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Request for Quote

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REQUEST FOR QUOTE # 19255

RFQ # 19255

Quotation Due By:

Bid Due Time:

REPLY TO:

Gai Hunter

PURCHASING DEPARTMENT

Grand River Dam Authority

226 W DWAIN WILLIS AVE

PO BOX 409

VINITA OK 74301

PHONE: 405-297-9963 ext 4653

FAX: 405-840-1390

EMAIL: ghunter@grda.com

VENDOR INFO: VENDOR #: 99999.00

CITY: STATE: ZIP:

PHONE: FAX:

NOTE: Contract is one year from date of operational acceptance by GRDA.

  1. The bid opening date for this RFQ is 10/7/15 at 12:00PM CT. Questions pertaining to this RFQ must be submitted in writing no later than 10/01/15 at 3:00PM CT. Bidder is to submit a response to Gai Hunter via email at ghunter@grda.com by no later than the bid due date and time.
  2. A completed non-collusion certificate is required and must be submitted with your bid.
  3. This form must be signed by an authorized representative of your company in the space provided in the lower right hand corner of this form.
  4. The award to the successful bidder will be based on the lowest and best bid received that meets the specifications listed below and the requirements herein. Preference may be given to E-pay vendors if analysis estimates that such appears to result in a lower cost to GRDA.
  5. GRDA will take into consideration past performance and ability to meet delivery deadlines in the evaluation.
  6. Voluntary Product Accessibility Template (VPAT): Complete and attach a Voluntary Product Accessibility Template (VPAT) for each product offered describing the product's compliance with the Oklahoma Information Technology Accessibility Standards. Products that partially meet the accessibility standards will be considered. Bids submitted without proper VPAT information should provide a statement providing a justification as to why VPAT information is unavailable. GRDA will review the statement and may or may not reject the bid as non-conforming. Bidders should refer to the attached Voluntary Product Accessibility Instructions to complete the selected VPAT(s).

****** Read the General Bidding Instructions attached to this RFQ for further instructions.******

GRDA Visa Payment

GRDA provides a Visa payment program which invoices payment by a secure Visa account number assigned to the supplier after award of contract. Notification of payments and required invoice information are issued to your designated Accounts Receivable contact by e-mail remittance payment.

Preference may be shown during the evaluation process to bidders that agree to accept the Visa payment of invoices. To learn more about the benefits of the Visa payment program, and to obtain answers to FAQ, click or copy and paste the following URL into your browser: www.bankofamerica.com/epayablesvendors.

NOTE: This is not a credit card payment at a time of sale. It is an electronic VISA payment after an invoice has been submitted and it may take 30-45 days for Vendor to receive payment. Vendor will NOT receive payment immediately after submission of invoice as a payment process will need to be completed through GRDA Accounts Payable. Therefore, payment terms on VISA payment must allow time for invoice processing, e.g., Net30, Net45.

When Vendor enrolls in the ePay program with our Bank (we will have a GRDA representative called Vendor for one-time setup), Vendor is assigned a 16-digit account number without a plastic card and with a zero credit limit. Once an invoice from Vendor is submitted and approved by GRDA, Vendor will receive remittance advice via email from our Bank that the invoiced amount has been authorized for Vendor to complete the transaction. Vendor will use the assigned 16-digit account number to complete the transaction. Once transaction completed, the Vendor account credit limit will return to zero until next payment.

Will accept payment by Visa:

No (check one)

Designated Accounts Receivable Contact for Visa remittance advices:

Voluntary Product Accessibility Template (VPAT)

Complete and attach a Voluntary Product Accessibility Template (VPAT) for each product offered describing the product's compliance with the Oklahoma Information Technology Accessibility Standards. Products that partially meet the accessibility standards will be considered. Bids submitted without proper VPAT information should provide a statement providing a justification as to why VPAT information is unavailable. GRDA will review the statement and may or may not reject the bid as non-conforming. Bidders should refer to the attached Voluntary Product Accessibility Instructions to complete the selected VPAT(s).

LINE ITEM 1 - Energy Business Intelligence Service

Annual subscription for information services that integrate news, data, and analytics on power, natural gas, coal, and renewable markets in real time on a web-based platform. This is a Business Intelligence Service that provides:

news alerts by email,

a clipping-type service to track news articles with your company name in them (or individual names or customers names),

market pricing,

comprehensive financials,

company and plant profiles,

residential customer accounts,

regulatory research and consultation on electric utility securities and regulation, including a 30-year archive of electric and gas rate case information,

a mapping application,

data resources that include a fully-integrated Excel based analysis tool (called Excel Add-in) to build new Excel reports, deliver energy sector data directly into Excel reports you already have, and refresh the reports with new dates to have it pull current date data into the reports,

dedicated account manager,

24/7 assistance with analysis and full customer support in using the systems, with a 98% customer satisfaction rating, and

training for existing employees and new employees as they come onboard.

