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Session : M3-5

Goods Quotation Document– PG1


Quotation Process

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PG-1

Content
-Guidance notes on the use of the Request for Quotation
Document
-Request for Quotation Format
-Quotation Submission Letter
-Price Schedule for Goods and Related Services
-Technical Specification of Goods required
-Purchase Order for the supply of Goods
-Terms and Conditions for supply of Goods and Payment

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Procedures and conditions

Rule 69

PE may undertake RFQ for readily available off- the- shelf Goods
and related services within threshold specified in Schedule II.
-HOPE shall strictly control the use of RFQ
-PE shall not use RFQ to either bypass more competitive methods
or split large contracts
-RFQ should not require all the formalities of a common
tendering process
-PE may select RFQ for procurement of goods and related
services for maintenance and urgent repairs (Rule 69-6)

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Documentation

Rule 70

-The RFQ shall contain clear requirements of PE (e.g. quality,


quantity, volume of goods, time of delivery, etc)
-Documentary evidences of trade license, TIN, VAT registration,
Bank solvency shall be required to the tenderers
-Price shall be quoted by tenderers in a process like OTM
-PE shall use PG1
-No tender or performance securities are required

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Procedures for Quotations Invitations

Rule 71
-PE shall invite by letter, fax or mail specifying last date of
submission
-No need of advertisement in the newspaper but on PE’s website,
notice board and nearby PEs offices
-No charge for RFQ document
-Time for submission of quotation should not be more than10
days
-PE shall request quotations from as many tenderers as practical
and shall obtain at least 3 responsive quotations

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Submission of Quotations

Rule 72

-The tenderer shall have the choice to submit its offer in a sealed
envelope or by fax or e mail
-The PE shall submit the received quotations to the chairperson
of TEC without opening
-In case of less than 3 responsive quotations, PE shall verify with
other tenderers whether or not they intend to submit a quotation

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Evaluation of Quotations

Rule 73
-All quotations shall be evaluated under Rule 98 on the day of the
deadline
-The lowest evaluated quotation based on sound economic
criteria shall be selected
-Exceptions are possible in specific cases (73-2, 73-3).
-The winning tenderer shall be notified immediately by sending
purchase order
- In case of responsive Quotation less than 3, PE recommends
either to cancel Quotation or procure through other methods
including DPM.

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