Put every offer on the same footing
Start by separating the machine rate from mobilisation, demobilisation, operator costs, fuel, attachments, cleaning, damage waivers and any minimum hire period. Ask whether the quoted day means a calendar day, a shift or a stated number of engine hours. A useful comparison shows the likely whole-of-job cost, not simply the most prominent rate.
Test the assumptions behind the number
Confirm the machine class, model or equivalent, operating weight, included attachments and where the unit will travel from. For operated hire, check ordinary hours, overtime, travel and accommodation. For dry hire, establish who carries daily checks, refuelling, greasing, security and return condition responsibilities.
Leave a clean record
Record clarifications in writing and attach the final scope to the purchase order. List the delivery window, site contact, access constraints, induction requirements and cancellation conditions. This gives the supplier a better chance of sending the correct combination and gives the project team a reliable baseline when circumstances change.
General guidance only. Confirm project-specific requirements with competent people and the proposed supplier.