The lump sum licensing cost must be on a firm-wide basis and includes training for existing employees and new employees that may come on board.

Number of Units: Unit of Measure:

Unit Price: Line Cost: Lead Time:

for each line item.

SHIP TO:

Grand River Dam Authority

ADMINISTRATIVE HEADQUARTERS

226 W DWAIN WILLIS AVE

Vinita OK 74301

THIS IS NOT AN ORDER. We would be pleased to receive your quotation for furnishing the above. This form must be completed in full (including signature) and returned by the due date above. You may attach additional pages if necessary. If attached, the Non-Collusion form must be completed and returned with your quotation.

NO PARTIAL SHIPMENTS OR PARTIAL PAYMENTS WILL BE ALLOWED WITHOUT PRIOR APPROVAL.

All articles purchased hereunder shall be in accordance with the Bidding Procedures and General Terms & Conditions contained on the attached sheets.

NON-COLLUSION CERTIFICATE

A. For purposes of competitive bid or contract, I certify:

1. I am the duly authorized agent of .

2.

3. Neither the bidder, nor contractor, nor anyone subject to the bidder's or contractor's direction or control, has been a party:

a.

b.

c.

B.

C.

GENERAL BIDDING INSTRUCTIONS FOR STANDARD & EMERGENCY BIDS

1. Bids shall be submitted to the designated purchasing agent at the Grand River Dam Authority at the address on the attached RFQ or RFP form on or before the date and time indicated. The RFQ or RFP form must be completed in full and signed by the bidder.

2. Quotations or proposals may be submitted to GRDA via postal mail, delivery service, fax or e-mail, provided all required signatures can be transmitted successfully.

3. Non-Collusion Certificate: RFQs or RFPs anticipated to exceed a total amount of $5,000 shall be accompanied by a Non-Collusion Certificate.

4. In the event the unit price and line total extension do not agree, the unit price shall be considered the quoted price accepted for evaluation.

5. Freight Terms: All prices shall be quoted FOB: Destination/Freight Allowed.

6. Other Surcharges: Any additional surcharges shall be included in the unit price quoted for each line item.

7. Tax-Exempt Status: GRDA is an agency of the state of Oklahoma and is specifically exempt from the payment of sales tax.

8. Questions arising during the bidding process should be submitted in writing to the GRDA purchasing agent named on the RFQ or RFP.

9. All bids submitted shall be subject to GRDA's Purchasing Policy and Procedures, General Terms and Conditions, the bidding instructions and specifications, and applicable regulations.

10. GRDA reserves the right to reject any and all bids.

11. "Sole Brand" or "No Sub" items shall be furnished as specified.

12. Approved Equivalents: Unless designated as sole brand, equivalent products may be offered if they meet or exceed the specification.

13. Insurance Certificates: Service work requiring presence on GRDA property must be covered by minimum insurance requirements.

14. MSDS: Material Safety Data Sheets shall be furnished to GRDA's Safety Department before delivery.

15. Purchase Orders shall be awarded to the lowest and best or best value bidder.

16. Successful vendor shall deliver the merchandise or perform the service as quoted.

17. Bidder Responsibilities: All communication shall go through the GRDA purchasing agent.

18. Supplier List: The Finance Department maintains a current listing of suppliers with a cross-reference as to products and services offered.

19. Service Contracts: Bidder and subcontractors must comply with the Status Verification System.

GENERAL TERMS AND CONDITIONS

Any contract or order issued by the Grand River Dam Authority is expressly conditioned upon Seller's assent to these terms and conditions unless otherwise agreed in writing.

1. Mail or deliver all invoices or correspondence pertaining to the payment of this Purchase Order to Accounts Payable Department, Grand River Dam Authority, P.O. Box 409, 226 West Dwain Willis Avenue, Vinita, Oklahoma 74301.

2. All articles, materials, equipment and supplies covered by this Purchase Order are purchased subject to inspection before and during manufacture and upon arrival at destination.

3. In case of default by Seller, GRDA may procure the items or services from other sources and hold Seller responsible for any excess cost occasioned thereby.

