RFP Template for Furniture Procurement

A well-structured RFP levels the playing field between vendors, ensures you're comparing apples to apples, and protects you from scope gaps in proposals. This template covers the sections every furniture RFP should include.

Section 1: Project Overview

Provide enough context for dealers to understand the scope and respond intelligently. Include:

Company background — Industry, size, culture (traditional/modern/creative). This helps dealers recommend appropriate product lines.
Project description — New build, renovation, expansion, or relocation. Include address, floor(s), and approximate square footage.
Timeline — Design completion, order deadline, delivery window, occupancy date. Be realistic — rushed timelines cost more and limit product options.
Budget range — Optional but recommended. Sharing a range (e.g., "$200,000-$300,000") prevents dealers from guessing too high or too low and improves proposal quality.

Section 2: Scope of Work

Be specific about what you need. Quantity and type breakdown:

Item	Quantity	Key Requirements
Open workstations	[#]	Size, panel height, power/data, storage
Private offices	[#]	Desk size, storage, guest seating
Conference rooms	[# rooms, # seats each]	Table shape/size, power integration, chair spec
Huddle/focus rooms	[#]	Table, chairs, whiteboard/screen
Break room/café	[# seats]	Tables, chairs, counter-height options
Reception/lobby	[1]	Reception desk, guest seating, accent pieces
Task chairs	[#]	Ergonomic specs, warranty, weight capacity
Sit-stand desks	[# or % of total]	Height range, lift capacity, electric/pneumatic

Section 3: Deliverables Required

Specify exactly what you want back from each respondent:

Itemized pricing — List price, discount percentage, and net price for every line item. No lump-sum proposals.
Product specifications — Cut sheets or spec sheets for every proposed product, including dimensions, materials, finishes, and warranty terms.
Finish/fabric selections — Proposed colorways and materials. Include samples or sample numbers that can be requested from the manufacturer.
Installation plan — Proposed delivery sequence, crew size, timeline, and any building requirements (elevator access, staging area).
Project team — Names and roles of the account manager, designer, project manager, and installation lead.
References — At least 3 completed projects of similar size and scope within the past 2 years. Include client contact info.
Sustainability certifications — BIFMA LEVEL, GREENGUARD, recycled content percentages, EPDs where available.

Section 4: Terms & Conditions

Payment terms — State your preference: 50% deposit / 50% on delivery is common. Net 30 after installation is more favorable to the buyer.
Warranty — Minimum warranty requirements for each product category. State that warranty begins at delivery, not manufacture date.
Punch list / deficiency resolution — Define the process: walk-through within 5 business days of installation, deficiencies corrected within 10 business days, final payment released after punch list completion.
Change orders — All changes must be documented in writing with pricing approved before work proceeds. No verbal change orders.
Cancellation policy — Understand the cancellation/restocking window. Standard: full refund if canceled before production, 25-50% restocking fee after.
Insurance requirements — General liability ($1M+), workers' comp, auto liability for delivery vehicles. Require COI (Certificate of Insurance) before installation begins.

Section 5: Evaluation Criteria

Transparent scoring prevents subjective decision-making. Suggested weighting:

Criterion	Weight	What You're Evaluating
Pricing	30%	Total installed cost, discount depth, value for money
Product quality	25%	Specifications, durability, warranty, ergonomics
Experience & references	20%	Similar projects, client satisfaction, team qualifications
Design & aesthetics	15%	Finish selections, overall design cohesion, brand alignment
Sustainability	10%	Certifications, recycled content, end-of-life programs

Section 6: Submission Requirements

Deadline: [Date, 5:00 PM local time] — late submissions will not be considered
Format: PDF, with pricing in a separate Excel workbook for comparison
Questions: All questions must be submitted by [date] to [email]. Answers will be distributed to all respondents.
Presentations: Shortlisted firms (top 2-3) will be invited to present. Include a product mockup or showroom visit.
Selection timeline: [Date] — vendor selection and notification

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