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REQUEST FOR QUOTATION OR PROPOSAL (RFQ/RFP) INVITATION FOR BID THIS IS NOT AN ORDER SEND BIDS TO: THE PUBLIC SCHOOLS OF THE CITY OF ANN ARBOR 2555 South State Street Ann Arbor, MI 48104 TO: Page 1
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How to fill out request for quotation or
How to Fill Out a Request for Quotation:
01
Start by gathering all the necessary information. This includes the specific details of the product or service you require, such as the quantity, quality, specifications, and any special requirements.
02
Identify the suppliers or vendors you want to contact for quotations. This can be done by conducting research or reaching out to your network for recommendations. Create a list of potential suppliers to approach.
03
Address the Request for Quotation (RFQ) to the appropriate contact person at each supplier. It's crucial to ensure that the RFQ is sent to the correct person or department responsible for handling such requests.
04
Clearly state the purpose of the RFQ and provide a brief introduction to your company or organization. This helps set the context and establishes a professional tone.
05
Clearly outline the specifications and requirements for the product or service you are requesting. Be as detailed as possible to ensure accurate quotations and avoid any confusion. Include any specific standards, certifications, or specific deadlines that need to be met.
06
Indicate the desired pricing structure or format for the quotation. This can include itemized pricing, bulk discounts, delivery charges, or any other relevant pricing details.
07
Set the deadline for suppliers to submit their quotations. This provides a timeline for the suppliers and allows you to evaluate the proposals received within a specific timeframe.
08
Include any additional terms and conditions that suppliers need to consider when preparing their quotations. This may include payment terms, warranty requirements, shipping instructions, or any other important factors.
09
Provide clear instructions for submitting the quotation. This can include the preferred method (email, fax, online form, etc.) and any specific document format or template required.
10
Finally, close the RFQ with a polite and professional conclusion, thanking the suppliers for their attention and expressing your interest in receiving their quotation.
Who Needs a Request for Quotation:
01
Businesses or organizations that require products or services from external suppliers.
02
Buyers who are looking to compare prices, quality, and terms offered by different suppliers.
03
Procurement or purchasing departments responsible for sourcing materials, equipment, or services.
04
Project managers or contractors seeking cost estimates for a construction project or other large-scale endeavors.
05
Retailers or wholesalers looking for competitive pricing from suppliers to stock their inventory.
06
Service-based companies seeking quotations for outsourcing specific tasks or projects.
07
Non-profit organizations or government agencies requesting quotations for goods or services needed.
08
Individuals or homeowners looking for quotes from contractors for home improvement projects or repairs.
Overall, anyone in need of specific products, services, or resources can benefit from utilizing a request for quotation to gather information, compare options, and make informed purchasing decisions.
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