Create Items¶

Select one of the following options to create a new item in the BQ:

In the New toolbar (2), point to the Position button. The list of available items expands downwards. Select an entry.
In the Outline view (3), right-click on the Bill of quantity icon or on one of the outline levels. In the context menu, select NEW... - POSITION.
The same context menu can also be called up by right-clicking on the table area (4).

The numbers in the round brackets refer to the areas in the figure Bill of quantities.

The following input fields are available for completion by default:

Field	Description
No.	Number of the item in the BQ. Is assigned automatically and depends on the sorting in the BQ.
Description	mandatory field : Short description of the item (max. 65 characters).
Long description: Detailed description of the item.
Position is optional	Option field prefilled with No: The position is only possibly commissioned, but increases the estimated value in the BQ. The decision for or against is only made in the evaluation phase. A group always contains at least one item that is not optional. At the customer's request, it is also possible to create a group consisting only of optional items.
Quantity	mandatory field : Order quantity for item.
Unit	mandatory field : Order unit for item - Free text entry possible or select from the list by clicking on the LUPEN symbol. Is pre-assigned with piece.
Estimated net price in euros	mandatory field : Estimated value for net price per unit.
Estimated gross price in euros	mandatory field: Estimated value for gross price per unit.
VAT (%)	mandatory field: VAT rate in percent. Will be validated. Warning message for invalid tax rate.
Price unit	Mandatory field: Price unit for item - fraction of the item price, i.e. the item total is divided by this value. Is set to 1 by default.
CPV code	European classification standard (Common Procurement Vocabulary - CPV). Can be selected from a list by clicking on the MAGNIFYING GLASS symbol.
Attachments	Click on the PAPER CLIP icon to add a file attachment that contains further information on the item and becomes part of the tender documents. Use the middle icon to display the contents of the file and delete the file using the last button.

If you need to enter several items, it is advisable to use the table view (4) of the bill of quantities. Here you can quickly navigate and copy between the items and their properties using the keyboard.

Keyboard code	Function
[UP ARROW]	Move one cell up or to the previous column.
[RETURN]	One cell down or to the next column.
[TAB]	[TAB]
[SHIFT] + [TAB]	One cell to the left or to the previous row.
[CTRL] + [X]	Cut the selected cell content and copy it to the clipboard.
[CTRL] +[C]	Copy selected cell contents to the clipboard.
[CTRL] +[V]	Paste contents of clipboard.

Generic Five-Factor Position¶

In order to be able to tender any service, there is a generic five-factor item in the bill of quantity. It consists of a maximum of 5 usable factors, with the help of which almost all calculations can be mapped. The total sum of the item is calculated using the following formula

\[\textit{item amount} = \dfrac{\textit{price}}{\textit{price unit}} \cdot [\textit{F1}] \cdot [\textit{F2}] \cdot [\textit{F3}] \cdot [\textit{F4}] \cdot [\textit{F5}]\]

Each of the five factors is optional and can be activated via the Use factor checkbox. The field Factor(value and name/unit) is then a mandatory field and is multiplied by the result from Price per price unit.

Entry of the generic five-factor item. Description is entered and item is marked as non-optional — Capture of the generic five-factor position

Info

Activate the BIDDER'S INFORMATION checkbox if the entry in the field should only be made on the bidder's side. In this case, it becomes a mandatory field on the bidder's page.

Click on Percentage to additionally multiply the factor in the calculation of the item amount by 0.01, i.e. to display percentage values.

If Divide by specification is activated, the number in the respective factor will be in the denominator in the calculation of the item amount or it will be multiplied by 1/factor.

Application example: Toner cartridges

Example toner cartridges: Completed items for toner cartridges. Information on pages per printer and pages per cartridge are entered. — Example toner cartridges

\[\textit{net sum} = \frac{10 ~ \textit{euro}}{1 ~ \textit{cartridge}} \cdot 30,500 ~ \textit{printer} \cdot 48,000 ~ \textit{Pages per printer in runtime} \cdot \frac{1}{10,000 ~ \textit{Pages per cartridge}}$ = 1,464,000.00 Euro\]

Specialist Positions¶

An alternative to the normal items are the specialist item types, which can be conveniently called up from the New toolbar (2). They are briefly explained below.

Fixed Amount and Monthly Costs¶

The total cost of the item is made up of a one-off purchase price and the ongoing monthly costs, e.g. copying or printing equipment is to be purchased for which a monthly maintenance fee must be paid over the term.

