RFX Quotes allows you to source a supplier following a simple process to request, review and score quotes.  This provides a quick quote process which is ideal for a contract which does not require the more stringent tender process and scoring options supported by RFX Tender.


Step 1 : Set up an RFX Quote for your Requirement

Set up the parameters and questionnaire for the quick quote process you would like to follow.

  • Head to Sourcing > Requirements and click into the relevant Requirement.
  • Go into the RFX tab and click the "+Add RFX" button, then select the 'Quote' option
  • Select the relevant RFX Quote template and click "New version"
  • You will be asked to confirm the:
    1. Version name (defaults to name of the Requirement)
    2. Version reference (defaults to the reference prefix of the Requirement)
    3. Open date (when users can go in and Register Interest/ respond to the quote questionnaire)
    4. Close date (the date and time for last submission to quote questionnaire)
    5. Evaluation opening date (when evaluators can go in and evaluate submissions)
    6. Evaluation deadline date/ Days (to flag to evaluators when they should have evaluated the submission by)
    7. Accessibility (who can participate):
      • Public - Open to all users with access to the Participate screen (they will first need to register interest)
      • Screened - Users will have to request permission to participate 
      • Invitation - Only selected users will be able to participate (and will not need to Register Interest)
        • If selected, you will need to select the Invitation groups you wish to invite (out of Suppliers, Customers and People). 
          • Suppliers - any supplier on the site
          • Customers - any user belonging to the organisation/dept/section set in the Customers tab on the requirement
          • People - any user set in the Peoples tab of the requirement
    8. Scoring (allows evaluators to provide a score)
      • If you tick 'Allow evaluators to score', you can provide a maximum score for evaluators to score out of and provide evaluation instructions
    9. File Upload - upload relevant files to accompany the RFX Quote form
      • These files will be accessible to participants in the My Questionnaires screen (they will also be able to see the date the file was added)
  • Once ready, click "Create" to save as a draft. The RFX Quote will now be saved in the RFX tab of your requirement.


Step 2: Finalise and publish the RFX Quote form

Now that you've saved your RFX Quote form as a draft on your Requirement, you can now set evaluators and select users to invite.

  • Assign your evaluators in the Evaluators tab 
    • The list of users is taken from named people in the Requirement (Procurement, Contract Managers and Stakeholders)
  • The Formbuilder tab allows you to edit the RFX Quote as required
    • This won't make any changes to the original RFX Quote form, so you can tweak the form as required
  • If you set the accessibility as Invitation, there will also be an Invitations tab
    • Depending on the Invitation group(s) you selected in the Main Details tab depends on the list of users you're shown
    • If you selected 'Suppliers', you're shown all suppliers from the Suppliers tab of the requirement. Ticking "Show All" will show you all suppliers on the site.
    • Invite notifications will only be sent once the RFX Quote is live. These are sent out by the system at 6AM.
  • When ready, click "Publish"
  • Once the RFX Quote questionnaire is published, it can't be edited. If you need to amend anything you can click "Withdraw", make your changes and then click "Restore"

Step 3: Suppliers respond to the RFX Quote questionnaire

Now that you've published the RFX Quote questionnaire, suppliers can start responding from the Opening date.

  • If the RFX Quote is set to Public or Screened, the supplier must first go to Participate > Register Interest, then the RFX Quote tab 
    • For Public, click on "Participate"
    • For Screened, click on "Request to participate"
  • If the RFX Quote is set to Invitation, or once the supplier has registered interest, they must go to Participate > My Questionnaires, then the RFX Quote tab.
  • Click on the title of the RFX Quote questionnaire to open it up and start inputting responses to each field
  • They can download any attachments uploaded to the RFX Quote by clicking on the "Attachments" button
  • They can click "Save" to save their progress 
  • They can click "Opt Out" if they no longer wish to respond and input a reason for opting out 
    • The RFX Quote will remain in their 'My Questionnaires' screen, and the supplier can open it and click "Opt In" if they decide to participate again
  • Once ready, they can click "Submit" to submit their response
  • They can click "Withdraw" up until the closing date if they wish to retract the submission

Step 4: Evaluate the submissions

Once suppliers have submitted responses and the evaluation opening date has passed, you can start evaluating.

  • Head to Supplier Management > Evaluate & Review, then the RFX Quote tab
    •  Alternatively, this can be accessed at the bottom of your homepage under Management tasks requiring your attention - RFX Quote(s) to evaluate
  • Click "Evaluate" next to the relevant response to review the answers
  • Input a score if this has been set, and add any relevant comments
  • Click "Submit Evaluation" to submit

Step 5: Review and provide decisions for each supplier

Once at least one suppliers response has been evaluated by at least one supplier, you can review and moderate the evaluation, and provide a decision to either accept or decline a suppliers quote.

  • Head to your requirement and go to the RFX tab
  • Next to the RFX Quote questionnaire, you should see a magnifying glass icon. Click on this to access the Evaluation Review screen
  • Here you can see each supplier response that has been evaluated, the number of evaluators and the average and final score
  • Click "Edit/View Details" to bring up each evaluators score and comment
  • Here you can also input a Final Score if you wish to override the average score, and provide a Note
  • Once you're ready to provide a decision, click either 'Accept' or 'Decline'
N.B: Once you provide your decision, you will no longer be able to edit the Final Score or Note
  • You must provide a decision for each supplier, and there will be a warning symbol on the RFX tab and next to the RFX Quote questionnaire if there are responses without a decision
  • Accepted suppliers will now show as qualified in the Suppliers tab of your requirement
  • You now just need to assign the relevant category to the Supplier and make them Live to be able to start using them