Vendor quote comparison worksheet

Make product quantities comparable first

A $28 case and a $19 box cannot be compared meaningfully until the number of usable units in each package is known. The worksheet records supplier, item description, pack size, packages required, shipping allocation and other estimated charges. It then calculates an estimated total and unit cost.

A practical quote-review process

1. Identify the exact product requirement, approved equivalent, and expected total usable units.
2. Record model numbers and packaging information directly from the quote or product listing.
3. Check whether costs include tax, delivery, freight, accessorial fees or other charges.
4. Review vendor availability, expected delivery time, contract terms and substitution policies separately from price.
5. Keep a saved copy of the quotes used and record who reviewed the comparison.

Price is one part of supplier selection

A lowest estimated price may be unsuitable if the item is incompatible with existing equipment, delivery restrictions can't be met, or institutional purchasing policies impose additional requirements. The spreadsheet is a comparison aid, not an approved vendor selection or a substitute for a district's procurement rules.

Using the worksheet with a BulkSupply.com quote

Schools can create a no-obligation PDF quote from the BulkSupply.com cart. It includes selected products, current pricing, eligible quantity discounts and order details. Use that document as a point-in-time quote when comparing alternatives and confirm current terms before ordering. See our step-by-step quote instructions.

Need assistance with a school PO or account review? Visit the school purchase order guide or contact school purchasing.

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