We are excited to introduce the Request for Pricing (RFP) Module to the Ecotrak platform. Request for Pricing allows customers to evaluate various bids on a project or service need and choose the best bid for their needs.
1) Navigating to the RFP Module
To create a new Request for Pricing or review your already created RFPs, you will first want to navigate to the Request for Pricing Module.
You will find the Request for Pricing Module listed in the left menu bar.
Once you click on Request for Pricing, you will be directed to the Request for Pricing Module.
In this view, you will see all of your already created Request for Pricing requests. From here you can see the details of all the RFPs, including:
RFP ID
Work Order ID (if an RFP has been awarded)
Status
Title
Asset
Asset Group
Category
Location
Store Number
Created Date
Awarded Date
Flags
You will also find you searching tools to navigate through your already created RFPs:
Search Bar
Advanced Search Filters
Status Filter
Created Date Filter
And you will find the "+ ADD NEW" button to create a new Request for Pricing.
2) Creating a New Request for Pricing
To create a new a new Request for Pricing, the first step is to click on the "+ ADD NEW" button within the RFP module.
Once clicked, a menu drawer will pop out from the right hand side of the screen.
Here, you will choose the location and asset you wish to create your Request for Pricing for. Once you have your desired location and asset, you will click Next found at the bottom right corner of the pop out window.
On the next page, you will:
Fill out the RFP Title
Choose the Problem
Select the Service Providers you want to receive the RFP
Select the Priority and Category
Fill out Requested by and RFP Description
Attach any related file / image (if needed)
Once completed, click Next on the bottom right corner of page.
Finally, you will be presented with a Review screen to verify all of your Request For Pricing details before sending off the RFP. If all looks good, click Submit in the bottom right corner.
3) Reviewing Request For Pricing Details & Proposal Bids
Once your Request for Pricing is sent out to your chosen service providers, they will receive notifications informing them of the Request for Pricing (providing they have their notifications turned on for the RFP), and will have the ability to accept the RFP.
You can see the up to date details of your Request for Pricing by clicking on the RFP ID number from the Manage RFP page.
Once you click on the RFP ID, you will be taken to the Request for Pricing Details. From here, you can see:
RFP Details
The current proposal status from each service provider assigned to the RFP
RFP Attachments (via the attachment tab)
RFP Activity (via the activity tab)
Edit button (top right corner)
As Service Providers respond to your Request for Pricing, you will see the proposal status update.
When a proposal is submitted, you will see action icons populate in the proposals section. From here, you can review, award, and reject the proposal.
Once a proposal is awarded, an Awarded flag will populate next to the awarded proposal. Your service provider will be informed that their proposal has been awarded and the proposal approval process will engage.
After the Proposal is awarded, it will enter the regular proposal approval workflow for final approval.
Once approved, a work order will be created for the job.
Request for Pricing Status Breakdown
Awaiting Proposal: When a RFP is first created and sent out to the selected Service Providers, it will be in the status.
Declined: If all selected Service Providers decline the RFP, then the status will update to.
Pending Review: At least one Service Provider has added a proposal to the Request for Pricing.
Pending Approval: Customer has awarded (chosen) a proposal from the list of submitted proposals.
Awarded: Customer has approved the awarded proposal.
(NOTE: At any time between the status of Pending Approval and Awarded, the customer can change their awarded choice and award the proposal to another service provider.)