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
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)
Customer that sent the RFP
RFP Status
Proposal Submitted 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
Customers
Created Date Filter
2) Reviewing and Responding to a New Request for Pricing
When a customer sends you a new Request for Pricing, you will be informed via email and/or push notification (if you have those settings enabled.
You will find the new Request for Pricing in your list of RFPs in the Request for Pricing module.
To review and respond to the Request for Pricing, you will click on the RFP ID.
At this point, the Request for Pricing status will be Pending Submission.
Once you click on the RFP ID, you will be taken to the Request for Pricing details.
Here, you will find:
Request for Pricing Details
Attachments Tab
Activity Tab
Link to Asset
Link to RFP ID
Link to Proposal ID
You will also find the Accept and Reject action buttons
Click Reject if you do not want to partake in the Request for Pricing bid
Click Accept if you would like to send in a proposal for the RFP.
3) Creating and Submitting a Proposal for the RFP
Once you click the Accept action button:
The RFP status will update to Accepted - Pending Submission.
You will be transferred to the Proposal details page of the related proposal.
From here, you will want to click on the Add Proposal button found on the top left side of the proposal details.
After clicking on Add Proposal, the proposal details will open up as if you are editing a proposal. From here, you will be able to fill out your proposal details, including:
Proposal Title
Completion Time
Cost Breakdown
Description of Work
Once this information is filled out, click the Save button in the bottom right corner and send your proposal off to the customer for review.
At this point, the RFP status will update to Pending Review
It will now be the customer's job to go in and either Award or Reject your Proposal.
If the proposal is Awarded, your proposal status will move to Pending Client Acceptance and function like a regular stand alone proposal.
Once the Proposal is approved, a Work Order will be created for the RFP job.