4. Seller warrants that all items covered by this Purchase Order will conform to the specifications and will be merchantable, fit, and sufficient for the purpose intended.

5. Seller shall indemnify and hold GRDA harmless from claims, liens, and infringement issues.

6. Seller shall provide required insurance before items are shipped or services commenced.

7. This Purchase Order shall not be assigned or subcontracted in whole or in part without GRDA's prior written consent.

8. Service Contracts: By submitting a bid for services, the Bidder certifies compliance with 25 O.S. §1313 and participation in the Status Verification System.

9. All items shipped pursuant to this Purchase Order will conform with all municipal, state and federal laws.

10. GRDA hereby notifies Seller that Seller must comply with all applicable laws, regulations or orders.

11. This Purchase Order shall be construed as being performed by both parties in Craig County, Oklahoma.

12. AUDIT RIGHTS. Contractor will maintain and make available all books and records for five years after completion of the Contract.

VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE INSTRUCTIONS

The Voluntary Product Accessibility Template is a tool to assist in making preliminary assessments regarding the availability of electronic and information technology products and services with features that support accessibility.

Oklahoma EITA Procurement Clause applies to electronic and information technology procurements.

How to Get Started: Determine which subsection(s) of the Oklahoma Information Technology Accessibility Standards apply to your product and document the product's ability to meet the standards.

Suggested Language for Filling out the VPAT includes: Supports, Supports with Exceptions, Supports through Equivalent Facilitation, Supports when combined with Compatible AT, Does not Support, Not Applicable, and Not Applicable - Fundamental Alteration Exception Applies.

Remarks & Explanations should detail accessibility features, exceptions, and equivalent methods of facilitation.

The bidders may use the VPAT form provided at the link below (or as attached) or other comparable document, complete and should submit with their bid response:

http://www.ok.gov/DCS/Central_Purchasing/VPAT_&_Accessibility.html (Forms attached with this RFQ)

Web-based Internet and Applications – form 053-4.3 (attached)

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What a Request for Quote (RFQ) Is

A Request for Quote (Request for Quote) is a formal procurement document used by buyers to solicit fixed-price proposals from vendors for clearly defined goods or services. It sets specifications, quantities, delivery and payment terms, and any evaluation rules so bidders submit directly comparable, price-focused offers. RFQs are typical for commodity purchases, repeat orders, and well-scoped projects; responses usually include itemized pricing, lead times, and warranty or service terms to support objective vendor selection and audit trails.

Why organizations use an RFQ

Use a Request for Quote to obtain comparable, price-focused offers when scope is fixed. RFQs reduce negotiation time, clarify delivery and payment terms, and help buyers meet procurement policies. They also create a documented record to support award decisions and audits.

Why organizations use an RFQ

Who issues and responds to RFQs

Procurement teams, purchasing agents, and project managers commonly issue RFQs when requirements are defined and price comparison is the primary selection factor.

  • Government procurement offices following internal purchasing thresholds, regulations, and compliance oversight
  • Corporate buyers for routine supplies and standardized services seeking lowest responsive bid
  • Vendors respond to RFQs to price listed items and secure short-term contracts

Suppliers and vendors complete RFQ responses to propose firm pricing, delivery windows, and terms; organizations choose RFQs when scope is measurable and price is a primary determinant.

Core elements to include in a professional RFQ

Core elements of a professional Request for Quote ensure clear requirements, consistent pricing, and traceable vendor responses for compliant procurement.

Scope

Describe goods or services with specifications, quantities, units of measure, brand or model numbers, acceptable substitutes, and any performance or technical standards required by the buyer.

Pricing

Require itemized unit prices, extended totals, applicable taxes, shipping/handling, discounts, and pricing duration or validity period so offers are directly comparable and reduce post-award disputes.

Delivery

Specify delivery location, delivery terms or Incoterms, lead time or delivery window, inspection and acceptance criteria, and penalties for late delivery where applicable.

Payment Terms

State payment method, invoice requirements, net terms, early payment discounts, and any retainage or milestone payments tied to deliverables.

Evaluation Criteria

List weighting for price, delivery, quality, warranty, and vendor qualifications so suppliers understand how awards will be determined.

Attachments

Include drawings, technical specifications, bill of materials, terms and conditions, and any sample forms vendors must complete.

Key security and compliance considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamp, IP, and action log retained
Authentication: Email, SMS, KBA, or SSO options
HIPAA: BAA required for PHI handling
ESIGN / UETA: Meets ESIGN and UETA legal tests
Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Step-by-step: create and issue an RFQ

[INTRO] Prepare specifications, upload the RFQ, add fields, send to recipients, collect responses, and document the award decision for audit.

