Requests for Quotation

A Request for Quotation is a document sent to a supplier or subcontractor to obtain pricing using data from Cost Management. There are two ways to generate an RFQ document:

• First, you can generate a single RFQ that includes all the associated cost items, or you can generate individual RFQs for specific cost items within the PCO.
• Second, an RFQ can also be generated through a batch request when there is a change, and it is not clear who is affected. An RFQ can be sent directly to all recipients, and a record of their responses can be kept.

In this article:

• RFQ Tab Overview
• Generate an RFQ from a PCO
  • Batch Request Quotations
• Respond to an RFQ (Supplier Workflow)
• Change Response Due Date for RFQ
• Detach a Cost Item from an RFQ
• Delete an RFQ
• Export an RFQ Report
  • Reports for Collaborative Access Members
• Related Articles

RFQ Tab Overview

The Request for Quotation (RFQ) tab is within the Change Order tool in Cost Management. Tab names can be customized by project administrators within settings.

1. The item's status automatically updates to Draft after an RFQ is generated from a PCO.

2. Select the item's name to open the flyout panel. Editing the RFQ can be done within the flyout panel. In the flyout panel, selectable workflow-based actions will appear to guide you through the change order management process.

   

   For example:

   • When the RFQ status is Open, the Request Quotation button is visible. Note that a supplier needs to be listed in the Supplier Details section.
   • Once the RFQ is sent, the next options appear: Set as Proposed or Reject, and so on.
   • When Accepted, select SCO to generate a Supplier Change Order.

3. Click the More menu to generate change orders, set the status of the RFQ, or delete the item.

4. The Response Due column will be populated when a date is added in the dates section of the flyout panel.

5. Click Export to create an RFQ report.

6. Click this icon to show or hide change orders' hierarchy. To learn more about using the hierarchy view to navigate between related change orders, see the Navigating Change Orders with Hierarchy View section.

7. Click the to filter and group the table.

8. See the available predefined views of the table or save the current view of the table.

9. Select the icon to edit the position and visibility of columns within the table.

   Tip: By activating an Attachments column, you can instantly view the quantity of attachments for each RFQ, without the need to click each one individually.

Generate an RFQ from a PCO

As a project administrator, you can generate an RFQ after the RFQ document template is created and a cost item associated with a budget is assigned to a PCO. To do so:

1. Select the Change Order tool.

2. Select the PCO tab.

3. Select the checkbox for a PCO.

4. Click the More menu .

5. Choose Cost Change, and then Generate RFQ. Individual RFQs are created for each cost item within the PCO.

6. Switch to the RFQ tab and check the newly created RFQ.

7. Enter the necessary values into the Estimated and Proposed columns. You can copy cost item amounts from another column.

   

8. Open the newly created RFQ by clicking its name. The flyout panel opens.

9. Click Set as Open.

10. Modify the following fields as required:

    • RFQ Name in the Details section
    • Due Date in the Dates section
    • Scope description in the Scope of Work section

11. In the Documents section, create a document package and add additional attachments as required for the RFQ.

12. Choose a supplier name in the Supplier Details section if one is not already selected.

13. Click Request Quotation. The Send Email to Supplier window opens. The supplier contact from the PCO flyout is the default recipient. You can change this contact in the:

    • Company Setup setting
    • Supplier Details of the PCO

14. Fill in all necessary fields, and then click Send.

Once the RFQ is sent, the next options appear: Set as Proposed, or Rejected, and so on. See the Change Order Statuses article to learn more about the RFQ status workflow.

A supplier will be notified of the quotation request by email when they have a collaborative permission for RFQs. The status is set as Pricing. See the Change Order Statuses article to learn more about the RFQ workflow statuses.

When Accepted, project administrators can request extra revision or generate SCO to finish the change order workflow.

Batch Request Quotations

In addition to generating an individual RFQ, you can batch-request quotations from a PCO. A batch-request quotation is useful when a change occurs, and it is unclear who might be affected by this change. To reduce the risk of missing anyone, send a batch request to all suppliers to let them indicate whether they are affected or not and keep a record of their response.

