What does quote validity actually mean here?
Copy the supplier's wording rather than replacing it with a standard number of days. Record whether validity is tied to a calendar date, a period from issue or another condition. Ask the supplier to clarify ambiguous wording through the authorised enquiry route.
Contract effects depend on the transaction and jurisdiction. For example, US federal FAR 13.004 distinguishes a quotation from an offer in that procurement context. Do not apply that federal rule automatically to a private electrical supply contract. This guide is not legal advice.
Sources: US Federal Acquisition Regulation: FAR 13.004, Legal effect of quotations
Which columns belong in the expiry register?
Keep one row per quote revision and package boundary. A revised material price can coexist with unchanged or withdrawn freight and delivery assumptions; preserve those conditions instead of comparing a headline total alone.
| Field | Entry | Control |
|---|---|---|
| Supplier and package | Legal supplier identity and defined supply scope | Match the source quote |
| Quote revision | Number, date and file reference | Identify what supersedes the old version |
| Validity wording | Exact date or condition as stated | Do not invent a default period |
| Bid decision date | Planned internal approval or submission reference | Identify the comparison point |
| Conditions | Currency, delivery and stated qualifications | Retain dependencies beside the price |
| Extension request | Request date, owner and supplier reply | Distinguish requested from agreed |
| Estimate treatment | Approved revision and unresolved exposure | Record who accepted the basis |
How should an expiry issue be escalated?
Illustrative example. A fictional switchboard quote states valid through 12 October. The bid is due on 14 October. The buyer sends an extension request on 10 October but has no written response at the internal review. The row stays extension requested, not extended.
The reviewer records the quote's actual validity wording and the unresolved request. The authorised bid team decides the estimate treatment and any submission qualification. This worksheet does not imply the supplier must honor its old price or that the bidder should exclude the package.
If the supplier later provides a revised quote, reconcile both the price and conditions. Link the new revision to the old row so the estimate does not retain an expired freight allowance under a refreshed equipment price.
What should be checked at final bid review?
Compare every included quote with the register, including the version used in the estimate. Review all unresolved extensions and conditions with the procurement and commercial owners. Keep draft enquiries separate from agreed supplier responses.
Record the approval date and the file references supporting the selected estimate basis. Do not erase expired revisions; preserve them as history and mark them superseded where a new authorised basis exists.
After submission, continue tracking any supplier change through the project's procurement process. A bid submission date does not itself establish acceptance of a supplier quotation or approval to place an order.
Common questions
What else should the bid team know?
Is every electrical quote valid for the same period?
No. Use each supplier's stated wording and obtain clarification when necessary.
Does requesting an extension extend validity?
No. Preserve the supplier's actual response and the authorised commercial treatment.
Can only the quote total be refreshed?
Review the revision and its conditions together, including scope, currency and delivery assumptions.
Primary sources
- FAR 13.004, Legal effect of quotationsUS Federal Acquisition Regulation