This article is a guide to Service Manager Request For Quote workflows.
This guide contains the following:
- How to Create a Service Manager Request For Quote
- How to Respond to Service Manager Request For Quote
- How to Respond to a Contractor's Quote
- Improved Functionality within Request For Quote
- Service Manager Task Orders
- Enabling Task Order Workflows
- How to Link Task Orders with Request For Quote
In a TSC contract it is often necessary for additional elements of work to be required that are linked or incidental to the rest of the service and better to be carried out by the same contractor.
The Task Order procedures are not designed to be used for very simple, reactive or emergency tasks, they are intended to be used for tasks that have a degree of complexity and/or risk that requires planning and management to ensure a successful outcome.
A Task is defined as "...work within the service which the Service Manager may instruct the Contractor to carry out within a stated period of time.".
How to Create a Service Manager Request For Quote
A new Task Order workflow has been created, in which a Service Manager can request a quote from the Contractor.
Terms and conditions do not always require a quotation process, consequently these new processes are optional. That means that even when the process is enabled for a particular contract, where appropriate, the Service Manager can still opt to issue a Task Order/Service Order without having to request a quotation first.
The process is very similar to quoting for a proposed instruction under the Compensation Event flow with one very important exception: Acceptance of a quote does not constitute a Task Order/Service Order. If a quote is requested and accepted, a separate Task Order/Service Order will always be required. FastDraft facilitates this by providing the option to notify an order at the same time as accepting the quote, in which case the order will be pre-populated* with the information captured in the accepted quotation.
The below steps outline the process in creating a Request For Quote.
1. Using the navigation panel on the left-hand side, under Task Orders, select Service Manager Request For Quote
2. Select Create New
3. Fill out the Request For Quote form by entering the relevant information. There are optional additional fields that can be added on to the form providing further information.
4. Select Create Draft
5. The page will refresh and you will be able to see your draft Request For Quote. Here, you can make any changes needed, as well as add any relevant attachments.
6. Back in the Request For Quote Register, you will be able to see in the Status column that the Request For Quote is 'Not Communicated'.
7. To communicate the Task Order, select the draft and click the Communicate Request For Quote button.
8. Back in the Request For Quote Register, you will be able to see in the Status column that the Request For Quote is 'Awaiting Quote'. This status will remain until the Contractor has seen and responded to the Request with a quote.
How to Respond to Service Manager Request For Quote
The below instructions are for Contractors, responding to Request For Quote.
- Within the Request For Quote register, you will see that the notice is 'Awaiting Quote' under the status column.
- Within the Request For Quote, select the Quotes tab.
- Select Create New.
- Fill out the Quote draft, as applicable.
Note: The Quote will auto-fill with relevant information from the Request For Quote notice it is related to.
- Select Create Draft.
- Select Communicate TO-Quote.
- Within the Quote register, the status of the quote will now appear as 'Awaiting Response'.
How to Respond to a Contractor's Quote
The below instructions are for Service Managers, responding to a Contractor's Quote.
- Within the TO-Quote, select the Reply tab.
- Select from the drop down options, and add relevant comments.
- Select Send TO-Quote Reply.
- The Quote register will now show the Quote as 'Accepted'...
...and the Request For Quote register will now show the Request For Quote as 'Quote Accepted'.