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Call-offs and purchase orders

Call work off under a running agreement as a task order or a mini-competition, record a purchase order the client sent, and see what has been called off.

A call-off is work the client orders under an agreement you hold. It is an opportunity of its own, with its own number and proposal. When you win it, it makes a project, as any won tender does. That is the moment work is won: the agreement itself never is.

There are three kinds:

Kind When How it goes
Task order The client orders at the agreed rates. On a long-term agreement it is the only kind New call-off offers. Under a framework it is a direct award Inception, Proposal, Submitted, Award. Priced at the agreed rates, which it cannot change
Mini-competition Suppliers of a framework compete for the task The same, with a Clarification round. Priced from the agreed rates, then free to compete
Purchase order The client has already sent you the order, under either kind of agreement Recorded at Award in one step

Qualification and Decision were settled when you bid for the agreement, so a call-off has neither.

Before you start

  • The agreement must be running: Active or Expiring. Work cannot be called off before its term starts or after it ends.
  • To add a call-off you need to be able to add opportunities. To record a purchase order you also need to see the agreement's prices.

See the work called off

Open the agreement, then Call-offs. The appointed bid has the same tab, and the opportunities list can show the call-offs of one agreement with its Agreement filter.

An agreement's Call-offs tab: the views by kind, Record a purchase order and New call-off, and each call-off with its client, kind, lot, stage, the value asked, its project and its contract value.
  1. The views by kind.
  2. Record a purchase order.
  3. New call-off.
  4. Its kind.
  5. The lot it is for, if any. Only lots you won are offered.
  6. The project it became, once won.
  7. Its contract value, for people who can see that call-off's prices.

Call off work

  1. On Call-offs, choose New call-off. The client's page offers it too.
  2. Pick the Kind, and the Lot if there is one.
  3. Check the Client. It starts as the agreement's, but it is the body calling the work off, which may be another. The agreement keeps its own client either way.
  4. Fill in the reference and the title, and go on through the form as for any bid.
The drawer New call-off: the agreement it is under, its kind, its lot, its client starting as the agreement's, and the reference and title.
  1. The agreement it is under. It cannot change later.
  2. Kind: fixed once it is made.
  3. Lot.
  4. Client: who is calling the work off.
  5. The client's reference for this work.
  6. Continue.

Its currency is the agreement's, because the agreed rates are in it. Its market research, capture plan and documents all read the call-off's own client.

Price a call-off

Start its commercial proposal as for any bid. It starts from the agreement's rates in force, not from your rate card, unless the agreement has no agreed rates.

A task order's commercial proposal: its agreement in the path, the stages of a task order, and the line that says it is priced at the agreed rates.
  1. Its agreement, in the path above it. The left menu has the way back too.
  2. Its stages, which are its kind's.
  3. A task order says what it is held to. You type the quantities, lines and the PMO, and every rate is the agreed one. A line with a rate of its own is refused.
  4. Its lines, priced from the agreed rates.

Once a later version is in force, a draft offers Take version with its number, which moves it to the new prices. See Agreed rates and changes.

Record a purchase order

Use this when the client sends an order directly. There is no bid to work: it is awarded at once.

  1. On Call-offs, choose Record a purchase order.
  2. Type the Purchase order number and the day it was ordered. The number becomes the call-off's reference.
  3. Check the title, Client and Lot.
  4. Add lines at the agreed rates if the order lists them: pick a rate and type a quantity.
  5. Type its value, and the contract's dates and project manager.
  6. Choose Record and award.
The drawer Record a purchase order: its number and day, its title, client and lot, lines at the agreed rates, the value, the budget, the contract dates and the project manager.
  1. The client's order number.
  2. Who ordered. It starts as the agreement's client.
  3. Add a line: a rate of the version in force and a quantity.
  4. Value: what the client pays. It is the contract value.
  5. Budget: what the work should cost. With lines, it is their cost and you need not type it.
  6. Project manager of the project this makes.
  7. Record and award makes the call-off at Award, and its project.

A purchase order carries no PMO. A line costs its quantity times the rate, and is priced with the agreed mark-ups.

What was called off

Called off on the agreement adds up the contract values of its won call-offs, in the agreement's currency. Beside it is what is left of the ceiling or estimate, and the share used.

  • Those figures are prices. You see the total for the call-offs whose prices you can see. What is left, and the share used, are shown only when you can see all of them.
  • A project from a call-off names its agreement on its overview.
  • A call-off holds its agreement in place: while one exists, the appointment cannot be undone.