Confirm identity and revision
Match the vendor, quote number, issue date, revision, project, and recipient to the estimate record. Verify that the product and quantities correspond to the latest drawings and addenda. Superseded quotes should remain archived but clearly marked.
If a proposal arrived by email without a formal revision number, preserve the message and assign an internal received timestamp. Use the quote revision control as a related estimate control.
Read the commercial conditions
Capture expiration date, freight terms, taxes, lead time, payment assumptions, escalation language, minimum orders, and exclusions. The subcontractor quote revision control pattern works equally well for important vendor proposals. The IRS business tax resources offer general federal tax information, but the project contract and applicable taxing authority govern the estimate's tax treatment.
| Review field | Required record |
|---|---|
| Quote | Vendor, number, revision |
| Validity | Issue and expiration dates |
| Conditions | Freight, tax, lead time |
| Action | Extension, adjustment, or approval |
Plan for the bid date
If validity expires before award or procurement, obtain an extension or carry an approved risk treatment. Confirm that addenda were acknowledged and ask whether lead time changed.
Do not silently assume a supplier will honor an expired number. Transfer unresolved commercial items to the bid day subcontractor follow-up plan with a named caller and cutoff time.
