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You can create RFPs and send them to selected providers. They will submit their proposals to bid on work.

There are two types of RFPs:

  • Standalone: These RFPs are not tied to a work order. Let’s say you need to replace all lighting fixtures at a particular location, or there is an upcoming special project — with no service request associated with it. In this case, you can create a standalone RFP and dispatch it to the specified providers so that they could submit their proposals for the required service.
  • Linked to a Work Order: These RFPs are linked to an existing service request. You may want to create such an RFP if there is a work order for the service you want to receive proposals for.
AnchorStandaloneRFPStandaloneRFPStandalone RFP

A standalone RFP is not attached to a work order.

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title⦿ How to Create a Standalone RFP
  • On the top navigation bar, click Proposals, and then click Create RFP on the page that appears. Or, click the menu icon in the upper-left corner, and select RFPs / Proposals > Create RFP.
  • On the page that opens, search for a location you want to submit the RFP for. When found, click the location in search results. You can perform a new search if needed.
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  • Enter the RFP details on the page for creating an RFP.
  • Select a trade you’re creating the RFP for.
  • Enter the RFP description for your providers. Be sure to include all the important info regarding the required service.
  • In the Due in (hrs) field, enter a due time in hours for providers to respond to the RFP and submit their proposals. The default is 48 hours. The Due Date/Time fields update automatically depending on the number of hours you specified.
    Alternatively, set the due date and time, and the Due in (hrs) field will populate accordingly.

    • (Optional) Enter a purchase order number and work order number.

    Expand
    titleClick here to view how the page for creating a standalone RFP looks like.

    Page for creating a standalone RFPImage Removed

    Tip

    You can edit the RFP number, RFP creation date and time as well as the proposal submission email if required.

  • Click Next to proceed.
  • In the list of providers who are assigned to the selected location and trade, pick the providers to dispatch the RFP to.
    Selecting providers to dispatch an RFP toImage Removed
  • Click Submit My RFP to confirm.
  • (Optional) Should you want to attach a file, such as a photo or video, click Attach Your Document on the page confirming the RFP dispatch, and upload an attachment in the overlay that opens.
    Options that appear once an RFP is createdImage Removed

    • The RFP is created and sent to the selected providers. They can start submitting their proposals.

    Tip

    Once the RFP is submitted, you can view it on the RFPs List. To do that, click View RFP. To submit another RFP, click New RFP.

    You also get an email notification about the created RFP. In the email, you can see providers who received the RFP along with their email addresses, key RFP details, and location information. Click View RFP to navigate to the RFPs List.

    Expand
    titleClick the link to see what an email notification about a new RFP looks like.

    Email notification about a new standalone RFPImage Removed

    AnchorRFPLinkedToWorkOrderRFPLinkedToWorkOrderRFP Linked to a Work Order

    You may create an RFP from an existing service request.

    Note

    You cannot create an RFP from a work order in the Completed status.

    In Service Automation you can create and process Requests for Proposals (or RFPs), where you can ask one or many providers to bid for the work specified by completing a proposal that details the costs of materials, labor, and other criteria. This is beneficial when you have projects — such as replacing a roof, updating signage, replacing large glass windows, and more — and you need to manage multiple quotes from your service providers.

    Note

    For larger projects where you need to manage proposals, work orders, and scope changes across locations and facility project managers, consider using the Projects Module for a more robust experience.


  • On the Work Orders List, locate the service request you want to create an RFP for.
  • In the lower-right corner of the desired work order, click More > Create RFP.
    Creating an RFP from a work orderImage Removed
  • Enter the RFP details on the page for creating an RFP.
  • Enter the RFP description for your providers. Be sure to include all the important info regarding the required service.

    • In the Due in (hrs) field, enter a due time in hours for providers to respond to the RFP and submit their proposals. The default is 48 hours. The Due Date/Time fields update automatically depending on the number of hours you specified.
    Alternatively, set the due date and time, and the Due in (hrs) field will populate accordingly.

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    title⦿ How to Create an RFP from a Work Order
    Expand
    titleClick here to view how the page for creating an RFP from a work order looks like.

    Page for creating an RFP linked to a work orderImage Removed

    Tip

    You can edit the RFP number and the proposal submission email if needed.

  • When ready, click Next.

  • In the list of providers who are assigned to location and trade of the selected service request, pick the providers to dispatch the RFP to.

    Info

    The provider to which the originating work order was assigned is marked with the Original Provider from WO note.

    Selecting providers to dispatch an RFP toImage Removed

  • Click Submit My RFP to confirm.
  • (Optional) Should you want to attach a file, such as a photo or video, click Attach Your Document on the page confirming the RFP dispatch, and upload an attachment in the overlay that opens.
    Options that appear once an RFP is createdImage Removed

    • The RFP is linked to the work order and dispatched to the specified providers. Now they can submit their proposals.

    Tip

    Once the RFP is submitted, you can view it on the RFPs List. To do that, click View RFP. To submit another RFP, click New RFP.

    You also get an email notification about the created RFP. In the email, you can see providers who received the RFP along with their email addresses, key RFP details, and location information. Click View RFP to navigate to the RFPs List.

    Expand
    titleClick the link to see what an email notification about a new RFP looks like.

    Email notification about a new RFP linked to a work orderImage Removed

    Access the RFPs Module
    1. In your Service Automation account, click RFPs on the top navigation bar. You will see where you can either create an RFP or view/process RFPs.

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    Note
    titleLegacy RFP View

    Should you not see the RFP link in your navigation bar, you have the Legacy Proposal View enabled. To access RFPs, click Proposals on the top navigation bar. You will see RFPs on the right side of the page.

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    From here you can create RFPs, search, view, edit, and manage RFPs, and manage proposals linked to RFPs. 

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