Request for price proposals 44 fz. If the purchase is of a small volume, are three commercial proposals and a registration certificate required? Key Features of a Request for Quotation
Question
Is it necessary for small volume purchases before concluding a contract under clauses 4.5, part 1, art. 93 44-FZ collect three commercial offers and formalize the selection of the lowest price as a separate document?
Answer
Yes need. After collecting three commercial offers necessary to determine and justify the NMCC, the customer draws up a single document containing the calculation of the NMCC.
Rationale
The initial (maximum) contract price (ICP) is the maximum price value that is indicated in the procurement notice, procurement documentation, and invitation to participate in a closed procurement. This price is set when determining the supplier (contractor, performer; hereinafter referred to as the supplier) in a competitive manner.
The price of the contract concluded with sole supplier, is a fixed price value determined and justified by the customer.
The initial (maximum) price of the contract and the price of the contract concluded with a single supplier are determined according to the same rules (Part 1 of Article 22 Federal Law dated 04/05/2013 N 44-FZ "On the contract system in the field of procurement of goods, works, services to meet state and municipal needs", hereinafter referred to as Law N 44-FZ).
Justification for the NMCC is required when identifying suppliers using competitive methods. In addition, it is necessary for purchases from a single supplier, for which a report is drawn up under Part 3 of Art. 93 of Law No. 44-FZ, as well as in procurement on the basis of clause 2, part 1, art. 93 Law No. 44-FZ. These rules are established in Part 1 of Art. 22 of the said Law.
In turn, the justification of the NMCC is carried out through the use of one or more methods specified in Part 1 of Article 22 of Law No. 44-FZ, including the method of comparable market prices (market analysis), which, according to Part 6 of Article 22 of Law No. 44-FZ, is priority for determining and justifying the NMCC.
The method of comparable market prices consists in establishing the NMCP based on information on market prices of identical (in their absence, homogeneous) goods (works, services) that are planned for purchase (Part 2 of Article 22 of Law No. 44-FZ).
To help government customers determine and justify the contract price, the Ministry of Economic Development of Russia issued Order No. 567 dated October 2, 2013 “On approval Methodological recommendations on the application of methods for determining the initial (maximum) price of a contract, the price of a contract concluded with a single supplier (contractor, performer)", hereinafter referred to as the Recommendations. The Recommendations contain a list of actions performed by customers when making procurements, including:
- determining the need for specific goods (works, services),
- requirements for them,
- conducting market research,
- choosing the method used to determine the contract price,
- carrying out calculations and forming justification for this price),
- a detailed description of methods for calculating the initial (maximum) contract price.
When determining the NMCC using this method, it is recommended to use at least three price options for goods (work, services) offered by various suppliers (clause 3.19 of the Methodological Recommendations). There are no restrictions on the use of the received price options in the recommendations. Therefore, minimum prices can be used. The Russian Ministry of Finance adheres to a similar position.
After collecting the information necessary to determine and justify the NMCC, the customer draws up a single document containing the calculation of the NMCC (clause 2.2.8 of the Methodological Recommendations).
Form: arbitrary, it is advisable to draw up a justification for the NMCC in accordance with the recommended form given in Appendix No. 1 to the Methodological Recommendations.
It is advisable to indicate:
- 1) main characteristics of the procurement object;
- 2) method (methods) of justification and determination of the NMCC;
- 3) justification for the use of the selected method (methods);
- 4) details of the documents on the basis of which the NMCC calculations were carried out;
- 5) calculation of NMCC;
- 6) date of preparation of the justification.
The justification for the NMCC, which is posted in the Unified Information System, does not indicate the names of the suppliers who provided the relevant information (clause 2.1 of the Methodological Recommendations).
Appendix: information sources used.
Who draws up (signs): worker contract service or contract manager.
Date of preparation (signing): before the date of inclusion of the NMCC in the schedule. This follows from clause 2, part 3, art. 21 Law No. 44-FZ. For purchases provided for in clause 7, part 2, art. 83 and paragraph 23, part 1, art. 93 of Law N 44-FZ, the justification for the NMCC is signed before they begin, since such purchases are not indicated in the NMCC schedule.
Placement: in the EIS.
