Getting Quotes For Vendor Services SOP

1. Check WV trust for pre-approved vendors or preferred vendors
   1. On Homepage click "property name" under our properties.
   2. Preferred vendors are vendors that have existing contracts or relationships that have excellent performances.
   3. If no vendor exists, send email to admin at wv for adding a new vendor.
2. Create a 'maintenance' Ticket in Paperless Tasks
   
3. Get 3 quotes from existing and new vendors.
   1. If there is a preferred vendor, may go ahead without other quotes.
      
   2. Vendors will be informed if they are 20% above average quote and asked to 're-bid' at a lower price.
4. Get approved by any director with "Ok go ahead"
   
5. Update job process and when it starts and completed.
   1. You maybe attach pictures here.
      
6. Once vendor completes and wants payment.
   1. Update ticket to 'Feedback' and type 'job finished'.
   2. Forward invoice to 'admin' at wesvault for payment.
      
7. Admin will update ticket to 'Done' once payment has been made.

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Template for Replies

Invitation to Re-bid | Quote More than 100%

Dear Sir/Mdm,

Please note, your bid price exceeds another vendor's bid by more than 100%. As a valued partner we invite you to re-bid within 3 working days. Please feel free to clarify the scope.
We look forward to receiving your updated bid.

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[Service] Quote Awarded!

Dear Sir/Mdm,

Your quote for the above service is successful. Please contact XYZ to arrange a date and time to carry out the work!

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