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What are the different RFQ statuses and how do they affect cost and change order amounts?

Answer

Below is a list of available Request for Quote (RFQ) statuses. Some status changes occur automatically and some must be manually change by a user. Some status changes also automatically update the 'Ball in Court' person assigned to the RFQ. Some status changes also affect the 'Latest Cost' amount for a change event line item and the amount is automatically updates in the project's change orders.

Automatic vs. Manual Status Changes

Automatic Status Changes

The followin status changes occur automatically. They can also be changed by user with 'Admin' level permissions on the Change Events tool: 

  • Out for Pricing
    This status occurs when the RFQ is issued. The Ball in Court is the RFQ recipient/assignee. RFQs in this status will not affect the Latest Cost.
  • Under Review
    This status occurs when the RFQ response is submitted with a cost and/or schedule impact and has not yet been reviewed. The Ball in Court is the RFQ creator. RFQs in this status will not affect the Latest Cost and the value will not be pulled into a corresponding change order. 
  • Closed
    This status occurs when the RFQ is submitted as "No Impact." There is no Ball in Court for this status. RFQs in this status will affect the Latest Cost and the value will be pulled into a corresponding change order.

Manual Status Changes

  • Pending Final Approval
    Select this status if you have reviewed the RFQ response. There is no 'Ball in Court' assignment for this status. RFQs in this status affects the Latest Cost and the value is automatically populated into any change orders that are created. 
  • Revise & Resubmit
    Select this status if you need the subcontractor to revise the cost/schedule impact. The Ball in Court is the RFQ recipient/assignee. RFQs in this status will not affect the Latest Cost and the value will not be pulled into a corresponding change order. 
  • Withdrawn
    Select this status if you no longer need pricing from the subcontractor. There is no Ball in Court for this status. RFQs in this status will not affect the Latest Cost and the value will not be pulled into a corresponding change order.

Available RFQ Statuses

The following table details each status. 

 
Out for Pricing

Automatically Updated

Under Review

Automatically Updated

Closed

Automatically Updated

Pending Final Approval

Manually Updated

Revise and Resubmit

Manually Updated

Withdrawn

Manually Updated

Ball in Court Assignee Creator None None Assignee None
Intent This status occurs when the RFQ is issued. The RFQ response is submitted with a cost and/or schedule impact and has not yet been reviewed. The RFQ is submitted as "No Impact". You have reviewed the RFQ response. Need the subcontractor to revise the cost/schedule impact. No longer need pricing from the subcontractor.
Affects Latest Cost     icon-mindtouch-table-check.png icon-mindtouch-table-check.png    
Value to Populate Commitment Cost/CO Cost ROM Cost ROM RFQ Value RFQ Value Cost ROM Cost ROM
Value to Populate Prime CO Revenue ROM Revenue ROM Revenue ROM Revenue ROM Revenue ROM Revenue ROM
Attachments Carry to COs     icon-mindtouch-table-check.png icon-mindtouch-table-check.png    
 Notes
  • If a change event line item Revenue ROM is set to “Automatically Follow Latest Cost”, then the RFQ status will also affect the Latest Cost that pulls into the Revenue ROM.
  • If a Prime CO is created for a change event line item, that value will override the RFQ value on Commitment Cost/CO creation.
  • If Revenue ROM columns are hidden, Prime CO values continue to respect the change event scope and will default to $0 for in-scope or TBD change events.

 

If you would like to learn more about Procore's change events management software and how it can help your business, please visit our construction change order product page icon-external-link.png.