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Fast Quote for Small Purchases

If departments have a brand name of an acceptable item whose purchase is not expected to exceed two hundred thousand dollars ($200,000), they may seek quotes from other suppliers (Fast Quote).

If the department wishes to access the Fast Quote process, they need to do the following:

  1. Send the same email (sample below) to at least three suppliers requesting a response by a specific date and time. Be reasonable with this time frame, allow at least ten (10) days for the suppliers to respond.
  2. In the email, ask for the following to be provided in a quotation:
    1. Best price for brand name or equal, include catalog number and specific options needed.
    2. Freight charged for shipment.
    3. Lead time for delivery after receipt of order.
  3. The department needs to send the same email to all suppliers solicited.
  4. Receive responses and review for completeness and clarity.
  5. Submit a requisition in HokieMart referencing the low bidder, attach a scan of the following:
    1. All emails sent to bidders that shows the supplier contact name and email address.
    2. All quotations received.
  6. Once this requisition with documentation is received by the Buyer in Procurement, it will be reviewed to assure that the responses are valid and that the responses clearly identify what is being requested and offered.
  7. If the quotes do not clearly meet the attempt to provide fair competition, the buyer will seek competition. The buyer, in the sole discretion, has the authority to make this decision.

Sample Email

  1. Provide your best pricing for the following items in a quotation:
    1. 1 each Keysight CXA Signal Analyzer, Multi-touch, Catalog N9000B
    2. 1 each installed option: Frequency Range 9kHX-7.5Ghz, Catalog N9000B-507
  2. Provide applicable freight
    1. (for calculation of shipping charges, these items will be delivered to the following address: Insert Address Here)
  3. Provide estimated lead time for delivery after receipt of order.
  4. Quotation must be received by (insert date and time here). Make sure that contact information is on the email in case the suppliers have questions.

Last Updated 1.26.26