HOW TO ANSWER A BID, QUOTE, OR REQUEST FOR PROPOSAL
More bids, quotes and RFP’s are lost in the final step of preparation than anywhere else
in the process. Nothing is more frustrating to a purchasing office than to receive a good
bid, which cannot be accepted because of a deficiency in the form or a deficiency in the
information submitted. Closely supervise the final preparation of your bid, quote or RFP
to be sure that your clerical staff has completed the proposal form correctly.
1. Submit your bid on time. Check the proposal form for the opening date and time
and be sure that your proposal is in the purchasing department before that time.
Do not rely on the post office to deliver the bid in time unless there is at least a
week available before the quote, bid or RFP opening. Usually, delayed mail,
traffic delays, employees who got lost and other excuses will do you no good on a
late bid. A late bid is a rejected bid, no matter how good your price is.
2. Sign your bid. If your bid is not signed, it may not even be considered for award.
Double check all papers to be certain that signatures are placed where called for.
3. Be complete. Do not send an incomplete quote, bid, or RFP. Check the
information that is required in the specification or on the bid form. Complete all
of the blanks on the form. Attach samples, bid checks, surety bonds and
qualification forms when required and provide additional copies when requested.
Many quotes, bids and RFP’s are rejected because the vendor failed to take a few
seconds to see that everything was in order before the bid envelope was sealed.
4. Be responsive. Bid what was called for. If you have alternates, first bid what was
asked for, and then include your alternate. A main reason for bid rejection lies
with the responsiveness of the bidder to the specifications. Even if you know that
your bid for the requested item is excessive, bid it. Your alternates may not be
considered unless you also bid the item requested. If you cannot bid the requested
item, contact the purchasing office and determine if they accept and review
alternate bids on parity with all other bids.
2750 Venture, Norman, Oklahoma 73069-8279 PHONE: (405) 325-2811 FAX (405) 329-8394