Request Work Cost Estimates from Subcontractors and Vendors

Project managers can invite subcontractors/vendors to submit their work and cost estimates for contract change orders. Once the invitation is sent, the subcontractor is notified to accept the tender and submit their work cost estimates for the work that they perform as per the change order. Once the subcontractors/vendors submit their quotations, the GC can peruse, process and finalize the change order.

Roles and Permissions:
Only users assigned with roles having 'Manage' permission or 'Invite' permission for Change order Invite(Bids) in the change order module can request bids from subcontractors and vendors.

The 'Work Estimate' screen of a submittal entry enables you to request work cost estimates from the subcontractors/vendors and process their submitted estimates. This article explains how the general contractor can solicit bids from the subs and vendors. For detailed instructions on reviewing, processing, and approving submitted estimates, see the Process Change Order Bids page. 

To invite work estimates for a change order

• Open the change order if not open already. To do so:
  • Open the management console of the project
  • Click the app launcher  , then select 'Finance.'
  • Click 'Change Order' on the top and select 'Boards' on the left.
• Click the change order card from the 'Drafts' column
• Click the 'Work Estimate' tab

The 'Work Cost' tab shows the list of bids submitted for the CO. If you have already submitted one, it is also shown here.

• Click 'Request Bids' at the top right

The 'Select Companies' dialog shows the list of subcontractors, vendors, and other companies collaborating on the project.

• Select the companies you want to invite the estimates from

Tip:
You can set the due dates for estimate submission to each invitee individually after setting-up the invites.

• Click 'Continue' 

A confirmation dialog shows the list of selected companies:

• Click 'Continue' 

• Due Date - Click inside the 'Due Date' cell for each company and use the calendar to set up the bid submission due date for that company. 

The invitations are sent. The status column indicates the bid submission status of each invitee. Possible values are:

• Invited - The bid request has been sent to the subcontractor.
• Bid Pending - The subcontractor has accepted the request and is yet to submit their bid.
• Bid Submitted - The subcontractor has submitted the bid. You can view/review these bids.
• Bid Revision - You have returned the bid for the subcontractor to submit a revised bid 
• Declined - The subcontractor has declined the bid request.

Once the invitees accept the bid request and submit their quotations, they will appear here. The 'Cost Impact' and 'Schedule Impact' values are auto-fetched from the bid and shown here for your quick look. You can review, compare and select the qualifying bids. You will get notified of every bid submission.

Tip:
You can chat with the team members and the participants of the change order at any stage. Click the button on the top right. See Chat and collaborate on a CO for more guidance.