I find that going over the very technical information over the phone can often be rather fruitless as the person you are speaking with does not know anything about website development and are usually more on the marketing or management side of things. I have the best luck calling them and explaining that they will need to contact their webdevelopers (and I explain why this is) Then i send them a DETAILED email that they can show to their technical people.
Then I call and email to see how that process is coming along.
The problem with quoting websites is you dont have alot of control or say in how fast you will get the files., because even if you convince your contact, the third person down the road that needs to send you the information may be slow moving. And you will have a hard time contacting that person.
Anyways, I have had the best luck with a friendly phone call, explaining the nature of the project and some advanatges to having the source files (price, accuracy) and then I send them a good email template that is very clear and that they can send to their tech team. Because, really, the email is the only thing that you will send that will get to the tech team.
hope that helps!