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As Proposals proposals are submitted by your Providers in response to RFPs, you will be able to compare can compare total costs right on the RFP, and dive deeper into each submitted proposal. 

Here you can:

  • navigate to the RFP from a work order
  • approve the winning proposal
  • reject proposals to give a provider a chance to resubmit
  • link standalone RFPs to existing work orders
AnchornavigatetoRFPnavigatetoRFPNavigate to the RFP from a Linked Work Order

For RFPs associated , right on the RFP.

Note

Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative. 


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right from the work order, and then view all proposals submitted. Panel
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title⦿ How to Find and Filter RFPs
  • BLAH BLAH!

  • Access the RFP module through either the current view or the legacy view.

  • Under the RFPs section, click View/Process RFP.

    • By default, All RFPs in any status/trade/location/provider with a creation date of the past 30 days is the search criteria. Use the optional filters to hone in on your criteria:
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  • Search By: the User who created the RFP, the RFP number, or the work order number or purchase order number linked to the RFP
  • RFP Status: all RFPs, only Open RFPs, or RFPs with some or all proposals submitted

    • RFP Date: past month (default), past 3 months, past year, or custom date

    Note

    In case you submitted an RFP with a Created Date in the future, use the Custom option to select the future date, RFPs with a Created Date later than the current date will not appear in the list by default.

  • Trade: select one or more Trades to see all related RFPs (All Trades is the default)
  • Location: select one or more Locations to see all related RFPs (this is blank by default to retrieve all RFPs) 
  • Provider: select one or more Providers to see all related RFPs (this is blank by default to retrieve all RFPs)
  • Under More, you can search by Location Note Headers that are set to searchable from the Admin module. 
  • (Optional) On the bottom of the page you can: 
    1. Sort By date, RFP #, location, trade, or status. (Descending date is the default.)
    2. choose a Report Type: web page (default), printable report, or MS Excel export.
    • When ready, click Retrieve Report. You will see all RFPs listed that match your criteria.

    RFPs displayed on the RFPs ListImage Removed

    AnchorViewingRFPsViewingRFPsViewing the RFP List

    Let's take a look at what an RFP looks like in the list. Note that the presented information may differ depending on the actions that you and your providers have taken on the RFP.

    RFP list viewImage Removed

    ColumnRFP Details1
    • Location ID and address
    2
    • RFP number: clicking this number brings you to the RFP Details, where you can see the following:
      • Due date / time of the RFP for which providers should submit proposals
      • Full RFP description
      • All related files attached to the RFP
    • RFP creation date and time
    • The User who created the RFP
    • Send to Others: while the RFP is active, you can send it to other providers that are linked to that location and trade
    • Delete: should you wish to cancel the project, you can delete an RFP that does not have an approved proposal. See Deleting and RFP for more information.
    3
    • Trade with which the RFP is associated
    4
    • RFP status:
      • Open: There are no submitted proposals for the RFP.
        • Some: Some providers who received the RFP have submitted their proposals.
        • All: All providers who received the RFP have submitted their proposals.
        • Closed: One of the submitted proposals has been approved.
    Info

    RFP statuses and their color codes are shown in the upper-right corner of the RFPs List.

    RFP statuses shown in the upper-right corner of the RFPs ListImage Removed

    5
    • Providers to which the RFP was dispatched
    6
    • Work order number and purchase order number (when the RFP is linked to a work order)
    7
    • Date and time when the RFP was dispatched to the specified provider

    As proposals are submitted for each provider you will see the following information:

    8
    • Proposal number
      • Date and time when the proposal was submitted
      • User to which the proposal is assigned
    9
    • Proposal amount
    10
    • Proposal status
    • Go button: Click Go to view the submitted proposal. See Managing RFP Responses for more information.
    AnchorSendRFPToOtherProvidersSendRFPToOtherProvidersSending an RFP to Other Providers

    You may want to increase your pool of providers for specific scopes of work. For example, maybe the providers who had initially received your RFP have submitted proposals that do not meet your expectations or are slow to respond, or you simply want to give other providers a chance to send their offers.

    You may send an active RFP to providers that are assigned to that location and trade.

    Note

    Once a proposal is approved, you cannot send the RFP to other providers.

    •  (Open, Some PRPs, All PRPs, or Closed) next to the RFP number on the associated work order. Clicking the RFP number takes you to the RFP module where you can view submitted proposals.

