As proposals are submitted by your Providers in response to RFPs, you can compare total costs and dive deeper into each submitted proposal, right on the RFP.
- For RFPs with no associated work orders, you can search for the RFP to view the submitted proposals.
- For RFPs linked to a work order, you can view the status of the RFP (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.
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 Blah Blah for more information on Decision Engine.
After you have reviewed all proposals and have chosen your 'winner,' you can approve the proposal from the RFP List View.
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.
- Navigate to the desired RFP, and then the Provider's winning proposal.
- To the right of the proposal, click Go. The new Proposal List View appears.
- On the bottom of the proposal:
- (When Decision Engine recommends to Approve the proposal) Click Approve.
- (When Decision Engine recommends to Reject the approval) Click More > Approve.
- In the Proposal Action popup window:
- select whether you want to post to the originating work order, generate a new work order, or select an existing work order.
- (Optional) In the Set P.O. # To field, enter a new purchase order number.
- Review or change the Set Category to and Set Priority to fields to reflect the appropriate information.
- (Optional but recommended) Enter Comments related to the proposal, such as when to begin service or who to contact to setup a schedule.
- 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.
- Click Send. The proposal approval is sent to the service provider, and the proposal status changes to Approved.
- Navigate to the desired RFP, and then the Provider's winning proposal.
- To the right of the proposal, click Go. The new Proposal List View appears.
- To the right of the proposal:
- (When the Decision Engine recommends to Approval the proposal) Click the Action button and select Approve.
- (When the Decision Engine recommends to Reject the proposal) Click the Action button and select Reject.
- In the Proposal Action popup window:
- select whether you want to post to the originating work order, generate a new work order, or select an existing work order.
- (Optional) In the Set P.O. # To field, enter a new purchase order number.
- Change the Set Category to, Set Priority to, and Reason to fields to reflect the appropriate information.
- (Optional but recommended) Enter Comments related to the proposal, such as when to begin service or who to contact to setup a schedule.
- 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.
- Click Send. The proposal approval is sent to the service provider, and the proposal status changes to Approved.