An evaluator who receives four quotes for the same requirement should be able to put them side by side and see the differences in price, source and delivery without calling anyone. When quotes arrive with missing fields, the evaluator has to ask, wait, and sometimes decide on partial information. That costs the buyer time and can leave a good supplier out of the running.
This article is written from the supplier's side. It lists the fields we put on every line of a supply quote, in the order a buyer tends to look for them, and explains what each one lets the evaluator confirm. It is not a guide to writing a winning proposal. It is a description of what a buyer should be able to find.
A quotation is not an offer
Some context first. Under FAR 13.004, a quotation is not an offer and cannot be accepted by the government to form a binding contract. When the government issues an order in response to a quotation, the order is the government's offer, and a contract forms when the supplier accepts it. In practice that means a quote is a statement of what the supplier would do, and the buyer decides what to order.
Many solicitations for commercial products ask for an offer rather than a quotation, and in those cases the content of FAR 52.212-1 matters. Paragraph (b) of that provision lists what an offer must show at a minimum, including the offeror's name and contact information, a technical description of the items offered, the terms of any express warranty, price and any discount terms, a remit-to address if different, a completed set of representations and certifications, and an acknowledgment of solicitation amendments. We check which one the solicitation asks for, because FAR text is being reorganized in the Revolutionary FAR Overhaul, and the solicitation's own wording and instructions control. Either way, the fields below cover what an evaluator needs.
The fields, in the order a buyer reads them
1. Line numbers that match the solicitation
Every quote line should carry the same line item number as the solicitation, whether it is a CLIN, a SLIN or a numbered line in a request for quotation. Not our own numbering, and not a renumbered list.
Why it matters: the evaluator maps your line to the requirement by number. When the numbers drift, the award, the receiving report and the invoice stop matching later. If the statement of work numbers items one way and the pricing schedule numbers them another, a good supplier raises it before quoting.
2. Manufacturer and exact part number
State the manufacturer and the exact manufacturer part number for each line, not a family name or a catalog page.
Why it matters: this is how the buyer checks that the item is what the requirement describes, and how a receiving office later matches the box to the order. If a solicitation names a brand, the part number shows exactly which version is offered. A quote that says "equivalent" without a part number cannot be evaluated.
3. Description
A short description that matches the solicitation's description, with any differences stated.
Why it matters: FAR 52.212-1 calls for a technical description detailed enough to evaluate compliance. A description that restates the requirement word for word proves nothing, so the useful description is the one that names the actual product and any specifications that matter to the buyer.
4. Quantity and unit of issue
Quantity as the solicitation states it, with the unit of issue (each, box of 12, case, pair, set).
Why it matters: unit mismatches are a common source of pricing errors. A unit price per box compared against a unit price per each looks like a bargain and is not. The evaluator needs the same unit on every quote to compare.
5. Unit price and extended price
Both. The unit price times the quantity should equal the extended price, and the lines should add up to a total.
Why it matters: the math should be checkable at a glance. Conflicts between unit and extended price force a clarification, and the evaluator has to resolve it before comparing.
6. Delivered price, FOB destination, shipping included
State that prices are delivered to the destination named in the solicitation, with shipping included, rather than leaving freight as a separate line to be added later.
Why it matters: a quote that excludes freight is not comparable to one that includes it. Under FAR 52.247-34, when delivery is F.o.b. destination, the contractor bears the charges to the specified point of delivery and the risk of loss until the consignee receives the shipment. If the solicitation calls for that clause, the quoted price should already reflect it. If freight is separately priced for a legitimate reason, label it on the line.
7. Delivery lead time
State lead time in days after receipt of order, not "standard lead time" and not a date that depends on when the quote is accepted.
Why it matters: a delivery date is a commitment the evaluator can hold the supplier to. "Days after receipt of order" is unambiguous even when the award date moves. Where stock is on hand, say so. Where an item is made to order, say that too.
8. Country of origin, per line
The country where each item is manufactured, line by line, not a single statement for the whole quote.
Why it matters: the government's origin rules, including the Buy American Act and the Trade Agreements Act, apply per product. A buyer cannot check compliance from a blanket statement. If an item comes from a country the buyer would not expect, the supplier should disclose it plainly and let the contracting officer decide, rather than leave it for the receiving dock. For more, see country of origin on government purchases.
9. Authorized source evidence, where required
When the solicitation requires an authorized source or names a brand, the manufacturer's letter of authorization should come with the quote.
Why it matters: this is the evaluator's proof that the product is genuine and that warranty and support apply. If the requirement says to provide proof of authorization with the offer, a letter that arrives later may not be considered. We do not quote a brand-name or authorized-source requirement without the letter in hand. See what a letter of authorization should say.
10. Warranty
The warranty that applies, stated in plain terms: duration, who services it, and how a claim is made.
Why it matters: FAR 52.212-1(b) lists the terms of any express warranty as part of an offer. The evaluator needs to know whether the manufacturer's warranty passes through to the government and who the point of contact is. If the warranty is only the implied warranty in the contract, say so.
