Fillable COSTARS Members' Quote Kit (Pennsylvania)

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COSTARS Members' Quote Kit (Pennsylvania)

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The COSTARS Members' Quote Kit is an effective tool for requesting and recording quotes. It is recommended
that you attach a copy of the quote worksheet and RFQ sheet to the selected vendor's bid item workbook and
save them for future reference, in the event your entity would be audited.
Please note that you are not required to use this quote kit; it is provided as a courtesy to our members as a
resource to help them obtain cost savings and the best value when procuring needed materials and/or services
from COSTARS-exclusive contracts or COSTARS-participating statewide contracts.
COSTARS Members' Quote Kit
COSTARS Members:
COSTARS-exclusive contracts and COSTARS-participating statewide contracts are competitively bid by the
Department of General Services, saving our members the time and cost associated with the public bidding
process.
Although the contracts are already competitively bid, it is recommended that our members contact at
least three or four awarded vendors for a quote, then return to those vendors to negotiate better pricing.
To assist members with the quoting/negotiation process, we have developed the COSTARS Members' Quote
Kit. The first page, COSTARS Quote Worksheet, will help you record the quotes you receive from the
COSTARS-authorized contractors you chose to contact. There is room for four vendors on the sheet;
however, you may print out multiple copies for additional quotes. For further instructions this kit includes a
Sample Quote Worksheet.
The second page, COSTARS Request for Quote (RFQ) may be sent to the contractors of your choice for quotes.
TIPS:
The pricing provided on the vendor's contract (COSTARS-exclusive contract bid item
workbook) is a ceiling price. Vendors cannot charge more than the quoted price, but they can
offer a further discounted price.
COSTARS-exclusive contracts are competitive, multi-award contracts; therefore, most
vendors are willing to negotiate better pricing with members to get the business.
When negotiating for better pricing, always review page 2 "Questions" of the vendor's
bid item workbook (COSTARS-exclusive contracts only) to ensure they are willing to further
negotiate pricing after contract award.
Some statewide COSTARS-participating contracts are fixed price contracts; however, it is
a good practice to review the contract overview to confirm if further discounts may be offered.
It is recommended that you send an explanatory cover letter to COSTARS-authorized
contractors with the Request for Quote (RFQ).
If you have any questions, please do not hesitate to contact the COSTARS Team
at telephone number 1-866-768-7827 or email us at GS-PACostars@pa.gov.
Contract #
(e.g., COSTARS-25):
Telephone #: Fax #: Email:
Contract Price:
Quote A Quote B Quote C
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Contract #
(e.g., COSTARS-25):
Telephone #: Fax #: Email:
Contract Price:
Quote A Quote B Quote C
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Contract #
(e.g., COSTARS-25):
Telephone #: Fax #: Email:
Contract Price:
Quote A Quote B Quote C
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Contract #
(e.g., COSTARS-25):
Telephone #: Fax #: Email:
Contract Price:
Quote A Quote B Quote C
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Date:
Quote: $
Comments:
Comments:
(e.g., Value-added Benefits):
Comments:
(e.g., Value-added Benefits):
Vendor 1
Address:
Contract Name
(e.g., Municipal Work Vehicles)
:
COSTARS Quote Worksheet
COSTARS-AUTHORIZED VENDORS CONTACTED
Product / Service to be Purchased:
Vendor Name:
Vendor Name:
Comments:
(e.g., Value-added Benefits):
Comments:
(e.g., Value-added Benefits):
Contact Person:
Vendor 2
Vendor 4
Contract Name
(e.g., Municipal Work Vehicles)
:
Vendor Name:
Address:
Contract Name
(e.g., Municipal Work Vehicles)
:
Contact Person:
Vendor 3
Address:
Contact Person:
Vendor Name:
Address:
Contract Name
(e.g., Municipal Work Vehicles)
:
Contact Person:
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DATE
COSTARS MEMBER NAME
COSTARS MEMBER NUMBER
CONTACT PERSON
ADDRESS
STREET, PO BOX
CITY, STATE, ZIP
TELEPHONE
FAX
EMAIL
VENDOR NAME
VENDOR NUMBER
COSTARS VENDOR CONTRACT NUMBER
VENDOR ADDRESS
VENDOR CONTACT
QUOTE DUE DATE AND TIME
RFQ EXPIRATION DATE
Quoted price remains in effect until this date
QTY
CONTRACTED
PRICE
OFFERED PRICE
TOTAL COST
This section to be completed by purchaser (COSTARS Member)
This section to be completed by Vendor
COSTARS Request for Quote
ITEM # and DESCRIPTION
This section to be completed by COSTARS Member
COMMENTS/VALUE-ADDED OFFERINGS
VENDOR SIGNATURE DATE
4-4-17
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COSTARS Members' Quote Kit (Pennsylvania)

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Completed 23 November 2021

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