Your completed brief and your organisation's Terms and Conditions of contract for the purchase of goods and/or services should be attached. It is important to ensure that you include your evaluation criteria - including weightings - in the brief. Please use/attach your local Terms and Conditions where appropriate or if you are unsure please contact your Procurement or Legal team.
Any other information that may affect a supplier's quote should also be included in the Invitation to Quote document. You may seek quotes in writing or by e-mail.
Suppliers may ask questions about the Invitation to Quote document and as a result you may wish to issue further information or clarification not contained within the original document. If you have issued any clarifications, you should communicate all questions, answers and clarifications in writing to all suppliers. This should be by e-mail. Care should be taken to remove all commercially sensitive information in this process e.g. names of suppliers etc.
You should keep to your original timescales identified in your brief document however, in exceptional circumstances you may choose to consider extending the deadline for receipt of quotations. Remember to communicate this to all suppliers if you do so. It is advised that you consult with your local procurement team for further guidance.
The time limit for quotation responses should reflect the complexity of the requirement, but should be sufficient for the supplier to make a considered response.
Invitation to Quote Goods/Services (Microsoft Word document, 290 KB)
Evaluation Process and Guidance (Microsoft Excel workbook, 61.5 KB)
Continue through Route One to the next stage, Receive and Evaluate
