Define Price Submissions

Owned by Damith Samarakoon
Last updated: Jan 29, 2024 by Rebecca David

Enter Price Submissions

The Tender Price Submissions forms the basis of the Agreed Final Contract when the package is awarded. Activities and elements need to be entered or uploaded as they are to be claimed by the Successful Bidder during delivery.

  • Basic Price Submissions can be entered manually on-screen.
  • Detailed Price Submissions need to be uploaded via the Import feature.

1. Create a package as you would normally (Click here for how to Create a Tender Package).

2. Go to the Price Submissions tab.

3. Fill in Code, Description, Unit of Measure, Type, Quantity and Rate.

  • Item No. - as you add a new row or child the item no. automatically creates.  Child rows is up to 5 levels e.g. 001 Heading; 001.001 Sub-Heading; 001.001.001 Element or Activity Name $559443.00.
  • Code - if required enter cost code.
  • Description - provide a detailed description of the item that requires pricing.
  • Unit of Measure - this column is free-type e.g. each, unit, m2, m3, lm, hour, day.
  • Type - choose Lump Sum or Schedule of Rates.
  • Quantity - enter the number of items required.
  • Rate - enter the rate per item.
  • Value - this will be calculated automatically e.g. the rate multiplied by the quantity.

5. Continue adding rows or child rows until your Schedule of Rates is completed. 

Import via Excel

When importing a Price Submissions from excel you can match existing rows based on:

  • Item Number
  • Combination of the text in the header(s) + Sub row + Unit of measure

Price Submissions and Approved Budget Amount

If a package is created via an Approval Form that has a link to a Budget line item them the Price Submission total you enter must match exactly the amount from the Budget line item.

The difference between the Price Submissions total and the Approved Budget amount will be shown in the Variance to Budget field.

Creating a Package with Linked Budget (Complex Commitment Budget)

1. Create a package as set out here.  would normally.

2. On the price submissions tab select the budget you wish to link.

3. Once the budget is selected, the available budget and variance will be based on the budget lines you select:

  • Available budget is based on the linked budget rows that are linked to a Price Submissions row
    • The calculation is performed by looking up the approved amount in the budget for each row that is used in the price submissions
    • Less final forecast cost for those Rows

  • Variance is the available budget total - the total of the price submission amount entered for that the row 

Example of How the Calculations are Processed

Scenario 1

All sub rows are linked to line in Budget

  • 002 -> No link
  • 002.001 -> Link to line in Budget
  • 002.002 -> Link to line in Budget

Available budget is based on the linked budget rows that are linked to a Price Submissions row

Scenario 2
  • 001 -> Link to line A
  • 001.001 -> No link
  • 001.002 -> No link

Available budget is based on budget line linked to the parent row less final forecast cost for that row

Price submissions amount is the total of the PS sub items under this parent

Variance is available budget - price submission total.

Scenario 3
  • 003 -> Link to line C
  • 003.001 -> No link
  • 003.002 -> Link to line D

Available budget is based on budget line linked to the parent row minus final forecast cost for that row.

For the parent Price Submission row we count the price submissions under that level which DO NOT have a budget link associated with it.

For the sub item that is linked we count the price submission amount for that row.

Variance is available budget total - price submission total

Submitting a Bid

A bidder will submit a bid as normal in this process. The bidder will not able to see the price submission details used when creating the package nor the linked budget row column.

Awarding a Package

When awarding the bid the user will be able to automatically create a contract which will transfer over all the price submission and linked budget line details to the new contract

Creating another package linked to the same budget.

When creating another package linked to the same budget these considerations will need to be taken note of

  • If the other packages linked to the same budget are still in an Issued state
    • The available budget will be based on Approved budget - final forecast cost - the price submissions total for that row from other issued package
  • If the other packages linked to the same budget are Awarded 
    • The available budget will be based on Approved budget - final forecast cost (which may include any amounts from any Issued contracts linked to that row)