How to request commercial proposals to justify an nmc. Request for a commercial proposal: rules and samples of registration Form of a commercial proposal for 44 FZ

A well-formed commercial proposal is a business tool that allows market participants to declare themselves and thus attract new customers. It happens that the number of offers exceeds the demand for them. But what to do when such offers are really needed, but they are not? Write a request. Inquiry commercial proposal is a document, the purpose of which is to find a contractor for a large order. As a result mass mailing of such requests, the customer company gets the opportunity to choose the most advantageous offer from hundreds of applications of the responding performers.

The main features of the RFQ

Sometimes customers and performers "change places": the first have to look for the latter

A request for a commercial proposal is drawn up in the form of a letter on behalf of a state (budgetary) organization or private company with a request to receive an offer from the recipient company for the sale of goods (provision of services, performance of work) with detailed data on the quality of goods, prices, features of the services provided, etc.

In a reciprocal commercial offer, the ordering company, as a rule, receives the following information about (about):

• types of goods (works, services) that are sold by the contractor;
• prices for goods (works, services), as well as available personal discounts and special offers;
• the preferred calculation procedure and the possibility of obtaining a deferral, installment plan, etc.;
• successfully completed transactions in this area of ​​business (which helps to conclude about the reliability and relevance of the contractor).

Video: How to Create an Effective Business Proposition

The main purpose of the request is to conclude a profitable deal. Such an approach to the search for performers guarantees the customer the opportunity to choose the most suitable offer from all of their variety on the market.

There are several types of KP requests. Their classification is based on the legal status of the customer, who monitors the proposals. Allocate:

1. Private request for commercial proposal (such an appeal is not limited by the terms of preparation and execution).
2. State request for commercial proposal (the procedure for its implementation is regulated by Federal Law dated 05.04.2013 No. 44-FZ).

Despite the fact that the procedures for sending private and public inquiries differ significantly, the content of the inquiries themselves, as a rule, is the same and consists of:

• the name of the customer company;
• legal and mailing address, telephone numbers and other contact details of the customer;
• descriptions of the essence of the request (this includes the estimated term of the contract and its cost);
• the desired date of the reply letter.
• other (additional) conditions (for example, on the language of the commercial proposal);
• the name of the person responsible for the acceptance of the commercial proposal (full name, signature, contact details).

We issue a private request for commercial proposal

A private request is not regulated by law, therefore the process of creating it is based on a decision of the management commercial company, as well as on the rules established in specific business communities business etiquette and workflow. In any case, its goal is to meet the production needs and the needs of the customer organization.

Here are some examples.

OJSC "Soft toys"

st. Karamzin, 77

Voronezh, 394095

Tel. : + 7 (473) 415-23-35

e-mail: [email protected]

About the request for proposals for the supply of environmentally friendly raw materials for filling soft toys with holofiber

Dear Suppliers!

Our company has increased its capacity due to reconstruction (renovation) technical equipment and now intends to increase the scale of production. In this regard, it became necessary to increase the volume of raw materials for filling soft toys - holofiber with a volume of up to 20 tons.

We ask you to offer us the supply of the hollobeifer in the required quantity.

We are waiting for a response-application until August 26, 2015, preferably in Russian and English.

We ask you to send copies of certificates confirming the qualities of raw materials along with the letter.

Thank you in advance for your attention and response to our request!

Head of the sector for the procurement of raw materials (Signature) Fedorov V.P.

A KP request can be a "friendly letter" to colleagues expressing hope for "long-term and fruitful cooperation", this form is quite acceptable

Not always a private request for commercial proposal is a detailed story of the customer about the terms of a future transaction, sometimes it is formalized and "dry".

The RFQ does not have to consist of detailed description terms of a future deal

Thus, when creating a request for commercial proposal, a private organization is free to choose any form of this document. Only the rules of business etiquette should be observed.

You can send an appeal in different ways. If the document is printed on paper, it can be delivered in person, sent by regular mail or by courier. This type of delivery is appropriate when it comes to a specific addressee, whose services have already been used.