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    From here you can take action on proposals and close the RFP. You can also link a work order to the scope of work when it is not already done.


    Viewing and Taking Action on Proposal Responses

    For each submitted proposal, click the Proposal number to review the details, including materials, labor, and other costs and fees. 

    Along the top, you will see the Decision Engine intelligence agent, which gives you more details on the provider's performance to date. Based on that information, Decision Engine will make a recommendation on whether you should approve or reject the proposal. See Taking Action on Decision Engine Proposals for more information on decision engine.

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    After you have reviewed all proposals and have chosen your 'winner,' you can approve the proposal from the RFP List View.

    Note

    Depending on whether you have the New Proposal List View or the Legacy View, the way you navigate to approve your proposal from the RFP List differs:

    • If you see the RFP link in your top navigation bar, you are using the New Proposal List View. Follow these steps to approve your proposal.
    • If you do not see the RFP link in your top navigation bar, you are using the Legacy Proposal View. Follow these steps to approve your proposal.

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    Panel
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    title⦿ How to Send Approve a Proposal from an Active RFP to Other Providers
    1. Locate the RFP you want to send to other providers.
      1. Click Send to Others. You land on the page for dispatching an RFP.
        Sending an RFP to other providersImage Removed
      2. (Optional) On the page containing the RFP info, you may edit the email address to which the proposals will be submitted, change the RFP description, and adjust the due date and time for providers to respond to the RFP and submit their proposals.

      3. When ready, click Next. The page listing providers who are assigned to the corresponding trade and location opens.

        Info

        Providers who have already received the RFP do not appear on the list.

        Selecting providers to dispatch an RFP toImage Removed

      4. Pick the providers you want to send the RFP to, and click Submit My RFP to confirm.
      5. (Optional) Attach any documents related to the RFP here. Note that any documents that you have already sent will be available to the newly-added providers.
    AnchorLinkWOToRFPLinkWOToRFPLinking a Work Order to an RFP

    When you created a standalone RFP, you can link an existing service request to it later. This feature appears as long as you do not already have a work order linked to the RFP.

    Info

    Please contact your ServiceChannel representative to enable this feature.

    Panel
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    title⦿ How to Attach a Work Order to an RFP
    1. Locate the RFP to which you wish to link a work order.
    2. On the RFP, click Link to WO. An overlay listing service requests for the corresponding trade and location appears.
      Linking a work order to an RFPImage Removed
    3. In the Link RFP modal, pick the work order to link to the RFP, and click Link to confirm. 
      Selecting a work order to link to an RFPImage Removed

    You will see the Work Order number linked to the RFP.

    AnchorDeleteRFPDeleteRFPDeleting an RFP

    Should an RFP become irrelevant — for example, if the project was canceled, or the work is no longer needed — you can delete it. Note that:

    • deleting an RFP cannot be undone, and
    • you can only delete an RFP when there are no approved proposals.
  • Find the RFP you want to delete on the RFPs List.
  • On the RFP, click Delete. An overlay for confirming the action appears.
    Deleting an RFPImage Removed
    • Click Delete in the overlay to confirm. The RFP is deleted, and providers can no longer submit their proposals.
    Panel
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    title⦿ How to Delete an RFP
    from the New Proposal List View
    1. Navigate to the desired RFP, and then the provider's winning proposal.

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    2. To the right of the proposal, click Go. The Proposal List View appears.

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    3. On the bottom of the proposal:
      1. (When Decision Engine recommends to Approve the proposal) Click Approve.
      2. (When Decision Engine recommends to Reject the approval) Click More > Approve.

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    4. In the Proposal Action popup window:
      1. Select whether you want to post to the originating work order, generate a new work order, or select an existing work order.
      2. Select or enter the Label.
      3. (Optional) In the Set P.O. # To field, enter a new purchase order number.
      4. Review or change the Set Category to and Set Priority to fields to reflect the appropriate information.
      5. (Optional but recommended) Enter Comments related to the proposal, such as when to begin service or who to contact to setup a schedule.
      6. In the Email field, the email address for the contractor that submitted the proposal is automatically filled in. Optionally, you may add additional email addresses so to notify others.
      7. Click Approve. The proposal approval is sent to the service provider, and the proposal status changes to Approved.

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