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RFPs

Ask contractors to bid for a piece of work. Find, approve, copy, archive and delete requests for proposal (RFPs) of a project.

Where to find it
Contracts > RFP
Who can use it
People who have the View RFPs permission. Creating needs Add, editing needs Edit, deleting needs Delete, approving and archiving need Approve.

A request for proposal (RFP) is a request you send to contractors. It describes a piece of work and asks each contractor for a price. The contractors answer with proposals.

For example, Acme wants the foundation of Acme Heights built. Acme makes one RFP that lists the BOQ items of the foundation work. Acme invites three contractors. Each contractor sends a proposal with a rate for every item. Acme compares the proposals and gives the work to one contractor with a work order.

An RFP is for work that contractors do. To buy material from suppliers, use a request for quotation (RFQ) instead. See Request for quotation.

The RFPs list of a project. Mark 1 is the Create button. Mark 2 is Export to CSV. Mark 3 is the search box. Mark 4 is the filter for active and archived RFPs.
The RFPs list of a project. Mark 1 is the Create button. Mark 2 is Export to CSV. Mark 3 is the search box. Mark 4 is the filter for active and archived RFPs.

How the RFP flow works

  1. You create an RFP. You choose the vendors, the bid period and the BOQ items. A vendor here is a contractor you invite.
  2. An approver approves the RFP. The system sends an invitation e-mail to each vendor.
  3. The RFP is Live during the bid period. Each vendor sends a proposal.
  4. When the bid period ends, the RFP becomes Closed. It also closes at once when every invited vendor has sent a proposal.
  5. You compare the proposals and choose a winner.
  6. You give the work to the winner with a work order.

Before you start

  • Select the project in the project selector at the top of the screen.
  • The contractors must be in the system as vendors, and each one needs an e-mail address.
  • The BOQ items of the work must exist in the project. See Project BOQ.

How to find an RFP

  1. Open Contracts > RFP.
  2. Type at least 3 letters in the Search... box (mark 3 in the picture), or type in the fields under the column headings.
  3. Use the list at the bottom right (mark 4) to choose All, Active or Archived. The list starts on Active.
  4. Click the filter icon next to the search box to clear all filters.

The table has the columns Created On, RFP No, Title, Bid Start, Bid End, Rev., Status, Approved By and Actions. To show more columns, such as Project, use Select Column at the bottom left.

To save the list as a file, click Export to CSV (mark 2).

What the statuses mean

Status What it means
Draft You saved the RFP as a draft. Nobody can bid.
Pending The RFP waits for approval.
Rejected An approver rejected it.
Approved An approver approved it. The bid period has not started yet.
Live The bid period is open. Vendors can send proposals.
Closed The bid period has ended, or someone archived the RFP. You can compare the proposals.
Awarded The work was given to a vendor.

What the action icons do

Each row has icons in the Actions column. Move the mouse over an icon to see its name. Only the icons that fit the status and your permissions are shown.

Icon name What it does When it is shown
Edit Opens the RFP in the form. See Create an RFP. Draft, Pending, Rejected or Approved, and you have Edit.
Delete Deletes the RFP. Same as Edit, and you have Delete.
Compare Proposals Opens the comparison of proposals. Closed or Awarded.
Duplicate Opens the form with the data of this RFP, so you make a new one. You have Add.
Download Excel Saves the RFP as an Excel file. Pending, Rejected or Approved.
Archive or Un-Archive Moves the RFP out of the Active list, or back. Always. The system checks the Approve permission when you confirm.
Approve / Reject Opens a small menu to approve or reject. Pending, Rejected or Approved, and you have Approve.

How to approve or reject an RFP

You need the Approve permission.

  1. Click the Approve / Reject icon of the RFP in the Actions column.
  2. Choose Approve or Reject from the small menu. Approve is offered for a Pending or Rejected RFP. Reject is offered for a Pending or Approved RFP.
  3. Click Confirm in the window Confirm Action.

What happens next:

  • After Approve, the RFP is Approved. If the bid period has already started, it is Live at once. The system sends the invitation e-mails. At Bid Start the RFP becomes Live. At Bid End it becomes Closed.
  • After Reject, the RFP is Rejected. All proposals of the RFP become Not Submitted.

How to copy an RFP

Use a copy when the new RFP is like an old one.

  1. Click the Duplicate icon in the Actions column.
  2. The form opens with the data, the vendors and the BOQ items of the old RFP.
  3. Change what is different and click Create.

The copy has a new number and no remarks.

How to archive an RFP

  1. Click the Archive icon in the Actions column.
  2. Click Confirm in the window Confirm Action.

The RFP leaves the Active list and its status becomes Closed. To see it again, choose Archived in the list at the bottom right. To bring it back to the Active list, click the Un-Archive icon.

How to delete an RFP

  1. Click the Delete icon of the RFP.
  2. Click Confirm in the window Confirm Action.

The message "RFP successfully Deleted!" shows when it is done.

Warning: You cannot undo a delete. Use Archive when you only want the RFP out of the way.

Rules to know

  • You can edit or delete an RFP only while it is Draft, Pending, Rejected or Approved. After it is Live, the Edit and Delete icons are gone.
  • A vendor can send a proposal only while the RFP is Live.
  • The vendor proposals stay sealed until the RFP is Closed. You cannot see their amounts before that.
  • Vendors without an e-mail address are not offered in the form. The invitation goes by e-mail.

If something goes wrong

What you see What to do
The Create button is missing You do not have the Add permission on RFPs. Ask your administrator.
The Edit icon is missing The RFP is Live, Closed or Awarded, or you do not have the Edit permission.
The Compare Proposals icon is missing The RFP is not Closed yet. Wait for Bid End.
The RFP you look for is not in the list The list shows Active RFPs. Choose Archived or All at the bottom right.
A vendor is not in the Vendors list of the form The vendor has no e-mail address. Add it in the vendor's record.

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