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AGPLMDRFQ039 Procurement of Three Units of Milk Processing Plants (Pasteurized Milk and Yogurt) Page 1 of 18 Request for Quotation (RFQ) RFQ Number: Issuance Date: Deadline for Offers: Description:

How to fill out request for quotation rfq

How to fill out a request for quotation (RFQ):

1. Gather necessary information: Before starting to fill out the RFQ, gather all the relevant information, such as the required product or service details, quantities, delivery dates, and any specific requirements.
2. Identify potential suppliers: Research and identify potential suppliers or vendors who can fulfill your requirements. This may involve searching online, contacting industry associations, or seeking recommendations from colleagues or peers.
3. Obtain RFQ template: Check if your organization has a pre-designed RFQ template or use a standard one available online. The template should include sections for contact information, a brief overview of the project, specifications, pricing requirements, and any terms and conditions.
4. Fill in contact information: Start by filling in your organization's contact details and then provide a section for the supplier to fill in their contact information.
5. Provide an overview: Give a brief summary of the project or requirement for which you are seeking quotations. Include any specific details, deadlines, or instructions that are important for the suppliers to understand your needs accurately.
6. Specify product or service details: Clearly define the products or services you require. Include specifications, technical details, quality standards, and any other relevant information that suppliers need to know in order to provide an accurate quotation.
7. Outline pricing requirements: Clearly state your pricing requirements, including any desired price breakdowns, currency preferences, taxes, shipping costs, or any other cost-related considerations. This will help suppliers provide accurate and competitive quotations.
8. Include terms and conditions: Specify any terms and conditions that should be considered by the suppliers. This may include payment terms, delivery terms, warranty information, or any other contractual terms that are important to your organization.
9. Review and finalize: Before sending out the RFQ, thoroughly review all the information you have filled in to ensure accuracy and clarity. Make any necessary revisions or edits, and seek input from relevant stakeholders if required. Once finalized, save the document as a PDF or Word file to share with potential suppliers.
10. Distribute the RFQ: Send the RFQ to the identified potential suppliers. You may choose to email it directly or utilize an online platform designed to facilitate this process. Be sure to provide a clear deadline for suppliers to submit their quotations.
11. Evaluate received quotations: Once you have received responses from suppliers, evaluate the quotations based on factors such as price, quality, delivery time, supplier reputation, and any other criteria important to your organization.
12. Select the supplier: Based on the evaluation, select the supplier that best meets your requirements. Notify them of your decision and proceed with any necessary negotiations or agreements.
13. Confirm the purchase: Once all negotiations and agreements are finalized, confirm the purchase with the selected supplier. Provide any additional information or documentation they may need to process the order effectively.

Who needs a request for quotation (RFQ)?

1. Organizations seeking to purchase goods or services: Companies, government agencies, non-profit organizations, or other entities that need to procure goods or services may use an RFQ to gather quotations from potential suppliers. It allows them to compare prices, quality, and terms before making a purchasing decision.
2. Procurement or purchasing departments: Within organizations, procurement or purchasing departments are typically responsible for initiating and managing the RFQ process. They ensure that the organization obtains the required goods or services at the best possible price, while meeting the quality and delivery requirements.
3. Suppliers or vendors: Suppliers or vendors who are interested in providing goods or services to organizations may also proactively request an RFQ. This allows them to assess the organization's requirements and submit competitive quotations to secure the business opportunity.

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