"Vendor Quote Form" - Town of Clayton, New York

Vendor Quote Form is a legal document that was released by the Finance Department - Town of Clayton, New York - a government authority operating within New York. The form may be used strictly within Town of Clayton.

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Town of Clayton
Vendor Quote Form
Please complete this form to provide evidence that you have contacted three vendors for price quotes, unless you have one
quote for a State Contract or Preferred Source service or product. Instructions for completing the form are on the reverse
side.
State Contract No. &
Vendor's Name and Address
Description of Item or Service*
Date Received
Quoted Price
1.
2.
3.
Town of Clayton
Vendor Quote Form
Please complete this form to provide evidence that you have contacted three vendors for price quotes, unless you have one
quote for a State Contract or Preferred Source service or product. Instructions for completing the form are on the reverse
side.
State Contract No. &
Vendor's Name and Address
Description of Item or Service*
Date Received
Quoted Price
1.
2.
3.
Instructions for Completing the Vendor Quote Form*
Complete this form in the following cases (exceptions are noted below under State Contract Purchases and
Preferred Vendors):
* When applying for funds to purchase equipment with a unit cost in excess of $10,000;
* When applying for funds to purchase supplies and materials, including computer software, with a
unit cost in excess of $10,000;
* When applying for funds for purchased services where the fee paid to any single vendor or
consultant exceeds $10,000;
* Remodeling, where the cost of any one activity exceeds $10,000 or where any one contractor will
receive over $10,000. If more than one contractor is used, this form must be completed for each.
ALL quotes must clearly delineate individual project costs (for example, travel, staff training, and equipment
installation) and hours for each service provided. Also submit a copy of the RFQ that outlined requirements
used to collect the detailed quotes.
STATE CONTRACT PURCHASES: You are not required to submit three quotes if one of your quotes is for a service
or product under state contract. You must submit the information for that quote and clearly delineate
individual project costs.
PREFERRED VENDORS: Certain providers have "preferred source" status under the law. If using a preferred
vendor to purchase supplies, equipment, or contracted services, indicate this on the Vendor Quote Form. You
must submit the information for that quote and clearly delineate individual project costs.
SOLE-SOURCE VENDORS: If there is only one vendor who can provide the required supplies, equipment, or
contracted services, indicate this on the Vendor Quote Form and explain the circumstances. A prior working
relationship with a vendor (or consultant) does not, by itself, constitute justification for a sole-source contract.
You must submit the information for that quote and clearly delineate individual project costs.
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