Quick Reference Guide Respond to RFPs

Transcription

1 Table of Contents Setup Recipients for RFP Notifications Managing Received RFPs... 4 Received RFP List... 4 RFP Statuses... 5 Awarded & Declined Business... 5 Page 1 12/22/2014 QR-RFPs-RespondToRFPs-V05

2 Setup Recipients for RFP Notifications Be sure that everyone at your company who needs to receive RFP notifications is added in the for RFPs setting. To add users to this recipient list, navigate to Admin > Settings > Notifications and enter the addresses in the for RFPs field, separating multiple addresses with semicolons. The Supplier Representative selected in Network > My Clients from the Representative drop down field, will also receive RFP notifications for the client(s) they have been assigned to. You will receive an notification when a client sends you a new RFP through Eved. Click the green View RFP button to be taken directly to your RFP. Note, if you have not yet created an Eved account, clicking View RFP will allow you to create a free, basic Eved account by simply creating a password. Basic Eved users can view their first three RFPs received in the system for free, but you will be prompted to upgrade to a Premium account when you attempt to view the fourth RFP you receive through the platform. To view your RFPs when you are logged into your Eved account, navigate to Programs > RFPs > Received RFPs. Page 2 12/22/2014 QR-RFPs-RespondToRFPs-V05

3 From this table, search for your RFP by RFP Title, Client Name, Program Name, Sent by, RFP Status, Budget, Response Due date, and Received date. Click RFP Title of the RFP you want to view and respond on the RFP Details page. You can expand your search by clicking on to open the expanded search options. Select up to 8 search columns to be displayed including Start Date, End Date, Last Response Date, Sent To and Location. Page 3 12/22/2014 QR-RFPs-RespondToRFPs-V05

4 From the RFP Details page you can see the following fields: From: Who sent you this RFP. Date Received: The date your client sent the RFP to you in Eved. Response due by*: Deadline for you to send a proposal to your client. (This is an option field for your client.) Decision due by*: The date by which your client will award you the business or decline your proposal. (This is an optional field for your client.) RFP Status: See RFP Statuses from more information Location*: The venue, city, state, country, region, etc. where the program will take place. Dates: There are three ways you may see RFP dates in Eved - o Select Date: A specific start and end date. o TBD: A date that is To Be Determined. o Other: Your client can use an open text field for non-specific time descriptions i.e., Spring RFP Owner: This drop down menu lists every user at the company. The RFP Owner will show as the client s contact on this RFP and receive all future notifications about the RFP. Reference Number*: An internal reference number for your client. Budget*: An estimated budget for this program. Client*: Your client s client for this program. File Cabinet: Any documents your client has sent you with this RFP. Clicking these links will download the document to your computer. Events: Events will be listed below the initial RFP Details section. Click to expand event details. RFP Discussion: All correspondence sent through Eved between you and your client about this RFP. Note: All fields above marked with an asterisk (*) are optional fields for your client. You may not see them on all RFPs. Use the Add reply section to enter in a response to your client, and click Browse to attach any files in your reply. Check the box next to Attachment is a proposal if the document you ve uploaded is your formal proposal to the client. Note: If you are using Eved s e360 platform for proposals, click Build Program at the top of the RFP Details page to begin building your interactive proposal. For more information on our e360 tools for DMCs and event planners, go to or sales@eved.com. Managing Received RFPs Received RFP List In Programs > RFPs you will see a full list of all received RFPs in Eved. Like all other search tables in Eved, you can apply search filters, save custom searches from the Default View drop down list, and Export an Excel spreadsheet or Print your current search view. Page 4 12/22/2014 QR-RFPs-RespondToRFPs-V05

5 RFP Statuses To help you quickly manage existing RFPs, RFP Statuses let you know the current status of the RFPs you have sent through Eved. These statuses automatically update as actions are taken by you and your clients. The RFP Statuses are: Sent: When the RFP has been sent to you and no one at your company has viewed it in Eved yet. Viewed: When you've opened up the RFP in Eved. Responded: When you've sent a response back to your client via Eved. Awarded: When your company has been awarded the business. o When suppliers are working with efusion Buyers, Awarded RFPs have the following sub-statuses: Awarded Pending: You need to build a Scope of Services for this RFP. Awarded Draft: You have built a Scope of Services for this RFP but have not sent the scope to your client. Awarded Scoped: You have built a Scope of Services for this RFP and sent it to your client. Awarded Purchase Order: The Scope of Services has been flipped to a PO or a PO has been created by your client on your behalf. Awarded Closed: The PO has been closed. RFPs with Awarded- Closed status can have the following sub-sub-status: Awarded- Closed Uninvoiced Invoices have not yet been issued that equal the total balance of the PO. Awarded- Closed - Invoiced Invoices have been issued for the total balance of the PO. Declined: When your company's proposal has been declined by your client Cancelled: When your client has cancelled the RFP. Awarded & Declined Business Your client will either award or decline your proposal in Eved, you will be notified via whenever they take action and the RFP status will update accordingly. Note: If your client is requiring that you send a Scope of Services upon being Awarded Business for an RFP in Eved, this means they are using our efusion platform to manage their supplier purchase orders and payments. For more information on efusion, go to and check out our efusion 101 for Suppliers guide. Page 5 12/22/2014 QR-RFPs-RespondToRFPs-V05