e-PG1 Goods RFQ Preparation Guideline

01When to Use e-PG1

Use e-PG1 when the Procuring Entity will select a Quotationer (supplier) for goods under the Request for Quotation Method (RFQM), pursuant to Rule 90(3) of the Public Procurement Rules 2025 and Section 32 of the Public Procurement Act 2006.

Nature

Goods (and related services)

Method

Request for Quotation (RFQM)

Value limit

Up to Tk. 8 lakh

Pricing basis

Unit rate

Competition

National

Channel

e-GP system

• Suited to standard, off-the-shelf, low-value goods that are readily available in the market (Rule 90(5)).
• The estimated cost must be within Tk. 0.8 million (8 lakh). For larger goods packages use e-PG2 (up to Tk. 50 lakh) or e-PG3.

Do not split a requirement into smaller packages to bring it under the RFQ limit. Splitting the object of procurement is not permitted (Rule 90(4)(ka)).

02Rules That Apply

RFQM follows Rules 90 to 94 of PPR 2025. These are the provisions the e-PG1 guidance notes point to.

03Invite Quotations

The e-RFQ is invited through the e-GP system (Rule 92(1), 92(2)). A daily newspaper advertisement is not required, but give it a minimum circulation:

1. Publish the e-RFQ in e-GP with the e-PG1 document attached.
2. Publish the advertisement on the Procuring Entity's website, if it has one.
3. Post it on the office Notice Board.
4. Send it, with a request for publication, to the administrative wing of some other nearby Procuring Entities.

• Issue the e-RFQ document free of cost (Rule 92(3)).
• Keep the detailed specifications and any design and drawings available for inspection at the PE's office during office hours on all working days.
• State that quotations are requested on a unit-rate basis and that no quotation security or performance security is required.

04Set the Timeline

Submission period

Minimum 3 days

Upper limit

Never more than 7 days

Validity

Tender validity days in the IFT

Opening

Automatic in e-GP after closing

• The time limit for the Request for e-Quotation must not exceed seven days (Rule 92(4)), and the PE must allow at least three days for submission.
• The deadline may be extended only on justifiable grounds that are recorded, and still within the seven-day threshold.
• Quotations must stay valid for at least the tender validity days stated in the IFT, counted from the closing date.
• Set the delivery (completion) period in days; it runs from the date of commencement under the contract, and the price schedule notes that delivery starts from contract signing.

05Fill In the Document

The SRFQ leaves several values for the PE to insert. Check each one before publishing; a blank or wrong value is the most common reason quotations come back non-responsive or disputed.

06Price Schedule

The Price Schedule for Goods (and Related Services) has 13 columns. The PE fills columns 1 to 8, the Quotationer fills columns 9 and 10, and e-GP calculates the rest.

• e-GP also produces the grand total in figures and words.
• Quoted rates must include profit, overhead and all taxes, duties, fees, levies and other charges under the Applicable Law, including transport and insurance up to the point of delivery.
• Rates are quoted and paid in Taka, and an accepted price stays fixed for the duration of the contract.

07Technical Specifications

Frame specifications under Rule 38. Precise and clear specifications are what let Quotationers respond realistically and competitively.

• Write them to permit the widest possible competition while stating clearly the required standards of workmanship, materials and performance.
• Require all items, materials and accessories to be new, unused, of the most recent or current models, and to include recent improvements in design and materials.
• Fill columns 1 to 3 of the Technical Specification table (item number, description, required specification and standards). The Quotationer fills columns 4 to 6: offered specification, country of origin, make and model.
• Ask Quotationers to state the make and model (where applicable) and attach the original printed literature or brochures for the listed items (copies if originals are unavailable).

08Qualification Documents

The Quotationer must have legal capacity to enter into the contract. e-PG1 asks for certified photocopies of the latest:

• Valid Trade License.
• Tax Clearance Certificate, or the acknowledgement slip from the competent authority proving the income-tax return was submitted for the assessment year you state.
• VAT Registration Number / Business Identification Number (BIN).
• Financial Solvency Certificate from any scheduled bank showing liquid assets of at least 70% of the estimated cost.

