This Pricing Template is designed to provide a structured way to detail the pricing breakdown and justifications for a government quotation. By clearly outlining the components of the cost and offering justification for each line item, suppliers can ensure transparency and increase the likelihood of their quotation being accepted.
[Supplier’s Company Name]
Pricing Breakdown for RFQ Response
RFQ Reference Number: [Insert RFQ Reference Number]
Project/Service Name: [Insert Project Name or Service]
Date of Submission: [Insert Date]
1. Supplier Information:
- Company Name: [Insert Supplier’s Company Name]
- Business Registration Number: [Insert Registration Number (if applicable)]
- Contact Person: [Insert Full Name of Supplier’s Contact Person]
- Position/Title: [Insert Job Title]
- Phone Number: [Insert Phone Number]
- Email Address: [Insert Email Address]
- Business Address: [Insert Full Address]
2. Pricing Breakdown Table:
| Item No. | Description of Goods/Services | Quantity | Unit Price (Currency) | Total Price (Currency) | Justification/Comments |
|---|---|---|---|---|---|
| [1] | [Insert Description] | [Quantity] | [Unit Price] | [Total Price] | [Insert Justification or Reasoning] |
| [2] | [Insert Description] | [Quantity] | [Unit Price] | [Total Price] | [Insert Justification or Reasoning] |
| [3] | [Insert Description] | [Quantity] | [Unit Price] | [Total Price] | [Insert Justification or Reasoning] |
| [4] | [Insert Description] | [Quantity] | [Unit Price] | [Total Price] | [Insert Justification or Reasoning] |
| Total | [Total Price] |
3. Pricing Justifications:
- Item 1 Pricing Justification:
- [Explain how the price for this item was determined, whether through market research, cost of raw materials, labor involved, etc.]
- Item 2 Pricing Justification:
- [Provide detailed reasons behind the pricing, such as operational costs, vendor discounts, or special considerations.]
- Item 3 Pricing Justification:
- [Justify the cost by referencing any applicable standards, industry benchmarks, or internal cost breakdowns.]
- Item 4 Pricing Justification:
- [Explain any variations in price based on product complexity, urgency, or additional services provided.]
4. Total Quotation Amount:
- Total Cost (Including Taxes & Fees): [Insert Total Price including applicable taxes]
- Any Discounts or Special Offers: [Insert any discounts provided to government departments]
- Payment Terms:
- [State whether payments are to be made upfront, in installments, or on completion. Provide clarity on any conditions tied to payments.]
5. Optional Costs (If Applicable):
| Optional Service/Item | Description | Unit Price (Currency) | Quantity | Total Price (Currency) |
|---|---|---|---|---|
| [Insert Item Name] | [Insert Description] | [Unit Price] | [Quantity] | [Total Price] |
| [Insert Item Name] | [Insert Description] | [Unit Price] | [Quantity] | [Total Price] |
6. Additional Terms and Conditions:
- Pricing Validity: [Insert validity period for the quoted prices, e.g., 30 days]
- Lead Time: [Insert the expected delivery or completion time for the quoted goods or services]
- Payment Terms: [Clarify any deposit required or agreed payment schedule]
- Delivery Charges: [If applicable, indicate whether shipping costs are included in the price or calculated separately.]
- Warranty/Guarantee: [Provide details if the product/service includes any warranties or guarantees.]
7. Supplier Declaration:
We, [Insert Supplier’s Company Name], hereby confirm that the pricing provided in this quotation is accurate and in compliance with the specifications outlined in the RFQ. We understand that any misrepresentation of costs may lead to disqualification.
We also acknowledge that the pricing structure is subject to the terms and conditions specified within the RFQ document and any contract that may result from this submission.
Authorized Signature:
[Insert Full Name]
[Insert Position]
[Insert Date]
[Insert Supplier’s Company Seal (if applicable)]
8. Attachments (if applicable):
- Document 1: [Attach any supporting document, e.g., cost breakdown sheets, certifications, etc.]
- Document 2: [Attach any additional information, like product catalogs or service agreements.]
End of Template
How to Use This Pricing Template:
- Customize: Fill in the relevant information and adjust pricing based on your internal costs, market rates, and government procurement requirements.
- Justify: Provide clear explanations for each cost, including details about how the price was calculated (e.g., materials, labor, overheads, etc.).
- Include Additional Costs: If the RFQ allows for optional services or features, provide detailed pricing in the optional services section.
- Review and Finalize: Ensure that all pricing and justifications are clear, accurate, and comply with RFQ requirements.
- Sign and Submit: Make sure to sign and include any requested attachments before submitting the quotation.
This Pricing Template will help suppliers submit clear, transparent, and competitive quotations while ensuring all necessary details are included for government procurement processes.
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