Quotation request template for 44 fz. How to request commercial proposals to justify NMC
- Preparatory stage:
- Working with United information system:
- The request should be directed to those suppliers who have experience in performing similar contracts and for whom there is no information about the collection of penalties from them.
- Acceptance of applications for participation in the request for prices (quotations).
- Determination of the winner. After the expiration of the period specified in the request, the one who meets all the conditions and offers the most favorable price. All envelopes received by mail with applications are opened no earlier than on the day specified in the notice. On the same day, access to electronic database. Based on the results of the analysis of applications, a Protocol for the consideration and evaluation of applications for participation in the request for prices (quotations) is drawn up, which is also posted in the EIS.
- Conclusion of a contract with the winner. It must be signed no later than 20 days from the date of placement in the EIS of the protocol for the consideration and evaluation of applications.
What is a request for prices under 44-FZ, how is this procedure carried out and what nuances does it have?
What regulates 44-FZ
According to the results of the request for quotations, the order is received by the supplier who offers the lowest cost of his goods (works, services). Naturally, in this case, all the requirements for the quality and order of execution of the contract specified in the placed application must be observed.
Thus, the request for prices in the EIS under 44-FZ is a simple and convenient procedure for determining contractors for contracts in the field of procurement of goods, works or services in order to meet municipal or state needs.
Timing
The date of placement in the Unified Information System of a request for prices is not regulated by law. But the terms of the supplier's response to such a request should be specified in the application itself. This makes it possible to avoid a situation where the request "hangs" in the system for a long time due to the fact that the applicant endlessly waits for the most favorable prices. After the deadline specified in the application, the supplier offering the lowest price must be selected.
The deadlines for responding to the applicant are defined in Art. 74 FZ-44. For contracts whose value does not exceed 250 thousand rubles - at least 4 days, over 250 thousand rubles - at least 7 days. Keep this in mind when making your application to the EIS!
Step-by-step instructions for the procedure for requesting quotations
Despite the simplicity of the procedure described above for requesting quotations (prices), it may be useful for customers step-by-step instruction for its implementation:
The head of the organization issues an appropriate order;
An exemplary contract is developed and approved, which includes the necessary conditions in accordance with Law No. 44-FZ;
worker contract service other Required documents: terms of reference, application form, justification of the contract price; - A notice of a request for quotation is drawn up.
Carefully fill in all the columns of the contract, trying to provide the most accurate and reliable information! Remember that a request for quotation cannot be changed or canceled after it has been posted in the EIS!
Placing a notice in the EIS;
Sending requests for prices to the EIS, as well as directly to suppliers whose goods (works, services) are of interest to the customer.
In order to avoid delays and disruptions in the work of the organization, it is advisable to send a request for prices to the EIS in advance - at least 1.5 months before the expected date of purchase of goods (implementation of works, services) in accordance with the customer's schedule.
Experienced and qualified lawyers of our company will help you understand the procedure for requesting prices without violating the law.
Commercial offers under 44-FZ is the easiest way to get up-to-date information about market prices. Without these data, it is impossible to substantiate the NMCC by market analysis. In the article, we will analyze the requirements for commercial offers under 44-FZ.
(NMTsK) is one of the procurement planning stages. Law on contract system established the requirement to apply the method of market analysis in the first place. This leads to the need to use commercial offers in the process of determining the cost of an object. At the same time, for errors or non-compliance with the procedure for substantiating the NMCC, administrative liability is established in the form of a fine of up to 10,000 rubles, which is an unpleasant addition.
concept
For a supplier whose field of activity is related to the needs of the customer, a commercial offer is an official document that confirms the cost of his goods, work, services with certain characteristics for a specific period, but does not entail an obligation to conclude an agreement.
Ch. 2-6 Art. 22 44-FZ describes the rules for applying the market analysis method and indicates that when justifying the cost of a contract using this method, it is necessary to compare prices for goods or services that are similar to the object of the planned purchase. To do this, you need to get up-to-date information on market prices. And the easiest way to do this is to submit a request for a quotation (a sample can be seen below) from companies that supply such goods or provide similar services.
How to obtain pricing information
Guidelines have been developed for the application of methods for determining NMCC (). In order to collect price data, the customer is recommended to send requests for price information to at least five suppliers, and in the determination of the NMCC to use at least three prices provided by various suppliers (clause 3.19).
