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Managing RFP Responses

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As Proposals are submitted by your Providers, you will be able to 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

Navigate to the RFP from a Linked Work Order

For RFPs associated to a work order, you can view the status of the RFP right from the work order, and then view all proposals submitted.

⦿ How to Find and Filter RFPs
  1. BLAH BLAH!

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

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

  4. 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:

    1. Search By: the User who created the RFP, the RFP number, or the work order number or purchase order number linked to the RFP
    2. RFP Status: all RFPs, only Open RFPs, or RFPs with some or all proposals submitted

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

      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.

    4. Trade: select one or more Trades to see all related RFPs (All Trades is the default)
    5. Location: select one or more Locations to see all related RFPs (this is blank by default to retrieve all RFPs) 
    6. Provider: select one or more Providers to see all related RFPs (this is blank by default to retrieve all RFPs)
    7. Under More, you can search by Location Note Headers that are set to searchable from the Admin module. 
  5. (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.
  6. When ready, click Retrieve Report. You will see all RFPs listed that match your criteria.

RFPs displayed on the RFPs List

Viewing 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 view


ColumnRFP Details
1
  • 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.

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 List

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.

Sending 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.

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

⦿ How to Send 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 providers
    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.

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

      Selecting providers to dispatch an RFP to

    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.

Linking 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.

Please contact your ServiceChannel representative to enable this feature.

⦿ 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 RFP
  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 RFP

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

Deleting 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.
⦿ How to Delete an RFP
  1. Find the RFP you want to delete on the RFPs List.
  2. On the RFP, click Delete. An overlay for confirming the action appears.
    Deleting an RFP
  3. Click Delete in the overlay to confirm. The RFP is deleted, and providers can no longer submit their proposals.

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