Tunaltay

Guidelines

State clearly and exactly what your needs are, whether they are products, information, or services.

To avoid confusion, use the supplier's terminology when referring to his/her products or service.

Give invoice numbers, dates, and costs in your request.

Express all your expectations, acknowledging full cooperation on your part.


Request for Bids from Suppliers

Example 1


Date

Addressee
Address
City, State Zip


Dear Mrs. Mullen:

We appreciate the service you have offered us the last two years. In order to ensure we are getting the lowest possible prices, we request your bid for our packaging supply needs.

Please send us your bid based on supplying the following each month:

• 400-9” x 12” padded envelopes

• 750-7” x 7” x 8” unassembled cardboard boxes

• 330-12” x 12” x 8” unassembled cardboard boxes

• 2,000-3 color shipping labels

Your price total should indicate the cost of packaging supply for one year, beginning January 1.

We will evaluate the bid based on cost as well as flexibility of delivery schedule. Please submit your bid by November 15.

Sincerely,

Example 2


Date

Addressee
Address
City, State Zip

Dear Mr. Osborne:

We are soliciting bids for our oxygen supplier for next year. Merrimount Hospital uses approximately 1,500 cubic feet of oxygen per month.

Please give your price per cubic foot of oxygen. Include all delivery costs in your calculations, plus any extra fees charged for smaller canisters.

Provided the oxygen and canisters meet all federal health and safety standards, we will choose a supplier based on the lowest cost.

In order to consider your bid, we must have it before December 3.

Sincerely,


Responding to Bid Invitation

Example 3

Date

Addressee
Address
City, State Zip

Dear Mr. Sewell:

Thank you for requesting our bid for your packaging supply. We look forward to the opportunity to earn your business for another year.

We can offer you the same delivery schedule as we did this year, with only slightly higher costs for the packaging materials. Our prices for next year are as follows:

Cost per ...Item... .........................Estimated...........Total
Unit ..........................Units ............Cost

$.20 9” x 12” padded envelope.........400 .........$80.00

$.27 7” x 7” x 8”............................750 .........$202.50
unassembled cardboard box

$.35 12” x 12” x 8”.........................330 .........$115.50
unassembled cardboard box

$.05 3 color shipping label................2000 .........$100.00

Your cost per month would be $498.00, only $23.00 dollars more than what you pay now. Considering the hefty price increases of our competitors, we are confident that we will continue to be the best packaging supplier for your company.

Sincerely,


Example 4


Date

Addressee
Address
City, State Zip

Dear Mrs. Taylor:

We appreciate the opportunity to bid for Merrimount Hospital’s oxygen.

Chem Co. can offer oxygen for $.55 per cubic foot on orders over 1,000 cubic feet. We charge an additional $1.00 for every container under 12 cubic feet. Our delivery service is free with orders over 100 cubic feet. If, as you estimate, Merrimount Hospital uses 1,500 cubic feet per month, the cost would be $825.00, not including additional small canister fees.

Our oxygen and canisters meet or exceed all federal health and safety standards. Every canister undergoes a thorough inspection before it leaves our facility.

We hope our bid is suitable and we can do business together in the future. If you have any questions, please call me.

Sincerely,


Thanks for Service

Example 5


Date

Addressee
Address
City, State Zip

Dear Ms. Alfred:

While filing your invoice today, I looked back in our records and realized that you have been our chemical supplier since 1987. Rarely is a business relationship so long and fruitful.

When we started working together, we ran our entire operation out of the tiny lab in Mayville. At the time, you had only one delivery truck and a part-time driver. Now our eight labs in six counties are served by your fleet of trucks. Your service has allowed us to expand our capabilities while maintaining the highest level of quality.

We were reminded how much we value your service this March when your consultants helped our laboratory staff review our chemical handling procedures. Your conscientious service has made our lab safer and more efficient.

We thank you. Here’s to 10 more years.

Sincerely,

Example 6


Date

Addressee
Address
City, State Zip

Dear Mr. O’Brien:

As we reach the end of our reorganization, I want to let you know how much we value your service.Your flexibility and patience this year in the face of changed orders, changed delivery dates, and new payment procedures made our transition easier.

Thank you for your extra effort. Please convey our appreciation to your delivery drivers and office staff.

Sincerely,

__________________