement teams. When you describe a job, it first checks your active contracts and SLAs and tells you if the work is already covered by a specific vendor. If it is not, it ranks the vendors already in your pool for that trade and address by contract coverage and past performance, returns three candidates, and drafts one quote request sent to your shortlist at once. After the job, site staff rate the work from an email link, and the invoice is checked against the contract and the work recorded. Matching and the drafted quote request are on the permanent free plan.
Frequently Asked Questions
What is an RFQ in facility management?
An RFQ (request for quote) in facility management is a request asking several vendors to price the same, clearly defined job, such as an HVAC repair or a lighting retrofit, so the quotes can be compared line for line.
What should be included in a facility services RFQ template?
A facility services RFQ template should include the requester, site and access details, a written scope with quantities and exclusions, the required timing, a fixed pricing format that separates labour, materials, and call-out charges, any not-to-exceed amount, insurance and licence requirements, and a response deadline.
How many vendors should I send an RFQ to?
Three is a common rule of thumb for routine facility repairs, but your purchasing policy may set a different number or require more quotes above a spending threshold, so check that first.
When should I use an RFP instead of an RFQ?
Use an RFP when the vendor's approach is part of the decision, such as a multi-year janitorial or maintenance contract, and an RFQ when the scope is fixed and you only need a price.
Do I need an RFQ if the work is under a service contract?
No. If an active service contract or SLA already covers the work, send it to that vendor under the contract; requesting new quotes for covered work risks paying twice for the same job.
Is there a free facility RFQ template?
Yes. Evalystar publishes a free facility services RFQ template in Word format with the core fields and scope lines by trade, with no sign-up or email required.