What is a Request for
Preparing the Request
Instructions 1109, 1123, 1124 and 1401
What is a Request
A Request for Quotation (RFQ) is a document
that invites offers from suppliers to provide a specified good or
service. It is generally used when approaching the market by
seeking submissions from a limited number of suppliers, for example
for purchases valued at less than $250 000.
The document must include all
information necessary to enable potential suppliers to prepare
appropriate submissions in response, relevant terms and conditions,
details of applicable Government policies, a clear description of
the goods or services required and any mandatory clauses required
by the Treasurer's Instructions.
The complexity of the documentation will
depend upon the nature and value of the purchase. Generally, the
RFQ documentation will consist of:
Conditions of Quotation
Conditions upon which the agency is prepared to receive and
evaluate offers including relevant Government policy information
(ie the Crown Contracts Confidentiality Policy);
Any Conditions for Participation (mandatory participation
Evaluation criteria (and weightings if used); and
Advice on the closing date, time and place of lodgement, and agency
For information on conditions for
participation and evaluation criteria see Developing conditions for participation, the evaluation criteria
A comprehensive description of the
agency's requirements including the functional, performance
and technical requirements of the goods and/or services being
Information on preparing specifications is
located at Developing the Specification.
Conditions of Contract
The terms of the contract by which the
successful supplier and the agency will be bound.
Information on when a formal
agreement/contract should be used is located at Finalising a Contract.
Depending on the complexity of the
procurement, it is sometimes prudent to also provide suppliers with
response schedules which detail information to be provided,
including a summary of costs where appropriate. At a minimum
response schedules in relation to a supplier's local SME
impact to enable assessment, where that mandatory criteria applies,
should be provided.
Request for Quotation
The specification, the conditions for
participation and the evaluation criteria are generally prepared
early in the planning phase of the purchase. The Conditions of
Quotation, Conditions of Contract and Response Schedules (if used)
are usually prepared once the specification and the evaluation
criteria have been developed and approved.
Depending upon the value and complexity of the
purchase, the RFQ may be developed in conjunction with users of the
end product, the Evaluation Committee or, if necessary, technical
or procurement specialists.
When preparing the Request for Quotation
documentation, note the following:
- Crown Solicitor Template Request for Quotation documentation
for use in low risk/low value procurements or for RFT processes is
available for use. The Crown Solicitor's Guide Notes on
completion of these templates should be read (where available)
before the documentation is completed. The Crown Solicitor should
be consulted if this template documentation is not appropriate to
the procurement being undertaken.
The inclusion of certain clauses in the Conditions of Quotation
and/or the Contract are mandatory. Information on these is
contained in the Treasurer's
Instructions 1109 and 1124. Generally, the Crown
Solicitor's template documentation contains these
mandatory clauses, however, agencies should review prior to issuing
the documents to ensure no further amendments are required. The
Crown Solicitor should be consulted on any amendments to template
documentation or any "special" conditions of quotation
or contract that are required.
The Conditions of Quotation must include information on any
conditions for participation and the evaluation criteria, including
weightings if used.
The documentation should provide details of the essential
requirements of the good or service being purchased.
The Government Information Technology Conditions (GITC) must be
used for all IT purchases, regardless of value except for those
specifically provided for in the Treasurer's
Instruction 1123. For further information on the GITC,
including the Head Agreement, pro forma and example orders and
guidelines, and a list of GITC accredited suppliers, see The GITC.
Confidentiality requirements in relation to the provisions of the
contract are not allowed in Government contracts unless approved by
the Head of Agency strictly in accordance with Treasurer's
Instruction 1401. See Crown Contracts Confidentiality Policy for further