Quotation by Contractor

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

Once the Project Manager instructs the 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:

It can be created by users in the Contractor role by going to the '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 the 'Create Quotation' option while viewing the '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.

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 for the contract for which a 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 a 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 that 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 Manager's Instruction, and Instruction to Submit Quotations.

B7. Notification of Compensation Event

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

B8. Subject

To enter the subject line for this quotation.

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 a 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 the proposed impact start date.

B9.5 Impact end date

To enter the proposed impact end date.

B9.6 Insert proposed price change

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

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 the proposed number of programme changes in days.

B9.7.4 Insert proposed programme change

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

B12 Click here to add new reference document details

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

Once you have entered the required details, click the '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 the '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.

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

To open an existing '09 Quotation by Contractor' form for viewing, click on the form title from the 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 any form ID with a hyperlink to open the related form as applicable.

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

To respond to a quotation, go to the '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 the 'Respond' task assigned to you.

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

F3. an instruction to submit a revised quotation

Select this option if you need the contractor to submit a revised quotation. In such a scenario, you will get an option to enter a reason for instructing the contractor to submit a revised quotation. It will also show the date by which the 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 the quotation already submitted by the contractor. In such a scenario, you can select from one of the reasons for the 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.

F5. Click here to add reference document details

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