Date posted: simultaneously with the placement of the schedule. This is due to the fact that a justification for the purchase must be attached to the schedule, including the justification for the NMCC (clause 11 of the Rules approved by Decree of the Government of the Russian Federation dated 06/05/2015 N 553, clause 13 of the Requirements for the formation of schedules approved by the Resolution Government of the Russian Federation dated 06/05/2015 N 554). The justification for the purchase is drawn up in accordance with Law No. 44-FZ and is not of a regulatory nature (
A request for commercial proposals is carried out in preparation for a tender. Based on the responses received from suppliers, the customer forms a justification for the initial (maximum) price of the contract. This method of justifying prices is called the market analysis method.
Sending a document
Regulatory documents provide for the possibility of using fax or email. At the same time, the most simple option sending a request to a large number of suppliers is email. Basic rules when making a request:
- The letter must be written in letterhead organizations.
- The letter must indicate the date of sending and the outgoing number.
- The signature of the head of the organization and a seal (if available) 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 manager must be scanned and attached to an email. In this case, be sure to indicate the subject of the letter, otherwise it may get lost in the stream of documents arriving daily at the supplier’s mail.
Learn more about requesting quotes at in electronic format, you can find out in .
The supplier is not obliged to respond. This is only his right. Therefore, in order to receive at least five proposals, it is recommended to send a request more suppliers. First of all, you should pay attention to those suppliers who already have experience in supplying the subject of purchase under other contracts. Information about this can be seen in the register of EIS contracts.
Request for prices- a popular way of purchasing goods, works or services to meet the needs of organizations, within established by law amounts.
Naturally, there are a number of certain conditions under which this type of tender is carried out. Let's consider in what cases it is possible to conduct an open request for prices and who can take part in these tenders.
Request for quotations requirements
Can act as a customer state organization, which needs to purchase goods, receive services or carry out work of the same nature, costing no more than 500,000 rubles. on billing period one block.
The volume of trading conducted in this form should not exceed 10% of all annual purchases of the organization and be more than 100 million rubles. in year.
Any organization or individual entrepreneur can take part in the request for prices, unless special conditions are provided in the tender documentation.
Thus, the requirement for a price request may include a condition that only a small business entity can become a participant.
Federal legislation, namely 44-FZ, obliges all municipal organizations to include tenders in the procurement plan that are intended specifically for small business participants. The number of such tenders should be 15% of the total annual purchases of a municipal enterprise in accordance with Decree of the Government of the Russian Federation No. 642.
Deadlines for requesting price quotes
The deadlines for requesting prices are determined for each stage. You can see the most complete and clear description in the table below:
The participant can participate and search for a price request on the website www.zakupki.gov.ru.
There are enough filters to choose from a large number of, so finding an interesting bargain is quite easy. You can select a filter by order name or number, by tender form, placement stage or by customer, as well as some other parameters.
Price request form
The deadline for submitting an application has already been mentioned above; it depends on the NMCC auction, about which the notice was published.
Advice: because changes cannot be made to the submitted application, it is important to check all information before it is transferred to the customer or site operator.
It can be withdrawn during the entire time allotted for submitting contractor proposals. If you did not manage to withdraw your application within the specified period, then you will need to take part in the tender.
The notice indicates the time when access to applications for the ETP opens. We will accept new ones, and accordingly it will stop.
A step-by-step request for prices is described in our other article; you can familiarize yourself with all stages of the process on this page.
Winner and price quotation request protocol
The winner of an open request for prices is the contractor who offers the most favorable (lowest) price for the contract and whose application fully meets the customer’s requirements.
Security for participation in this type of procurement is not required, and security for the execution of the contract is at the discretion of the customer. If this item is necessary, this information will be present in the tender documentation.
The protocol for requesting price quotes, namely the consideration and evaluation of applications, is published in the Unified Information System on the day of signing. Then, within 2 days, one of the two completed and signed copies is sent to the winner, and the second remains with the customer.
Sample request for quotation
The sample does not have a clear regulated form according to 44-FZ, but there are a number of parameters and points that must be completed in order for the application to be accepted for participation. We provide you with a sample request for quotation application that meets the requirements. Editable form in .doc format ( Microsoft Word) you can download from this link.
