How it Works
1. Organisation Dashboard
This is your event dashboard. From here you can keep track of all of your ongoing procurement projects, making sure every aspect of a project is completed on time. You can also view historic events, enabling you to compare changes in price over time, and to ensure you’re not duplicating procurement events throughout your organisation.
When you’re ready to Create a new event, click the Create New Deal icon.
2. Set Up Your Event
First things first, setting up your new event. You can add a title and description for your new RFx. This will be the first thing vendors see when they receive your RFx. You can also add as many attachments as you like. Vendors will be able to view these from their dashboard.
All events are subject to strict privacy controls. You decide who the RFx is visible to before you publish it. If you want it to go to a strict list of preferred suppliers then simply select your preferred distribution list. Or if you prefer the RFx to be visible to our entire network you can make it so.
If you wish you to add a Non-Disclosure Agreement (NDA) to an RFx you can do so from here. All vendors will have to electronically sign the NDA before they can view the RFx.
2.1. Set Your Deadlines
Once your event is setup, its time to set the deadlines and invite your suppliers. To invite suppliers you simply create a new distribution list by copying and pasting the email addresses for all of your potential suppliers. Or make the RFx public and let any interested supplier respond.
2.2. Build Your Response Template
Now you’re ready to build a response template! Your response template lets you force vendors to answer your most important questions. You can create sections and add a series of questions under each section. You control the response type: whether its a free text response, multiple choice, numeric, or a simple yes/no.
Vendors will always have the option to add attachments to their response as well as an introduction. However, vendors must answer all of the questions you add before they can submit a response.
This helps you cut to the chase on all critical items in a response to an RFx. You can quickly identify vendors that fail to meet your minimum requirements and sort and compare remaining vendors based on their responses to your questions.
2.3. Evaluation Criteria
Evaluation criteria are used by internal stakeholders to review individual responses. All of your team members will see these criteria on their scorecard, which they use to rate vendor responses.
3. Project Dashboard
This is your Project Dashboard. Here you can track and view individual responses. The status is colour coded. When all of your internal stakeholders has finished reviewing a response it will be coloured green. The ongoing score for each response is shown under the score column.
You can accept and reject responses at any point in time. Accepting a response will notify the vendor of their selection as either your preferred vendor or for their participation in a Best and Final Offer round depending on your settings.
The semi-transparent rows represent responses which did not meet your minimum requirements. We call these deal-breakers. By default they are not included in your comparisons. You can still view these responses and override their elimination should you still wish to include them in your overall comparison.
The message centre will notify you of any messages from participating vendors which require your attention. You can publish answers to vendor questions to all participants in order to prevent any repetitive questions.
To compare bids, simply click the Compare Bids button. This will take you through to the comparison page where you can view bids on a like for like basis with a side by side comparison of each of responses. This can easily be exported to excel for your convenience.