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"
- Only administrator users have the ability to create RFX Quote templates, please see here for guidance on this.
- You will be asked to confirm the:
- Version name (defaults to name of the Requirement)
- Version reference (defaults to the reference prefix of the Requirement)
- Open date (when users can go in and Register Interest/ respond to the quote questionnaire)
- Close date (the date and time for last submission to quote questionnaire)
- Evaluation opening date (when evaluators can go in and evaluate submissions)
- Evaluation deadline date/ Days (to flag to evaluators when they should have evaluated the submission by)
- 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
- If selected, you will need to select the Invitation groups you wish to invite (out of Suppliers, Customers and People).
- 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
- 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