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Example of how to Create a Bill of Quantity

The following is an example of how to create a simple bill of quantity with two different groups of items, a scoring scheme with two hierarchical levels and several criteria with questions.

The aim of the tender is the procurement of new notebooks, docking station and PDAs with the following evaluation criteria: Technical performance (CPU, RAM, hard disk), service and price.

You have already created an award procedure with a procedure template for delivery services. The standard directory consists of an item and an evaluation scheme with the criterion price.

Initial situation for the sample bill of quantity: Only one evaluation criterion price is created at the beginning

Example evaluation scheme: Price

Carry out the following steps in the specified order:

  1. Click on the Outline Level button in the New toolbar . A new group is added to your bill of quantities. It appears in the outline below the item.

  2. The item inserted by default is not required. To delete it, select the item in the outline and click on the Remove button (black X) in the toolbar.

  3. Click on the new group and enter the following values in the form area at the bottom right in the specified form fields:

    name Notebook and docking station

    The group you have just created is displayed in the outline with a black X on the symbol because the group does not yet contain any elements (the table at the top right is still empty).

  4. Click on the Notebook and docking station group and then on the Position button in the New toolbar. The new element appears slightly indented below the group.

  5. Click on the new position. On the right-hand side in the form area, enter the following values in the form fields for this position:

    Name Notebook
    Length - 12.1 inch TFT or larger with at least 1024 x 768
    - Intel Pentium M with at least 1.5 GHz or AMD Athlon XPM 2200+
    - 1024 MB DDR RAM or more
    - 60 GB UDMA-100 hard disk or larger
    Quantity 10
    Net price 1,000

    The example value just mentioned is now entered in the bill of quantity
    Example entry in the bill of quantities

    The form field Unit is pre-assigned with unit, i.e. it does not need to be changed.

    The gross value of the item is calculated automatically based on the VAT rate entered. The error marker disappears.

  6. Enter a questionnaire for this item. Right-click on Notebook in the outline. The context menu is opened. Select the command NEW... - INFO QUESTIONNAIRE. The questionnaire icon is displayed slightly indented below the item.

  7. In the right-hand form area, click in the Title field and enter information on the position here.

  8. The New toolbar now displays the buttons for Questions. Point to the first icon with the mouse. The list of all available question types expands downwards. Select the entries Enter the manufacturer! and Enter the product name!. The two questions appear slightly indented below the questionnaire in the outline.

  9. Click on the questions. The question text is already displayed, i.e. you do not need to make any further entries here.

  10. The area You are here: above the table shows you where you are currently located within the bill of quantities.

    You are here-example

    Click on the link Notebook and docking station to display the level of the 1st group.

  11. Enter another position in this group as described under points 4 and 5 and enter the following values in the fields:

    Name Docking station
    Long description with the following connections:
    - at least two USB 2.0
    - one VGA
    - one RJ45
    quantity 10
    Net price 50

  12. Click on the bill of quantity icon in the outline to go to the top BQ level.

  13. Select the Alternative items button from the list. A new group is added to the bill of quantities.

  14. Click on the + sign in the outline in front of the new group. The group expands. Two new items (alternative items) already exist in the group.

  15. Enter the form fields for the new group and its items as described under point 5:

    Group

    Name PDA or smartphone

    Alternative position 1

    description PDA
    Long description - 3.5 inch TFT or larger, 65,536 colors, at least 320 x 240
    - Intel XScale PXA 255 with at least 400 MHz or comparable
    - 64 MB RAM or more
    Quantity 8
    Net price 350

    Alternative position 2

    description Smartphone
    Long description - with GSM 900 / 1800 telephone function
    - 3.5 inch TFT or larger, 65,536 colors, at least 320 x 240
    - Intel XScale PXA 255 with at least 400 MHz or comparable
    - 64 MB RAM or more
    Quantity 8
    Net price 450

  16. Now enter the evaluation criteria. Click on the Scoring scheme in the outline. The New toolbar now displays the buttons for the criteria. 17.

  17. Click on the Criteria group button. A new entry is inserted below the price criterion.

  18. Click on the new group and enter the following values in the form fields in the form area on the right:

    Designation Technical performance
    Weighting in % 40

  19. Click on the group Technical performance and then on the button Criterion with explanatory question in the toolbar New. The new element appears below the group. 20.

  20. Click on the new element and enter the following values in the corresponding form fields in the right-hand form area:

    Name CPU
    Question text Enter the name and clock frequency of the CPU
    of the offered notebook
    Intel Pentium M with at least 1.5 GHz or
    AMD Athlon XP --M 2200+ or better
    Weighting in % 40

  21. Click on the Technical performance group and then on the Criteria group button in the New toolbar. A new criteria group is inserted.

  22. Enter the form fields of the group as described in point 19:

    Name RAM
    Weighting in % 30

  23. Click on the Memory group and then on the Criterion button in the New toolbar. The new element appears slightly indented below the group.

  24. Repeat the last step with the Criterion with question by integer button.

  25. Click on the two new criteria in turn and enter the following values in the corresponding fields in the right-hand form area.

    Criterion 1

    Designation 1024 MB DDR or more
    Exclusion criterion Yes
    Yes/No criterion Yes
    Weighting in % 0

    Criterion 2

    Name Size of actual working memory
    Question text Indicate the size of the RAM in MB
    Weighting in % 100

  26. Repeat steps 22 - 25 and create another criteria group with two criteria within the group Technical performance.

  27. Enter the form fields of the new group and its two criteria as above.

    Group

    Name Hard disk
    Weighting in % 30

    Criterion 1

    description at least 60 GB UDMA-100
    Exclusion criterion Yes
    Yes/No criterion Yes
    Weighting in % 30

    Criterion 2

    name Hard disk size
    Question text Indicate the size of the hard disk in GB.
    Weighting in % 100

  28. Now click on the Scoring scheme icon to access the top level of the scoring scheme. the top level of the scoring scheme.

  29. Repeat steps 13 - 15 to create another criteria group with three criteria. This time, select the following buttons for the criteria:

    • Criterion with requirement fulfillment question

    • Criterion with yes/no question

    • Criterion with question by integer

  30. Enter the form fields of the new group and its three criteria criteria as in point 26:

    Group

    Name Service
    Weighting in % 30

    Criterion with question about fulfillment of requirements

    description Warranty
    Question text Is the warranty of 36 months fulfilled?
    Weighting in % 50

    Criterion with yes/no question

    description On-site service
    Question text Is on-site service guaranteed?
    Exclusion criterion Yes
    Weighting in % 0

    Criterion with whole number question

    Name On-call time
    Question text How much is your on-call time in hours?
    Weighting in % 50

  31. Finally, you must adjust the weighting of the price criterion to the 100% limit of the top level in the scoring scheme. Click on the price criterion and enter the value 30 in the field Weighting in %.

  32. Check the bill of quantities by clicking on the Check button.

Final result of the sample bill of quantities
The final result of your entries should now look like this:

Outline view of the finished BQ example

Outline view of the finished BQ example