University at Buffalo (UB)
If you are using state funds, you must fill out the request for quote form below. If you are using RF or UBF funds, you may contact a vendor of your choosing directly.
If a vendor has questions after receiving the request for quote, they may contact the unit directly for clarification. It is up to the unit to determine if the question(s) was significant enough that the response should be shared with all vendors. Depending on the responses to the question(s), a unit may consider giving vendors additional time to submit their response if the new information could impact final costs.
If a request for quote is sent out but the project is canceled, the unit is responsible for notifying all the vendors that the project is canceled and quotes are no longer needed.
In the unlikely event the vendor awarded the project cannot complete deliverables, the unit must complete a new RFQ to finish the project.
If you have multiple jobs or jobs that span multiple years that would benefit from using the same vendor, you may fill out the request for quote form for multiple projects. Examples of a multiyear quote might be a semiannual newsletter, or viewbook development in year one and simple updates in year two. An example of multiple jobs is a campaign that contains pieces that work together, like a postcard, brochure and poster that are part of one cohesive campaign. Requesting a quote for multiple jobs at once is an acceptable practice as long as the unit includes a strong business case for requiring continuity with one creative agency. In order to do so, the unit must outline each project, including deadlines and other details within the initial request for quote form.