This Quotation Submission Template is designed to guide suppliers through the process of submitting quotations to government agencies or municipalities. It provides a standardized format to ensure that all necessary information is included and that the submission meets the required standards. Below is an example structure you can follow:
[Supplier’s Company Name]
Quotation Submission for [Project Name] RFQ Reference Number: [Reference Number]
Date: [Insert Date]
1. Supplier Information:
- Company Name: [Supplier’s Company Name]
- Contact Person: [Full Name]
- Position/Title: [Supplier Representative’s Title]
- Phone Number: [Phone Number]
- Email Address: [Email Address]
- Company Address: [Full Address]
- Website (if applicable): [Website URL]
2. Quotation Overview:
- RFQ Reference Number: [Insert RFQ Number]
- Project Name/Description: [Insert Project Name or Description]
- Total Quotation Amount: [Total Amount (Currency)]
- Quotation Validity: [Validity Period of Quotation, e.g., 30 days]
3. Itemized List of Goods/Services Offered:
| Item No. | Description of Goods/Services | Unit of Measure | Quantity | Unit Price (Currency) | Total Price (Currency) |
|---|---|---|---|---|---|
| [1] | [Description of item/service] | [e.g., unit, kg, m²] | [Quantity] | [Unit Price] | [Total Price] |
| [2] | [Description of item/service] | [e.g., unit, kg, m²] | [Quantity] | [Unit Price] | [Total Price] |
| … | … | … | … | … | … |
| Total | [Total Amount] |
4. Terms and Conditions:
- Payment Terms: [Insert payment terms, e.g., 30 days after delivery]
- Delivery Timeframe: [Insert delivery timeframe, e.g., 10 working days]
- Warranty Period (if applicable): [Insert warranty period, e.g., 1 year]
- Shipping/Delivery Costs: [State if delivery charges are included in the quotation]
- Taxes and Additional Fees: [Specify whether taxes and fees are included or not]
5. Compliance and Documentation:
- Regulatory Compliance: [State that the quotation complies with relevant government procurement regulations, laws, and standards.]
- Required Certifications: [List any necessary certifications such as ISO, environmental, or safety certifications that accompany the submission.]
- Required Documents Attached: [e.g., Business Registration, Compliance Certificates, Tax Clearance, etc.]
6. Declaration:
We, [Supplier’s Company Name], hereby submit the quotation as outlined above for the procurement of goods and services for [Insert Project Name]. This quotation is submitted in response to RFQ [Insert RFQ Number]. We confirm that the information provided is accurate, and we agree to abide by the terms and conditions specified in the RFQ and the quotation.
Authorized Signature:
[Full Name]
[Position]
[Date]
[Supplier’s Company Seal (if applicable)]
7. Additional Notes or Special Conditions:
[Use this section to add any additional terms, conditions, or unique considerations specific to the RFQ or the products/services offered.]
End of Template
How to Use This Template:
- Customize: Replace the placeholders (e.g., [Supplier’s Company Name], [Insert RFQ Number]) with the relevant details for the specific RFQ you are responding to.
- Ensure Compliance: Double-check that your submission includes all required documents and complies with the applicable procurement regulations.
- Review Terms: Be sure the pricing and payment terms align with the requirements of the RFQ.
- Attach Supporting Documents: Ensure you include all necessary certifications, compliance documents, and additional information requested by the government agency.
This Quotation Submission Template will streamline the process for suppliers, ensuring that all essential information is presented clearly and in accordance with government standards.
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