In other cases, it is advisable to use digital format. You can send a request by e-mail to several recipients at once, it will not take much money and time.

When sending a request for commercial proposal via the Internet, several nuances should be taken into account:

• before sending, it is advisable to make a phone call and inform about the intention to send a letter with a request;
• you should not send a letter "without a subject" (even if the recipient is a well-known partner and had a conversation with him on the phone the day before). It is desirable to specify the topic, for example: a request for a commercial proposal for website promotion, cooperation in the production of soft toys, rental vehicles, etc .;
• the text of the letter must contain an appeal to the addressee by name and patronymic, and also must indicate their data: name and surname. You should also add a short “tempting” phrase that will interest the recipient and prompt further action. At the end of the letter, there must be the sender's contacts;
• it is better to send the request text in PDF format.

After the ordering organization has received response letters with commercial offers from potential contractors, it can choose the most suitable commercial proposal and start directly discussing the terms of the transaction. The choice of a commercial company can be carried out by the director of the company or another person responsible for the conclusion of the relevant contracts. In large firms, for this purpose, entire competition commissions can be created.

State request for a commercial proposal

To implement government projects for the supply of goods or services for budgetary organizations, it is necessary to choose the most profitable option. After receiving dozens of interesting offers, a tender is held and the ideal option is selected in terms of quality and price.

The request goes through several stages, the final point is the signing of the contract.

The legislation of the Russian Federation regulates the request for proposals procedure and requires its strict observance by all participants. For budgetary organizations, it is allowed to conduct a request for proposals for the conclusion of contracts in the following areas:

• purchase of any goods (works, services) that were the subject of a contract terminated at the initiative of the state customer;
• supply of sports equipment and equipment, sports equipment necessary for the preparation of sports teams Russian Federation in Olympic and Paralympic sports;
• purchase drugs that are necessary for the appointment to the patient in the presence of medical indications;
• purchase and sale of folk art products of recognized artistic merit, samples of which are registered in a special order;
• procurement of services to protect the interests of the Russian Federation in case of individuals and / or legal entities to the judicial authorities of foreign states, international courts and arbitration of claims against the Russian Federation.

Thanks to high level competition, government agencies receive a huge number of commercial applications.

A request made in accordance with Federal Law dated 05.04.2013 No. 44-FZ "On contract system in the field of procurement of goods, works, services to meet state and municipal needs ", ensures the selection of the most profitable applicant for the implementation of the project. These requirements are based on budget savings.

The structure and methodology of drawing up a state request does not differ much from a private one. However, there are a number of limitations:

• the commercial proposal is made in a single information system(EIS), to which open access is provided;
• even if the applicant intends to choose a specific company for cooperation, he still needs to send notices to at least two priority executors;
• the final word in the choice of a contractor with whom a cooperation contract will be concluded, for the expert commission;
• the performer (contractor) must have the characteristics specified in art. 31 ФЗ №44.

Speaking about the methods of sending a state request, it should be emphasized that once it gets into the EIS, it becomes available to almost everyone.

Let's look at a few examples.

Public sector entity

"House of Children and Youth Creativity"

st. Lermontov, 47

St. Petersburg, 43021

tel .: +7 (934) 37–95–35

e-mail: [email protected]

On request for proposals for providing Internet access

Dear private entrepreneurs and representatives of commercial companies!

“The House of Children and Youth Creativity on the basis of the Federal Law of the Russian Federation of 05.04.2013 (Federal Law 44) asks you to send a commercial proposal to provide access to the Internet.

Please inform us about the cost of connection, monthly subscription fee.

We kindly ask you to send a letter from you in 3 copies in Russian by 20.04.2016 to the email address: [email protected]

We expect from you copies of documents (certificates) on the quality of your services, as well as a copy of the license for the right to engage in entrepreneurial activity.

Please provide confirmation of the compliance of your commercial proposal with the requirements of clause 9 of article 31 of Federal Law 44.