The algorithm for submitting such a request is as follows:
- Compile by indicating its quantitative and quality characteristics(read the article).
- Specify essential conditions delivery of goods, performance of works that affect their cost: territorial location, delivery time, performance of work, availability of a guarantee, the need for adjustment, installation, training of persons, etc.
- Choose target audience mailings. At the same time, according to the recommendations of the Ministry of Economic Development, suppliers must have experience in similar deliveries, including experience in executing contracts without the application of penalties over the past three years. At this stage, the customer can use information retrieval systems or public directories of organizations. You can check how the supplier executed contracts under 44-FZ and 223-FZ on the website of the Unified Information System (EIS) at. To do this, enter the name or TIN of the winner.
- Make a request and send it out potential partners. At the same time, according to the Ministry of Economic Development (Letter dated May 10, 2016 No. D28i-1308), in order to justify the NMCC, it is considered acceptable to use facsimile or email to submit requests and receive responses.
- Get an answer, analyze the data and make a rationale.
It should be noted that the validity of the commercial offer under 44-FZ has not been established. This information must be included in the response document. This is done to avoid justification based on outdated prices.
Prices of past periods (more than six months from the period of determination of the NMCC) must be brought to the current level by applying a conversion factor.
In addition to sending requests to suppliers, the Ministry of Economic Development recommends carrying out several more procedures: searching for prices in the UIS contract register, collecting and analyzing publicly available price information (advertising, catalogs, statistical reporting and etc).
The request for commercial proposals is carried out in preparation for the tender. Based on the responses received from suppliers, the customer forms a rationale for the initial (maximum) price of the contract. This method of price justification is called the market analysis method.
Sending a Document
Regulatory documents provide for the possibility to use facsimile or e-mail. However, the easiest way to send a request to a large number of suppliers is email. Basic rules for making a request:
- The letter must be written on the letterhead of the organization.
- The letter must indicate the date of sending and the outgoing number.
- The signature of the head of the organization and the seal (if any) are required.
When sending a letter via email, it is best to use the PDF format. To do this, the document drawn up and signed by the head must be scanned and attached to an email. At the same time, be sure to indicate the subject of the letter, otherwise it may be lost in the flow of documents that arrive daily at the supplier's mail.
Learn more about requesting quotes at in electronic format, can be found in .
The supplier is not required to respond. It is only his right. Therefore, in order to receive at least five proposals, it is recommended to send a request to more suppliers. First of all, you should pay attention to those suppliers who already have experience in supplying the subject of procurement under other contracts. Information about this can be seen in the register of EIS contracts.
As a rule, in engineering companies and manufacturing enterprises engineering services are questions of finding suppliers for complex Technical equipment. Highly qualified specialists - engineers draw up a technical task or draw up a description of the equipment. If the characteristics of the equipment are determined project documentation and this equipment is made to order, then specialists of engineering services search for manufacturing companies, request commercial offers from them, interact with them on technical issues, sometimes rewrite the order request several times to match the form of the manufacturer.
Request for proposals and supplier search are not essential official duties engineering services are often time-consuming and have high labor costs for qualified specialists.
We conducted a small experiment on requesting a quotation for electrical equipment that is made to order. The application was from a real customer, instead of him we did the work "manually" to find a manufacturer for the manufacture of electrical equipment, the cost of which varied from 1.5 to 2 million rubles.
What were the results?
The statistics are as follows. 40% of companies didn't open emails even with the title in the subject "Application". These letters are simply lost in the general mail.
Of the 24 applications read:
8 companies sent price lists or redirected to the site to fill out their application form;
6 companies answered that they do not manufacture equipment in this configuration, or they will not deliver it to our region;
After 3 weeks, 2 sales managers called back and asked if we still have a need for equipment that their company produces, while the previous request was not answered, and they will call once a month (such work)!
6 companies ignored the application for other reasons and did not answer;
Only 2 companies sent targeted commercial offers.
We spent about 16 hours of working time searching for contacts, sending requests to each company, collecting and analyzing the results. As already noted, some companies do not have time to process the application on time, but the phone gets into their database, and they will call “cold” for a long time and identify the need for their products.
If the equipment is expensive, then two commercial offers this is very little for analysis and decision making. Therefore, everything has to be repeated - calling those who did not answer, rewriting the application, so the actual labor costs are doubled.
What is important when requesting proposals?
