Creating an RFP
- Victor Chemodanov (Unlicensed)
- Caroline Antoun
- Veronika Maishutovich
When you can create RFPs, you can select the provider(s) that you want to bid on the work. Providers can then review your request and submit their proposals to bid on work. Depending on the number of providers selected to bid on the scope of work, you can compare costs such as labor, material, personnel, and other information to help you decide on the best provider for your job.
There are two types of RFPs:
- Standalone: These RFPs are not tied to an existing work order. This method helps you start a new project, say a CapEx project, or helps you understand the scope and costs of projects before officially starting them. A work order is created once the winning proposal is approved.
- Linked to a Work Order: These RFPs are linked to an existing work order. This method helps you manage provider costs better as they are underway with rendering services.
Standalone RFP
A standalone RFP is not attached to a work order. This could be for a new project that you need to scope labor and costs for before you turn it into a project by way of creating a work order.
Click the RFPs section on the top navigation bar.
Under the RFPs section, click Create RFP.
Search for a location for which you want to submit the RFP, and then click the location in search results.
On the Request Specifications page the location details (location ID, name, address, city, and state) are pre-populated, along with an RFP number, the current Date / Time of the RFP, and your name and email address for submission.
- The RFP number is auto-generated. You can change this to a number that relates closer to your operations.
The Date / Time is used to calculate how much time providers have to submit proposals before the RFP expires.
- Your email address is auto-generated by default. You can add more emails to this field in cases when another user is also monitoring incoming proposals.
Enter the appropriate details for your scope of work:
- (Optional) Enter a purchase order number and work order number.
- Select the trade.
- Enter the RFP description. Ensure to include all relevant and important information regarding the scope of work.
(Optional) Set a due date by entering the number of hours in the Due in (hrs) field, or using the Due Date/Time field to use the calendar picker.
The default expiration time is 48 hours from the time set in the Date / Time field.
(Optional) Upload needed attachments.
- When you have finished detailing the scope of work, click Next.
The Select Providers page appears.
Choose the provider(s) to dispatch the RFP to from the list of providers that are linked to that trade.
In case you do not see a provider, check your provider assignments to make sure the provider is associated with that trade for that location, and that the provider is not in the do not dispatch status.
- Click Submit My RFP to confirm.
- (Optional) Click View RFP to see the RFP in list view.
RFP Linked to a Work Order
There may be times when you need to create an RFP after a work order is created.
Though the steps are similar there are key differences with this method:
- You cannot create an RFP from a work order in the Completed status.
- Should you select a different provider than the one already assigned to the original work order, you must close the original work order to avoid multiple providers onsite.
- On the Work Orders List, locate the service request you want to create an RFP for.
- Click More > Create RFP.
On the Request Specifications page, all the fields will be pre-populated.
- The RFP number is auto-generated. You can change this to a number that relates closer to your operations.
- The RFP Description field will be pre-populated in line with the current work order description. You can change the description.
The Date / Time is used to calculate how much time providers have to submit proposals before the RFP expires. Adjusting this date to anytime in the future affects the Due Date/Time and Due (hrs) fields below.
Be cautious when setting a date/time in the future
Note that RFPs with a future Date / Time will not appear in the default RFP list view for both you and your providers until the date and time selected. In other words, if you set a date/time for January 5 and today is January 2, neither you nor your providers will not see this RFP in the default queue until January 5. You would need to adjust the RFP Date when searching for RFPs to include future dates.
- Your email address is auto-generated by default. You can add more emails to this field in cases when another user is also monitoring incoming proposals.
- In the Attachments section, you can find the files attached to your work order. You can edit, remove these files, and add new ones.
Set a due date by either entering the number of hours In the Due in (hrs) field, or using the Due Date/Time field to use the calendar picker.
The default expiration time is 48 hours from the time set in the Date / Time field.
- When you have finished detailing the scope of work, click Next.
The Select Providers page appears.
Choose the provider(s) to dispatch the RFP to from the list of providers that are linked to that trade.
If you do not see a provider, check your provider assignments to ensure the provider is associated with that trade for that location, and that the provider is not in the do not dispatch status.
Click Submit My RFP to confirm.
(Optional) Click View RFP to see the RFP in list view.
Email Notifications from RFPs
When the RFP is sent, you (or the recipient listed in the email address for submission field when creating the RFP) will receive an email notification detailing the scope of work, the selected providers, and the location details. Click View RFP to navigate to the RFPs List.