Full name, signature, seal.

The procedure for conducting a state request for proposals

The process of identifying a contractor for budgetary organization has the main characteristic feature- transparency. This is ensured through the following stages of the state request for proposals process (in accordance with Article 83 of the Federal Law No. 44):

1. The formation by the customer of the composition of the commission, which is responsible for considering applications and summing up the results.
2. Preparation of the required package of documents, draft contract, preparation of a notification, publication of documents after approval (5 days before the date of the tender).
3. Within the framework of the requirements of Federal Law No. 44, responses to a request are received. Until the opening of applications, it can be withdrawn or changed. If the conditions of the request specify the deposit of funds to participate in the request, a payment order is attached to the response.
4. When the appointed day comes, the envelopes are opened, access to electronic applications, the commission is accepted for their consideration. As a result, only those that meet the legal requirements remain, the rest are rejected without consideration. A protocol is drawn up, an extract from which is sent to the EIS. After consideration and evaluation, the commission draws up a table indicating the price and all other criteria. The customer provides audio recording of the opening of applications. Each of the participants also has the right to make audio and video recordings.
5. The final proposal is sent to all bidders no later than the day following the day of the competition.
6. The winner is determined by established by law criteria (Article 32 of the Federal Law No. 44):
   • cost of services or price of goods;
   • costs of using goods or services;
   • characteristics of the proposed object (quality, environmental friendliness, functionality, validity period);
   • work experience, qualification level of tender participants.
7. The winner is the one whose final offer best matches the request conditions. A draft contract is sent to him. This document is signed a week after the publication of the protocol on the results of the tender (no later than 20 days).

A request for proposals can be declared invalid if only one participant responded to the request. If there are no claims to him in terms of the requirements presented, the customer enters into a contract with him. If there are no applications, the competition is repeated.

A private or public request for quotation is an excellent opportunity to get a huge number of suppliers or contractors with different conditions works in different price ranges. This procedure is incredibly effective on large enterprises where project budgets are quite high. Therefore, you should not neglect this business tool.

Request for commercial proposals is carried out in preparation for the tender. Based on the responses received from the suppliers, the customer forms a justification for the initial (maximum) contract price. This method of price justification is called the market analysis method.

Important! 44-FZ provides for the possibility of procurement by the request for proposals method. However, this procurement method should not be confused with the contract price justification method.

What types are there?

There are 2 types of requests for proposals: public and private. Their main difference is that the content of the state request is fully regulated by 44-FZ. The content of a private request can only be formulated by the needs of the customer. However, when making a private request, you must follow the rules of business etiquette.

What should it contain?

A state request for commercial proposals, drawn up in accordance with 44-FZ, is most often sent by representatives of budgetary organizations. Despite the less strict framework for the execution of a private request, its content is not much different from the content of a public one.

State

When forming a state request for commercial proposals, it is necessary to take into account all the nuances that can affect the formation of the NMC. In this way, the request must contain:

1. The name of the goods, works or services with an indication of the quantity.
2. Characteristics of the subject of the procurement.
3. Terms of contract: delivery time, payment terms, warranty requirements.
4. Additional requirements for responding to a request, if any. For example, the language in which the answer should be provided.
5. Information that the request for a quotation does not entail an obligation to conclude an agreement with the supplier.

Private

On a note. A private organization can choose any form of request. The main requirement is adherence to business etiquette and drawing up a request on the company's letterhead.

The main points that must be specified in a private request:

1. Reason for request.
2. The product of interest (work, service) with an indication of the volume.
3. Terms and conditions of payment. Price including delivery.
4. Estimated delivery time.

Writing each paragraph of a document with examples

First of all when making a request, you must indicate the reason for sending it. If the request is state, then the reason is the preparation for the tender.

For instance:

“The customer ___ plans to hold an open tender for the supply of ___. In accordance with article 22 44-FZ, please provide price information. "

If the request is private, it is worth briefly describing what the production need is connected with.