When requesting proposals, it is important to receive a sufficient number of proposals, in a convenient format - for analysis, with necessary information, and within the given time frame. The task is not easy - this is known to specialists who are engaged in procurement on a regular basis.
First, you need to find contacts of suppliers and equipment manufacturers. Secondly, to form a request so that suppliers respond in a single format that is convenient for comparison. Thirdly, ask questions that are relevant when ordering equipment, such as production time, delivery costs, work experience, quality of work. And, fourthly, the deadline for accepting proposals is limited, and to speed up the process of obtaining proposals, specialists call even their suppliers.
How to optimize the process of finding suppliers and receiving commercial offers?
At the same time, 4 criteria must be met:
Number of offers;
Convenient offer format;
Sufficiency of information;
Compliance with the deadlines for receiving proposals.
If the first criterion depends on the number of covered suppliers, then the other three are a matter of making a quality request and the professionalism of supplier companies, which will try to keep the form in their proposal and answer all your questions.
To reach a wide range of suppliers, there is no need to do a mailing list for 40-100 contacts. One publication of the request for proposals in electronic system RFP you will cover all quality suppliers and manufacturers who will respond to your request within the specified time frame.
You can make a high-quality request for proposals using one of the samples below. Make a specification technical description or assignment for equipment or materials separate document Attach a diagram if necessary.
If you need 3-4 quality commercial proposals from direct suppliers and manufacturers and you have at least one week to collect commercial proposals, then publish the request for proposals in the RFP electronic system, attach the specification, terms of reference and (or) circuit diagram. Within the given timeframe, you will be answered by those suppliers and manufacturers who are ready to fulfill your order according to your conditions. Most importantly, you will spend no more than 15 minutes of your own working time on this, and then suppliers and manufacturers will contact you to clarify the details of the order.
What do you get as a result of publishing a purchase requirement in the system RFP ?
As a result of publishing your purchase requisition in the electronic RFP system, you will receive:
Three to four commercial offers from direct manufacturers without intermediaries and resellers;
Guarantees of inaccessibility of your contact data for unscrupulous manufacturers and suppliers who use cold calling methods; also, your contact details are not available to casual visitors to the RFP resource;
Saving labor costs of highly qualified specialists.
What can you do right now?
You can download a sample request for proposals free of charge for any purchases and even for work. If you haven’t found your ideal request for proposals or you have a non-standard task or equipment, then write about it by e-mail and we will definitely answer you!
If you already have a need to request proposals for technically complex equipment according to the specification, then use the service electronic platform RFP.
1. Download a sample request for quotation, fill it out on your company's letterhead.
2. Connect your organization to the electronic RFP system ().
3. Post requests for quotations for any goods, materials, equipment or services on the RFP site ().
Please note that consultations of our highly qualified specialists, preparation of documentation and publication of a request for proposals in the RFP electronic system are free of charge! You can learn about all the conditions in the "Customers" section and from the presentation"Customer's personal account or how to work effectively in the RFP electronic system!" .
- Request for quotations under 44-FZ in the EIS, terms, step-by-step instructions - Moscow.
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What 44-FZ regulates Features of the procedure for requesting quotations Terms Step by step instructions
What is a request for prices under 44-FZ, how is this procedure carried out and what nuances does it have?
What regulates 44-FZ
Federal Law No. 44-FZ "On the contract system in the field of procurement of goods, works, services to meet state and municipal needs" dated April 5, 2013 (hereinafter - Law No. 44-FZ) regulates the procurement of goods, services or works for municipal and state needs. It provides for several ways to determine the supplier of goods, contractor or service provider by open methods:
holding a tender or auction, request for quotations (prices), request for proposals.
There are also closed methods for determining the supplier (contractor, performer), as well as the possibility of purchasing from a single supplier.
When carrying out the procedure for requesting quotations, it is important to take into account the requirement of Art. 77 FZ-44 that any procurement participant has the right to submit only one application.
Features of the procedure for requesting prices (quotations)
In order to be able to purchase a product or order a service at the most favorable cost, you must complete a request for quotations. Price limits established in accordance with Law No. 44-FZ do not allow sellers of goods and service providers to overprice too much. Purchase limits are also regulated. They vary depending on the category of purchased goods (works, services).
