A recent mailing to Deans, Directors and Department Heads informs departments of the new executive order provisions and identifies bid requirements for those departments who choose to accept the responsibility for soliciting price quotations on behalf of the University for purchases up to $5000.

Included below, for convenience and use, is the two (2) page Request for Fax Quotation (RFQ) form discussed in the memorandum. Page one is the coversheet that informs the solicited vendors of the standard terms and conditions of the solicitation and serves as the quoting vendors signature page. This page is formatted so that the department may identify itself by name and include it’s own phone and fax number. Page two is to be used for specifying the items or services being solicited. (Special terms and conditions, if any, may be specified here.) Also, included is a Quotation Tabulation form for documenting contacted vendors, submitted quotes, and “no bids”.

The Request for Fax Quotation form pages 1 and 2 are to be faxed or emailed to the vendors from whom you are soliciting quotations. Upon receipt of the completed quotations forms from the quoting vendors, a tabulation form is to be completed by the department.

If less than $5,000, all documentation for the purchase is maintained by the department. Otherwise, forward all documentation to the Purchasing Office for final review, approval and issuance of a purchase order by the Purchasing Staff.

Request for Fax Quotation Form Page I and II

Quotation Tabulation Form

[see also Tips for Preparing Specifications page]

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