Vendor Referral & Negotiation for Additional Services Introduction

We value our vendor meaning ongoing partnership and appreciate the services your team continues to provide. Based on the success of our collaboration to date, we are exploring the possibility of expanding our relationship to include additional services that align with our current and evolving business objectives.

This document outlines our request for proposal (RFP) and negotiation terms concerning these additional services, including expectations, scope, and considerations for meaning
within your network. Our goal is to ensure mutual benefit, transparency, and continued efficiency as we scale operations together. Read more pages

vendor meaning

Purpose of Engagement

The purpose of this engagement is threefold:

  1. Expand Scope of Services
    We seek to add services beyond the existing agreement, specifically [briefly list the services, e.g., digital marketing support, system integration, on-site technical staffing, etc.].

  2. Leverage Trusted  Networks
    As a trusted partner, we are also open to referrals to other service providers within your network who can meet additional needs we may not have previously discussed.

  3. Negotiate Fair Terms
    In keeping with our budget and strategic objectives, we aim to explore competitive pricing and packages for these expanded services.

Referral Process & Expectations

If you intend to refer any services to external vendors, please ensure that:

  • Referred vendors are vetted for quality and reliability

  • You provide at least two options for each referred service

  • Any existing relationships or referral incentives are disclosed upfront

  • Your team acts as a liaison during the initial engagement, if appropriate

We welcome a brief capabilities statement or case studies from referred vendors to help guide our decision.

Proposed Terms of Negotiation

We understand that the scope of services will impact pricing and timelines. To begin the negotiation process, we request that you submit a proposal including:

1. Cost Breakdown

  • Line-item pricing

  • Volume discounts (if applicable)

  • Hourly vs. project-based rates

  • Ongoing support/maintenance fees (if relevant)

2. Timeline

  • Estimated start and completion dates

  • Key project milestones

  • Resource availability

3. Contract Modifications

  • Any amendments needed to our existing contract

  • Proposed SLAs (Service Level Agreements)

  • Cancellation/modification terms

4. Value Additions

  • Bundled offers or incentives

  • Training or onboarding support

  • Access to proprietary tools or analytics (if relevant)

Evaluation Criteria

We will evaluate proposals and referrals based on the following:

  • Alignment with objectives and scope

  • Cost-effectiveness

  • Speed of delivery

  • Service quality and guarantees

  • Client references or testimonials

  • Flexibility in engagement model

Timeline for Decision-Making

Confidentiality and Conflict of Interest

All discussions and proposals will be treated as confidential. We ask that you disclose:

  • Any conflicts of interest with referred vendors

  • Any commission or incentive structure you may receive for referrals

Transparency is critical in ensuring trust and fairness throughout this process.

Next Steps

To proceed:

  1. Acknowledge receipt of this document by [Insert Date]

  2. Confirm your interest and availability for expanded services

  3. Submit a comprehensive proposal with costs, timelines, and referrals

  4. Attend a negotiation meeting, if required, during [Insert Timeframe]

We are excited about the potential to deepen our partnership and look forward to your insights and offerings in response to this request.

Appendix A: Sample Format for Proposal Submission

Please structure your proposal as follows:

1. Executive Summary

  • Overview of proposed services and value

2. Detailed Scope

  • Tasks, deliverables, timelines

3. Pricing

  • Rates, fees, and optional packages

4. Resource Allocation

  • Who will work on the project and their roles

5. Case Studies or Examples

  • Demonstrate past success in similar engagements

6. Vendor Referrals (if applicable)

  • Company name

  • Contact info

  • Services provided

  • Any relationship disclosure

Additional Services Requested

Below is an overview of the services we are interested in procuring from your team (or via your recommended vendors):

1. [Service Area Name]

  • Description: [Detailed description of the service]

  • Deliverables: [List key deliverables expected]

  • Frequency/Duration: [e.g., monthly, one-time, project-based]

  • Performance Metrics: [e.g., turnaround time, KPIs]

2. [Service Area Name] (Optional/Referral)

  • Description: [Include if referring to a third party]

  • Preferred Qualities:

    • Proven track record

    • Pricing transparency

    • Contract flexibility

    • Alignment with our company culture and goals Instagram