Enter or change a proposal

Enter the bid of a contractor by hand when it comes by phone or e-mail without an RFP, or change a proposal you entered before.

Where to find it: Contracts > Proposals
Who can use it: People who have the Add Proposals permission. Changing a proposal needs Edit.

Most proposals come from contractors through an RFP. Use this form when a contractor gives you a bid in another way, for example by e-mail, and there is no RFP. The proposal you enter is saved as Submitted. Then you can award it and make a work order.

Before you start

The project and the contractor must exist in the system.
The BOQ items of the work must exist in the project. See Project BOQ.
Have the bid of the contractor at hand: the rate of each item, the validity date and the terms.

How to enter a proposal

Open Contracts > Proposals.
Click Create. The form Create Proposal opens.

The Create Proposal form. Mark 1 is Project. Mark 2 is Contractor. Mark 3 is Submitted On. Mark 4 is Reference No. Mark 5 is Validity.

Choose the Project (mark 1).
Choose the Contractor (mark 2).
Set Submitted On (mark 3), the date the contractor gave you the bid.
Type the Reference No. (mark 4) that the contractor used, if there is one.
Set Validity (mark 5), the last date the offer is open. Set Delivery Date and Credit Period (days) if the contractor gave them.
Add the BOQ items. See How to add the BOQ items.
Choose the Tax, and type the Advance Amount if the contractor asks for one.
Type the Terms of engagement and any Remarks.
Click Create.

The lower part of the form. Mark 1 is the button that adds a line item. Mark 2 is Terms of engagement. Mark 3 is Create.

How to add the BOQ items

Each line is one BOQ item with the rate of the contractor.

Click the plus icon next to Proposal Details (mark 1 in the picture above). The window Add/Edit Proposal Detail opens.

The window for one line. Mark 1 is Work Item Category. Mark 2 is BOQ Item. Mark 3 is Quantity. Mark 4 is Basic Rate. Mark 5 is Discount. Mark 6 is Discounted Rate. Mark 7 is Save.

Choose the Work Item Category (mark 1), then the BOQ Item (mark 2).
Type the Specifications if the contractor wrote a note for this item.
Type the Quantity (mark 3).
Type the Basic Rate (mark 4), the rate before discount.
Type the Discount in percent (mark 5). The Discounted Rate (mark 6) is the Basic Rate minus the discount.
Click Save (mark 7). Net Total is the discounted rate times the quantity.

You can also type the Discounted Rate yourself. The system then works out the Discount.

To change a line, click its pencil icon. To remove a line, click its bin icon and click Confirm.

How to change a proposal

Open Contracts > Proposals.
Click the Edit icon of the proposal. It is shown only for a proposal you entered by hand that is Submitted or Negotiating.
Change the fields or the lines. The project and the contractor cannot be changed.
Click Save Changes.

The system keeps the earlier version of the proposal as a revision, so you can see what changed. See Compare revisions of a proposal.

What the fields mean

Name	What it means
Project	The project the proposal is for.
Contractor	The contractor who made the bid.
Submitted On	The date of the bid.
Reference No.	The reference number of the contractor.
Validity	The last date the offer is open.
Delivery Date	The delivery date the contractor gave.
Credit Period (days)	The number of days the contractor gives you to pay. It must be between 0 and 1000.
Attachments	Files from the contractor. Click Select attachments.
Net Amount	The sum of Net Amount of all lines. You cannot type here.
Tax	The tax of the proposal. Choose one from the list.
Total Amount	Net Amount plus the tax. You cannot type here.
Advance Amount	An advance payment the contractor asks for.
Remarks	A note for your own team. The system adds your name in front of it.
Terms of engagement	The conditions the contractor wrote.

Rules to know

You need at least one line. A BOQ item can be on the proposal only once.
Each line needs a quantity above 0 and a rate above 0.
Either all lines or none of the lines are linked to schedule activities.
A line must be a BOQ item of the selected project.

If something goes wrong

What you see	What to do
"Invalid vendor"	Choose the Contractor again.
"Invalid Project"	Choose the Project again.
"Proposal Details not added"	Add at least one line.
"Proposal Details has duplicates"	The same BOQ item is on two lines. Remove one.
"Proposal Details has line items with incorrect quantity"	Give every line a quantity above 0, or remove the line.
"Proposal Details has line items with incorrect rate"	Give every line a rate above 0.
"Please enter a valid credit period in days"	Type a number from 0 to 1000 in Credit Period (days).
"All (or none) of the Proposal details should be linked with activities"	Link every line to activities, or none of them.