Request for Proposal

This module allows you to view, track, and manage all the Requests for Proposal (RFPs) for your company. 

Tab 1: The RFP Status Board tab is used to view all active and past RFPs. It allows you to preview the RFP details sent to the vendors. As a summary of all RFPs, it shows the following information:

• Service: The type of service the RFP is for (e.g., Pool Maintenance, Trash Hauling).
• RFP Name: The unique name or title of the RFP.
• Property Name: The property or site the RFP is associated with. 
• RFP Sent Date: The date the RFP was sent to vendors.
• Vendors Invited: Number of vendors invited to submit proposals.
• RFP Due Date: The date by which proposals must be submitted.

Tab 2: RFP Detail

This tab allows you to check each RFP’s status, submissions received, and other relevant details 

You can also add any additional vendors that need to be invited for the RFP.

When each RFP is clicked, you will be able to check on the important details of the RFP. You also have the option to change your view to Per Property or Per Vendor. 

Filters and Search

• In the RFP Status Board, you can use the filter and search options if you want to check on specific RFPs.
• Use the Filters button to narrow down RFPs by service, property name, RFP start and end date, or status.
• Use the search bar to quickly locate an RFP by name, property, client, or service.

Creating an RFP

• Click the + Create button in the top-right corner to start a new RFP.
• Fill Out Basic RFP Information
  1. Service – select the service type for the RFP.
  2. RFP Name – give the RFP a descriptive name (visible to all vendors).
  3. Due Date – set the submission deadline.
  4. Select RFP Type 
  5. Individual – for one or a few properties.
  6. Portfolio – for all properties under the client.
  7. Scroll down and select the specific properties you want to include in the RFP.
• Select Scope of Work
  1. Choose a pre-existing scope of work from the platform.
  2. If unavailable, upload a saved scope of work.
• Enter the RFP Details
  1. Contract Start Date (optional) – specify when the contract begins.
  2. Term of Contract (optional) – enter the contract duration.
  3. Award Date (optional) - enter a specific date for awarding the contract.
  4. RFP Attachments - upload any specific documents related to the RFP, such as vendor response sheets. 
  5. RFI Timeline - enter a Request for Information (RFI) deadline if vendors should submit questions.
  6. Save as Draft or Generate RFP
     • Click Save as Draft to edit later if needed.
     • Click Generate RFP Template to preview.
• The RFP template can be updated by clicking the three-dot menu (⋮) in the top-right corner of the RFP template and selecting “Edit RFP Description”. After clicking this, you can edit the RFP description directly. Once your changes are complete, click Save to apply the changes or Close to exit.
• Updating the RFP header with your company's brand colors.
  • Hover over the header at the top of the RFP. And click the camera icon in the upper-left corner of the header. Then select Change Theme.

Sending an RFP to Vendors

• On the RFP Status Board, select the RFP you want to distribute. 
• Scroll to see vendor invitations. If no vendors have been invited, continue.
• Click the three-dot menu and select Send RFP to Vendors.
• Vendors pre-selected based on the property location will appear.
• To add Specific or New Vendors that are not listed as potential vendors, you can:
  1. Type the vendor's name and select 'Add'.
  2. For vendors not in the system:
     • Click Add New Vendor
     • Enter vendor information (organization name, email, etc.) and click Add Vendor. 
• Note: These vendors will go into draft mode for Connexus to review and approve before the RFP is sent to the vendor. 
• Review your vendor list. 
• Once all preferred vendors are added, click “Confirm List of Vendors.”
• Then click “Send.”
• Refresh the page to see the updated number of invited vendors.
• Once sent, the RFP is now active.

Track Invitations

• Click the three-dot menu in the RFP Status Board.
• Select View Email Audit to see all invited vendors and the email addresses used.