To create a batch request:

1. Click the Change Order tool.

2. Click the PCO tab.

3. Click the More menu of a PCO and choose Batch Request Quotations.

   

4. You can add a filter for contract type in the newly opened window.

5. Select one or more suppliers.

6. Write a message to be included with the request.

7. Select a Due date.

8. If necessary, choose Attachments to include.

9. Click Send.

   

Placeholder cost items are generated for each supplier and are shown in parentheses. Suppliers can respond by saying no impact or can propose a quotation.

The placeholder cost items will be converted to regular cost items when a quotation is proposed.

Respond to an RFQ (Supplier Workflow)

When a supplier receives an RFQ notification email and has collaborative permission for RFQs, they can respond as follows:

1. Open the email and select Open in Cost Management. When Cost Management opens, only the information pertaining to a supplier will be visible.

2. Click the Request for Quotation name to open the details flyout panel.

3. Scroll to review information and access any associated documents.

4. When ready, select Respond in the workflow bar.

5. Under the Scope of Work section, click to add the appropriate unit cost. The amount will autopopulate.

6. Add files in the Documents section. You can:

   • Upload from your computer

   • Attach from Autodesk Docs

   • Add from linked references

     Note: When an attachment is uploaded to an RFQ, it's added automatically to the cost item and the RFQ.

7. Include a comment within the Comment section and select Submit.

Once submitted, the system will notify a general contractor by email. They can review all RFQ quotations in the PCO view by selecting each cost item and looking at the attachment. Then, they can either accept it or request a revision.

Tip: When a subcontractor selects No Cost Impact, the RFQ is closed without any cost items. However, the general contractor can reopen it by clicking Reopen and propose quotation in the More menu . This action will create a cost item with a value of 0 and set the RFQ status to Proposed.

When a revision is required, the process will continue as outlined once it is submitted back to a supplier. If necessary, a formal quotation can be attached by a supplier when responding. Once accepted by a general contractor, the system will notify a supplier by email.

When a change order is in the Proposed, Accepted, or Rejected status, a supplier with collaboration permission can read cost information or download documents in the view-only details panel. Click View Cost Detail in the More menu .

Change Response Due Date for RFQ

By default, the Response Due date for RFQs is set to seven days after creation. Project administrators can adjust this default setting as follows:

1. Select the Settings tool from the left navigation.
2. Switch to the Change Order tab.
3. In the Dates drop-down list, click Edit next to the Response Due option.
4. Enter the Default Value and decide whether you want to display the date on the Home Page.
5. Click Save.

Detach a Cost Item from an RFQ

To detach a cost item from an RFQ, expand the row and select the More menu or check the box. The detach button will appear. It will still be part of the PCO.

Delete an RFQ

To delete an RFQ, select the More menu next to the item's name. To delete more than one RFQ, select the box next to the items and click Delete.

Export an RFQ Report

You can export an RFQ report that will contain all details or a minimum number of them. To do so:

1. Select the Change Order tool from the left navigation.

2. Switch to the RFQ tab.

3. Click Export .

4. Choose one of the following:

   • PDF Report – to export a report in a non-editable PDF format.
   • Excel Report – to export a report in an editable Excel format.

5. Add the Report Title.

6. Choose the Report Template:

   • Current View - you can export a report from the current view, for example with applied filters.
   • System Default Report – you can export a report with all default columns.

7. Choose whether you want to include the Cost Item information in the report. By deselecting this option, you can export a report only with the minimum details.

8. Add an optional message.

9. Click Run report.

You'll receive the report by email. You can also find and download it from the Reports tool. To learn more about cost report types, see the Cost Reports article.

Reports for Collaborative Access Members

Members with collaborative access are able to export reports from change order tables (PCO/RFQ/COR/OCO/SCO).

The change order report displays the corresponding cost items along with their amounts. RFQ reports, for example, include proposed amounts. However, the budget code and name are not visible in these reports.

Related Articles

• Change Order Statuses
• Collaborative Potential Change Order
• Generate an RFQ from the Cost Item