Private quotation comparison

What this worksheet records

A private quotation comparison should compare scope before comparing amounts. Bind each response to the same requirement revision and retain its actual provider and quotation version. Separate material, artwork, installation, delivery and return services so an absent item is not treated as included at zero cost. Record currency, tax basis and validity from the actual response. Do not seed a price or infer a missing charge from another provider's quotation.

Complete and review it

Ask providers to clarify scope gaps before treating their totals as like-for-like. Keep optional services separate from the required package and show any proposed material substitution for its own review. The budget tool can organise entered amounts, but it cannot authenticate evidence or determine whether a quotation was commercially accepted. Preserve the original quotation references and document the buyer's chosen decision through the agreed authority process, keeping competing bids isolated from one another.

Field definitions

• comparison_id: A stable identifier for this comparison, used to connect related rows without merging unrelated records.
• requirement_revision: The exact requirement revision used for this row; retain earlier versions and revisit affected decisions after a change.
• provider_legal_entity: The actual party for provider legal entity, with its responsibility or rights source identified; do not substitute the platform brand.
• quote_revision: The exact quote revision used for this row; retain earlier versions and revisit affected decisions after a change.
• currency: The actual three-letter currency code used for the quotation or amount; no conversion is implied.
• amount: An actual quoted or recorded amount, with currency and tax basis supplied; blank means unknown rather than zero.
• tax_basis: The inclusion or exclusion stated by the actual provider or record source; do not calculate or infer tax here.
• quantity: The actual number required for this row’s site and variant; do not substitute a programme total.
• material_variant: The actual material variant relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• artwork_service: The actual artwork service relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• installation_service: The actual installation service relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• delivery_service: The actual delivery service relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• return_service: The actual return service relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• exclusion: The actual exclusion relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• validity_date: The actual validity date, with date format or period meaning explicit; distinguish requested, planned, confirmed and observed values.
• scope_gap: The specific unanswered scope gap that needs an owned response before the relevant next gate can close.
• review_owner: The named person or agreed role responsible for review owner; confirm its real scope rather than assuming authority from a typed name.

Prepare a deliberate export

This is a financial worksheet. Its completed values must not appear in public supplier profiles, shared competitor records or unrelated client exports. Produce an amount-limited or totals-only copy when appropriate; the blank CSV is not an external pricing offer.

Take it to the next job

• Normalise required services and exclusions before comparing amounts.
• Keep missing amounts unknown and record actual currency and tax basis.
• Restrict competing quotations to the authorised buyer team.