Thereafter it is necessary to request all the data that will affect the cost of the goods:

• Product name with indication of units of measure and quantity. Requirements for quality, technical and functional characteristics. All information required for a correct description of the subject of the procurement.
• Terms of providing a guarantee for the purchase item.
• The main terms of the contract: terms and conditions of delivery, terms and procedure of payment, place of delivery and performance of work. All the information you need to accurately calculate the contract price.
• If the request is public, then it is imperative to indicate the timing of the upcoming purchase.

Important! V regulations the time frame in which the supplier must respond to the request is not spelled out. Therefore, in order to avoid the appearance of irrelevant price information, it is necessary to indicate in the request the terms of response to it.

It is also necessary to indicate that the response to the request must contain the unit price and the total price of the contract on the conditions specified in the request, the validity period of the offered price, price calculation in order to prevent an intentional change in the price of the goods. In the text of the request, it is necessary to include a reference to the fact that the response to the request does not provide any advantages and does not entail any obligations of the customer to the supplier.

For instance:

“We would like to inform you that the submitted proposals will not be considered as an application for participation in the procurement and do not give any further advantages for the persons who submitted these proposals.

This request is not a notice of procurement, an offer or public offer and does not entail any obligations of the customer ”.

Sending a document

After that, how the document is drawn up, it must be sent to at least five suppliers able to deliver the subject of the procurement. The request can be printed and sent via courier. This ensures that the document is delivered to the right company. However, this is appropriate if we are talking about a specific supplier, with whom contracts have already been concluded for the supply of the subject of the procurement.

Regulatory documents provide for the ability to use facsimile communication or email... At the same time, the easiest way to send a request to a large number of suppliers is e-mail. Basic rules when making a request:

• The letter must be written on the organization's letterhead.
• 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 email... In this case, it is imperative to indicate the subject of the letter, otherwise it may get lost in the stream of documents that come to the supplier's mail every day.

The supplier is not obliged to respond to the request. This is only his right. Therefore, in order to receive at least five offers, it is recommended to send a request to more suppliers. First of all, it is worth paying 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.

1. Sample commercial proposal 44 Ф3

The simplest and most uncomplicated way to get hold of up-to-date information about the cost, as well as the characteristics of goods or services in order to calculate the NMC and announce a tender using the market analysis method, is. A sample commercial proposal for 44 F3 is a special document that specifies the exact information about the participant and the name of the customer to whom this letter will be sent.

2. Request for a commercial proposal to justify the NMCC

The most popular way to determine the maximum contract price is market analysis. It doesn't matter if the organization uses competitive method procurement or contract with both sole supplier, according to the current legislation (Art. 22 44-F3), in any case, it is necessary to provide justification (NMCK). For everything to go smoothly, the customer must have up-to-date price data. Commercial offers are collected from various suppliers who offer to use the products or services you are looking for. As a result, the arithmetic average cost is displayed, according to which the tender is announced.

3. About commercial offers in procurement

To determine the NMC of a budgetary organization acting as a customer, you need to submit a request for a commercial proposal to five potential performers. The answer should be as follows - at least three price letters, which describe goods and services. They must meet all the conditions that are stated in the procurement plan.

The main goal is to collect the information you need to analyze it later. NMCK is withdrawn only after it has passed a thorough analysis of the results.

As for the content of the price document (basis 44-F3), it must be consistent with the legally established requirements. This part includes the following information.

The purchased goods, works or services are described as accurately and in detail as possible. We are talking about quantitative data, units of measurement, the amount of work performed.

Basic conditions from the draft contract. This includes delivery specifics, rendering different services or specific characteristics of the work.

Explanations that with the help of the provided price information, the specific real cost of the services or goods requested by the customer is indicated, and this is not a basis to enter into contractual relations in the future, but only a preliminary calculation.

Commercial offer 44 Ф3 is a very important document that must be filled out correctly.

