Quotes

VIDEO | Quotes

 

When you receive responses to your RFQ, the next step is to enter their pricing in the Quote Register. The Quote Register stores all of the quotes you have for that job. Each quote has a Description and a Quote Status, and each quote displays seller contact information.

In this case, an estimator in charge of receiving quotes would need to determine how best to input these quotes within the Quote register.

Sample Received Quote Scope Sheet

Overview – Received Quote Scope Sheet

Name

Description

1

Section one

Scope item one includes 4 items the subcontractor has considered as work to be done onsite. You may want to consider adding all 4 items as individual quotes. Then creating a package identifying these quotes as on-site work, totaling $203,000.

2

Section two

Scope item two includes 3 items the subcontractor has considered as work to be done offsite. You may want to consider adding all 3 items as individual quotes. Then creating a package identifying these quotes as offsite work, totaling $24,650.

3

Exclusions

The subcontractor is showing 9 items they excluded from their scope of responsibility.

4

Qualifications

The subcontractor has included 3 stipulations pertaining to this bid. If selected all 3 are considered accepted terms.

Quote Register Overview

To access the Quote Register, choose Quote > Quotes on the main InEight Estimate menu or click the Quotes icon on the toolbar.

Quote Record Overview

The Quote Record establishes who the vendor is, along with quoted prices and all terms and conditions. Once a requested quote returns, you can either create the quote in InEight Estimate from scratch or convert the original RFQ to a quote and enter the supplier or subcontractor pricing. Each Quote Record contains additional fields and options for managing the quote.

Quote Records utilize data blocks allowing you to reposition tabs, detach tabs into individual windows, and redock tabs in new locations. Using the data blocks layout, you can input and maintain important quote data like Vendor Qualifications and Special Terms & Conditions.

Right click on any existing quote in the Quote Register and choose Open to access the Quote Record.

Overview – Quote Record

Name

Description

1

Header block

You can include detailed contact information about the supplier or subcontractor. This automatically fills when you select the seller from the Address Book. The External Ref field can be used to access information specific to the bid/quote.

2

Price block

The Price data block contains a breakdown of pricing information for the quote, including taxes, item conditions, and special conditions.

3

Quote tabs

The tabs at the bottom of the screen hold detailed information regarding the quote.

4

Default Data Blocks

Data blocks include Special Terms & Conditions, Qualifications, Packages, Taxes, Vendor's Profile, Setup, and Minority.

Header Block

The Header block portion of the screen is where you enter in description information pertaining to the quote, along with vendor/contractor information.

There is an External Ref field you can use as a hyperlink for attaching any supporting bid quote attachments from the vendor/contractor.

On the right portion of the header block is where you enter optional information related to:

  • Optional Code – a code used to reference the received quote.

  • Date – date the quote is received.

  • Source – this is the method by which the quote was received. The options are email, fax, hard copy, phone, and other.

  • Currency – system of money in general use for a particular country..

  • Ignore – by ignoring the quote, and providing a reason, the quote will turn grey in the Quote Comparison & Award screen.

Quote records

The Quote record header block includes a vendor field with a searchable address book library register drop-down list. You can select shared vendor data to populate your quote header record with Platform’s shared master data.

Using Platform’s shared data also reinforces accurate Estimate quote reporting. For example, you can report on which vendors and contacts have been awarded quotes or run a report on how many RFQs have been sent to select vendors and how many RFQs were returned for certain jobs. Additionally, using Platform shared vendors makes it possible to report on all activity related to a particular vendor. Examples include seeing how many subcontract agreements have been executed in InEight Contract, or how many claims/issues a vendor has been involved with in InEight Change. The predominant value for Estimate using Platform vendors, along with other InEight applications, ensures that the same vendors are being used by all applications.

Price Block

The Price block includes the quotes extended price, along with any additional taxes, bonds, item conditions, and special conditions.

Quote Record Tabs

Resources & Cost Items

The Resources & Cost Items tab displays the resources or cost items quoted, along with their estimated quantities and units of measure.

  • A Unit Price column is included on this tab for entering the quoted pricing from the seller, either manually or by pasting from an electronic format

  • If a Package code is entered, the Unit Price field is greyed out, and the Package code amount is used

  • Additional columns are provided for making conditional amount or percentage adjustments to the quote to manage last-minute changes

  • A note field is included for explanation changes

  • A No Split option indicates that the seller will only provide the quoted goods or services if they are selected to provide all listed items. They will not provide one quoted item without you procuring all others from them as well.

  • You can check an item as Free for circumstances where the vendor will include the price of one item with another. Marking the included item(s) as free reminds you there is no quoted price for that item

Cost item tags and user defined fields

There are 25 tag fields in the Quote Record register cost items tab. There are also 15 user defined fields that let you sort, filter, and group on selected quote records more efficiently.

For example, you can use tags and user-defined fields to isolate certain cost items, or group cost items together.

Data Blocks

The Quote Record utilizes data blocks that allows you to customize the layout and focus on data block tabs that matter most to you. You can select the default data block action in the ribbon to revert back to the default setting, which shows all six data blocks.

Data Block tabs include:

  • Special Terms & Conditions

  • Qualifications

  • Packages

  • Taxes

  • Vendor's Profile

  • Setup

  • Minority

The seven data blocks appear at the bottom right of the screen.

It’s possible to move the entire data block, or individual data blocks to other parts of the screen. For example, select the Special Terms & Conditions header row, and drag to the desired part of the screen.

Drop the data block on top of an arrow where you wish to land the data block.

The data block will now reside on the left side of the screen.

