Site Quotation Manager

Table of Content	BIM Site Site Quotation Manager Manager	Print this Page	Close this Page

1. Site Quotation Manager:

1. Site Quotation Manager is responsible for collating valuable project cost information year-after-year-after-year in a cycle of continual improvement that will minimise errors of ommission.

2. A client site is the work place for a project to execute a client contract.

3. Site Quotation Managers may be hand crafted documents, email messages or professionally generated folios containing a collection of relevant documents.

4. A Site Quotation Manager is a potential contract to be signed off by the client who will be paying for a professional service to be provided - the Site Quotation Manager folio is the first step in this service. The Site Quotation Manager folio must look very professional and portray confidence to the client who may have several alternative Site Quotation Managers on their desk at the same time. Every Site Quotation Manager is a marketing message that must include "why" the Site Quotation Manager is unique and best value for money in terms of (1) cost, (2) time and (3) quality.

5. To demonstrate professional document management, each document is issued with a unique issue number and date with its change history in compliance with ISO 9001 Quality Management Standard. Each document within the Site Quotation Manager folio has a title block of information in compliance with ISO 9200 to show (1) written-by, (2) checked-by and (3) approved-by with dates. It could be said to be unprofessional if a document was written, checked and approved by the same person.

2. Contents:

1. The Site Quotation Manager folio must show a total net cost with time and quality statement - a price without the other two is to imply that time and quality are of no consequence.

2. The Site Quotation Manager folio includes separate standard terms and condictions documents - standard information that rarely changes and does not need to clutter the Site Quotation Manager.

3. The Site Quotation Manager folio includes the Risk Analysis Method Statement (RAMS) that identifies the assets to be used and the method of how the service will be provided as a project plan with time scales.

4. Internally, the Site Quotation Manager details the assets to be hired with contract hire rates and costs as a project account. The project plan provides the framework for labour costs. The supplies to be purchased on behalf of the client are added to the project account.

5. The Site Quotation Manager project account details:

(1) Cost of Labour: days, rate and amount. A 12.5% overhead may be added to cover consumables and expenses.

(2) Cost of Hire: days, rate and amount, plus delivery and collection charges. A 12.5% overhead may be added to cover overheads and expenses.

(3) Cost of Supplies: based on reasonable supplier estimates. A 12.5% overhead may be added to cover administration and expenses.

(4) The Site Quotation Manager is the sum of the labour, hire and supply costs where errors of ommission must be excluded.

(5) A margin must be added to cover the cost of borrowing the money needed to finance the project until the client pays with 7, 14 or 28 day terms. Where the client can pay in advance then this borrowed money cost is reduced in proportion. An insurance cost is added because 16% of clients fail to pay their bills and so all clients must pay for insurance to cover such a liability.

6. The Site Quotation Manager folio includes examples of how the company complies with ISO 45001 Occupational Health and Safety standards including Asset Equipment Inspections, Daily Activity Briefings, Daily Pre-Start Checklist, Hand and Arm Vibration Reports, Time Sheets, Permits, Potential Hazards and Control Measures. It is pointed out that this valuable Intellectual Property is shared with the client on a day-by-day basis.

7. The Site Quotation Manager folio includes examples of how the company complies with ISO 9001 Quality Management standards including Project Plans, Finance Plans, Asset Registers, Labour Registers, Delivery-Collection Schedules, Activity Specific Risk Assessment and Task Management. It is pointed out that this valuable Intellectual Property is shared with the client on a day-by-day basis.

8. The Site Quotation Manager folio includes a sample purchase order to be signed by the client. This may be replaced by the clients own purchase order, but the policy is that all information is always 100% complete and correct.

3. Procedure:

1. A Request for Site Quotation Manager (RFQ) is issed by a client. This may be a verbal request, email request or documented request. The RFQ is recorded as a potential new project name and a potential client name and address.

2. A new phase to an existing project may be treated as a new project in this regard.

3. An existing RAMS is changed to reflect the project requirement - specifically the asset equipment list and labout work list. The project asset list is cloned from any prior project asset list and changed to match what the client needs. The project method statement is cloned from any prior project asset list and changesd to match what the client needs.

4. A new project RAMS is generated from the project details, project asset list and the project method statement. Project data is changed until the RAMS matches what is needed. The RAMS is part of the Site Quotation Manager folio.

5. A project asset list is expanded to show hire rates and days to enable costs to be deduced according to a time schefule.

6. A project labour list is expanded to show labour rates and days to enable costs to be deduced according to a time schefule.

7. A project supplies list is created to show the cost of supplies needed according to a time schedule.

8. A draft project plan is accumulated from (1) labour schedule, (2) hire schedule and (3) supplies schedule.

9. The Site Quotation Manager folio may include the above three project schedules to prove competence, capacity and leadership.

