1. An RFQ should remove ambiguity
A useful RFQ gives the supplier enough information to price the same requirement you are pricing. Include the relevant BOQ lines, specification references, drawings or schedules, required brands or approved alternatives, quantities, project location and requested delivery basis.
State what the quotation must show: unit rates, total price, currency, VAT, validity, lead time, payment terms, warranty, delivery, exclusions and technical deviations.
2. Check technical compliance first
Before comparing prices, confirm what each supplier is actually offering. Model, material, pressure class, capacity, efficiency, certification, accessories and control scope can all create large price differences.
A quotation that says 'as per BOQ' is not enough when the BOQ is generic. Ask for datasheets or a clear offer description where technical compliance affects the result.
3. Normalize the commercial basis
Bring each offer to the same comparison basis. One supplier may include delivery while another quotes ex-works. One may include VAT and another may exclude it. One may include accessories in the unit rate while another lists them separately.
Make adjustments visible instead of editing supplier prices silently. Add separate comparison columns for freight, tax treatment, discounts, omitted accessories, exchange rate and any evaluated cost required to reach an equal scope.
| Comparison point | What to normalize |
|---|---|
| Currency | Use one comparison currency and record the exchange-rate date. |
| VAT / tax | Compare consistently as inclusive or exclusive according to the tender basis. |
| Delivery | Include freight, unloading or site delivery when applicable. |
| Accessories | Add missing mandatory accessories to the evaluated cost. |
| Quantity | Compare the same project quantity, not different supplier pack sizes. |
| Validity / lead time | Flag commercial risk even if it is not converted into a price adjustment. |
4. Separate quoted price from evaluated price
Keep the supplier's original total visible. Then calculate an evaluated total after commercial normalization. This preserves evidence and prevents later confusion over whether a number came from the supplier or from the estimator's adjustments.
The selected supplier does not have to be the one with the lowest evaluated total if technical compliance, delivery risk, approved-vendor status or other tender requirements justify a different commercial decision. The reason should be documented.
5. Keep the comparison linked to the estimate
Once a quotation is selected for pricing, record which BOQ or breakdown items use that source. This allows the team to identify what changes if the supplier revises the offer.
A strong tender file should let another reviewer move from BOQ item to breakdown to quotation and back again without guessing. That traceability is often more valuable than adding more formatting to the comparison sheet.