---
title: Create or change an RFP
summary: Make a request for proposal (RFP) for a project. Choose the vendors, set the bid period, add the BOQ items and save it for approval.
order: 1
menu: Contracts > RFP
route: /rfp/create
who: People who have the Add RFPs permission. Changing an RFP needs Edit.
---

Use this form to ask contractors for a price. You choose the project, the vendors and the bid period. You add the BOQ items that the contractors must price. One RFP can hold many items.

## Before you start

- The project must exist. Its BOQ items must exist too. See [Project BOQ](../project-boq/index.md).
- Each vendor you invite must be in the system, approved, and have an e-mail address. Vendors without an e-mail address are not shown in the **Vendors** list.

## How to create an RFP

1. Open **Contracts > RFP**.
2. Click **Create**. The form **Create RFP** opens.

![The Create RFP form. Mark 1 is Project. Mark 2 is the start of the bid period. Mark 3 is Title. Mark 4 is Vendors. Mark 5 is RFP Type.](../media/rfp-create-form.png)

3. Choose the **Project** (mark 1).
4. Set the **Period** (mark 2). The first date is when bidding starts. The second date is when bidding ends. A new form starts with a period of one week from now.
5. Type a **Title**, for example "Foundation work, Block A" (mark 3).
6. Choose one or more **Vendors** (mark 4). These are the contractors that get the invitation.
7. Choose the **RFP Type** (mark 5): **RFQ**, **Tender** or **Reverse auction**.
8. Fill the other fields if you need them. See [What the fields mean](#what-the-fields-mean).
9. Add the BOQ items. See [How to add the BOQ items](#how-to-add-the-boq-items).
10. Write the **Bid Terms**. This is the text the vendors read.
11. To keep the RFP as a draft, tick **Draft**. Leave it empty to send the RFP for approval.
12. Click **Create**.

![The lower part of the form. Mark 1 is the button that adds a line item. Mark 2 is Bid Terms. Mark 3 is the Draft box. Mark 4 is Create.](../media/rfp-create-lines.png)

If you did not tick **Draft**, the status is **Pending**. An approver must approve the RFP before the vendors get the invitation. See [How to approve or reject an RFP](index.md#how-to-approve-or-reject-an-rfp).

## How to add the BOQ items

Each line is one BOQ item that the vendors must price.

1. Click the plus icon next to **RFP Details** (mark 1 in the picture above). The window **Add/Edit RFP Detail** opens.

![The window for one line. Mark 1 is Work Item Category. Mark 2 is BOQ Item. Mark 3 is Quantity. Mark 4 is Target Price. Mark 5 is Save.](../media/rfp-line-dialog.png)

2. Choose the **Work Item Category** (mark 1). This narrows the list of items.
3. Choose the **BOQ Item** (mark 2).
4. Type the **Specifications** if the vendors need more detail.
5. Type the **Quantity** (mark 3). The unit shows under the field.
6. Type the **Target Price** (mark 4). This is the rate you expect for one unit.
7. Click **Save** (mark 5). **Net Total** is the quantity times the target price.

To change a line, click its pencil icon. To remove a line, click its bin icon and click **Confirm**.

If the project has a schedule made from a template, two more fields show above the table: **Areas** and **Packages**. Choose them and click **Build from the schedule**. The system fills the lines from the schedule. Click **Confirm** if it asks to update lines that already exist.

## How to change an RFP

1. Open **Contracts > RFP**.
2. Click the **Edit** icon of the RFP. It is shown while the RFP is **Draft**, **Pending**, **Rejected** or **Approved**.
3. Change the fields or the lines. The project cannot be changed.
4. Click **Save Changes**.

When you save without **Draft**, the status goes back to **Pending** and the RFP needs approval again. If the RFP was **Rejected** or **Approved** before, the number in **Rev.** goes up by 1. If you moved the bid period, the system schedules the status changes again for the new dates.

To make a new RFP from an old one, use **Duplicate**. See [How to copy an RFP](index.md#how-to-copy-an-rfp).

## What the fields mean

| Name | What it means |
| --- | --- |
| **Project** | The project the work is for. |
| **Period** | The first date is **Bid Start**. The second is **Bid End**. Vendors can send proposals between the two. |
| **Title** | A short name for the work. It is required. |
| **Vendors** | The contractors you invite. At least one is required. |
| **RFP Type** | The kind of bidding: **RFQ**, **Tender** or **Reverse auction**. |
| **Delivery Date** | An optional date for the delivery of the work. |
| **Attachments** | Files for the vendors, such as drawings. Click **Select attachments**. |
| **Net Amount** | The sum of the **Net Amount** of all lines. You cannot type here. |
| **Tax** | The tax for the RFP. Choose one from the list. |
| **Total Amount** | **Net Amount** plus the tax. You cannot type here. |
| **Remarks** | A note for your own team. The system adds your name in front of it. |
| **Bid Terms** | The conditions of the bid, written for the vendors. |
| **Draft** | Tick it to keep the RFP as a draft. |

## Rules to know

- **Title** and at least one vendor are required.
- You need at least one line. A BOQ item can be on the RFP only once.
- Each line needs a quantity above 0 and a target price above 0.
- Either all lines or none of the lines are linked to schedule activities.
- A new RFP does not send any e-mail. The invitations go out when an approver approves the RFP.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| "The Title field is required." | Type a **Title**. |
| "The Vendors field is required." | Choose at least one vendor in **Vendors**. |
| "RFP Details not added" | Add at least one line. |
| "RFP has duplicate resources" | The same BOQ item is on two lines. Remove one. |
| "RFP Details have invalid quantity." | Give every line a quantity above 0, or remove the line. |
| "RFP Details have invalid rate." | Give every line a **Target Price** above 0. |
| "All (or none) of the RFP details should be linked with activities" | Link every line to activities, or none of them. |
| A vendor is missing in **Vendors** | The vendor has no e-mail address or is not approved. |

## Related pages

- [RFPs](index.md)
- [Compare the proposals of an RFP](compare-proposals.md)
- [Proposals](../proposals/index.md)