School Canteen Vegetable Quote Comparison Worksheet

How to compare vegetable quotes for a school canteen

Start with your own menu and purchasing records. This worksheet does not assume meal counts, serving sizes, delivery schedules, or market prices. Write down the date you need the produce so each seller can quote against the same request.

1. Set the item list and units

For every vegetable, record an acceptable grade or size, quantity, and unit. State whether you need net weight, bunches, or pieces; unlike units cannot be compared directly. Note a quantity range that fits your menu. If substitutions are acceptable, list the alternatives item by item and mark anything that cannot be replaced.

2. Request comparable written offers

Send the same item list to each seller. Ask for the price per item, total, unit of measure, quote date, and validity period. Ask whether the price includes delivery, minimum order charges, packaging, or other fees. If a seller cannot supply an item, have that gap stated so a lower total does not simply reflect an incomplete basket.

3. Check the delivered total and operating risks

Compare the amount payable for the same complete basket. Keep product prices separate from delivery and other charges. If prices use different units, ask the seller to recalculate using your chosen unit and quantity. Do not count an unconfirmed discount or credit term as a saving.

Ask what happens if an item is unavailable, the delivered quantity is short, the grade misses your specification, or delivery is late. Record whether the seller has actually offered a substitution, refund, or invoice credit; do not assume any remedy without written confirmation. Note the order cut-off, how changes are accepted, and who confirms receipt. Assign someone to check quantities, condition, and the invoice so the order can be reconciled with the bill.

4. Record payment terms and decide

Write down the payment method, due date, documents provided, and any late charge. If a seller proposes credit, compare only terms actually offered in writing. Do not assume a canteen qualifies for credit or that cash payment earns a discount. Choose the offer that fits your budget, specifications, delivery timing, and kitchen process. Keep the quote and invoice so the next purchase can be compared against a dated record.

FAMA’s Daily Price Guide covers selected commodities and locations as a public guide. It is not FAMA’s purchase price, a canteen quotation, or a supply guarantee. ^[source] Use it only as a reference within its stated scope. Confirm price, stock, delivery, substitutions, and payment terms directly with the seller you select.

^[source]: Registered fact recording the boundary stated by the official FAMA guide; it is not a quotation or supply guarantee.

Next step: Check the dated FAMA Daily Price Guide as a public reference only; it is not a canteen quotation or supply guarantee.