Participation in a Price Quotation Request

Prozorro Market is an online store where government customers purchase consumer goods, created to simplify and make purchases for any amount, in case of purchase of goods. For this, an intuitive and user-friendly marketplace format was chosen, thanks to which you can place orders as easily as in popular online stores. Catalog suppliers may sell goods through direct procurement or participate in a price quotation request.

 

What Is a Price Quotation Request?

This procedure is as follows:

1. 1. To make a purchase goods whose value is or exceeds UAH 100,000, the customer publishes in their profile a request for the purchase of goods with clearly defined characteristics.
   2. All suppliers in this category are notified, and they optionally send back the price of the product.
   3. The system automatically determines the winner with the lowest price offer.

 

Who Can Participate in a Price Quotation Request?

You can submit your price offer in this type of procurement if you have qualified in Prozorro Market in the same category of goods that the customer is purchasing. If you haven't worked on a marketplace before, use our Prozorro Market qualification guide.

 

You can participate in PQR immediately after qualifying. That is, you do not have to pre-post your offers on Prozorro Market or work on it for some time.

 

If you have not passed the qualification for the selected type of product or passed it later than the date of publication of the announcement of the PQR you have selected, then you will not be able to submit an offer for this request.

 

Use this instruction to participate in the PQR.

 

Step #1 – Find the Purchase

To submit an offer to the request published by the customer, follow the link from the letter received in your e-mail (Fig. 1).

 

Fig. 1

 

Or search for a purchase by yourself on the tender search page. To do this, go to the public procurement section on SmartTender.biz – click on the corresponding item of the main menu on the main page of the site or in the drop-down menu (Fig. 2).

 

Fig. 2

 

Among the filters located on the left, select from the list "Trading type" – "Price Quotation Request" (Fig. 3).

 

Fig. 3

 

To find a suitable tender faster, you can enter the name of the desired procurement item (for example, sugar) in the search bar or select a category of goods according to the ДК 021:2015 (CPV) classifier in the filter on the left (Fig. 4). Then a smart search will return the most relevant results.

 

Fig. 4

 

Step #2 – Read the Terms of Purchase

Open the page of detailed information about the tender – for this, click on the name of the procurement item (Fig. 5).

 

Fig. 5

 

Before submitting an offer on the page of detailed information about the tender, review the products of this profile already placed in Prozorro Market. This will help you make sure that you offer the customer exactly the products that you supply, and to see the prices of the suppliers in the catalog. To do this, in the "Nomenclature" block, expand the "Profile information" section and click on the hyperlink in the "Profile name" line (Fig. 6).

 

Fig. 6

 

Please note that it is not possible to submit a question, claim or complaint in this type of purchase.

 

If everything suits you, you can proceed to submitting an offer.

 

Step #3 – Choose a Product

Click the "Submit an offer" button and go to the offer submission page (Fig. 7). This can also be done on the procurement search page (Fig. 8).

 

Fig. 7

 

Fig. 8

 

On the offer submission page, click the "Select" button (1). In the modal window, select a product from the profile in which the request is published and click the "Save" button (3) (Fig. 9).

 

Fig. 9

 

If the customer has selected several product profiles for purchase, then you must select one product for each product line item. To do this, perform the action described above (click "Select", select a product and click "Save") separately for each product (Fig. 10). As a result, a technical specification will be created for all selected products.

 

Please note!

In all positions of the nomenclature, you need to choose one product. If you do not select a product for at least one item of the nomenclature, you will not be able to send your offer.

 

Fig. 10

 

If necessary, the selected product can be deleted (1) and another product can be selected by pressing the "Select" button (2) again (Fig. 11). There will be no such opportunity after submission of the proposal.

 

Fig. 11

 

After selecting a product, the system automatically creates a "Technical Specifications" file. There is no possibility to delete or replace it, only to view or download it (Fig. 12).

 

Fig. 12

 

Step #4 – Specify a Price Offer

In the corresponding field, enter the amount of the offer (Fig. 13). It should not be bigger than the one indicated by the customer in their request.

 

Fig. 13

 

Step #5 – Submit and Activate the Offer

Click "Send offer"/"Send" (Fig. 14).

 

Fig. 14

 

Next, you need to activate your offer, since it will be invalid without the imposition of the QES/AES. To do this, in the signature window, specify the type of key, select the signature file, write the password, and click the "Sign" button (Fig. 15).

 

Fig. 15

 

After successful proposal submission, the message "Offer is submitted and signed by QES/AES" will appear on the screen, and the status of the proposal will change to "Proposal is submitted. Proposal is signed by QES/AES" (Fig. 16).

 

Fig. 16

 

After applying the QES/AES, the signature file will be saved on the submission page under the name "sing.p7s" (1), while the product selection option becomes inactive (2), but you can edit the offer amount (3) (Fig. 17).

 

Check that you have filled out the offer correctly. You will not be able to cancel or edit it once submitted. If everything is correct – click "Send offer"/"Send".

 

Fig. 17

 

After you submit your offer, the "Technical specification" file that was created for the product you selected, together with the signature file, will be displayed on the page of detailed information about the purchase in the block "Results of the price quotation request" – "Documents for the commercial offer" (Fig. 18 ).

 

Fig. 18

 

How Is the Winner Determined?

The price quotation request procedure does not have an auction stage. Therefore, after the end of the offer submission period, the system automatically determines the winner of the supplier that offered the lowest price.

 

The winner receives a notification by e-mail "It is necessary to confirm the decision to become the winner in the purchase" (Fig. 19).

 

Fig. 19

 

Next, such a supplier has two options:

1. 1. To confirm the offer and become the winner of the purchase.
   2. To refuse to participate if they are unable to fulfill the terms of the purchase.

 

Please note!

The opportunity to confirm the decision to be a winner is available within two working days. There is no possibility to cancel the decision after confirmation.

 

At the end of the confirmation period, if the winner refuses to confirm the offer, the system automatically transfers such a participant to the status "Participant did not agree to be a winner" and selects the next price offer as the winner.

 

The customer has the option to reject the supplier with the reason "The supplier refuses to sign the contract" and add a confirmation document. In this case, the system moves to the next price offer.