  • 01
    Draft RFQ: Assemble specs, quantities, and timelines.
  • 02
    Upload Document: Use PDF or DOCX; confirm formatting.
  • 03
    Configure Fields: Add price, delivery, and signature fields.
  • 04
    Send & Track: Distribute via email or secure link; monitor responses.

How RFQ circulation and response collection typically works

[INTRO] Typical routing: issuer publishes RFQ, vendors receive invitations, submit itemized quotes, and buyer compares offers in a standardized format.

  • Upload RFQ: Attach final RFQ and supporting documents.
  • Invite Suppliers: Add recipient emails or import supplier list.
  • Collect Quotes: Vendors submit itemized pricing and delivery details.
  • Compare Responses: Use evaluation criteria and scoring to rank offers.

Configuring an online RFQ workflow

Set up an online RFQ workflow to enforce fields, automate reminders, and capture audit trails for each supplier response.

Field Configuration
Response Deadline Set due date and time; auto reminders
Authentication Email link, SMS code, or SSO
Required Fields Price, quantity, lead time, payment terms
Notifications Email alerts to procurement team on submissions

Distribution channels and platform requirements

Choose distribution methods based on supplier access, security, and traceability requirements.

  • Email: Direct invitations with tracking and reminders
  • Secure Link: Single-use or expiring links for guest signing
  • API: Integrate RFQ issuance with procurement systems

Common RFQ timelines and deadline types

Define clear deadlines for submission, questions, amendments, evaluation, and award notice to ensure fair competition and timely procurement.

Final Deadline for Supplier Questions:

Set a firm cutoff and publish responses to all bidders.

Final Submission Due Date and Time:

Specify time zone and method of delivery.

Amendment Issuance and Response Window:

Publish addenda promptly and extend deadlines if needed.

Evaluation Period and Shortlisting Timeline:

Communicate evaluation dates and expected award timing.

Award Notice and Contract Finalization Window:

Provide written award notice and next steps timeline.

Common mistakes to avoid when preparing an RFQ

  • Unclear specifications leading suppliers to submit noncomparable quotes, which increases evaluation time and can result in higher costs or disputes during contract performance.
  • Failing to set a firm submission deadline or time zone causes late bids and confusion; specify exact date, time, and whether extensions are permitted.
  • Omitting required fields such as lead time, warranty, or unit of measure forces clarifying questions and delays final award and order placement.
  • Not requiring a binding signature or authentication can make vendor commitments ambiguous and complicate enforcement if pricing or delivery terms change.

Risks and penalties from incorrect RFQ handling

Award Challenge: Protests or bid disputes
Procurement Audit: Findings for noncompliance
Contractual Risk: Ambiguous terms trigger disputes
Delivery Failures: Late shipments or shortages
Financial Exposure: Price increases after award
Reputational Risk: Supplier dissatisfaction or litigation

How an RFQ differs from an RFP or Invitation to Bid

Comparison of RFQ with RFP and Invitation to Bid to clarify when each procurement document is appropriate.

Criteria RFQ RFP ITB
Primary focus price technical solution price
Scope clarity high varies high
Evaluation basis lowest responsive best value lowest responsive
Typical use commodities complex services public works

eSignature vendor pricing overview for RFQ workflows

Pricing overview across common eSignature vendors to help estimate platform cost for RFQ eSubmission and signature workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies Varies

Practical customer examples related to digital document workflows

Real customer experiences with electronic signing show how organizations shorten turnaround and simplify document handling during procurement and vendor onboarding.

Optica Ventures — COO

Optica Ventures streamlined external document returns using an electronic signing process to simplify customer interactions and reduce follow-ups.

  • The interface is simple and easy-to-use.
  • Brian Fitzgibbons, COO at Optica Ventures LLC, said the interface is easy for the team and customers, which supported timely collection of signed documents and improved procurement records.

Xerox — NetSuite Operations

Xerox used integrated eSignature workflows to capture approvals and keep systems synchronized without manual entry.

  • Provides flexibility for correct signatures and formats.
  • Kodi-Marie Evans, Director of NetSuite Operations at Xerox, noted the platform's flexibility for getting the right signatures on the right documents and integrating them with NetSuite for operational consistency.

Frequently asked questions about RFQs and eSubmission

Answers to common questions about legal validity, formats, authentication, corrections, and recordkeeping for electronically issued RFQs.


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