Quotation responses should be received through the Public Contracts Scotland (PCS) Quick Quote system. Quick Quote is a secure way to receive responses and can act as an audit trail if required. This is considered best practice.
Where organisations do not use Quick Quote, quotation responses may be received in writing or by email. Remember to check your junk mail folder before and after the quotation deadline in case bids have been filterered by your email system.
Quotation responses should be opened in line with your organisation's governance arrangements. If your organisation does not use Quick Quote, you should formally record the quotation responses received using the Record of Quotations Received form.
If less than three quotation responses are returned, reasons should be sought from the suppliers who did not submit a bid. This feedback should be retained on file and can be used as lessons learned for future quotations.
If only one response is received, please contact your local procurement team/Centre of Expertise (CoE) on how to proceed.
If you need to seek clarification on any or all quotation responses, this should be sent in writing to the supplier(s). You should set a specific deadline for supplier(s) to respond with their answer(s) and treat all suppliers on an equal basis.
Any quote which shows an abnormally low price may be queried with the supplier to identify the reason(s) for this. If this is due to supplier error, you should consult with your local procurement team or Centre of Expertise for further advice on how to proceed.
If any of the quotation responses are received with alternative Terms and Conditions (T&C’s) of Contract to those you published in your quotation, you must inform the supplier in writing that your original T&C’s of Contract apply.
If the supplier continues to challenge your Terms and Conditions of Contract, you should seek advice from your procurement or legal services team or, in their absence, your relevant Centre of Expertise.
In exceptional circumstances, you may consider interviewing/inviting presentations from suppliers in order to assist in the evaluation of quotation responses. However if you decide to score a supplier presentation as part of the evaluation you should have stated this in the Invitation to Quote documents.
For supplier interviews/presentations, you should provide the suppliers with details of the time, place and format of any interview or presentation, ideally as part of the Invitation to Quote (ITQ).
All suppliers should be treated equally. Suppliers should be provided with an equal opportunity for interview, presentation or site visits unless the initial evaluation undertaken shows that the supplier could not meet the Invitation to Quote core requirements.
Records of the interviews/presentations should be kept for audit purposes.
Once the evaluation has finished you should complete a recommendations report. This report is used to present your findings and proposal to your manager/senior management team (in line with your organisation’s governance arrangements) for approval to proceed.
The recommendations report should contain as a minimum:
The report should contain reference to the following:
Before carrying on please check you have everything you need.