Repairs quote management overview

Ensuring housing organisations get the best value for money on repairs and maintenance contracts is integral to achieving a balanced budget, and therefore inviting contractors to submit quotes for items of work is seen as a prerequisite to achieving that goal. Within Civica Cx Housing, any number of contractors can be included in the quotation process for a specific repair, irrespective of trade, provided their internal system account is set to 'allow quotes'. The quotation process is initiated from a works order, generated as an outcome of a repair request, with the target completion date calculated from the priority assigned to it - emergency, urgent, routine, etc. The activities surrounding the recording of contractor quote submissions are then managed through a single screen, accessed via the repair request. To ensure a transparent and fair system, quote submissions can be recorded against each contractor right up to the target completion date. Once this date has been reached, a quote can be accepted, automatically releasing the order ready for allocation to the successful contractor. Until that time, the works order is placed on hold. Where no quotes have been received within the specified target period, the status of the quotation process can be updated manually, allowing the order to still be progressed. System validation checks ensure that where a repairs order has already been issued to a contractor, it is not then possible to activate the quotation process.

Separate help articles have been created for each key aspect of repairs quote management, including:

• To create a new quote for a repair order
• To record contractor quote submissions
• To accept a contractor quote for a repair order
• To update the status of a repair order quote
• To cancel a quote for a repair order