Request for Quotation Template Ra 12009

REQUEST FOR QUOTATION (RFQ)

Pursuant to the New Government Procurement Act (RA 12009)

DOCUMENT CONTROL

• Effective Date: [Insert Date]
• Version: 1.0
• Jurisdiction: Republic of the Philippines (RA 12009 Compliance)
• Reference No: [Insert RFQ Reference Number]

1. OFFICIAL NOTICE & COMPLIANCE DISCLAIMER

This document is issued in accordance with the provisions of Republic Act No. 12009 (New Government Procurement Act). All prospective suppliers are advised that submission of a quotation constitutes an irrevocable offer to supply goods/services under the specified Terms of Reference (TOR). Non-compliance with the technical specifications or administrative requirements stipulated herein shall result in automatic disqualification. [Company Name] reserves the right to reject any or all quotations without prejudice to legal remedies.

2. PARTIES & PROCUREMENT DETAILS

• Procuring Entity: [Company/Agency Name]
• Address: [Complete Business Address]
• Authorized Representative: [Name of Procurement Officer]
• Contact Information: [Email/Phone]
• Project Title: [Insert Project Name/Description]
• Total Approved Budget (ABC): PHP [Insert Amount in Figures]

3. OPERATIVE CLAUSES & TERMS

1. Scope of Work: The Supplier shall provide [Goods/Services] as detailed in Annex A (Technical Specifications). Any deviation must be approved in writing by the Procuring Entity.
2. Submission Deadline: Quotations must be submitted via [Electronic Mail/Physical Drop Box] no later than [Time], [Date]. Late submissions will be rejected.
3. Validity Period: Quotations shall remain valid for a period of [Number, e.g., 60] calendar days from the deadline of submission.
4. Pricing Terms: All prices must be quoted in Philippine Peso (PHP) and must be inclusive of all applicable taxes (VAT/Withholding Tax) and duties.
5. Payment Terms: Payment shall be processed within [Number] working days upon complete delivery and submission of all required billing documents (Statement of Account/Invoice/Delivery Receipt).
6. Performance Standard: The Supplier warrants that the goods/services are free from defects and conform strictly to the standard of professional excellence required under RA 12009.
7. Termination for Default: The Procuring Entity reserves the right to terminate this agreement for failure to perform obligations, subject to a [Number]-day cure period.
8. Governing Law: This RFQ and any subsequent Purchase Order/Contract shall be governed by the laws of the Republic of the Philippines.

4. QUOTATION SUBMISSION TABLE

5. EXECUTION & SIGNATURES

PROCURING ENTITY: Name: ___________________________ Signature: ________________________ Title: ____________________________ Date: _____________________________

SUPPLIER ACCEPTANCE: I/We hereby offer to supply the items at the prices quoted above. I/We understand that this document, once signed and returned, forms a binding commitment.

Company Name: ___________________ Authorized Signatory: _____________ Signature: ________________________ Title: ____________________________ Date: _____________________________

6. STEP-BY-STEP EXECUTION GUIDE

1. Drafting: Populate the fields above. Attach the Technical Specifications and Delivery Schedule as Annexes.
2. Distribution: Ensure the document is transmitted to at least three (3) prospective suppliers (or as required by RA 12009) to ensure competitive bidding.
3. Evaluation: Upon receipt, conduct a Price and Technical Evaluation. Utilize a Comparative Bid Matrix to document the selection process.
4. Verification: Verify the authenticity of legal documents (SEC/DTI Registration, Mayor’s Permit, Tax Clearance) provided by the supplier.
5. Award: Once a supplier is selected, issue the Notice of Award (NOA) followed by the Purchase Order (PO) or Service Contract.
6. Filing: Maintain a digital and physical archive of the RFQ, the supplier’s proposal, and the evaluation report for a minimum of five (5) years to satisfy COA/internal audit compliance standards.