Quotation and Tender Procedure

QUOTATION AND TENDER PROCEDURE

1. DEFINITIONS

Best Value -The best mix of price, quality, specification compliance, terms, conditions, experience and reputation as they apply to a particular purchase.

Bid -A supplier’s response to a call for request for proposal (RFP), request for quotation (RFQ) or public tender.

Call for Tender - An invitation to suppliers to submit a tender or proposal for the purpose of obtaining a procurement.

Price Quotation -A comparison of price and other purchase criteria completed prior to the purchase of any goods or services totalling $5001-$25,000.

Procurement - A supply contract, a services contract, or a construction contract.

Request for Quotation (RFQ) -A document requesting price for specific goods or services

from suppliers.

Request for Proposal (RFP) - A document used for purchases that are not conducive to a

price-per-unit only quote. Suppliers are asked to prepare and submit a proposal that may

include, but not limited to, such details as pricing, design and specifications, and

implementation plans.

Selection Criteria -The attributes of the best value quotation (i.e. price, quality, specification

compliance, terms, conditions, experience and reputation) that apply to a specific call for

tender.

Services Contract -A written agreement for the supply or performance of a service that may

also include goods required to perform that service. The service portion, however, constitutes the major cost.

Sole Source -A single outlet for retaining a good or service.

Supplier - A company or individual that provides goods and/or services.

Supply Contract - An agreement for the purchase, lease or rental of goods and may

include freight, installation and maintenance.

Weighting - The value assigned to each selection criteria in the call for tender.

2. PROCESS

2.1 Sole Source

Sole source purchases are exempt from the competitive quotation requirement, however, for...