4. Policy:

1. Nobody writes a new Site Quotation Manager - every Site Quotation Manager is generated from a set of internal forms.

2. Nobody writes a new RAMS - every RAMS is generated from a set of internal forms.

3. Productivity is maximised by accumulating project inormation that can be cloned for each new project.

4. Site Quotation Managers are not the secret domain of one priceless person, anybody can be directed to create a new Site Quotation Manager with a high degree of correctness and completeness.

5. Site Quotation Managers are the sum of a large number of small costs that can be and must be verified by others.

6. Internal forms are used to manage:

(1). Asset list with hire schedule and rates to derive costs. Used by RAMS and Quote.

(2). Method list with labour schedule and rates to derive costs. Used by RAMS and Quote.

(3). Supplies list with supplier schedule and costs. Used by Quote.

7. Information from these schedules are used to generate many management information reports and client reports.

5. Activity to Hazard to Control Measure:

1. The method statement (in the RAMS) includes the name of known Activities.

2. A library of known Activities is maintained with a list of associated Hazards. Every activity has one or more hazards.

3. A library of known Hazards is maintained with a list of associated Control Methods and risk assessments. Every hazard has one or many control measures.

4. The labour schedule identifies activities and those activities are used to generate the risk assessment. Where the risk assessment is not complete and correct, improvements are made to the activity, hazard and control measure libraries and the RAMS regenerated until it is complete and correct.

5. Hazards are ranked using a 1 to 5 harm level (HL) and likelyhood (LH) for risk assessment and residual risk (RR) where HL*LH=RR in compliance with BS 9200 BIM regulations. A hazard will identify the people at risk and the consequences of the risk.

6. The use of initial, mnemonics or abbreviations is not acceptable in a critical document that must be read and understood by many people, some who may not have English as their first language.

6. Labour Schedule:

1. The project RAMS must have a method statement that identifies key activities in a logical sequence.

2. Each activity has an internal labour work estimate measured as a number of people for a number of days.

3. Each project has a published rate for labour that includes consumables, overheads, travel and other incidentals.

4. Each activity has a derived cost that are accumulated as the total project labour cost used as part of the Site Quotation Manager.

5. A new labour schedule is cloned from a prior labour schedule and then changed to match the specific Site Quotation Manager project.

6. Labour information includes:

(1). Activity Number

(2). Activity Title (formal list)

(3). Activity Description

(4). Done-by or Paid-by (contractor or client)

(5). Trade or skill (formal list)

(6). Start Date Scheduled

(7). Last Date Scheduled

(8). Number of work days

(9). Daily Rate (depending on trade)

(10). Activity labour cost

7. An activity may be included more than once where the project needs the activity to be undertaken at different times.

8. A sum of all activity costs provides a total labour cost for the project.

7. Hire Schedule:

1. The project RAMS must have an asset equipment schedule that identifies key equioment that must be hired to undertake identified activities.

2. Each asset has an internal hire cost estimate measured as a contract hire rate and the number of days on hire.

3. The Site Quotation Manager may include an estimate of the hire cost plus 12.5% to cover overheads, administration and inspections.

4. Each asset has a derived cost that are accumulated as the total project hire cost used as part of the Site Quotation Manager.

5. A new hire schedule is cloned from a prior hire schedule and then changed to match the specific Site Quotation Manager project.

6. Hire information includes:

(1). Hire Number

(2). Description, make, model, size, voltage

(3). Weight

(4). Typical sound pressure level in DB

(5). Typical vibration magnitude in m/s2

(6). Trigger time to reach action value 2.5 m/s2

(7). Trigger time to reach limit value 5 m/s2

(8). Exposure points per hour

(9). First date scheduled

(10). Last date scheduled

(11). Quantity (number of days)

(11). Units (days or weeks)

(13). Rate per or week

(14). Project hire equipment cost

(15). Supplier

7. An asset may be included more than once where its use on the project involves more than one hire period.

8. A sum of all hire costs provides a total hire cost for the project.

8. Supplies Schedule:

1. The project must have a purchased supplies schedule that identifies supplies like concrete that must be purchased as part of the project.

2. Each supply has an internal purchase cost estimate that may include cost plus 12.5% to cover overheads, administration and procurement research.

3. Each supply has a derived cost that are accumulated as the total project supplies cost used as part of the Site Quotation Manager.

4. A new supplies schedule is cloned from a prior supplies schedule and then changed to match the specific Site Quotation Manager project - this may change every line item.

6. Supplies information includes:

(1). Supply Number

(2). Description

(3). Delivery date scheduled

(4). Collection (waste) date scheduled

(5). Quantity

(6). Units

(7). Rate

(8). Project Cost

(9). Supplier

7. A sum of all supplies costs provides a total supplies cost for the project.

8. Where the client pays directly for certain supplies, then a supplies schedule with zero cost is still needed to show the delivery date in the diary and project plan.

9. It is expected that a percentage of all deliveries will be delayed and that may create an additional labour cost. The Site Quotation Manager may assume a 10% late delivery schedule - this will be refined by experience.

9. Account Schedule:

1. The project has an open book account that is shared to ensure that all parties understand if the project is at risk.

2. Cash flow is the primary risk as the project creates labour, hire and supplies costs that must be offset with revenue before those costs become due.