4. About submitting a commercial offer

As soon as the customer has found the three necessary suppliers to calculate the NMC of the planned purchase, and sent out the letters, he receives an official response from the organizations he has chosen.

What is this answer? It is a kind of document on the official letterhead of the supplier, in which there is a "live" seal and signature of the head.

There are times when you need to CFO signed or Chief Accountant... This document provides information on:

full details of the enterprises;

actual, at the time of the request, the cost of the goods or services that are provided;

full description of the services that are included in the price.

This document is of an informational nature. He should not influence the final decision on the conclusion of the contract in any way.

It is important to note that the resulting cost data has no expiration date. However, when this calculation is used this to determine the NMCC tender, the quoted value is indexed and must match the conversion factor at the time of the tender announcement.

Having difficulty filling out a commercial offer?

Order competent assistance in filling out the documents from our specialists, with payment for the result

5. Registration of a commercial proposal

To justify the NMCK using market analysis, it is necessary to have current pricing information. RFQs are the most simple methods get such data.

The initial maximum contract price is an important step in purchasing planning. The Law on the Contract System establishes the requirements that are supposed to use the market analysis method first. Therefore, it becomes necessary to apply commercial offers when the process of determining the value of an object occurs. If errors occur and the procedure for justifying the NMCC is not followed, administrative liability is applied - this is a fine of up to 10,000 rubles, and this is a very unpleasant addition. It will be about a sample commercial proposal 44 F3.

Download a sample request for a commercial proposal for 44 FZ

Download a sample Commercial proposal for 44 FZ

6. The concept of a commercial proposal

A commercial offer is an official important document confirming the value of goods, services, work with certain characteristics for the required period, but there is no obligation to conclude an agreement.

According to Part 2-6 of Art. 22 44-F3, describes the rules for using the market analysis method and indicates that if the contract value is justified by this method, it is necessary to compare prices for goods that are similar to the procurement object. All you need to do is have access to up-to-date market price information. And the most in a simple way is a request for a commercial proposal from companies that supply goods or provide similar services.

7. How the pricing information is obtained

There are specially developed recommendations that allow you to apply the methods for determining the NMC. In order to have the necessary data on all prices, the customer needs to send requests for price information to five companies. What is the algorithm for submitting such a request?

To begin with, a complete description of the procurement object is drawn up, qualitative and quantitative characteristics are indicated. The following are the essential conditions for the delivery of goods that affect their price. Then you should choose target audience mailing lists. As the Ministry of Economic Development and Trade recommends, suppliers should have experience in deliveries. This stage involves the use by the customer of information retrieval systems or publicly available reference organizations.

At the next stage, a request is made, and potential partners receive it. On the the final stage the answer comes, the data is analyzed and a rationale is drawn up.

Be sure to draw your attention to the fact that the commercial offer for 44 F3 has no validity period. The response document must have this information. This is done to exclude justification when the out-of-date basis is applied.

For the prices of the past period, a conversion factor is used that leads to the current level. You need to deal with more than just sending inquiries to suppliers. It is also recommended to carry out such procedures:

look for prices in the register of EIS contracts;

collect and analyze publicly available pricing information.

So, we have learned the most important information about the sample commercial proposal 44 Ф3. On specialized sites, you can easily download such a sample. As it turned out, it is not at all difficult to draw up commercial offers for 44 F3. It is important to have the necessary information. Then everything will be as clear as possible.

8. Video instruction commercial offer 5 gross mistakes

For a guaranteed result in tender purchases, you can seek advice from the experts of the Entrepreneurship Support Center. If your organization belongs to small business entities, you can get a number of advantages: advance payments under government contracts, short time settlements, conclusion of direct contracts and subcontracts without a tender. and work only under lucrative contracts with minimal competition!

Presented on the market a large number of specialized programs for work with document flow, one of them is 1C: Document flow or MicroDoc - Document flow Net. The most convenient form of registration for automated accounting is filling out information for each document in a separate window. The process of entering information is accelerated due to the automatic filling of some fields (date and registration number) and from the drop-down lists.

