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Once it has been determined that a purchase is required and the funding has been approved, the seven main steps in the quotation purchasing process are:
Even though a government buyer may verbally ask you to quote, they will usually expect a written response, but this depends on the dollar value.
For purchases valued at more than $50 000, a written quotation response is required.
The government buyer preparing a written RFQ will develop documentation that outlines what is required and how you should respond.
The style of document used, and the amount of detail provided, will be determined by the value of the good/service or works required.
The documentation may include:
See Understanding the Quotation Documentation for further information.
Invitations to quote are generally not advertised. Therefore, to ensure that you are invited to quote, make sure that the government buyer is aware of your business. For marketing tips, see How to Get Known.
Before responding, you should first obtain any available documentation from the purchaser. For simple purchases or projects there may be no documentation. You should then:
To find out more go to Planning your Quotation Response.
Your offer will be evaluated against the Conditions for Participation (mandatory requirements) and the evaluation criteria specified in the Request for Quotation documentation.
The Conditions for Participation are assessed as either being "met" or "not met" during the first stage of the evaluation process. If your offer does not meet the Conditions for Participation, it will be eliminated from further consideration. If your offer meets the Conditions for Participation it will then be assessed against the evaluation criteria.
If an informal quotation process is being used, your quotation will be assessed on how well it meets the requirements and whether it offers value for money.
When a contract has been awarded, the successful bidder will be advised either verbally or in writing of the outcome. A debriefing is available for unsuccessful bidders.
Depending on the value and complexity of the purchase and its business category, an offer may be accepted by using a letter of acceptance or by issuing a Purchase Order. Sometimes a formal agreement may be required if the purchase is complex. For information on the Standard Conditions of Contract, which may be used in these circumstances, see Establishing the Contract.
Payment will be made at the completion of the contract or as outlined in the payment schedule in the Request for Quotation documentation.
Want to know more about quotes and the processes involved? See How to Quote.
This page has been developed by the Department of Treasury and Finance.
Questions regarding its content may be directed by email to email@example.com
The URL for this site is http://www.purchasing.tas.gov.au/winninggovernmentbusiness