SayPro Quotation Submission Template

SayPro Monthly February Government Department and Municipality Quotation Submission
Training Workshop by SCMR

Quotation Submission Template for Government Procurement

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[Insert Supplier’s Logo]

Date: [Insert Date]

To:
[Insert Name of the Government Department or Municipality]
[Insert Address of the Government Department or Municipality]
[Insert Contact Information of the Government Department or Municipality]

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1. Quotation Reference Details:

• Quotation Reference Number: [Insert Reference Number]
• Date of Submission: [Insert Date]
• Submission Deadline: [Insert Deadline Date]
• Name of Supplier: [Insert Supplier’s Full Name]
• Business Registration Number: [Insert Registration Number]
• Tax Identification Number (TIN): [Insert TIN Number]
• Supplier Contact Information:
  • Phone Number: [Insert Phone Number]
  • Email Address: [Insert Email Address]
  • Website: [Insert Website URL]

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2. Project/Service/Item Details:

• Project/Service/Item Name: [Insert Name of the Project/Service/Item]
• Detailed Description:
  [Provide a concise description of the project, service, or item being quoted for. Include specific deliverables, features, and specifications that meet the requirements listed in the tender or request for quotation.]
• Quantity: [Insert Quantity]
• Unit Price: [Insert Unit Price]
• Total Price: [Insert Total Price]

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3. Breakdown of Costs (if applicable):

Item Description	Quantity	Unit Price (Excl. VAT)	Total Price (Excl. VAT)
[Item 1 Description]	[Qty]	[Price]	[Total Price]
[Item 2 Description]	[Qty]	[Price]	[Total Price]
[Item 3 Description]	[Qty]	[Price]	[Total Price]
Total			[Total]

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4. Delivery Timeline:

• Lead Time for Delivery: [Insert lead time]
• Estimated Completion Date: [Insert Date]
• Delivery Address: [Insert Delivery Address]
• Mode of Delivery: [Insert Mode (e.g., courier, in-person, etc.)]

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5. Payment Terms:

• Payment Method: [Insert preferred payment method (e.g., bank transfer, cheque, etc.)]
• Payment Schedule:
  • [Describe payment milestones if applicable (e.g., 30% upon order, 70% upon delivery)]
• Bank Details:
  • Bank Name: [Insert Bank Name]
  • Account Name: [Insert Account Name]
  • Account Number: [Insert Account Number]
  • Branch Code: [Insert Branch Code]
  • SWIFT Code: [Insert SWIFT Code (if applicable)]

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6. Validity of Quotation:

• Quotation Validity Period: [Insert the validity period of the quotation (e.g., 30 days from the date of submission)]
• Price Validity: This quotation price is valid for [insert validity period].

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7. Terms and Conditions:

• Warranty: [Insert warranty details, if applicable]
• Return/Exchange Policy: [Insert return/exchange details, if applicable]
• Additional Terms: [Insert any additional terms and conditions that apply to the quotation, including service support, installation, etc.]

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8. Compliance with Government Regulations:

• Regulatory Compliance: [Supplier to confirm compliance with government procurement regulations and any specific industry standards (e.g., ISO certifications, etc.)]
• Certification of B-BBEE (Black Economic Empowerment): [If applicable, provide proof of certification]

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9. Attachments:

• [Insert any documents that support the quotation, such as: Business Registration Certificate, Tax Clearance Certificate, B-BBEE Certificate, Proof of Bank Account, Previous Work Samples, etc.]

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10. Declaration:

I, the undersigned, declare that the information provided above is accurate and complete. I am authorized to submit this quotation on behalf of [Supplier’s Name], and I understand that the government department or municipality reserves the right to accept or reject any quotation.

• Authorized Signature:
  • [Insert Signature]
  • Full Name: [Insert Full Name]
  • Position: [Insert Position]
  • Date: [Insert Date]

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End of Document