You can also close a specific tab if it’s not commonly used. In this example, you can right click on a tab (like Special Terms & Conditions) and select close.

Data Block Tabs

Special Terms & Conditions

Special Terms & Conditions is where you can include buyers and sellers special terms, add fixed cost to the quote, and include/exclude scope items.

Qualifications

This tab allows you to include bond. You can enter the bond rate and the system will calculate the total Bond Cost or vise versa. This tab also allows you to enter insurance contact information and seller license information. If the vendor in the address book already had this information, then this information will get pre-filled when the seller is assigned to the Quote.

Packages

Using the Packages feature allows you a way to arrange quotes into a collection which makes sense for packaging your quotes. You can determine how to intake quotes from subcontractors and classify them into a package grouping.

When comparing various vendor quotes in the Quote Comparison and Award form, with each quote containing its own scope of work, you can easily distinguish which items belong to each package. This helps to identify which quotes to award in your decision-making process.

As an example, the following Civic Center Parking Structure quote has three packages defined in it. The P1, P2, and P3 on the left represent the grouped package numbers that will be used to determine the package structure in the quote record. The vendor that submitted this quote shows detailed estimates defined for each of the three packaged items, but there is no breakdown provided in the quote of how much each line item is worth. Rather, this quote is showing a package price for each collection of items (scope of work).

Estimate's Package feature lets you pick all the cost items that belong to a particular package, then assign the price to that collection of packages. It then proportionally distributes the total package price across all of the corresponding cost items when comparing and awarding.

Taxes

Item Tax and Quote Tax have been combined to display on a single data block called Taxes. Using the taxes feature allows you to add item taxes to each item's price. You can also add taxes to the quote.

Seller’s Profile

The Seller’s Profile tab populates with address book notes and alternate contact information.

Setup

This tab provides extra space for any additional notes and tags to be assigned to the quote.

Minority

This tab allows you to determine if the seller qualifies for any type of minority business, and the ability to apply a certification number.

If any of your Data Blocks become deleted on a Quote Record, simply click the Default Data Block icon.

Create a Quote from RFQ

Walk through the steps of creating a quote from an RFQ.

To create a quote from scratch, click the New icon on the Quote Register and fill in the quote details and seller fields manually.

Step by Step — Create a quote from RFQ

This exercise walks through a specific example using the Training Job.

  1. From the Estimate landing page, select the Quote tab.

  2. Select Request for Quote (RFQ).

  3. Open the RFQ record for which you’ve received quotes.

  4. Select the Seller Companies tab and select the sellers for whom you need to create quotes. In this case, select all the sellers.

  5. From the Actions menu, select Create Quote.

  6. Click OK on the Quotes created prompt.

  7. Close the RFQ record and the RFQ register.

Enter Quote Details

Now that you have quotes created, you can enter pricing.

Step by Step — Enter quote details

This exercise walks through a specific example using the Training Job.

  1. To open the Quote Register, select Quote from the Estimate landing page.

  2. Select Quotes from the Quote Management section.

  3. Open the Aggregates Quote Record for Vendor 1 – Pat Roberts.

  4. On the Resources tab, make sure No Split is unchecked for all items.

  5. Also on the Resources tab, enter the following unit prices:

    Resource Code

    Description

    Unit Price

    MBR

    Aggregate Base Rock

    $8.00

    MDIRTB

    Dirt Class B

    $6.00

  1. Click OK to close the Quote Record.

Step by Step — Create a Multi-packages Quote

  1. From the InEight Estimate landing page, select the Quote tab.

  2. Click on the Quotes icon under Quote Management.

  3. Double click on an item (e.g. Pipe Materials).

  4. In the Description field, type in or replace the description.

  5. In the Contact field, select a contact.

  6. Click OK

  7. Select the Cost Items tab on the left side of the screen.

  8. Add a cost item under Cost Items.

  9. Then, add another cost item under Cost Items.

  10. On the Packages tab, enter the following 2 new records:

    • Code: P1

    • Description: On Site

    • Amount: $200,000

    • Code: P2

    • Description: Off Site

    • Amount: $300,000

  11. Type in P1 under Package for cost item 7.

  12. Type in P2 under Package for cost item 8.

  13. Select OK.

  14. Under the Quote Comparison and Award ribbon, select Cost Items.

  15. Under Quote Groups, select Pipe Materials.

    • Quote Comparison and Award shows the newly created quote with the associated package quotes.

    • The Package Price can quickly be modified in the Quote Comparison and Award form by selecting the Edit Package action in the Actions tab or by using the right click context menu.

Use Unit Price or Extended Price on Quote Record Item

It's possible to enter the Extended Price for a Quote Item, and the Unit Price is then calculated, which makes entering quotes more efficient and results in less errors.

Duplicating an Existing Quote

You can create a new quote by duplicating an existing quote from the Quote Compare & Award form. Duplicate Quotes will contain the same scope as the quote that you previously copied.

Step by Step — Duplicate an existing Quote

  1. From the InEight Estimate landing page, select the Quote tab.

  2. Select the Resources icon under Quote Comparison & Award.

  3. Highlight any row under the Quote column you want to duplicate.

  4. Select the Actions tab.

  5. Under the Quotes section, select the Duplicate Quote icon.

    • The resources and prices from the quote you previously selected have been copied into a new Quote Record.

  6. From the Header block, enter in any missing information.

    • The information listed in the Header block will not copy over to the duplicated quote.

  7. Enter additional Cost Items in the Quote tabs data block.

    • Check the default data blocks for any information you want to add to your duplicate quote.

  8. Once done, click OK.