RFQ Information and Form Instructions
REQUESTS FOR QUOTES:
Unlike most products, technology products historically decrease in price over time. Therefore, it is in the Customer's best interest not to set the price for any particular technology product until the date the product is purchased. For all purchases of $2,500 or greater, CUSTOMERS ARE RESPONSIBLE FOR COMPETITIVELY SETTING THE PRICE FOR EACH PARTICULAR ORDER, AND THEY SHALL DO SO BY INITIATING A REQUEST FOR QUOTES ('RFQ'), which is an oral or written request for written pricing or service information from a Contractor for products available under the Contract from that Contractor. Customers shall create and maintain written records of oral and written requests, as well as records of quotes received. Quotes shall be in writing but otherwise informal, and need not be received or posted publicly or at a particular time or place. A Customer shall initiate a sufficient number of requests to obtain a minimum of three quotes, should look for a Contractor willing to beat its own (or a competitor's) currently authorized Contract price, and shall place its purchase order with the Contractor quoting the lowest price, unless the Customer documents in writing that the lowest price quote would not result in best value (for example, lowest price is for refurbished or remanufactured product).
HOW TO USE THE RFQ FORM
I. TO BE COMPLETED BY USER/ORDERING AGENCY
Enter the state contract number and number of pages of the RFQ in the appropriate boxes in the top of the form.
| Box 1. | Enter the RFQ number for tracking purposes |
| Box 2. | Enter the date the RFQ is issued |
| Box 3. | ISSUING PARTY |
| 3a. | Enter the name of the agency issuing the RFQ |
| 3b. | Enter name of the purchasing official issuing the RFQ -- Enter the telephone number, or fax number, or e-mail address of person listed in Box 4.a. |
| Box 4. | Enter the date the commodity/service is to be delivered. Any detailed schedule information should be included in Statement of Work, section 11(b) |
| Box 5. | Check if the commodity/service is to be delivered FOB destination, or check if other delivery arrangements are required. Make sure you attach the delivery schedule if â??Otherâ?? is designated |
| Box 6. | TO |
| 6a. through | Enter the contact name and other information of the Vendor from whom a quotation is |
| 6g. | being requested |
| Box 7. | DESTINATION |
| 7a. through | Enter the contact name, address, and other information of the Agency receiving the |
| 7e. | commodity or service |
| Box 8. | Enter the date by which the Vendor must return the quote |
| Box 9. | Check if additional information/documentation is attached to RFQ |
| Box 10. | STATEMENT OF WORK |
| 10a. | Enter the line item of the commodity/service required |
| 10b. | Enter the commodity code and description of the commodity/service required. Attach more detail if necessary |
| 10c. | Indicate whether you will accept a refurbished (1) or remanufactured (2) commodity |
| 10d. | Enter the number of the commodity/service(s) required |
| 10e. | Enter the unit measure (each, box, carton, case, etc.) desired |
II. TO BE COMPLETED BY CONTRACT VENDOR
| Box 11. | QUOTE |
| 11a. | Enter the unit price of the commodity/service requested |
| 11b. | Enter the extended (total) price of the commodity/service requested |
| Box 12. | If a Prompt Payment Discount applies, enter the number of calendar days and the percentage off invoice |
| Box 13. | NAME AND ADDRESS OF QUOTER |
| 13a. through | Enter the name, address, and other information of the Vendor |
| 13f. | |
| Box 14. | Indicate whether company is a Florida registered small or woman-owned business |
| Box 15. | If 14 is checked YES, enter the minority code designation |
| Box 16. | Indicate whether the company accepts the State Purchasing card |
| Box 17. | Signature of the person listed in 13a. |
| Box 18. | Enter the date the quote was prepared |
| Box19. | SIGNER |
| 19a. through | Enter the appropriate vendor information |
| 19d. |
After completing Sections 11 through 19, return the quote to the purchasing official listed in Section 3. The quote must be received by the time/date entered in Box 8.
RFQ Form.pdf (236.31 kB)