This article goes step by step through the entire process of participating in a Request for Proposals to ensure efficient collaboration between the users of the platform.
1. Receiving an invitation to participate in a Request for Proposals
Suppliers can use Prokuria without creating an account on the platform.
When a Buyer decides to publish a request using Prokuria, all invited Suppliers receive an email with a link to a secured response page where they can review all the details of the request, fill in the answer and submit their response.
2. View the details of the request. Accept or Decline Participation
When the response page opens, the supplier has two options:
- Participate – if clicked, the Buyer will be informed by email that the supplier has decided to participate in the request
- Decline – if clicked, the buyer will be informed by email that the supplier has declined to participate in the request. However, suppliers can change their minds, and still accept to participate in the request, as long as the request is still active.
3. Fill in a response in a request
The page allows the supplier to quote and/or answer questions only after clicking on "Participate". The buttons are changed to "Save as Draft" and "Submit Response".
Upon retracting of a response, the buyer will be notified by email and will no longer be able to see the supplier’s offer (the previous response/quote submitted is removed). Suppliers are still able to access their response, which will show up as a Draft - and they will need to resubmit their answer, once corrected.
After retracting a response, the supplier can submit a new response by clicking the “Reactivate Response” button. If the deadline for the request has passed, the “Reactivate Response” button will no longer be available.
Once the “Reactivate Response” button has been clicked, the response page’s fields will become editable, thus allowing the supplier to re-submit their response to the request before the end time.
Every time a supplier submits retracts or reactivates a response, the buyer is automatically notified via email.
4. Submitting/Retracting a response in a request
Once all the details of the request have been completed, the supplier has two options:
4.1 Save as Draft
The answer is saved by the system on the secured page. Prior to the deadline, the supplier may return to the page and modify the bid response at any time and whenever it seems necessary.
In case you have closed the page before completing everything you have proposed, the provider can return to it by accessing the link in the invitation email received at the beginning. When you open the page again, the system automatically fills in all the saved information.
4.2 Submit Response
It can be pressed until the term specified next to the field "Ends" has expired.
Once the supplier submits an offer, the buyer is notified by email.
After the supplier has submitted the first offer, he has the option to withdraw it by clicking on the "Retract response" button. It may be withdrawn as long as the event is in progress.
5. Bulk Quote (through Excel)
The feature is specially designed for the events dedicated towards a great number of items and services. Thanks to it, Prokuria helps you bid using an Excel template. This process can be done in 3 easy steps.
a. Click on the "Upload items quote with Excel" button. A dedicated window will open that guide you through the appropriate steps.
b. Click on "Download Template Spreadsheet". The system will download an Excel file in which you complete the "Your Answer" column. A maximum of 6 decimals is allowed.
c. Click on"Browse File" and select the newly created file and Prokuria will take care of the rest.
6. Communicating during a request - Chat functionality
Anytime during a RFP, a Supplier can communicate directly with the Buyer via Prokuria by using the chat functionality.
Receiving a message:
If the response page is open and the Supplier receives a message through chat from the Buyer, a red icon will appear near the email address of the Buyer.
If the response page is not open and the Supplier receives a message from the Buyer, the Supplier will be notified by email about the new message.
7. Ending a request
Every supplier invited to a request will be notified by email one day prior to the Request’s end time. When the end time for submitting responses is reached, the request will end, and suppliers will no longer be able to retract or to submit a new response.
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