Request for Quotation Template Gppb

REQUEST FOR QUOTATION (RFQ)

[Project/Reference Number]

DOCUMENT CONTROL

• Effective Date: [Date]
• Version: 1.0
• Jurisdiction: [Governing Law/State]
• Regulatory Alignment: Based on GPPB (Government Procurement Policy Board) Standardized Bidding Documents (SBDs) for Small Value Procurement/Shopping.

1. LEGAL DISCLAIMER & NOTICE

This Request for Quotation (RFQ) is issued solely for the purpose of soliciting competitive price quotations. This document does not constitute a commitment, offer, or contract. [Company Name] reserves the right to reject any or all quotations, waive any formality, or accept the proposal deemed most advantageous. Submission of a quotation constitutes acceptance of the terms herein.

2. PARTIES & DEFINITIONS

• Procuring Entity: [Company/Agency Name], having its principal office at [Address].
• Supplier: [Full Legal Name of Vendor], a corporation/entity organized under the laws of [Jurisdiction], with principal place of business at [Address].
• Scope of Works (SOW): The delivery of [Goods/Services] as specified in Annex A.
• Budgetary Ceiling (ABC): [Insert Amount in Currency].

3. OPERATIVE CLAUSES & TERMS

1. Submission Requirements: Quotations must be submitted via [Email/Physical Drop-box] to [Contact Person] no later than [Time], [Date]. Quotations received after the deadline shall be rejected.
2. Validity Period: Quotations shall remain valid for a period of [Number] calendar days from the date of submission.
3. Pricing: All prices shall be inclusive of all applicable taxes (e.g., VAT, duties, levies) and delivery costs to [Delivery Location].
4. Evaluation Criteria: Evaluation shall be based on the "Lowest Calculated and Responsive Quotation" (LCRQ) methodology.
5. Payment Terms: Payment shall be processed within [Number] days upon receipt of an undisputed invoice and [Acceptance/Inspection Report].
6. Liquidated Damages: Failure to deliver within the prescribed period shall subject the Supplier to liquidated damages equivalent to [e.g., 1/10th of 1%] of the unperformed portion for each day of delay.
7. Termination: [Company Name] may terminate this arrangement for cause (breach of terms) or for convenience upon [Number] days' written notice.
8. Governing Law: This RFQ and any subsequent Purchase Order shall be governed by the laws of [Jurisdiction].

4. EXECUTION & SIGNATURE BLOCK

FOR PROCURING ENTITY: Signature: __________________________ Name: [Name of Authorized Signatory] Title: [Title] Date: [Date]

FOR SUPPLIER (ACCEPTANCE): By signing below, the Supplier certifies agreement to all terms herein and confirms the accuracy of the submitted quotation.

Signature: __________________________ Printed Name: [Authorized Representative] Position: [Title] Date: [Date]

5. STEP-BY-STEP EXECUTION GUIDE

1. Drafting: Fill all bracketed [...] fields. Attach a detailed "Annex A" containing the itemized Bill of Quantities (BOQ) or Technical Specifications.
2. Dissemination: Transmit via formal channels to at least three (3) prospective suppliers to ensure competitive integrity.
3. Submission Management: Log all incoming quotations in a "Procurement Register." Maintain strict confidentiality until the submission deadline passes.
4. Evaluation: Complete a "Comparative Bid Matrix." Verify that the supplier is not on any debarment lists.
5. Award: Upon selection, issue a "Notice of Award" (NOA) followed by a "Purchase Order" (PO) incorporating these RFQ terms by reference.
6. Archiving: Retain the original RFQ, all submitted quotations, the comparative matrix, and the PO for audit purposes for a minimum of [Number] years per internal retention policies.
7. Enforcement: In the event of breach, issue a "Notice to Cure" citing the specific clause violated. If non-performance continues, refer to the "Termination" clause to invoke penalty/damages.