Embedded Files
The following information provides guidance pertaining to purchasing documentation requirements when vendors are preparing Quotes for Services.
Purchase Orders
Purchase Orders (POs) are required prior to any services being rendered to your school or department. Do not request or authorize vendors to begin work without first receiving a valid PO. Vendors who perform services without a PO are subject to non-payment for those services.
Vendor Quotes
Vendor Quotes
Quotes are provided to the school or department per their request for products and materials.
Quotes must contain the following information:
The document must be titled “Quote” or “Proposal” and contain a Quote/Proposal number
Date of quote and Expiration date of quote (if not specified, CPS will default to 60 days)
Reference Cincinnati Public Schools and the requesting school or department
Vendor’s company logo, name, address, phone number, and email
Service Representative contact name, phone number, and email
Detailed description of services to be provided (including frequency, duration, and deliverables)
Rate structure (hourly, daily, flat fee, per session, etc.) and total estimated cost
Service location(s), including on-site, remote, or both
Term of service or period of performance
Any setup, travel, or administrative fees (if applicable)
Any special instructions or additional notes relevant to the services
Vendor’s remit address where payment should be sent
Invalid Quotes
Invalid Quotes
The following are not acceptable quotes for services:
Informal email estimates without vendor letterhead
Drafts or screenshots from online searches
Documents with no identifying vendor or service provider information
Quotes written by CPS schools or departments instead of the vendor
Examples
Product Quote
Product Quote
Service Quote
Service Quote
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