Create RFI/RFP/RFQ

10 months ago

diana

6 minutes

This article will guide you on how to create an RFI/RFP/RFQ.

You can start by navigating to the Events module, and you can create a new RFP/RFQ or RFI by using the “Create event” button in the upper-right area.

After creating the event you are re-directed to the Event main page. Here each RFP/RFQ contains 4 tabs sections: Settings, Events, Suppliers and Messages

Tab: Settings

General info settings

To get started, add the name of the RFP/RFQ and describe what you want to purchase.

Include essential files for suppliers to understand the bidding requirements. These may include images, charts, tables, blueprints, or any other additional information necessary for suppliers to submit a comprehensive offer.

Settings section

In this section, you can select a deadline for the event.
There are two ways you can set the event deadline:
1. Automatically at end date – the event will end at the date and time set by the buyer.
2. Manually by user – the event will end manually when the buyer presses the “End event” button.

Tab: Event

The buyer can add as many sections as necessary, whether they’re related to Items or Questions, and organize them in any preferred order.

To add sections, the buyer needs to click the “+add section” button. A modal will appear on the page, allowing them to select the type of section: Items sheet or Questionnaire.

Add sections

Items section

Use this section to list the items and/or services for which you require quotes from your supplier. Information about items is organized in columns, allowing you to add various types of columns based on the products or services you need quotes for. You can create a template for each Items section to match the specific products category you need quotes for.

Additionally, you can specify at the item level whether it’s mandatory for suppliers to provide a response

Import items

The feature is specially designed for events that require a large number of articles and services. Thanks to it, you can upload them using an Excel template that guides the user in going through all the necessary steps:

a. Click on “+ add from file”. A dedicated window will open, guiding the user.

b. Click on “Download template spreadsheet”.

The system will download an excel file that contains explanations on how to handle it. Fill in and save the spreadsheet.

Quantity and Budget only take in numeric values. The maximum number of decimals is 6.

c. Click on “Upload file”. Select the newly created file. Prokuria will take care of the rest.

Add an item from the catalog

Items can also be added from the items catalog previously built in Prokuria.

a. Click on the “+add from catalog” button. A dedicated window will open from which you can choose the items added to the catalog.

b. Select the items you want to add to the event.

Questionnaire section

Use the “Questionnaire” section to create as many questions as necessary for suppliers, to gather the information required for their qualification.

Questions type:

Short text: The supplier can respond with a short text, with a maximum of 100 characters.
Long text: The supplier can respond with a longer text, with a maximum of 5000 characters.
Single Choice: The supplier can choose only one answer from a list of predefined options.
Dropdown single-choice: A dropdown menu from which the supplier can select one option.
Multiple Choice: The supplier can select more than one option from a list of predefined choices.
Dropdown multiple-choice: A dropdown menu that allows the supplier to select multiple options.
File upload: Allows the supplier to upload a file as their response.
Number: A field where the supplier must enter a numerical value.
Date: A field where the supplier selects or inputs a specific date.

Upload Questions (through Excel)

This process is carried out in 3 simple steps:

a. Click on the “+ add from file” button. A dedicated window will open. This guides the user through the appropriate steps

b. Click on “Download template spreadsheet”. The system will download an excel file containing clear explanations about how it should be completed.

c. Click on “Upload file”. Select the newly created file. Prokuria will take care of the rest.

d. Existing questions can be downloaded by clicking the “Download existing records” button.

e. Click on “Upload file”. Select the freshly made file and Prokuria will handle the rest.

Conditioned question

You can use this option to either show or hide certain questions in a questionnaire. Therefore, suppliers will have to answer them only depending on their previous answers. Once a buyer adds one or more conditioned questions, on the supplier’s response page, the question list will automatically update depending on their answer.

To set up a conditioned question, follow 3 simple steps:

Choose “Conditioned question” option
Select the main question & answer which will trigger the condition
Choose if this question needs to show or hide from the question list, once triggered

Please note that for the conditioned question, you can select a parent question, only Multiple choice or single choice type of questions.

Tab: Suppliers

Suppliers: the email addresses of the suppliers invited to the event are added here. They can be new or existing contacts in the supplier module.

There are two options for contacts/suppliers invited within an RFQ/RFP:

Option A: The one where only one contact for each supplier can be added to the sourcing event

Option B: This advanced option enables the addition of multiple contacts for a supplier, granting each contact access to the same response page through a one-time password (OTP). Activation of this feature is customizable based on the buyer’s requirements and is available upon request. It proves especially beneficial for situations where multiple contacts within a supplier organization collaborate to submit a comprehensive response, often seen in large-scale RFPs. For further information, please reach out to our support department at support@prokuria.com

The key distinction between the two options lies in the enhanced security and audit tracking provided by Option B, especially when multiple contacts from the same supplier are involved in responding to the same RFP/RFI.

Once you have completed all sections of your RFI/RFP/RFQ, you are ready to publish your sourcing event. Please check our support article on how to Publish RFP/RFQ.

Are you stuck somewhere? Don’t worry, we’re here for you. Drop us an email at support@prokuria.com and we’ll get back to you.