In the fourth quarter, some requests for quotes never appear on a public website. For many purchases below the simplified acquisition threshold, the FAR allows contracting officers to solicit quotes orally when that is more efficient than electronic alternatives and public notice is not required, and many buyers simply email a few vendors directly. A buyer working through a stack of year-end requirements may call or write to firms known to sell what is needed. How you handle that contact can decide whether you get the order and whether you are called again.
Confirm who is asking and what they need
Start by confirming who is on the other end. Note the person’s name, office, role and contact information, and ask whether they are the contracting officer, a contract specialist or a purchase cardholder. Program staff sometimes reach out as part of market research, which is different from a request for a quote. Knowing which conversation you are in tells you whether a price you give is information or the basis for an order.
Then pin down the requirement. Ask for the item or service description, quantity, delivery location and required date, and any set-aside or contract vehicle the buyer intends to use. If there is a reference number, write it down. If the buyer is willing, ask them to send the requirement by email so both sides are working from the same description.
Be alert, too, to impersonation schemes, in which fraudsters pose as federal buyers to obtain goods on credit. Verify unfamiliar contacts through the agency’s official channels before shipping anything.
Answer in writing, even when asked orally
An oral request deserves a written answer. A short, clear quote by email protects both sides and makes it easy for the buyer to document the purchase. A good written quote includes:
- Your company’s legal name, UEI and size status
- The item or service description, quantity and unit price, with any part numbers
- Delivery terms, lead time and the delivery location you priced
- How long the quote is valid
- Any contract vehicle number, such as a GSA Schedule, if the buyer plans to order through it
- The name and contact details of the person who can answer questions
Quote what was asked. If you believe a different product or approach would serve the buyer better, offer it as a clearly labeled alternative alongside a compliant quote, not instead of one.
Speed matters, and so does accuracy
Buyers who solicit by phone are often working against a deadline, and a quote that arrives within hours instead of days can make the difference. Build that speed in advance: keep current price lists, supplier contacts and standard terms where anyone on your team can reach them. But do not let speed lead to guesses. Confirm lead times with suppliers before you commit to a delivery date, and double-check arithmetic before you hit send.
Keep the record and follow through
Log each request you receive: who called, what they needed, what you quoted and what happened. If you receive an order, read it before you accept it and confirm that it matches your quote. Do not begin work or ship on a verbal go-ahead; wait for the order or contract document from someone with authority to issue it. If you do not win, a brief, polite note thanking the buyer and asking to be considered next time is appropriate.
Being the vendor a buyer can call is an advantage earned over time. The FAR’s simplified acquisition procedures, including the rules on soliciting quotes, are in Part 13 at acquisition.gov.