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Case study — demonstration

Fifty hard hats, three quotes, and none of them comparable

A procurement officer needs 50 hard hats. Three RFQs go out. The prices come back at $12.00, $17.40 and $23.00 per helmet. After a week of back and forth, it turns out nobody was quoting apples for apples.

The problem

A 92% price spread that was never a price difference

The spread was not commercial. It was specification, delivery basis, accessories and GST treatment hiding inside three differently formatted emails.

  • The requirement was a one-line email: '50 hard hats, please quote.' Nothing stated the standard, harness type, ventilation, chin strap, delivery point or price basis.
  • Each supplier answered the question they thought was being asked, using their own template, units and inclusions.
  • The buyer then spent several days on the phone reconstructing what each price actually covered — unpaid comparison work with no record left behind.
  • Because the differences were only discovered late, the required delivery date was already at risk before an award could be made.

The cost of not being like-for-like

  • Wrong award risk. The lowest headline price would have delivered uncertified helmets to a site that requires AS/NZS 1801 Type 1.
  • Rework. The comparison had to be built by hand, twice, and none of that reasoning survived in a system of record.
  • No evidence. If the award were later questioned, there is nothing to show why one supplier was chosen over another.
  • Supplier fatigue. Capable suppliers absorb repeated clarification cycles and eventually stop responding.

Interactive

Normalise the three quotes

Switch between the responses as they were quoted and the same responses normalised against one requirement. Open any adjustment to see what was added, removed or converted.

Demonstration only. This does not process real tenders or transmit data to suppliers. All names, specifications and values shown are illustrative.

The requirement

50 hard hats, three RFQ responses

A procurement officer sends the same short email to three suppliers. The prices come back at $12.00, $17.40 and $23.00 per helmet — an apparent 92% spread on an item that looks identical.

Standard
AS/NZS 1801 Type 1, certificate supplied
Shell
Vented, UV-stabilised
Harness
Ratchet, 6-point
Accessory
Chin strap included
Delivery
Delivered to Whyalla site
Price basis
Sell price ex GST, AUD
Lead time
Within 10 business days

Showing totals exactly as quoted.

Equivalence editor

Adjust the like-for-like inputs

Change a rule or a rate and the comparison, audit trail and variance notes re-run immediately. Switching a rule off shows what the buyer is left comparing.

Saved equivalence presets

Australian default. Everything normalised to a delivered, ex GST basis against the stated specification.

Plan in effect: No plan selected

Signed out — demonstration limits apply.

Searches this period
Volume agreed at onboarding
Line items per search
No cap set on this plan
Additional searches
Agreed at onboarding
Modules unlocked
KPI tracker: lockedAudit tool: lockedBlind Buyer Protection: locked

Indicative entitlements only, in AUD and subject to confirmation. Locked presets and modules become available once VEYRA confirms the matching plan or add-on.

Quote A

Cheapest headline

$12.00

per helmet · as quoted

$600.00 for 50 units

Lowest headline price per helmet

  • Standard: No certificate supplied — does not meet the requirement
  • Shell: Non-vented — does not meet the requirement
  • Harness: Pinlock — does not meet the requirement
  • Accessory: Chin strap not included — does not meet the requirement
  • Delivery: Ex works, Melbourne — does not meet the requirement
  • Price basis: GST inclusive — does not meet the requirement
  • Lead time: 6 weeks (30 business days) — does not meet the requirement

Cannot be awarded: AS/NZS 1801 Type 1 certificate not supplied. Lead time of 30 business days exceeds 10.

Quote B

$17.40

per helmet · as quoted

$870.00 for 50 units

Middle headline price per helmet

  • Standard: AS/NZS 1801 Type 1, certificate supplied
  • Shell: Vented, UV-stabilised
  • Harness: Ratchet, 6-point
  • Accessory: Chin strap included
  • Delivery: Delivered to site
  • Price basis: Ex GST
  • Lead time: 5 business days

No normalisation required — quoted against the stated requirement.

Meets every stated requirement on the current equivalence settings.

Quote C

$23.00

per helmet · as quoted

$1,150.00 for 50 units

Highest headline price per helmet

  • Standard: AS/NZS 1801 Type 1, certificate supplied
  • Shell: Vented, UV-stabilised
  • Harness: Ratchet, 6-point
  • Accessory: Chin strap included
  • Delivery: Delivered to site
  • Price basis: Ex GST
  • Lead time: 3 business days

Meets every stated requirement on the current equivalence settings.

Normalisation audit trail

Which rule changed which RFQ, and what it left behind

Every adjustment is recorded against the response it changed, with the value moved and the compliance position of the adjusted terms.

Normalisation rules applied to each RFQ response and the resulting compliance position
QuoteRuleChangeValueAdjusted terms compliant?
Quote AGST basisConvert to ex GST at 10%−$54.55Terms now equivalent to the requirement
Quote AHarness typeUpgrade pinlock to 6-point ratchet harness+$155.00Terms now equivalent to the requirement
Quote AAccessory inclusionAdd chin strap+$120.00Terms now equivalent to the requirement
Quote ADelivery termsConvert ex works to delivered to site+$95.00Terms now equivalent to the requirement
Quote BNoneQuoted against the stated requirement—Terms equivalent as submitted
Quote CScope removalRemove two-colour logo printing−$210.00Terms now equivalent to the requirement
  • Quote A: non-compliant after adjustment — AS/NZS 1801 Type 1 certificate not supplied. Lead time of 30 business days exceeds 10.
  • Quote B: compliant after adjustment
  • Quote C: compliant after adjustment

Variance notes

What each mismatch means in practice

Quote A

Price basis mismatch (GST inclusive)

Resolved by rule

Converted to ex GST so the unit rate sits on the same basis as every other response. Ex GST is the stated basis for the requirement.

