Guide to reading a Request for Quotation (Standard Form 18) which is used to solicit quotations from Vendors for procurements using simplified acquisition procedures.
SF 18 is prescribed for use in obtaining price, cost, delivery, and related information from suppliers as specified in
13.307(b).
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Boxes 1 - 5
Small Business Set-Aside
- The buyer will select "is" if the solicitation is set aside for small business OR "is not" if the solicitation is not a small business set-aside.
1. Request Number
- Box 1: This is the solicitation or Request For Quote (RFQ) number.
2. Date Issued
- Box 2: The date that the solicitation was issued.
Note: The Government enters the four-position numeric year, three-position alpha month, and two-position numeric day (YYYYMMMDD).
3. Requisition/Purchase Request Number
- Box 3: This is the Purchase Request (PR) number that generates the purchase.
If there are multiple PR numbers, this box will state “See Schedule.”
4. Cert. For Nat. Def. Under BDSA Reg. 2 And/Or DMS Reg. 1
- Box 4: This is the Defense Priorities and Allocations System (DPAS) rating. The Government enters the appropriate DPAS rating. The DPAS priority rating is assigned to the National Item Identification Number.
- Meaning of box title: Certified for National Defense Under Business and Defense Services Administration (BDSA) Regulation 2 and/or Defense Materials System (DMS) Regulation 1.
DPAS - Defense Priorities and Allocations System Rating: Indicates the priority the contractor should give to the performance of the award.
There are two priority ratings that can be assigned to a procurement, “DX” and “DO.”
- “DX” - indicates the highest rated order; thus, the manufacturer will schedule its production before processing other lower rated orders.
- “DO” - indicates a regular rated order; thus, the manufacturer will schedule this production in its normal run.
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Note: DX ratings do not apply to DLA Direct procurements. A DX rating may apply to Customer Direct procurements.
Specific DPAS codes include:
- A1 – Aircraft
- A2 – Missiles
- A3 – Ships
- A4 – Tank/Automotive
- A5 – Weapons
- A6 – Ammunition
- A7 – Electronics/Communications Equipment
- C9 – Miscellaneous
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Example: DO-A1 is a regular rated order for an Aircraft.
5. Issue By
- Box 5a: Identifies the name and address of the DLA office requesting pricing and delivery information.
- Box 5b: This is the buyer's information (name and phone number).
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Boxes 6 - 9
6. Deliver By (Date)
- Box 6: This is the delivery date the Government needs the material by.
7. Delivery
- Box 7: The solicitation will indicate “Destination” or “Other” as the means for delivering material or services.
Destination: Vendor arranges transportation.
Other (Origin): Government arranges transportation.
8. To:
- Box 8: If this box is blank the Vendor may fill in the following information:
- 8a - Name
- 8b - Company
- 8c - Street Address
- 8d - City
- 8e - State
- 8f - Zip Code
The box 8 may be filled in with information if the Vendor has provided the specific item previously.
9. Destination
- Box 9: Identifies where material will be shipped.
- 9a - Name of Consignee
- 9b - Street Address
- 9c - City
- 9d - State
- 9e - Zip Code
This box often states "See Schedule" which is usually attached as a continuation page.
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Boxes 10 - 11
10. Furnish Quotations to the Issuing Office
- Box 10: This is the closing date of the solicitation. Vendors should have their offers submitted by this date in order to be considered in the evaluation process for award.
11. Schedule
- Box 11: This section is often blank or will say "See Schedule." The Schedule is often attached as a continuation page.
Sometimes this may reference the Master Solicitation for Automated Simplified Acquisitions and/or the DLA Technical and Quality Master List of Requirements both found on DLA Procurement Policy and Directives Page.
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Boxes 12 - 16
Boxes 12-16 are Vendor fill-ins when responding to a Request For Quotation (RFQ). If a Vendor chooses to not fill in the boxes but still wants to respond to a RFQ then all information asked for in boxes 12-16 must be present in a "Cover Letter" or email sent back to the buyer who requested the information.
12. Discount for Prompt Payment
- Box 12: The Vendor enters the discount for prompt payment in terms of percentages and corresponding days, if applicable.
If nothing is stated, the Government defaults to net 30.
Note: Additional provisions and representations
If additional provisions or representations for the solicitation are attached, the "are" box will be checked. Otherwise, the "are not attached" box will be checked.
13. Name and Address of Quoter
- Box 13: The Vendor is required to provide the following information:
- 13a - Name of Quoter
- 13b - Street Address
- 13c - County
- 13d - City
- 13e - State
- 13f - Zip Code
14. Signature of Person Authorized to Sign Quotation
- Box 14: This is the signature of the Vendor's point of contact who has the authority to negotiate and make decisions for the Vendor.
15. Date of Quotation
- Box 15: Date of the Vendor's quote.
16. Signer
- Box 16: The Vendor types/writes the name and contact information of their authorized point of contact.
- 16a - Name (Type or Print)
- 16b - Telephone
- 16c - Title (Type or Print)
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Resources:
Terms Glossary
Find meanings for acronyms, abbreviations, and codes used throughout the process article below in the table:
| Term Used |
Meaning/Definition |
| BDSA |
Business and Defense Services Administration |
| DD1155 |
Department of Defense Form 1155 Order for Supplies or Services |
| DIBBS |
DLA's Internet Bid Board System |
| DLA |
Defense Logistics Agency |
| DMS |
Defense Materials System |
| DPAS |
Defense Priorities and Allocation System |
| PIID |
Procurement Instrument Identification |
| PR |
Purchase Request |
| RFQ |
Request for Quotation |
| SF18 |
Standard Form 18 Request for Quotation |
| SF26 |
Standard Form 26 Award/Contract |
| SF33 |
Standard Form 33 Solicitation, Offer, and Award Form |