QUOTES (SUPPLIERS & TRADE PARTNERS)
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Putting Together a Quote Request
Getting quotes from subcontractors is a structured, multi-step process that balances clarity, accuracy, and relationship management.
It typically begins with identifying the packages that need to be quoted, this could be materials or sub-trade scopes. Defining the scope of work to be quoted – Insure you have put together a request that includes the relevant drawings, specifications, quantities, timelines, quality standards, and any site constraints must be clearly documented to avoid ambiguity.
A well-prepared scope is critical, as unclear or incomplete information almost always leads to inconsistent pricing, assumptions, and change orders later.
This could be done by email attachments, drop box link to the project documents you have set up, or other data transfer systems. Outline in your email the project name, the scope you require pricing, date you require pricing back by, and any key information specific to that scope.
Once you have put together your packages, make a register with these packages and your supplier and your sub-trade partners you are requesting pricing from. (It is good to go to at least 2 or 3 subbies or suppliers for each package although sometimes you will be requested to us a nominated subbie, whose details will be provided in the documents).
This helps with ensuring you don’t miss sending out a package or miss a subbie, and assists with confirming quotes received and following up. Refer to setting up the tender package for more information regarding systems for folders and emails that could assist with managing quotes over many scopes of work.
Reviewing Quotes
As you start having quotes coming back, spend a bit of time reading through each one (especially clarifications and exclusions) and confirm what has been quoted matches your project requirements and there are no ‘holes’ you are expected to cover. For example a security contractor may expect that the electrical contractor provides all the conduits for their cables.
Also check that the latest documents have been used. This is especial important if you received unsolicited pricing (the client may have pointed a subbie to send pricing to you). As you did not sent the pricing request, you don’t know what documents they have used and it is always better to forward on your package to confirm that everyone is on the same page.
Once you have a couple of quotes for the same package you can compare what has been priced and select the one you will use in your tender submission. Sometimes the cheapest is not the best, it is important to know why one may be cheaper than another to weigh up if it is more competitive pricing or an error or different scope allowed for.
Keep easily findable and accessible records of all quotes to assist with project hand over and referencing which may be needed in the future.