The procedure for requesting prices is simple: you need to send a request to the Unified Information System (UIS) to provide information according to the sample. According to paragraph 3.10 of the Guidelines approved by the Order of the Ministry of Economic Development of Russia dated October 2, 2013 No. 567, this request must contain:
a detailed description of the purchased object (including the quantity, units of measurement) or service (including its volume), the estimated terms of the purchase, the payment procedure, the requirements for the process of supplying goods, providing services or performing work, the amount of guarantees provided for goods, work or services, requirements for their warranty period, the amount of the security for the performance of the contract, a list of information that allows you to determine that the goods (work, service) are identical to what was ordered, a list of data that allows you to make a conclusion about the homogeneity of the goods, the timing of the provision of information on prices, a reminder that the provision of such information does not lead to the conclusion of a contract and does not impose any obligations on the supplier; the procedure for calculating the price (in order to avoid its overestimation), as well as the terms of its validity.
A feature of the procedure for requesting prices in accordance with Law No. 44-FZ is that the information required by the customer is located in the EIS - unified system, which allows access to prices to an unlimited circle of people. This greatly simplifies the procedure for selecting suppliers wishing to fulfill a government order.
In order to get the most advantageous offers, it is recommended to send a request to at least 5 suppliers.
When forming an application, it is important to take into account certain restrictions:
the initial price of the contract cannot exceed 500 thousand rubles, the annual volume of purchases under this procedure should not exceed 10% of the total annual volume of purchases of the customer (if it is not more than 1 billion rubles) or more than 100 million rubles (if the total annual volume of purchases is more than 1 billion rubles).
A request for prices (quotations) cannot be conducted if the Government Russian Federation determined a different method of procurement for this type of goods (works, services) in accordance with Art. 111 FZ-44.
According to the results of the request for quotations, the order is received by the supplier who offers the lowest cost of his goods (works, services). Naturally, in this case, all the requirements for the quality and order of execution of the contract specified in the placed application must be observed.
Thus, the request for prices in the EIS under 44-FZ is a simple and convenient procedure for determining contractors for contracts in the field of procurement of goods, works or services in order to meet municipal or state needs.
Timing
The date of placement in the Unified Information System of a request for prices is not regulated by law. But the terms of the supplier's response to such a request should be specified in the application itself. This makes it possible to avoid a situation where the request "hangs" in the system for a long time due to the fact that the applicant endlessly waits for the most favorable prices. After the deadline specified in the application, the supplier offering the lowest price must be selected.
The deadlines for responding to the applicant are defined in Art. 74 FZ-44. For contracts whose value does not exceed 250 thousand rubles - at least 4 days, over 250 thousand rubles - at least 7 days. Keep this in mind when making your application to the EIS!
Step-by-step instructions for the procedure for requesting quotations
Despite the simplicity of the procedure described above for requesting quotations (prices), customers may find it useful to follow step-by-step instructions for its implementation:
Preparatory stage:
- the head of the organization issues an appropriate order,
– an exemplary contract is developed and approved, which includes the necessary conditions in accordance with Law No. 44-FZ,
– an employee of the contract service develops and approves other necessary documents: terms of reference, application form, substantiation of the contract price, – a notice of a price request is drawn up.
Carefully fill in all the columns of the contract, trying to provide the most accurate and reliable information! Remember that a request for quotation cannot be changed or canceled after it has been posted in the EIS!
Working with the Unified Information System:
- posting a notice in the EIS,
- sending requests for prices to the EIS, as well as directly to suppliers whose goods (works, services) are of interest to the customer.
The request should be directed to those suppliers who have experience in performing similar contracts and for whom there is no information about the collection of penalties from them. Acceptance of applications for participation in the request for prices (quotations). Determination of the winner. After the expiration of the period specified in the request, the one who meets all the conditions and offers the most favorable price is selected from the suppliers. All envelopes received by mail with applications are opened no earlier than on the day specified in the notice. On the same day, access to the electronic database is provided. Based on the results of the analysis of applications, a Protocol for the consideration and evaluation of applications for participation in the request for prices (quotations) is drawn up, which is also posted in the EIS. Conclusion of a contract with the winner. It must be signed no later than 20 days from the date of placement in the EIS of the protocol for the consideration and evaluation of applications.
In order to avoid delays and disruptions in the work of the organization, it is advisable to send a request for prices to the EIS in advance - at least 1.5 months before the expected date of purchase of goods (implementation of works, services) in accordance with the customer's schedule.
Experienced and qualified lawyers of our company will help you understand the procedure for requesting prices without violating the law.
