How Do I Create Bill of Quantities in Events?

The Event Creator or Event Editors can develop a list of items that they want to purchase together with the quantities of each item; this is called a Bill of Quantities(BQ). Suppliers will fill in this form line-by-line with their prices. This information can be used in the evaluation stage to determine which supplier will win the award.

In Procurehere, you can create multiple BQs in an RFx event, but only one BQ in an auction. 

There are 3 simple steps to Creating a Bill of Quantity:

1. Adding Bill of Quantity

2. Creating Sections

3. Adding Item to BQ list

1. Adding Bill of Quantity

1. Click Add Bill of Quantity to create a BQ.

2. Fill in the BQ Name and BQ Description

3. Click Save to save the BQ.

2. Creating Sections

Click Edit icon to add sections to the BQ.

1. Click Add Section to add sections to the BQ.

2. Create New Section by adding Section Name and Section Description

3. Click Save to proceed to creating specific items in the BQ.

3. Adding Item to BQ List

Click to Add Item to Bill of Quantity List.

Adding and Item on BQ List

 1. You can state the Item Name. Example: Front Engine Mount 

 2. You can select the Item Type. There are 3 item types to choose from.

• Normal Price - This is the standard item list, in which the supplier will key in their best bid price.
• Trade In Price - If the buyer selects this item, it means that the item has a negative price (i.e. trade-in value). The suppliers will have to specify the trade in value they can offer.
• Buyer fix Price - This allows you as a buyer to fix the price that you are willing to pay on certain items or services. For example, some items like insurance have a fixed and objective price, so they buyer can fix this for all suppliers. 

3. State the Quantity of items that you would like to purchase. 

4. Select the Unit type from your Unit of Measurement list. (See article on how Administrator can add new Units of Measurement)

5. As a buyer, you only need to fill up the unit price for Buyer Fixed price items. No Input is needed for Normal Price and Trade in Price, as these will be provided by each supplier

6. This section allows you to provide a Description of the items. Example: You may include color or design preferences.brand preferences, materials used etc. 

7. Click Save to save item.

8. Click Edit to make any changes to the saved question. 1.1 denotes the Item in the BQ List.

Repositioning Items

Once you have created your BQ, if you wish to move items around, you may drag and drop the item to a different order on the BQ.

Using Excel to Edit the BQ

Sometimes you may wish to edit the BQ offline, either on your own or with your colleagues. Procurehere allows you to download the BQ and upload it once you have edited it. 

i. Click to download Bill of Quantities in excel template.

ii. Click to upload Bill of Quantities in excel template. It is important to note that you cannot change the format of the spreadsheet, or else the application will reject it.