The document states that a quotation without these may be considered non-responsive, so name every document and value precisely.

09Opening and Evaluation

1. e-GP opens the quotations automatically after the closing date (Rule 93(2)).
2. Quotations received through e-GP go to the Evaluation Committee (Rule 94(1)), which evaluates them only on the information and documents submitted.
3. Apply only the criteria pre-disclosed in the e-RFQ (Rule 91(4)): responsiveness, qualification documents and compliance with the specifications.
4. Correct arithmetic: where unit rates and the total disagree, the unit rate prevails; where words and figures disagree, the words govern.
5. Check responsive prices for a Significantly Low-priced Tender (SLT) under Rules 25 and 26.
6. At least three responsive quotations are required to determine the lowest evaluated responsive quotation for award.

The Procuring Entity may reject all quotations or annul the proceedings. Record the reasons in the evaluation report.

10Purchase Order

Following the Evaluation Committee's recommendation and the Approving Authority's approval, issue the Purchase Order to the successful Quotationer through e-GP (Rule 94(5)). The Purchase Order is the contract; no separate contract signing is needed.

The e-PG1 Purchase Order form records:

• A brief name of the supplies, Purchase Order number and date, RFQ number and date.
• Name and address of the supplier, the delivery (completion) date and the order value in Taka.
• The date of the accepted quotation, and the statement that delivery is as per the Terms and Conditions.
• Attachments: certified photocopies of the approved Priced Schedule, the approved Technical Specification and the Terms and Conditions.
• Signature, name and designation of the Procuring Entity, with date.

11Contract Terms

The Terms and Conditions for Supply of Goods and Payment bind both parties and are interpreted under the PPA 2006 and PPR 2025. Points the PE administers:

Payment

100% after delivery chalan is accepted

Retention money

5% of invoice, held for warranty

Defects liability

Usually 6 to 12 months

Variations

Not permitted

• Deliveries are open to examination, inspection, testing and commissioning by the PE or its Technical Examination and Acceptance Committee (TEAC).
• Check the delivery against the specifications, notify the supplier of defects, and reject non-conforming goods by notice with reasons.
• Pay on actual delivery, item by item, by the quantities in the Priced Schedule and specifications.
• Deduct 5% of the invoice amount from the final payment as retention money and keep it to meet claims during the warranty period.
• Grant a delivery extension if the PE delays receiving the goods, in Force Majeure, or for other justifiable reasons that are recorded.
• No change to the scope of supply or the quantities ordered is allowed. Approved changes to the Terms and Conditions are incorporated by amending the contract in line with the Rules.
• The PE may terminate by written notice if the supplier fails to deliver to schedule and specification, engages in corrupt, fraudulent, collusive or coercive practices, or fails any other obligation.
• Settle disputes amicably first. The supplier is subject to Section 64 of the PPA 2006 and Rule 149 of PPR 2025.

12Records

Keep the record of the procurement proceedings under Rule 60: the published e-RFQ and circulation evidence, any deadline extension and its grounds, the opening record, the evaluation report, the approval, the Purchase Order, delivery and acceptance records, and retention release.

13Publishing Checklist

• Estimated cost is within Tk. 8 lakh and the requirement has not been split.
• The e-PG1 (SRFQ) version in e-GP is attached and the e-RFQ is free of cost.
• Submission period is between 3 and 7 days; tender validity days are set in the IFT.
• Assessment year and the 70% liquid-asset amount are inserted in para 12.
• Completion days, delivery days and warranty period are consistent across the RFQ, Price Schedule and Terms and Conditions.
• Price Schedule columns 1 to 8 are complete for every item.
• Specifications are generic, complete and ask for make, model and brochures.
• Evaluation criteria are stated in the e-RFQ.
• Circulation done: website (if any), Notice Board and nearby PEs.