Read the quote as a scope document
Start with the scope line, then read every line below it before comparing costs. The lowest total may exclude freight, unloading, or a delivery split that the project schedule requires. Mark each exclusion beside the cost line it affects.
A quote with three exclusions is not necessarily a bad quote, but the estimate must carry the missing work somewhere. Identify who is supplying, who is delivering, and who is receiving. A supplier quote and a subcontractor quote can use the same cost language for different responsibilities.
Write the responsible party beside each term. The bid coordinator page shows the handoff this check supports, and the cost analyst page covers the cost comparison that follows. The AGC construction resources provide industry context for contract and delivery terms.
Put the quote date and the expiration date at the top of the note. A quote that was valid last month may no longer hold the cost or the freight term.
If the bid is still weeks away, ask for a renewal and record the new date. Comparing a current quote with an expired one is a common source of a false low number.
Pin down the freight basis
Ask where the cost changes hands. A quote may be priced at the supplier yard, at a local terminal, or at the project gate. Each basis carries a different freight cost and a different risk of damage or delay.
Record the named place, not just the word delivered, because delivered without a location is not a complete term. Check whether freight is included, prepaid, collect, or billed as a separate line. A prepaid shipment may still add a fuel surcharge or a minimum charge.
Ask for the surcharge basis and the minimum in writing. Those small lines are easy to miss on a bid with fifty quotes and hard to recover after the award. Confirm the delivery window against the schedule.
A quote that promises delivery within eight weeks is not equal to one that promises a specific week. If the project needs staged delivery, ask whether the supplier can hold inventory and what it charges for storage. A low unit cost with an unusable delivery window is not a low cost.
Check the quantity and the unit on the quote before the freight analysis. A cost per piece and a cost per bundle can look similar and mean very different things.
Ask how many pieces are in the shipping unit and whether the count is exact or nominal. A freight term applied to the wrong unit produces a confident but incorrect total.
Separate unloading from delivery
Delivery to the site does not always include unloading. A flatbed driver may expect the contractor to provide a forklift, a crane, or labor. Ask who unloads, what equipment is required, and what happens if the site cannot accept the load at the scheduled time.
Add the unloading cost to the estimate when the quote excludes it. Check access limits before the delivery is booked. A narrow street, a low clearance, or a site without a staging area can force a smaller truck or a hand carry.
Those conditions change the freight cost and the labor plan. Note the access assumption beside the quote so the field team can challenge it before the order is placed. Ask what happens when the site cannot accept the load.
A driver who arrives and cannot unload may charge a waiting charge or leave with the material. That outcome can be more expensive than the freight line itself. Write down the notice period the supplier requires for a delivery change and pass it to the field team.
Treat partial shipments as a cost line
A quote may assume one full shipment when the schedule needs three. Each additional shipment can add freight, handling, and a minimum charge. Ask whether the cost holds for split deliveries and who pays for the extra trips.
If the answer is unclear, cost the split explicitly rather than hoping the supplier absorbs it. Check the quantity tolerance and the backorder rule. A supplier may ship ninety percent of the order and backorder the rest, which leaves the crew short at the wrong time.
Record the tolerance and the expected date for the balance. The estimate should carry the cost of a second delivery or a local purchase if the gap is likely.
Record the terms in the bid file
Write a short delivery note for every major quote with the basis, the freight treatment, the unloading responsibility, and the validity date. Attach the quote page that contains the terms. That note lets a reviewer compare quotes on the same basis instead of comparing headline costs.
It also gives the buyer a clear checklist at award. Recheck the terms when the quote is renewed or the scope changes. A supplier may keep the unit cost and change the freight basis, which silently moves the total.
Update the note and the estimate together. The record is only useful if it reflects the quote that will actually be ordered. Send the delivery note to the buyer and the field lead, not only to the estimator.
The people who place the order and receive the material need the same terms that the estimate used. A note that stays in the estimating folder does not prevent a delivery surprise. A short handoff message closes that gap.
| Term | Question to ask | Estimate impact |
|---|---|---|
| Freight basis | Where does the cost change hands | Adds freight when not at the gate |
| Unloading | Who provides labor and equipment | Adds handling cost and schedule time |
| Partial shipment | Does the cost hold for split deliveries | Adds freight and minimum charges |
| Validity | How long does the quote hold | Sets the recheck date |
