Compare the scope of generator hire quotations
A useful quotation comparison starts with one event brief. Give each proposed arrangement the same equipment list, timetable and site information, then record which items are confirmed, excluded or unanswered. Use the worksheet to compare scope without assuming a starting price describes an identical service from every provider.
Identify the brief each quotation answers
Record the version of the equipment register, plan and operating schedule sent with the enquiry. Ask which generator and arrangement have been reviewed against them. If an item was added later, make the comparison identify that revision. Otherwise quotations may answer different versions of the event. Keep supplier-confirmed information attached to the brief rather than replacing it with a summary that removes unanswered questions. Give each quotation a reference and date so later clarifications can be attached to the correct proposal.
Give associated provision separate rows
Create individual rows for the generator, fuel, delivery, collection, cabling and power distribution. Copy what each quotation says and mark unclear points as questions. The existing Fables offer asks those details to be confirmed for the booking. A blank row should not become an assumed inclusion or guessed extra charge. Ask the provider to clarify it using the current brief, then record the answer with the quotation version. This gives the organiser a comparison of stated arrangements rather than a mixture of text, memory and assumptions.
Check setup and operating responsibilities
Ask how setup, operation and handover will work, including any assistance requested. Name the coordinator and show the venue access windows. Keep equipment hire distinct from expressly quoted assistance. A generator entry alone does not describe a continuously staffed service, support response or backup arrangement. Where those matters are relevant, ask what can actually be proposed and recorded. Include responsibilities provided by the venue or other suppliers so the comparison shows who covers each part of the arrangement without silently assigning a gap to someone else.
Compare dates and site constraints consistently
Write the requested hire dates, operating periods and collection window on the sheet. Include access restrictions that may affect delivery or setup. If a quotation uses another period or a provisional access assumption, highlight it for discussion. The Fables offer starts at £250 with the hire period unspecified, so it cannot be treated as a universal day rate. Ask the final quotation to confirm the period and complete arrangement. Apply the same discipline to an additional item being considered for an existing booking.
Close questions and retain the confirmed version
Send outstanding points to the relevant provider and keep the answers with the latest quotation. Check that equipment, locations, dates and responsibilities still match the event brief. If a supplier changes its equipment or the venue layout moves, ask for review before treating an earlier answer as current. The completed comparison should show what is expressly agreed and who owns any remaining decision. Keep the accepted scope with the event coordinator's handover documents so the people meeting suppliers have the same understanding as the person collecting quotations.
| Scope item | Record against each quotation |
|---|---|
| Generator | Identified arrangement and brief reviewed |
| Fuel | Express inclusions and further questions |
| Delivery and collection | Dates, access windows and scope |
| Cabling and distribution | Proposed provision and confirming contact |
| Setup and operation | Included assistance and responsibilities |
| Hire period and revisions | Dates and changes requiring review |
Questions about this worksheet
Can an unmentioned item be assumed included?
Ask for written clarification. Record the answer, quotation version and event brief it relates to so the comparison uses confirmed scope.
What happens when equipment changes later?
Send the revised supplier requirements and timetable, explain what changed and ask whether the quotation and proposed arrangement need updating before relying on the earlier scope.