Non-equivalent specification (harness)

Resolved by rule

Priced up to the specified harness. Fit adjustment and comfort on a 12-hour shift were the reason the ratchet harness was specified.

Excluded accessory (chin strap)

Resolved by rule

Brought into scope so the delivered kit matches the requirement rather than arriving incomplete.

Delivery basis mismatch (ex works)

Resolved by rule

Freight to the Whyalla site is priced in, which is how the requirement was written.

Compliance certificate missing

Blocking

No AS/NZS 1801 Type 1 certificate was supplied. The helmet cannot be issued to workers and the award cannot be defended if it is later reviewed.

Lead time risk

Blocking

Quoted at 30 business days against a requirement of 10. Money is not saved when crews wait, and expedite freight normally erases the difference.

Quote B

No variances. The response answered the requirement as written.

Quote C

Additional scope not requested (branding)

Resolved by rule

Removed so the supplier is compared on the requirement rather than penalised for extra work nobody asked for.

Reviewer mode

Accept or reject each variance, then lock the record

A reviewer works through every variance raised by the current equivalence settings, records a decision and a reason, and locks the result with a timestamp. Changing an equivalence input unlocks the record, because the basis of the decision has changed.

Signed in as: not signed in — Visitor

Read-only access

Sign in with a reviewer or approver role to record accept and reject decisions. You can read the comparison and the evidence without signing in.

  • Quote A — Price basis mismatch (GST inclusive) (Resolved by rule): no reviewer decision recorded
  • Quote A — Non-equivalent specification (harness) (Resolved by rule): no reviewer decision recorded
  • Quote A — Excluded accessory (chin strap) (Resolved by rule): no reviewer decision recorded
  • Quote A — Delivery basis mismatch (ex works) (Resolved by rule): no reviewer decision recorded
  • Quote A — Compliance certificate missing (Blocking): no reviewer decision recorded
  • Quote A — Lead time risk (Blocking): no reviewer decision recorded
  • Quote C — Additional scope not requested (branding) (Resolved by rule): no reviewer decision recorded

Sign-off versions

Every locked review is kept as an immutable version

Locking a sign-off writes a version that is never edited afterwards. Restoring a version loads its equivalence inputs and decisions back as a fresh working draft, so the stored record stays exactly as it was signed. Demonstration versions are held in this browser only.

No versions yet. Lock a reviewer sign-off to create version 1.

Compliance evidence checklist

What a reviewer needs before signing off comparability

Evidence fields required from each response before like-for-like sign-off
Evidence fieldQuote AQuote BQuote CWhy it is required
AS/NZS 1801 Type 1 certificateMissingSuppliedSuppliedWithout the certificate the helmet cannot be accepted on site, so no price is comparable.
Declared price basis (ex GST, AUD)MissingSuppliedSuppliedA GST-inclusive number cannot be placed beside an ex GST number without conversion.
Harness specification sheetSuppliedSuppliedSuppliedPinlock and 6-point ratchet are different products at different prices.
Accessory inclusion listMissingSuppliedSuppliedA chin strap quoted separately shifts cost out of the headline price.
Freight and delivery termsSuppliedSuppliedSuppliedEx works places the freight cost with the buyer and hides it from the comparison.
Confirmed lead time in business daysSuppliedSuppliedSuppliedA late delivery is a schedule risk regardless of unit price.
Shell specification (vented, UV-stabilised)SuppliedSuppliedMissingA non-vented shell is a different product for the same stated use.

Sign-off is blocked. 4 evidence fields are outstanding:

  • — Quote A: AS/NZS 1801 Type 1 certificate
  • — Quote A: Declared price basis (ex GST, AUD)
  • — Quote A: Accessory inclusion list
  • — Quote C: Shell specification (vented, UV-stabilised)

What the comparison shows

Three numbers that cannot be compared

One price is GST inclusive and one is ex works. One helmet has no certificate, a pinlock harness and no chin strap. One includes printing that was never requested. Switch to like-for-like to normalise every response against the same requirement.

Demonstration data. Figures are illustrative and do not represent a customer result. VEYRA controls reduce exposure to non-comparable responses; they do not remove the need for buyer judgement.

How VEYRA changes it

The comparison is produced by the request, not after it

Structure at the point of request is what makes the responses comparable at the point of decision.

01

Structured requirement

Standard, harness, ventilation, accessories, delivery point, price basis and required date are captured as fields, so every supplier answers the same question.
02

Master agreement rules

Approved brands and specifications, price basis and delivery terms are enforced by the agreement rather than negotiated line by line in email.
03

Conformance flags

A missing certificate or an out-of-tolerance lead time is flagged on submission, not discovered after the shortlist has been drawn.
04

Like-for-like comparison

Responses are matched line by line on the same basis, with variances shown against the requirement instead of against each other's formatting.
05

Merit, not just price

Price sits alongside risk, award rating and target KPIs so the decision is defensible rather than simply the smallest number.
06

Audit evidence

The requirement, the responses, the normalisation, the reason and the approver are retained as a time-stamped record.
See the supplier frameworkView the Live KPI Command Centre

Run this comparison against your own category

A guided demonstration uses your specifications, delivery points and delegation thresholds so you can see where like-for-like breaks down in your current process.

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