Government Model - Request for Quote Lite - Template
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Request for Quotes
[insert name of procurement project]
[insert project reference number]
[name of agency]
[street address]
[city]
SECTION 1: Key information
/ 1.1Contexta.This Request for Quote (RFQ) is an invitation to suitably qualified suppliers to submit a Quote for the [insert name of procurement project] contract opportunity.
/ 1.2Our timeline
a.Here is our timeline for this RFQ.
Deadline for Quotes:[timeDD MM YY]
Anticipated Contract start date:[DD MM YY]
b.All dates and times are dates and times in New Zealand.
/ 1.3How to contact us
a.All enquiries must be directed to our Point of Contact. We will manage all external communications through this Point of Contact.
b.Our Point of Contact
Name: [insert the name of the contact person/email in-box/e-procurement system]
Email address: [if a person,insert email address]
/ 1.4Developing and submitting your Quote
a.For resources on tendering go to:
b.You must use the Response Form provided [insert hyperlink].
/ 1.5Address for submitting your Quote
a.Quotes must be submitted byemail/electronically to the following address:
[insert agency email address, e-procurement address or instruct to submit electronically via GETS]
b.Quotes sent by post or fax, or hard copy delivered to our office, will not be accepted.
/ 1.6OurRFQ Process, Terms and Conditions
a.Offer Validity Period: In submitting a QuotetheRespondent agrees that their Quote will remain open for acceptance by the Buyer for [insert number] calendar months from the Deadline for Quotes.
b.TheRFQ is subject to the RFQ Process, Terms and Conditions(shortened to RFQ-Terms) available atthe Templates section of our website.TheRFQ-Terms are incorporated into this RFQ by reference. [Choose:We have not made any variation to theRFQ-Terms. OR We have made the following variation/sto the RFQ-Terms:list the variations and specify which (if any) are binding obligations (reference Section 6 paragraph 6.21 ‘No binding legal relations’).]
SECTION 2: Our Requirements
2.1What we require
We are seeking a solution that [describe the specific goods or services required].
We estimate the quantity to be delivered is [provide details about quantity].
We require the [goods / services] to be delivered at [insert location for delivery].
Payment will be [on successful delivery of milestones / at the end of the contract / monthly on invoice].
SECTION 3: Our Evaluation Approach
3.1Evaluation model
USE WHERE PRICE IS THE ONLY CRITERIONThe evaluation model that will be used is lowest price conforming. This means that all Quotes that are capable of full delivery on time will be shortlisted. The shortlistedQuote that is the lowest price over whole-of-life will likely be selected as the Successful Respondent.
USE WHERE PRICE IS A WEIGHTED CRITERIONThe evaluation model that will be used is [choose: simple score (all criteria are of equal importance) / weighted attribute (weighted criteria)]. Price is a weighted criterion. This means that all Quotes that are capable of full delivery on time will be shortlisted. The Quote that scores the highest will likely be selected as the Successful Respondent.
The Buyer reserves the right to undertake due diligence and use the results of due diligence to inform the evaluation of Quotes.
3.2Pre-conditions(delete if not applicable)
Each Quotemust meet all of these pre-conditions.
# / Pre-condition1. / [Describe any requirement that must be met e.g. a relevant quality standard in relation to a product. To be a pre-condition it must be a requirement that is capable of being fulfilled at the time submitting the Quote. If you intend to allow Respondents to meet a requirement at a later date then it is not a pre-condition and should not be included here.]
3.3Evaluation criteria
Quotes[which meet all pre-conditions– delete if no pre- conditions] will be evaluated on their merits according to the following evaluation criteria and weightings.
Note: If you intend to apply weightings you need to include them here. Where you have sub-criteria then state either (a) the sub-criteria are equally weighted, or (b) include weightings for each of the sub-criteria.
If you do not intend to apply weightings then you need to list the criteria in order of importance i.e. most important criterion first. State that the criteria are listed in order of importance with the most important first.
Criterion / Weighting1.e.g. Proposed solution (fit for purpose) / xx%
2.e.g. Capability of the Respondent to deliver / xx%
3.e.g. Capacity of the Respondent to deliver / xx%
4.e.g. PriceIF PRICE IS WEIGHTED OTHERWISE DELETE PRICE FROM HERE / xx%
Total weightings / 100%
SECTION 4: Pricing information
4.1[Pricing information to be provided by Respondents
In submitting the Price the Respondent must meet the following:
a.Respondents are to use the pricing schedule template provided.
b.The pricing schedule must show a breakdown of all costs, fees, expenses and charges associated with the full delivery of the Requirements over the whole of the life of the contract. It must also clearly state the total contract price exclusive of GST.
c.Where the price, or part of the price, is based on fee rates, all rates must be specified, either hourly or daily or both as required.
d.In preparing their Quote Respondents are to consider all risks, contingencies and other circumstances relating to the delivery of the Requirements and include adequate provision in the Quote and pricing information to manage such risks and contingencies.
e.Respondents are to document in their Quote all assumptions and qualifications made about the delivery of the Requirements, including in the financial pricing information. Any assumption that the Buyer or a third party will incur cost related to the delivery of the Requirements must be stated, and the cost estimated, if possible.
f.Prices should be tendered in NZ$. Unless otherwise agreed, the Buyerwill arrange contractual payments in NZ$.
SECTION 5: Our Proposed Contract
Instructions: Insert the Proposed Contract. Where possible use the Government Model Contract whichare located at the Templates section of our website.
5.1[Proposed contract
The following is the Proposed Contract that we intend to use for the purchase and delivery of the Requirements.
In submitting your Quote you must let us know if you wish to question and/or negotiate any of the terms or conditions in the Proposed Contract, or wish to negotiate new terms and/or conditions. The Response Form contains a section for you to state your position. If you do not state your position you will be deemed to have accepted the terms and conditions in the Proposed Contract in full.]
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