Quotation by Contractor
Updated this week

This is a type of form used by Contractor for submitting their quotations to Project Manager based on a selected Notification of Compensation Event, Project Managers Instruction, Instruction to Submit Quotations.

Once Project Manager instructs Contractor, they submit the quotation by raising the 09 Quotation by Contractor form. They submit the cost and program changes as applicable.

Click on a relevant link below to continue:

A. Create New '09 Quotation by Contractor'

It can be created by users in Contractor role by going to 'Project Forms' or 'Contracts' area as applicable.

Expand the 'C. Compensation Event Process' group and select '09 Quotation by Contractor' type.

Click on '+ Create Form' to create a new '09 Quotation by Contractor'.

Alternately, click on 'Create Quotation' option while viewing '05 NCE by Contractor' form if the compensation event described in the form is related to the quotation that you are creating. In such a case some of the contract details would be pre-populated based on the related form.

B. Enter Details for '09 Quotation by Contractor'

This is where you enter details of the quotation. Below is a description of the available fields:

B1. Contract Search

To use the search options available - contract code and contract description - to search the contract for which quotation is to be raised. This would be specifically helpful in cases when you have a long list of contracts and you need to filter out the required contract from the list.

B2. Contract

To select the contract for which quotation is to be raised. You cannot proceed further with this form without selecting a contract. Based on the contract selected, some of the information will get auto-filled in the form and some of those information may not be allowed to change depending on the applicable form logic.

B3. To (Project Manager)

To select the user i.e. Project Manager for sending this quotation for approval.

B4. Section

To select the section applicable in the contract for this quotation. Click here for detailed help on contract sections.

B5. User Ref

To enter details for user reference. This is an optional field.

B6. Provide quotation for a

To select any one value from the available dropdown list. Available values are - Notification of Compensation Event, Project Managers Instruction, Instruction to Submit Quotations.

B7. Notification of Compensation Event

To select a notification of compensation event against which to provide this quotation.

B8. Subject

To enter subject line for this quotation.

B9. Price and programme changes on contract

Proposed price changes

B9.1 Section

Select a section based on the sections defined in the contract which will be impacted due to this quotation.

B9.2 CBS / Activity code | Description

Select a CBS / Activity Code based on the CBS / Activity Codes defined in the contract which will be impacted due to this quotation.

B9.3 Price change £

Enter an proposed price change value in currency as defined in the contract which will be impacted due to this quotation.

B9.4 Impact start date

To enter proposed impact start date.

B9.5 Impact end date

To enter proposed impact end date.

B9.6 Insert proposed price change

To add additional proposed price changes, you need to click on 'Insert proposed price change' option available at bottom left of this form section. It will add a new row wherein you can fill details regarding proposed price changes based on sections and CBS / activity codes defined in the contract.

Proposed programme changes

B9.7 Impact on programme

Select Yes or No, whether or not the related contract programme would be impacted due to this quotation.

B9.7.1 Key Date

Select a key date based on the key dates defined in the contract.

B9.7.2 Date Description

A description will display for the selected key date.

B9.7.3 Programme Change (Days)

Enter proposed number of programme change in days.

B9.7.4 Insert proposed programme change

To add additional proposed programme changes, you need to click on 'Insert proposed programme change' option available at bottom left of this form section. It will add a new row wherein you can fill details regarding proposed programme change based on key dates defined in the contract.

B9.7.5 Please attach a revised programme below

Select a file to attach, containing revised programme details, by clicking on the link stating 'Click here to attach a file'.

B9.7.6 Click here to attach an additional revised program

Select an additional file to attach, containing revised programme details, by clicking on the additional link stating 'Click here to attach a file'.

B10 Contractor's comments

Enter comments as a contractor for this impact on contract programme.

B11 Note: The date by which the Project Manager is to respond to this communication is (within ___ days of being requested to do so)

Enter or edit the number of days as applicable. The number of days entered over here defines the date by which the Project Manager should be responding to this quotation.

Entering Reference Document Details

B12 Click here to add new reference document details

To add new reference document details, you need to click on 'Click here to add new reference document details' option available at bottom left of this form section. It will add a new row wherein you can fill details regarding description of reference document and include hyperlink for the same.

To attach external files as reference documents, click here for detailed help on how to attach files while creating a form.

To associate existing files on the projects accessible to you on Asite, click here for detailed help on how to associate files while creating a form.

B12.1 Description

To enter a description of the reference document that you are adding.

B12.2 Hyperlink

To enter a hyperlink for the corresponding reference document description.

