The Proposal Request Form is prepared by the Architect or the Owner and forwarded to the Contractor. In response, the Contractor submits a proposal for the work requested.

Please refer to Project Setup and Administration to setup user rights for the Proposal Requests application. The PR module will not be shown until the initial setup is complete.

To access the Proposal Request module:

1.   Click the GC Prime Contract button in the Cost Tracking tab.

2.   Select Proposal Requests from the left-side menu.

The Proposal Request action options will display under the Proposal Request thread name.

To create a new Proposal Request:

1.   Click the Create new item link in the left side menu.

The Create New screen displays.

2.   Optionally, enter a Reference number or name.

3.   Review and update the Requested By date, if necessary. The default is preselected.

4.   Use the drop-down lists to select the Spec Section and Reason Code.

5.   Enter the Subject and Description for this item.

6.   Drag and drop files into the Attachments box, if necessary.

7.   Mark the check boxes for users to receive email notifications when the Proposal Request is finalized.

8.   Click the Save As Draft button to finalize later or click the Save & Finalize button.

To view the PR Log, click the All Items link in the left-side menu. The Proposal Request log screen will display.

You can quickly view the Subject, Reason Code, Origination Details, Last Action Details, Status, Cost and Time Changes, Responsibility, and Spec Section.

To locate a particular proposal request, enter part of the number or subject in the Search by Number or Subject field.

To view the PR details:

1.   Click the Subject link in the log page.

2.   The Proposal Request detail screen will display.

3.   Use the tabs at the top to view additional information.

To print a Proposal Request or PR log:

1.   Go to the screen that you want to print.

2.   Use the  Printer Friendly icon.

The page will load in another tab in your browser.

3.   Use your browser settings to print.

When a new Proposal Request is published, Projectmates will notify selected users regarding the new PR via email. Projectmates also sends a friendly email reminder to responsible users when Proposal Requests become overdue.

Typically, a Contractor will respond to a Proposal Request. The response is called a Proposal in Projectmates. After the Owner approves it, the proposal can be linked to a Change Order.

To respond to a Proposal Request:

1.   Click the Submit Proposal button from the PR detail page.

The Proposal Response screen displays.

2.   Use the radial buttons to show proposed changes in Cost and Time.

3.   Enter supporting information in the Memo field.

4.   Drag and drop files in the Attachment box, if necessary.

5.   Mark the check boxes to select users to receive email notification.

6.   Click the Save As Draft button to finalize later or click the Save & Finalize button.

After a proposal has been submitted, users can comment on the proposal before it is approved or rejected.

To comment on a Proposal Request that is pending approval:

1.   Click the Recommendation button at the bottom of the details page.

2.   Optionally, mark the check box to Make this a Private Comment if this comment should be hidden from all users except the creator, the receiver, and any copied users. In addition, Site Administrators can view all private comments.

3.   Add your comments in the Memo field.

4.   Upload any necessary attachments.

5.   Select any users to be notified.

6.   Click the Save & Finalize button.

After the Contractor has submitted a response, the Owner can review the proposal and take action.

To approve or reject a Proposal:

1.   Click the Approve/Disapprove button.

The Take Final Action screen displays.

2.   Enter a description in the Memo field.

3.   Drag and drop any files or documents that need to be attached.

4.   Mark the check boxes for any users to notify.

5.   Click the appropriate response, such as Approved or Disapproved. If you need to alter the Cost and/or Time values, you may click the Approved With Modifications button.

If you created a new PR in error, you can void the PR by clicking the Void button. The status of the PR will be changed to Voided.

To void a Proposal Request:

1.   Click the Void button from the detail page.

2.   The status of the Proposal Request will be changed to Voided.