How to Create a Proposed Instruction

This article is a guide to creating Proposed Instructions in FastDraft.

This guide contains the following:

• When should a Proposed Instruction be used?
• How to create a Proposed Instruction
• How to submit a quotation
• How to Accept a Contractor’s Quote 

When should a Proposed Instruction be used?

If the Project Manager wants to get a quotation from the Contractor for an item that they MAY want to instruct then they can use this form. They would instruct the quote, and then once the Contractor has submitted the quotation which would demonstrate cost and time effects, they then decide if they wish to instruct it or not.  A Project Manager should use these infrequently, as they will very quickly lose their effectiveness if they regularly request quotes that do not go ahead. The Contractor will spend less time on the quote and just add significant risk each time.

The Project Manager should state when they plan to give the instruction by, and also any PM assumptions the quotation should be based upon, so that the Contractor can put in a more definitive quotation with sensible risk allocation.

How to create a Proposed Instruction

The Project Manager can raise a proposed instruction either by selecting the green Create New button at the top left and select Project Manager Proposed Instruction...

or click on Compensation Events at the left hand side and then Project Manager Proposed Instruction.

From the Proposed Instruction register, click Create New.

A Compensation Event number is automatically allocated to the instruction.  

The Project Manager is to complete the subject title and details of the potential instruction. They also need to state the date by which the Contractor is to assume an instruction will be given, otherwise, it will be difficult to give a definitive quote. There is an option for the Project Manager to state any assumptions the quotation will be based upon – again so the Contractor can give a more definitive quote.

Once ready, click Create Draft.

Now that you have a draft Proposed Instruction, you can make any amendments needed and add any attachments. Please note this cannot be done after you've communicated a Proposed Instruction.

Once you're happy, click Communicate Proposed Instruction, then Communicate.

This will notify the Contractor that they need to raise a quote.

How to submit a quotation

When the Project Manager has requested a quotation from the Contractor via a Proposed Instruction the Contractor can select the quotes tab which will now show the Create new button which once clicked will pop up with the Quote creation form.

The draft Quote will pull through the title of the Proposed Instruction, though this can be changed if necessary. 

Once you've entered all the details of your quote, click Create Draft.

When you're ready to communicate, click Communicate Quote, then Communicate.

How to Accept a Contractor’s Quote

After the Contractor has submitted a quote, the Project Manager will receive an email notification. The Project Manager can then access the quote by going to the corresponding Proposed Instruction and selecting the PMI. The Project Manager can then fill out their response by selecting the Reply tab.

The Project Manager will have the option to Accept the quote, ask the Contractor to submit a revised quote or decide to make their own assessment.

It may be the case that multiple quotes have been submitted within one Compensation Event. If this has occurred, all parties must be aware that when the PM communicates a particular decision on a quote, it changes the status of the Compensation Event, and therefore the status of all quotes within the Compensation Event.

For example, if the PM wishes to accept one quote but not the others, they will find that once they accept the quote it automatically updates the status of the other quotes to "Not accepted - other quote approved".  Verbal communication between the two parties is advisable to ensure the PM knows there are multiple quotes, and doesn't respond before all quotes have been submitted.