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Procurement Services 1500 Illinois Street, Guggenheim Hall, Room 130 Golden, CO 80401 INVITATION FOR DOCUMENTED QUOTES THIS IS NOT AN ORDER Bid Number: CSM15025 Purchasing Agent: Sarah Behold Telephone

How to fill out invitation for documented quotes

How to fill out invitation for documented quotes:

1. Start by addressing the recipient: Begin the invitation by addressing the individual or company that you wish to invite for documented quotes. This is usually done by including their name or the organization's name at the top of the invitation.
2. Mention the purpose of the invitation: Clearly state the purpose of the invitation. In this case, the purpose would be to request documented quotes. Be specific about what information you require in the quotes and any specific guidelines they need to follow.
3. Provide details about the project or service: Give a brief but concise overview of the project or service for which you are requesting the quotes. Include any relevant background information, timelines, and specifications that the recipients need to be aware of before submitting their quotes.
4. Specify the deadline: Make sure to clearly state the deadline for submitting the quotes. This is important to ensure that the recipients have enough time to prepare and submit their quotes, and it also helps you in planning your own timeline.
5. Mention any supporting documents required: If there are any supporting documents that the recipients need to refer to or include with their quotes, mention them in the invitation. This could include previous contracts, technical specifications, or any other relevant information that will help them provide accurate and detailed quotes.
6. Provide contact information: Include your contact information such as your name, email address, and phone number. This allows the recipients to reach out to you in case they have any questions or need clarification about the invitation.

Who needs an invitation for documented quotes:

1. Small businesses or startups looking to partner with vendors or suppliers: These businesses often require documented quotes to compare prices and services before making a purchase or entering into a contract.
2. Government organizations or departments: When government entities need to make large purchases or procure services, they often need to invite vendors to submit documented quotes to ensure transparency and fairness in the procurement process.
3. Non-profit organizations: Non-profit organizations may need documented quotes when they are looking to hire contractors or purchase supplies for their operations. These quotes help them make informed decisions based on their budgets and funding constraints.

In conclusion, filling out an invitation for documented quotes requires clear communication of your requirements, deadlines, and contact information. Such invitations are commonly needed by small businesses, government organizations, and non-profit organizations when seeking quotes for projects, services, or procurement.

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