11. Quote validity period
State how long the prices hold, in calendar days from the quote date or the offer deadline.
Why it matters: under FAR 52.212-1(c), an offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless the solicitation sets another period. A quote with no validity statement leaves the buyer unsure whether the price will still hold when the award is made. If the solicitation sets a longer period, the quote should match it.
12. Payment and discount terms, only if actually offered
Payment terms should follow the solicitation or contract. A prompt payment discount belongs on the quote only when the supplier is actually offering one.
Why it matters: FAR 52.212-1(b) lists "price and any discount terms." An evaluator may take a discount into account, so it must be real. A pre-filled discount that the supplier never meant to give creates a dispute at invoice time. If there is no discount, the field stays empty or says none.
13. UEI and CAGE code
The supplier's SAM Unique Entity ID and CAGE code, matching its SAM record.
Why it matters: it lets the evaluator pull the supplier's registration, check its status and exclusions, and confirm the legal name in one lookup. Mismatched names between a quote, an authorization letter and SAM are a frequent cause of delay.
14. Representations and Section 889
A reference to the supplier's representations and certifications, and its Section 889 representation about covered telecommunications equipment and services.
Why it matters: FAR 52.212-1(b) requires a completed set of representations under FAR 52.212-3. A supplier that has completed its annual representations in SAM can complete paragraph (b) of 52.212-3 and verify that the SAM representations are current, accurate and applicable. The Section 889 representation is part of 52.212-3 as well. For electronics, the evaluator should see that the supplier has addressed it. See Section 889 supplier certification.
15. Acknowledgment of amendments
A statement listing each amendment the supplier has received, by number and date.
Why it matters: FAR 52.212-1(b) lists acknowledgment of solicitation amendments as a required part of an offer. Amendments change quantities, specifications and deadlines. A quote that does not acknowledge them can be treated as not responsive to the latest requirement. Before submitting, we re-read the solicitation page for any amendment posted since we started.
16. Partial award acceptance, if the solicitation allows line-item awards
If the solicitation permits award by line, say whether the quote can be accepted line by line, and note any lines tied together.
Why it matters: when a buyer can split an award, the evaluator needs to know the prices hold when only some lines are ordered. If a price depends on ordering a minimum or a set of lines together, that has to be visible, not buried. For orders at lower dollar values, see also the micro-purchase threshold.
A template of the line
Here is how a single line reads on one of our quotes, in the form the fields above produce:
| Field | Content |
|---|---|
| Line (CLIN/SLIN) | 0003, as numbered in the solicitation |
| Manufacturer and part number | Manufacturer name, exact part number |
| Description | Product description and matching specifications |
| Quantity and unit | 24 each |
| Unit price and extended price | Unit price, then unit price times 24 |
| Delivered price | FOB destination, shipping included |
| Lead time | Days after receipt of order |
| Country of origin | Country of manufacture for this line |
| Authorization | Letter attached, where required |
| Warranty | Manufacturer's warranty, claim contact named |
The quote header carries the validity period, UEI and CAGE, the representations reference, the amendment acknowledgments, the payment and discount terms (only if offered) and the partial award statement.
How Lunula Supply handles it
We write quotes the same way every time, so a buyer who has seen one of ours knows where to look for everything.
- We re-read the solicitation for amendments before quoting, and acknowledge each one.
- We check whether partial award is allowed at the line level.
- We send country of origin, authorization letters and representations with the quote, so the evaluator does not have to ask.
- We get the manufacturer's letter of authorization before we quote a brand-name or authorized-source requirement, and we do not quote without it.
- We label the sourcing channel (manufacturer, distributor or retail) on every line internally and state a delivered price the buyer can compare.
- One person stays your contact from quote to warranty.
If you buy supplies and want quotes that are easy to evaluate, contact us or see what we supply. For what happens after award, read what to expect from a government supplier.
Frequently asked questions
Is a quote the same as an offer?
No. Under FAR 13.004, a quotation is not an offer and cannot be accepted to form a binding contract. The government's order is the offer, and the supplier accepts it. Some solicitations ask for offers, and those must contain what FAR 52.212-1 requires.
How long should a quote stay valid?
FAR 52.212-1(c) has the offeror hold its prices firm for 30 calendar days from the offer deadline, unless the solicitation sets another period. A quote should always state its validity period so the buyer does not have to guess.
Does a supplier have to acknowledge amendments?
Yes, when the solicitation has them. FAR 52.212-1(b) lists acknowledgment of solicitation amendments among the items an offer must show. A quote that skips an amendment may be found not responsive.
Should freight be on the quote?
When delivery is F.o.b. destination, as in FAR 52.247-34, the contractor pays the charges to the delivery point and bears the risk of loss until the consignee receives the goods. The quoted price should reflect that, so every quote is compared on a delivered basis.
General information for buyers, not legal advice. Clause references were checked against the FAR on acquisition.gov (FAC 2026-01) on the publish date. Your solicitation's terms control.