Standard Request for Quotation (RFQ)  -Terms For suppliers

 www.robertdunn.eu  

To Be Advised (TBA)

Where information is shown as “To Be Advised (TBA)”, the information is not yet available and will be confirmed once the relevant project details, requirements or dates have been provided by the Client (buyer).

Date  To be advised (TBA)  

Supply of Operating Supplies & Equipment (OS&E) for a Five-Star Hotel –  To be advised (TBA)

To: Sales Director
From: Robert Dunn, OS&E Sourcing Services, acting on behalf of my Client (the Buyer) – to be advised (TBA)
Email: robert@robertdunn.eu

This  hotel is currently under construction in to be advised (TBA).   I am assisting the  Client (the Buyer), a company based in to be advised (TBA)   with sourcing suitable products and suppliers. I am therefore requesting quotations from selected suppliers for the products listed in the attached BOQ.

You are therefore invited to submit a quotation for the supply of your products in accordance with the following requirements.

RFQ Requirements

1. Communication
   All quotations, questions and confirmations should be sent to robert@robertdunn.eu. Please confirm receipt of this RFQ and whether you can meet the required delivery period.
2. Delivery
   Required delivery date: to be advised (TBA) (to be confirmed by the Buyer). Please confirm that you can meet this date and state your maximum production lead time and the date when the goods will be ready for shipment.
3. Tender Deadline
   Please submit your quotation within to be advised (TBA) days of the date of this RFQ. If you do not wish to tender, please advise us within 24 hours.
4. BOQ to be advised  (TBA)
   Please complete and return the attached BOQ Excel file together with your official company quotation.

• Quote item by item, in the same order as the BOQ.
• Use our item numbers exactly as shown.
• Do not insert, delete or rearrange rows.
• Each BOQ should have a subtotal and grand total.
• Clearly identify any items not quoted.

5. Documentation Identification
   Please quote your supplier name, BOQ number, hotel department reference number and project name on your quotation and all related documentation.
6. Country of Manufacture
   Please indicate the country of manufacture for each product.
7. Pricing
   Please quote your best and most competitive prices. Any preferential pricing available to international hotel operators should be offered where applicable.
8. Client / Buyer

Quotation to be made out to: to be advised (TBA)
xxxx
xxxx
xxxx

Orders will be placed and paid for by to be advised (TBA)  (to be confirmed by the Buyer).

9. Quantities
   BOQ quantities are provisional and subject to the Buyer’s final requirements. Final quantities will be confirmed on the Purchase Order.
10. Currency
    Quotations must be submitted in to be advised (TBA).
11. Price Validity
    Prices must remain firm and valid for acceptance for six months and for delivery up to to be advised (TBA).
12. Delivery Terms
    Please quote Ex-Works (yes) to be advised (TBA) include delivery (no) to to be advised (TBA) . Please clearly state the applicable Incoterm.

Freight, insurance, duties, taxes, customs clearance and installation costs must be shown separately.

Appropriate export packaging suitable for international shipment must be included.

13. Payment
    Final terms including payment terms will be subject to the Client’s terms and conditions. Letter of Credit is preferred for this project, subject to agreement with the Buyer.
14. Proforma Invoice / Purchase Order
    If the final quotation is accepted following negotiations, the selected supplier may be requested to provide a Proforma Invoice, which will form part of the Purchase Order documentation.

Production should not commence without an authorised Purchase Order from the Buyer.

15. Partial Deliveries
    Partial deliveries will not be accepted or paid for unless specifically agreed with the Buyer in advance.
16. Standards & Certification
    All products supplied must comply with all applicable local, national, European and international standards and regulations relevant to their use in an international five-star hotel.

This includes, where applicable, electrical and fire safety standards.

Required test certificates, conformity certificates and other documentation must be provided with the goods. Goods supplied without required certification may be considered incomplete.

The Tenderer must confirm that its company has all necessary licences, registrations and trading certificates required to manufacture, export and/or trade the quoted products in to be advised (TBA), where applicable.

17. Product Specifications & Alternatives
    Products must be quoted in full conformity with the specifications issued.

Alternative products may be offered in addition to the specified product, but must be clearly identified as an alternative and accompanied by full technical details.

No substitution will be permitted after order placement without the Buyer’s prior written approval.

18. Warranty & After-Sales Service
    Please state your standard warranty period and clearly identify any exclusions.

Please also indicate how your products will be maintained and serviced locally, and how consumables and replacement parts will be supplied.

19. Spare Parts & Consumables
    Please include as separate line items any spare parts and consumables recommended or required for an initial six-month operating period.

20 Blank

21. Tender Evaluation
    No undertaking is given that the lowest quotation, or any quotation, will be accepted.

The Client reserves the right to select suppliers based on price, quality, compliance, lead time, service and overall suitability.

22. Delivery Date
    The final delivery date will be agreed with the successful supplier and confirmed on the Purchase Order. Time is of the essence.

The Buyer reserves the right, subject to the agreed Purchase Order terms, to take appropriate action if the supplier fails to meet the agreed delivery date.

 

 

Other Important Points

23. Additional Costs
    Please clearly identify any minimum order quantities, additional charges, tooling costs, setup charges, surcharges or other exclusions.
24. Deviations
    Any deviations from the RFQ requirements or specifications must be clearly stated in your quotation.
25. Product Information
    Where applicable, please provide technical specifications, product data, photographs and relevant certificates with your quotation.
26. Non-Conforming Goods
    Goods supplied must conform to the agreed specification and approved quotation. Defective, damaged or non-conforming goods may be rejected and must be replaced or rectified by the supplier in accordance with the agreed Purchase Order terms.
27. Packaging & Identification
    Goods must be appropriately packed for international shipment. Where required, packages should be clearly identified with the project name, supplier name, BOQ/item number and Purchase Order number.
28. Samples & Approval
    Where requested, samples, finishes or product prototypes may be required for Client approval before production. No changes to an approved product or specification should be made without prior written approval.
29. Tender Documents

The following documents may form part of this Request for Quotation. Documents marked Not included may be provided for larger or more detailed tenders where applicable.

 

1. Summary Document This document.
2. Tender Document – Request for Quotation (RFQ) detailed not included
   The Client/Buyer will provide their own tender/order conditions, which will take precedence where applicable.
   C-1. Pre-qualification Document  To be completed and returned where requested

C-2. Tender Document Long To be completed and returned if included with this tender package. not included

1. Confidentiality Statement To be completed and returned if requested. not included
2. Terms & Conditions Tender and Purchase order Not included – to follow from Buyer
   Client/Buyer Terms & Conditions, will take precedence over other documents where applicable.
3. Bill of Quantities & Materials (BOQ) Excel spreadsheet or similar file. Not included ( not applicable)
4. Other Information Additional project information may be included where required. Not required

If any document referred to in this RFQ appears to be missing, please notify Robert Dunn immediately.