C. Submit Details for '09 Quotation by Contractor' / Save Details as Draft

Once you have entered the required details, click 'Send' button to save / submit the details. This will send a 'Respond' task to the Project Manager for reviewing the quotation as required. Also, the form will be distributed separately as per the distribution list entered while creating the form if any.

In case you plan to edit and submit later, use the 'Save Draft' button to save the details as a draft. In such a scenario, you have an option to get the draft message reviewed by some other user by assigning them 'Review Draft' task. Users who are added as 'Draft Only' members in the contract management team will only be able to save the form details as a draft and cannot 'Send' the form.

Click 'Cancel' if you want to entirely cancel the form under creation. Clicking on 'Cancel' will prompt the user to confirm once again as any unsaved data in the form under creation will be lost forever once it is cancelled.

D. Edit Draft of '09 Quotation by Contractor'

Click here for detailed help on how to edit an existing form draft.

E. View Existing '09 Quotation by Contractor'

To open an existing '09 Quotation by Contractor' form for viewing, click on the form title from relevant listing area. The form will open in view mode as shown below.

Click here for detailed help on Form Viewer Options.

Click on the contract number to view related contract details. Similarly, click on any of the form id's with hyperlink to open related form as applicable.

F. Respond on Existing '09 Quotation by Contractor'

It can be responded to by user in Project Manager role who has been specifically selected by Contractor while raising the quotation.

To respond on a quotation, go to 'Project Forms' or 'Contracts' area as applicable.

Expand the 'C. Compensation Event Process' group and select '09 Quotation by Contractor' type.

From the forms listing, go to the required quotation and click on 'Respond' task assigned to you.

Alternately, follow the steps to view existing '09 Quotation by Contractor' form then select 'Reply' or 'Reply All' from the 'Task' menu.

In case the related 05 NCE by Contractor has not been approved, the 'Reply' screen will display a message as follows:

In such a scenario, user in Project Manager role needs to first approve related 05 NCE by Contractor form and only then they can create a response on the quotation. See how to respond on existing 05 NCE by Contractor.

While responding to the quotation, the Project Manager has different options available:

F1. A notification that a proposed instruction will not be given or a proposed changed decision will not be made

Select this option if you are rejecting the quotation submitted by the contractor. In this case, quotation would be closed automatically without any cost or program and it would not be compensation event.

F2. a notification of acceptance of the quotation

Select this option if you are accepting the quotation submitted by the contractor. In such a scenario, you will also see the new programme, new cost and related details along-with updated key dates (as shown in below screenshot).

F3. an instruction to submit a revised quotation

Select this option if you need the contractor to submit a revise and resubmit the quotation. In such a scenario, you will get an option to enter reason for instructing the contractor to submit a revised quotation. It will also show the date by which contractor needs to submit the revised quotation.

F4. a notification that the Project Manager will be making the assessment

Select this option if you want to make the assessment yourself which shall be separate from quotation already submitted by contractor. In such a scenario, you can select from one of the reasons for Project Manager to make the assessment themselves instead of the contractor. Available options are:

a. if the Contractor has not submitted a quotation and details of his assessment within the time allowed.

b. if the Project Manager decides that the Contractor has not assessed the compensation event correctly in a quotation and he does not instruct the Contractor to submit a revised quotation.

c. if, when the Contractor submits quotations for a compensation event, he has not submitted a programme or alterations to a programme which this Contract requires him to submit or

d. if, when the Contractor submits quotations for a compensation event, the Project Manager has not accepted the Contractor's latest programme for one of the reasons stated in this Contract.

Entering Reference Document Details

F5. Click here to add reference document details

To add new reference document details, you need to click on 'Click here to add reference document details' option available at bottom left of this form section. It will add a new row wherein you can fill details regarding description of reference document and include hyperlink for the same.

To attach external files as reference documents, click here for detailed help on how to attach files while creating a form.

To associate existing files on the projects accessible to you on Asite, click here for detailed help on how to associate files while creating a form.

F5.1 Description

To enter a description of the reference document that you are adding.

F5.2 Hyperlink

To enter a hyperlink for the corresponding reference document description.

F6. Project Manager's Comments

Enter comments if any.

Once you have entered the required details, click 'Send' button to save / submit the response details. This will send a 'For Information' task to the Contractor. Also, the form will be distributed separately as per the distribution list entered while creating the form if any.

Click 'Cancel' if you want to entirely cancel the response under creation. Clicking on 'Cancel' will prompt the user to confirm once again as any unsaved data in the form response under creation will be lost forever once it is cancelled.


Next Article: PMs Assessment


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