Calculation:

\[\textit{item net amount} = \textit{quantity} \cdot (\textit{purchase price} + \textit{term} \cdot \textit{monthly costs})\]

Example:

\[\textit{position net amount} = 12 ~ \textit{unit} \cdot (2500 ~ \textit{euro} + 36 ~ \textit{months} \cdot 400 ~ \textit{euro}) = 202,800.00 ~ \textit{euro}\]

Monthly costs¶

The total costs of the item result from the ongoing monthly costs, e.g. for the rental of copying or printing equipment, which are incurred over the entire term.

Calculation:

\[\textit{item net amount} = \textit{quantity} \cdot \textit{runtime} \cdot \textit{monthly costs}\]

Example:

\[\textit{position net amount} = 12 ~ \textit{piece} \cdot 36 ~ \textit{months} \cdot 600 ~ \textit{euro} = 259,200.00 ~ \textit{euro}\]

Packaging and Price Unit of Measure¶

Items for which different units of measure and price units are required for calculation, e.g. paper or office supplies tenders.

Example paper order for a pallet with a total of 1000 sheets. — Example paper order

Abbreviations

Abbreviation	Meaning
VME:	packaging unit
PME:	price unit

Calculation:

\[\textit{position net amount} = \frac{\textit{price}}{\textit{price unit}} \cdot \textit{PME per VME} \cdot \textit{quantity (VME)}\]

Example:

\[\textit{position net amount} = \frac{8 ~ \textit{euro}}{1000 ~ \textit{sheet}} \cdot 10,000 ~ (\textit{sheet per pallet} \cdot 45 ~ (\textit{pallet}) = 36,000.00 ~ \textit{euro}\]

Cleaning Service¶

Item for the tendering of maintenance cleaning services.

Total formula

\[\textit{item amount} = (\frac{\textit{area}}{\textit{area performance}(\frac{m^2}{h})} \cdot \frac{\textit{frequency per year}}{12}) \cdot \textit{hourly rate} (\frac{\textit{euro}}{h}) \cdot\textit{running time (months)}\]

Calculation steps

The parenthesis in the total formula represents the number of hours per month, which is calculated using the following formulas

\[\textit{number of hours per cleaning} = \frac{\textit{area}(m^2)}{\textit{area output} (\frac{m^2}{h})}\]

\[\textit{frequency per month} = \frac{\textit{frequency per year}}{12}\]

This results in:

\[\textit{number of hours per month} = \textit{number of hours per cleaning} \cdot frequency ~ per ~ month\]

The final amount of the item is calculated by multiplying this number of hours by the hourly rate and the duration of the service:

\[\textit{item net amount} = \textit{number of hours per month} \cdot \textit{hourly rate} (\frac{\textit{euro}}{h}) \cdot \textit{term(months})\]

Below you will find a numerical example with the corresponding input fields at item level to explain the formula.

number example

\[\textit{position net amount} = (\frac{1000 m^2}{80 (\frac{m^2}{h})} \cdot \frac{6}{12}) \cdot 10 (\frac{\textit{Euro}}{h}) \cdot 36 ~ \textit{months} = 2,250.00 \textit{Euro}\]

Example of figures for cleaning performance for an area of 1000 square meters, six times per year for three years — Sample figures for cleaning performance

Framework Contract Item¶

This item is used exclusively in framework agreements and differs from the normal item by three input fields.

Field	Description
Minimum order quantity	Minimum order value. Used to calculate the estimated item price if the estimated order quantity remains empty.
Estimated order quantity	Order value that is expected to be ordered.
Maximum order quantity	Highest order value of the item.

Free Text Item¶

Another special form of item is the free-text item. These elements can be inserted at item, lot, group and BQ level. They are used for structuring within the service to be tendered.

The following is an application example for free text:

BQ outline with free text items selected in the outline view — BQ outline with free text items

Tip

Free text items can also be inserted at the top level of the bill of quantities for lot splits. They are then counted independently of the lot number range. From the second level, a new number range is started for each entry on the first level, regardless of whether it is free text, questionnaires or lots.

In addition to their own description and outline number, free text elements only have one optional input field, the long description .

Negative prices¶

Info

This function is only available if the customer model of your AI TENDERINGMANAGER has been adapted accordingly.

The AI TENDERINGMANAGER can also process negative prices in order to be able to carry out procedures in which redemption items are used.

Application examples for negative prices are

Tender for the dismantling of a server system, with the possibility of recycling the resulting material. The bidder can enter a negative value for this item in the bill of quantity. The amount to be paid by the awarding authority is automatically processed during the check and evaluation in AI TENDERINGMANAGER.
Tendering for track dismantling work with the possibility for the bidder to receive proceeds from the sale of scrap iron. This is indicated in the BQ with a negative number for the item disposal of scrap iron.

Negative prices in the bill of quantity in a disposal example. — Negative prices in the bill of quantities