Free Quotation Generator (Zambia)

A quotation has legal weight in Zambia in two places. Under the Competition and Consumer Protection Act, 2010 (Act No. 24 of 2010, section 2), the word "sale" includes furnishing a quotation, verbally or in writing, and any other notice by which you show you are willing to sell. So a quote is treated as an offer to sell and falls under the consumer-protection rules, not only under your own terms.

The second place is selling to government and other public bodies. Under the Public Procurement Regulations, 2022 (Statutory Instrument No. 30 of 2022, made under the Public Procurement Act, 2020), a procuring entity may buy by simplified bidding when the estimated value of goods, works or non-consulting services is up to K1,000,000 (Second Schedule, regulation 38). Above that, the entity must use open national bidding. For very low-value purchases of up to K20,000, direct bidding on account of low value is allowed.

In simplified bidding the entity sends a written request for quotations on the standard document issued by the Zambia Public Procurement Authority, to a shortlist of at least three bidders (regulation 143). Fewer are allowed only where fewer than three suitable suppliers exist. The request states how and where to submit: by post or courier, fax, email or any other form that leaves a record, with the place, date and time (regulation 144). A quotation that arrives after the deadline is rejected. Your quote should therefore answer exactly what was asked, give a firm price and be submitted on time.

Evaluation is strict (regulation 145). An alternative quotation is not considered unless the request allows it, and quotations from bidders with the same beneficial ownership are disqualified. If your price is below the market price range, the entity must follow the procedure in regulation 105(5) and (6) before awarding.

After award the entity sends a written purchase order that quotes your quotation reference number (regulation 182). It may not contain terms that differ from your quotation unless you have agreed them in writing, and the purchase order itself is the contract. This is why a quotation should carry a reference number, a validity period and every price and condition you are prepared to be held to.