Planning to Quote

How do you plan a response to quotation?

1. Start early. Seek clarification in plenty of time and plan to get your response in one day before the closing time.
2. Make sure that you understand what is required:

• If you have been provided with a written Request for Quotation (RFQ), read it thoroughly. Click here for a general explanation of the quotation documentation.
• If you have been verbally requested to quote, make sure that you understand what is being sought. If necessary, ask for a written specification.
• In either case, if you are uncertain and require assistance, seek clarification from the agency contact officer.

3. Determine what Conditions for Participation (mandatory requirements) apply. These requirements must be met in order for your submission to be considered further.
4. Determine the criteria against which your quotation will be evaluated. You must satisfy each of the criteria specified. If a verbal quotation process is used, your quotation will be assessed on how well it meets the requirements and whether it offers value for money. For more information refer to understanding how quotations are evaluated.
5. Note the closing date, time and address for lodging your quotation. Late quotes will not be accepted, except where there are exceptional circumstances, and only if approved by the contracting agency.
6. If applicable, read the contract terms and conditions and make sure that you can comply. Non-compliant quotations may not be considered.
7. Identify how to respond. Check to see if there are any standard forms to be completed and make sure you answer the questions asked.
8. Complete a checklist to ensure everything required has been included.

For more information on preparing a quotation see submitting a quotation, the quotation submission checklist and the quotation process.