Creating a RFP Task

Owned by Lamont Eddins
Last updated: Jul 17, 2023

Creating an RFP allows users to ask for proposals that are needed for a project. There could be one RFP for one service provider or multiple RFPs for multiple service providers or multiple RFPs for one service provider. When a RFP is submitted, it is received by the service provider they will submit a proposal within the project. This gives you the opportunity to review and eventually accept proposals while in the scoping process. 

You can also create Work Order Tasks. 

Creating a RFP Task

Creating a Single RFP Task

Once a RFP has been submitted, the project status changes from New or Has Scoped to Scoping in Progress. 

⦿ How to Create a Single RFP Task
  1. Click the Add Task button in Tasks List of a project. 
  2. Select RFP.
  3. (Optional) Change Email Address if submission goes to another person.
  4. (Optional) Add Purchase Order

  5. Select a Trade, Priority, and Category. 

    You can use the drop-down arrow or type-in feature to fill out the columns when selecting a trade, priority, and category. 

  6. Provide a Description.
  7. (Optional) Attach Files for the RFP.
  8. Click the Next button to add a service provider.
  9. Select a Service Provider.
  10. Click the Submit button to add the RFP Task in Tasks List.

Creating RFP Tasks in Bulk

There is the option to use an RFP Template to upload RFP Tasks to the same or various projects. This is a time saver tool for projects during the scoping period. For instance, when certain RFP tasks have gone through similar proposals or specific RFP tasks that are used often, using the bulk template is very beneficial. The bulk template is specifically used for RFP task as Work Orders has its own bulk template. When a bulk template is added into the module, you can retrieve the results from Batch History and view the tasks in the selected projects. Inside a project, you notice Bulk number underneath the task’s name within a project.

You can add up to 2,500 rows of RFP Tasks onto one RFP Bulk Template. The information from the RFP Task must match the Dashboard. 

⦿ How to Add Bulk RFP Template
  1. Inside of a program, under Bulk Creation Template, use the Download drop-down and select Bulk RFPs to download the spreadsheet.
    Download RFP Bulk Template 
  2. Open the file and complete at least the required fields and save the spreadsheet.
  3. Under Bulk Creation Templates, use the Upload drop-down and select Bulk RFPs to open the modal.
    Add RFP Template into modal
  4. Add the saved Bulk RFP spreadsheet into the modal. 
  5. Optional: Click the checkbox if no attachments are needed. 
  6. Optional: Add attachments with the spreadsheet. 
    Add attachments to RFP bulk
  7. Click the Save & Continue button to move forward. 
  8. Click the Save & Continue button to upload.
  9. Optional: You can view the Batch History for the upload.
    View Batch History

Updating a Failed Template

When the Bulk RFP template has been uploaded and was deemed as invalid, you will receive a new template with the word “error” as part of the original file name. When opened, you can review the reason why a specific line was not successful. Corrections can be made on the error template and used for re-uploading.

⦿ How to Resubmit RFP Tasks Template
  1. Open the error template to discover the issue.
  2. Make the necessary changes and save the file.
  3. Under Bulk Creation Template, use the Upload drop-down and select Bulk RFPs to upload the spreadsheet.
     
  4. Add the saved Bulk RFP spreadsheet into the modal. 
  5. Optional: Click the checkbox if no attachments are needed. 
  6. Optional: Add attachments with the spreadsheet. 
  7. Click the Save & Continue button to move forward. 
  8. Click the Save & Continue button to upload.
  9. Optional: You can view the Batch History for the upload.

Viewing the Project ID in the Proposal Module

In the Proposal List View in Service Automation, you can view the Project ID number of any task that is associated with a project. This is the same Project ID assigned when a project is created. The Project ID number is located on the left hand side under the Tracking number. 

Once a RFP has been submitted, the project status changes from New or Has Scoped to Scoping In Progress.

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