Procurement

From approved lines to an awarded package

Enquiries built out of the bill, quotes collected in one place however they arrive, and an award that is a recorded decision rather than an email thread.

Issue the enquiry

An RFQ is assembled from the bill, not retyped from it.

Why it matters

  • Pick from the BOQ lines marked ready for procurement — nothing unapproved can be sent out.
  • Package it as material, labour or mixed, with a response deadline.
  • Invite the vendors you want, and add more after the enquiry has gone out.
  • Attach drawings and specifications to individual items so a vendor is quoting the right thing.
  • See who has responded and who hasn't from the list, without opening each enquiry.

Collect the quotes

Including the ones that arrive as a PDF at eleven at night.

Why it matters

  • Invited vendors quote in their own portal, line by line.
  • A vendor can bid on part of an enquiry rather than all of it, and say which part.
  • A quote that came by email or on paper is entered by hand, with the evidence attached to it.
  • Every quote is badged with how it arrived, so a hand-entered figure is never mistaken for a submitted one.
  • Quotes are versioned — a revised price does not erase the one it replaced.

Compare, then award

The comparison is a table, and the award is a decision that is recorded.

Why it matters

  • Put the quotes side by side, item by item, and read the difference instead of reconstructing it.
  • Award a whole package to one vendor, or split it across several by item.
  • Decline a quote with a reason, which the vendor is told.
  • The enquiry carries a status timeline from draft through issued, quotes received, under review and awarded.

When the scope moves

It always does, and the old enquiry should not quietly become wrong.

Why it matters

  • Revising an issued RFQ clones it and supersedes the original, which becomes read-only.
  • The revision shows what changed in scope against the enquiry it replaces.
  • A superseded enquiry stays in the chain, so the history of the package reads end to end.
  • Vendors who haven't responded are reminded automatically every three days, and every reminder is logged.

Rate contracts

A rate agreed once is a rate applied everywhere.

Why it matters

  • Rates agreed with a vendor are held as rate contracts against that vendor.
  • Apply a rate contract to a BOQ line and the line prices itself from it.
  • The bill shows which lines are priced from a contract and which are not.
  • Calls and emails with a vendor are logged against the enquiry they belong to.

Run a package through it

Access is by invitation. Tell us about the studio and we'll set you up.

Get in touch