Guide
Supplier bid levelling checklist: compare quotes consistently
Compare supplier quotes against one package scope and commercial basis. Check price, exclusions, lead time and missing items before treating offers as comparable.
Using this guide
Use this checklist with the original tender scope, the issued supplier package and each return. Record adjustments separately from the supplier's quoted amount, and keep unresolved questions visible.
Common comparison basis
- Issued package scope and drawing revisions are identified
- Quantities, units and equipment ratings have been aligned
- Currency, tax, delivery terms and quote validity are recorded
- Alternatives are compared separately from the compliant base offer
Scope and technical differences
- Equipment, installation, commissioning and tests are identified as included or excluded
- Datasheets and departures have been checked against the specification
- Documentation, spares and warranties are included in the comparison
- Gaps between the quote, SLD and GA are recorded with source references
Commercial and delivery position
- Lead time and delivery milestones fit the project program
- Payment terms and proposed conditions are visible
- Estimator allowances are separated from supplier-confirmed prices
- Expired offers and unconfirmed adjustments are flagged
Clarifications and decision
- Each material difference has a question, owner and response status
- Supplier responses are linked to the quote and package version they amend
- The final comparison retains the original quoted amounts and sources
- Technical and commercial reviewers have checked the basis before selection
Step by step
- 01Collect the same scope and each return. Use the issued package version and the suppliers' original quotes.
- 02Align the comparison basis. Normalise units, currency, tax, delivery and validity without hiding the source amounts.
- 03Identify exclusions and gaps. Record differences against the scope, drawings and required deliverables.
- 04Resolve material questions. Ask suppliers for clarification and distinguish confirmed answers from estimating allowances.
- 05Review the decision. Evaluate price, scope, technical compliance and delivery together.
Related
FAQ
Common questions
Is the lowest quoted price the best offer?
Not necessarily. It may omit scope or carry different lead times, delivery terms or qualifications. Compare a consistent basis and keep adjustments visible.
Can AI level supplier bids?
AI can help read the quotes, organise scope and price differences and draft questions. Check the original returns and agree the treatment of unresolved items with your team.