The sample price quote itself is presented below:
If you have any questions or difficulties participating in any form of quotation request, please contact our specialists. They will provide free advice and help with any questions you may have. By submitting a request for feedback, you will receive advice specifically on your situation and will be able to make the right decision.
OOO ICC"RusTender"
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As a rule, in engineering companies and on manufacturing enterprises engineering services are engaged supplier search questions for complex Technical equipment. Highly qualified specialists - engineers make up technical task or draw up a description of the equipment. If the equipment characteristics are determined project documentation and this equipment is manufactured to order, then specialists engineering services They search for manufacturing companies, request commercial proposals from them, interact with them on technical issues, and sometimes rewrite the order application several times so that it matches the form of the manufacturer.
Request for proposals and search for a supplier are not the main ones job responsibilities engineering services specialists, often take a lot of time and have high labor costs of qualified specialists.
We conducted a small experiment by requesting a commercial proposal for electrical equipment that is manufactured to order. The application was from a real customer; instead, 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 did not open emails even with the title “Application” in the subject line. These letters are simply lost in the general mail.
From 24 applications read:
8 companies sent price lists or redirected them to the website to fill out their application form;
6 companies responded that they do not manufacture equipment in this configuration, or will not deliver it to our region;
After 3 weeks, 2 sales managers called back and asked if we still have a need for the equipment that their company produces, while the previous request was not answered, and they will call once a month (that’s the kind of work)!
6 companies ignored the application for other reasons and did not respond;
Only 2 companies sent targeted commercial proposals.
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 for a long time they will call “cold” and identify the need for their products.
If the equipment is expensive, then two commercial offers are very little for analysis and decision-making. Therefore, everything has to be repeated - calling those who did not respond, rewriting the application, so the actual labor costs double.
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 the necessary information, and within the given time frame. The task is not easy - specialists who regularly engage in procurement know this.
First, you need to find contacts of suppliers and equipment manufacturers. Secondly, formulate the request so that suppliers respond in a uniform 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 period for accepting proposals is limited and to speed up the process of receiving proposals, specialists even call their suppliers.
How to optimize the processes of searching for suppliers and receiving commercial proposals?
Four criteria must be met at the same time:
Number of offers;
Convenient proposal format;
Sufficiency of information;
Compliance with deadlines for accepting proposals.
If the first criterion depends on the number of suppliers covered, then the other three are a question of drawing up a high-quality request and the professionalism of the supplying companies, who will try to comply with the form in their proposal and answer all your questions.
To reach a wide range of suppliers, there is no need to send a mailing to 40-100 contacts. One publication of a request for proposals in electronic system RFP will cover all quality suppliers and manufacturers who will respond to your request within a given time frame.
You can create a high-quality request for proposals using one of the samples presented below. Complete the specification technical description or an assignment for equipment or materials as a separate document; if necessary, attach a diagram.
If you need 3-4 high-quality commercial proposals from direct suppliers and manufacturers and you have at least one week to collect commercial proposals, then publish a request for proposals in the electronic RFP system, attach a specification, terms of reference and (or) schematic diagram. Within the specified time frame, those suppliers and manufacturers who are ready to fulfill your order according to your conditions will respond to you. 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 request in the electronic RFP system, you will receive:
Three to four commercial offers from direct manufacturers without intermediaries and resellers;
Guarantees that your contact information will not be accessible to unscrupulous manufacturers and suppliers who use cold calling methods; also, your contact information is not available to random visitors to the RFP resource;
Saving labor costs of highly qualified specialists.
What can you do right now?
You can download a free sample request for proposals for any purchases and even for work. If you haven’t found your ideal sample request for proposals or you have a non-standard task or equipment, then write about it by email and we will definitely answer you!
If you already have a need to request proposals for technically complex equipment according to specifications, then use the service electronic platform RFP.
1. Download a sample request for commercial proposals and fill it out on your company’s letterhead.
2. Connect your organization to the electronic RFP system ().
3. Post requests for commercial proposals for any goods, materials, equipment or services on the RFP platform ().
Please note that consultations with our highly qualified specialists, preparation of documentation and publication of a request for proposals in the electronic RFP system are free of charge! You can find out about all the conditions in the “Customers” section and from the presentation"Customer's personal account or how to work effectively in the electronic RFP system!" .