The approximate form of the log of registration of submitted commercial offers

Download a sample journal for registering incoming documents here (Word .doc format) It is compiled to store notes on the fact of creating, receiving or sending documents, number and dates, a summary. The registration journal serves for accounting, systematization, processing of information about document circulation, has its own continuous numbering, which allows in the future to maintain internal control over the movement and execution of documentation, and also serves as a search and reference system for employees.

All incoming, outgoing, sometimes internal documents are subject to registration, regardless of their content and method of delivery or dispatch. Some organizations, in order to avoid unnecessary labor costs, approve lists of documents that do not require a mark in the correspondence book.
The journal is kept by a clerk or secretary.

The order of registration by the customer of the received commercial proposals

Together with the contracts, Commercial offers must be stored, which, in turn, must be reflected in the Commercial offers registration log (clause 2) ! DOWNLOAD THE TITLE SHEET FOLDER # 5 DOCUMENTATION ON CONDUCTED Auction FOR 44FZ (QUOTATIONS, AUCTIONS, COMPETITIONS) EXPLANATIONS: Folder # 5 - is formed in our YUR_department! All your Documentation on the conducted procurement procedures, auctions (BIDD) will be located here. contests held throughout the year! You will receive this folder (already filled in) at the end of the year from the YR_detal! Dear Managers and Contract Managers, We invite you to conduct this work on the formation of folders for purchases during the summer holidays BEFORE 01.09.2015

Sample journal of registration of incoming documents

Important

the federal law No. 44-ФЗ dated 05/04/2013 (On the contract system ..) entered into force on 01/01/2014 and replaced 94-ФЗ. The law regulates relations aimed at ensuring state and municipal needs, in particular, the procurement of goods, works and services. Registration of incoming / outgoing documents Hello! Please tell me how you keep a log of incoming / outgoing documents (commercial offers, etc.)? What are the requirements for the magazine? Do I have to flash it? Or is everything much simpler ...

Respectfully yours, KU Tatyana Aleksandrovna. ky_ogb Occasionally peeks Posts: 3 Joined: 24 Aug 2015, 13:16 Location: Magnitogorsk Has thanked: 4 times. Been thanked: 0 times

Registration of incoming documents

Business in Russia from scratch! Materials Sample journal of registration of incoming documents Contents:

• Why do you need a log of incoming documents v
• Types of magazines v
• Logging form v
• Paper, magazine or card v
• Electronic v
• Columns of the log of registration of incoming documents v
• Ask a question to a lawyer free consultation v

Why do you need a register of incoming documents? The register of incoming documents does not have unified form... It is not obligatory to fill in, the decision on creation and maintenance is made by the management.
Its content is determined individually at each enterprise based on the specifics and adopted accounting policies.

Similarly, copying / pasting is carried out in any section of the program - a commercial offer card, additional magazines, reference books. To navigate through the cards without going to the journal, use the blue arrow buttons to the right and to the left.

4.10.3. How to enter information about a new commercial offer 4.10.3.1. How to select a date from the calendar 4.10.3.2. How to fill in a field from the reference book 4.10.3.3. How to download scanned copies of commercial offers 4.10.3.4. How to attach files to a commercial offer card 4.10.3.5.
How to assign users of a commercial proposal 4.10.4. How to make changes to a registered commercial offer 4.10.5.
How to copy an existing commercial offer 4.10.6. How to delete a commercial offer 4.10.7. How to print scanned images 4.10.8.
How to View Attached Files

Register of incoming commercial offers

From the very beginning of work on 44FZ, we try to UNIFY all our activities under 44FZ as much as possible. As you know, UNIFICATION is the establishment of uniformity of the composition and forms of documents, fixing the implementation of the same type of functions. The unification of documents is carried out in order to reduce the number of documents used, typify their forms, improve quality, reduce the complexity of their processing, achieve information compatibility of various documentation systems for related functions of the same name. ...