3. A simple rule identifies the date that the project must be stopped if income does not exceed outgoing costs.

4. The customer has the right to decide if they choose to fund the project or if they wish to pay for a loan to fund the project. It is not permitted for the company to act as a banker and provide uninsured and unsecured loans to customers.

5. Normal accounting practice is for the customer to pay 40% of the quoted amount to fund the start of the project and to pay 60% when the project has completed. Payment terms must never exceed the duration of the project and must never exceed the payment expectations of people and suppliers.

10. RAMS Generator:

1. The project information records the RFQ with much of the title information such as name and location. A short scope of works may be copied from the clients RFQ.

2. Plant and equipment are a summary of the hire schedule.

3. Personnel is a summary of the labour schedule.

4. Method statement is a summary of the labour schedule.

5. Work sequence is a summary of the labour schedule

6. Occupational Health and Safety (OHS) is a summary of the ISO 45001 OHS Standard and shall reference the enclosed company OHS policy

7. Environment Management (EMS) is a summary of the ISO 14001 EMS Standard and shall reference the enclosed company environmental policy

8. Waste management - is an extra sentence in the environment management section.

9. Monitoring the work is a summary of the ISO 9001 Quality Management Standard and shall reference the enclosed company Quality Management policy.

10. Site Security - is an extra sentence in the Quality management section.

11. Quality - is extra information in the Quality management section with reference to how the client is provided with daily access to all QMS and OHS project information.

12. HAVS is part of OHS section but may be optional as an extra chapter that may be included or excluded. An example of the HAV reporting that is associated with each persons timesheet may be referenced and enclosed.

13. Risk Assessment is generated from the labour schedule of activity titles that are known to the risk library. As the labour schedule is refined, the complete risk assessment is regenerated to match all known activities.

14. A document distribution list is associated with each and every formal company document.

11. Document Distribution Control:

1. It is a business requirement to conform with ISO 9001 Quality Management standard with respect to document distribution control.

2. Documents shall be shared with clients, but the must stringent security and quality methods must be seen to be deployed.

3. It is no longer professionally acceptable to leak critical, confidential and sensitive business information by email that is copies by agencies in all parts of the world.

4. It must be shown that documents are distributed using encrypted track and trace so the location and reader every copy of every document is known and can be shown as evidence.

5. How it works:

6. Traditional email is like a postcard that will be copied and read by a large number of email servers in all parts of the world.

7. Track and trace is like a letter in an envelope where the envelope will be copies and read by agencies, but the encryted letter contained within the envelope remain secure.

8. How its used.

9. A standard document is generated using automated facilities - the document with a selected recipient can be viewed and verified.

10. The "Send" buton is pressed and an email is sent to the selected person as an envelope with request for the person to subscribe or unsubscribe.

11. Only after the person has formally consented to view the document is the document shown. If the person chooses to unsubscribe the document is not shown.

12. Whatever action the person takes, the documents distribution control record is updated with the consent or unsubscribe option.

13. Each time the person views the document, the distribute control record records the date, time and persons network, hardware and software details. Complete document distribution control is maintained, however the person may print the document and that printed document cannot be controlled by online methods.

14. Security.

15. A generated document may be sent to one selected person and only one selected person via and email envelope.

16. Where a generated document is to be sent to more than one person, then a distribution list is used and each copy of the document sent to each person is separately tracked and traced.

17. At all times the document is encrypted and cannot be changed in any way.

18. Where a change is needed, then a new document with a new version number is generated. History cannot be changed.

19. Where a document has been sent to a person but they have not yet viewed the document, then the document can be expired so the document can never be viewed by the recipient.

20. Every generated document has a life cycle with an expiry date.

Technical:

11. Project information: RFQ data entry.

12. Project Labour schedule: agency hire rates.

13. Project Hire schedule: assets: contract hire rates.

14. Project Supplies schedule: supplier quotes.

14. Project Account schedule: cash flow forecast.

21. Risk Activity Library: continual improvements.

22. Risk Hazard Library: continual improvements.

23. Risk Control Measure Library: continual improvements.

24. RAMS generator using (2) Labour schedule as method statement, (3) Hire schedule as equipment register and (5-6-7) Activity-hazard-control measure libraries.

31. Quote folio generator using (2) Labour schedule costs, (3) Hire schedule costs and (4) Supplies costs.

32. Standard Terms and Conditions.

33. Standard Main Contractor Shared Services.

34. Customer credit check - it is not not legal or ethical to sign a contract with a customer who does not have the means to pay for what is in the contract.

35. Document Distribution Contol: online access to each document with track and trace evidence of when and where for each names person.

Document Control.

1. Document Title: Site Quotation Manager.

2. Description: Site Quotation Manager, policies and guidelines.

3. Keywords: Site Quotation Manager, policies and guidelines.

4. Privacy: Shared with approved people for the benefit of humanity.

5. Edition: 1.1.

6. Issued: 2 Jan 2018.