---
title: RFPs
summary: Ask contractors to bid for a piece of work. Find, approve, copy, archive and delete requests for proposal (RFPs) of a project.
menu: Contracts > RFP
route: /rfp
who: 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](../proposals/index.md).

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](../work-order/index.md).

An RFP is for work that contractors do. To buy material from suppliers, use a request for quotation (RFQ) instead. See [Request for quotation](../request-for-quotation---rfq/index.md).

![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.](../media/rfp-list.png)

## How the RFP flow works

1. You [create an RFP](create-rfp.md). 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](compare-proposals.md) and choose a winner.
6. You give the work to the winner with a [work order](../work-order/index.md).

## 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](../project-boq/index.md).

## 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](create-rfp.md#how-to-change-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](compare-proposals.md). | **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. |

## Related pages

- [Create or change an RFP](create-rfp.md)
- [Compare the proposals of an RFP](compare-proposals.md)
- [Proposals](../proposals/index.md)
- [Work orders](../work-order/index.md)