How To Use Request for Quote (RFQ) September 2013 v.6
Table of Contents Creating a RFQ from an Agreement, a Lot or a Contract... 3 Step 1 Locate Contract/Agreement/Lot... 3 Step 2 Click Create RFQ... 3 Step 3 Choose Open Quote or Sealed Quote... 4 Step 4 Remove Suppliers (Optional)... 4 Step 5 Select Quote Template... 5 Step 6 Add Attachments (Optional)... 5 Step 7 Review RFQ and Send... 5 Responding to a RFQ Reply from a Supplier... 7 How to Share Quotes with Other Users... 10 Step 1 Create a User Group... 10 Step 2 Give the User Group a meaningful name (and click save)... 10 Step 3 Select Users and Click SAVE CHANGES... 11 Step 4 Tick the Share Quotes box and Click SAVE CHANGES... 11 How to Find a Quote ID for a RFQ... 12 How to Find a RFQ Quote ID:... 12 Help and Support... 13 Request for Quote User Guide Page 2
Creating a RFQ from an Agreement, a Lot or a Contract You can create a quote request from an Agreement, Lot or Contract in GeM. Creating a RFQ from a Contract includes all suppliers with contracts in the same group i.e. Lot or Agreement. Search for an agreement or contract as you would do normally and follow these simple instructions to guide you through the process. Step 1 Locate Contract/Agreement/Lot Find a contract, lot or agreement by scrolling through the categories ( commodity codes ) on the left hand side. Click on the agreement, lot or contract that you wish to use for your quote request: Click on a contract to contact a single supplier; click on a lot or agreement to trigger a mini competition by contacting multiple suppliers at once. Step 2 Click Create RFQ Click the Create RFQ button which is located at the bottom of the Agreement, Lot or Contract page. CREATE RFQ button (Located bottom left) Please note: you will see the red notification (below) if there are suppliers who are unable to accept RFQ's from the GeM system. You will need to send a RFQ to this supplier using another method. This supplier does not participate in RFQ. Please use an alternative transmission method: Request for Quote User Guide Page 3
Step 3 Choose Open Quote or Sealed Quote A sealed quote means you will not be able to see responses until a specific date and is can be used for mini tenders. An open quote differs from the sealed quote in that you can review the responses from suppliers at any time. Close by Date You must enter a close by date so suppliers know the deadline to respond to your request; you will be unable to view any of the sealed quote responses until that time. Please note that an open quote can have a close by date and time; however, this is purely for reference to the supplier/ buyer. You can view responses to an open quote at any time. Step 4 Remove Suppliers (Optional) A full list of all suppliers connected to the agreement/lot will be shown. You have the option to remove a supplier if they are not relevant to the RFQ by clicking the REMOVE button to the right of the selected suppliers. Request for Quote User Guide Page 4
Step 5 Select Quote Template Select one of the following quote template types: Quote template This template is appropriate if you wish to order a service. It allows you to enter a single block of descriptive text to describe the detail of your request. List template This template is appropriate if you wish to order a series of products, where you know the part number and/or name of the items. It allows you to build a request consisting of multiple rows. Click Select Template and enter the details of the product or service you wish to have a quote for. Once complete click Save and continue. Step 6 Add Attachments (Optional) You will be provided with the opportunity to include one or more attachments. Once complete click Continue. Please note this is an optional step; there is no requirement to add attachments. Step 7 Review RFQ and Send A review of your RFQ will appear. Confirm that the details are correct and then click 'Send Quote' using the button at the bottom of the screen. An email notification will go to all selected suppliers. Please note (As per the screenshots below), it is important to scroll to the bottom of the page and click SEND QUOTE. Request for Quote User Guide Page 5
Quote is now ready to send: scroll to bottom of page and click SEND QUOTE. SEND QUOTE button. Press this to finalise quote. Request for Quote User Guide Page 6
Responding to a RFQ Reply from a Supplier You will receive an email notification when a supplier responds to your RFQ. To view this response click on: Orders > My Quotes > Existing quotes Search for quotes by quote reference or by date. Once the close by date and time has passed, you will be provided with options to View Quote, Cancel Quote and Create Quote template. To review the response, click on View Quote. You can select your winning supplier by clicking the radio button under 'Select winning supplier'. Once you are happy with your selection you can click the SELECT THE WINNING SUPPLIER button. Request for Quote User Guide Page 7
Make a note of your Quote id (for invoice, audit or Purchase Order purposes) By default, choose ADD WINNING QUOTE TO BASKET to complete the process. If you need any support or help, call the GeM Team on 02920 870333. Request for Quote User Guide Page 8
Before you can send your winning supplier confirmation that they have won the RFQ, you will be presented with two options: 1) SEND EMAILS AND ADD WINNING QUOTE TO BASKET Use this option if you are buying directly through the GeM marketplace. You will need a valid Purchase Card to pay for your goods and services on GeM. 2) SEND EMAILS AND NEGOTIATE WITH WINNING SUPPLIER This allows you to negotiate any further details about your order with suppliers. This option changes to send emails and complete the order if the selected supplier does not currently accept payment by Purchase Card (Pcard), and the following message displays: Please note: If you use RFQ and you are not buying through GeM, then you need to raise a standard Purchase Order. Make sure you have the RFQ quote id to hand because you will need it to make sure the supplier can fulfil your order correctly. Best practice is to include the information in italics below on Purchase Orders, so the supplier knows you are raising an invoice because of a quote through GeM: PURCHASE ORDER TEXT Winning Supplier for GeM RFQ as per RFQ Quote id: [insert quote id] Product Name: RFQ Agreed Price: This means that the supplier can associate your order to the Request for Quote and ensure you get what you need at the price agreed in the fastest possible time. Request for Quote User Guide Page 9
How to Share Quotes with Other Users Sometimes there is a need to make quotes visible to other colleagues; for example, when there is a panel or award group evaluating replies to a tender. You might also need a colleague in Central Purchasing to convert the winning bid into an order on the emarketplace. GeM has powerful functionality that allows you to share quote replies with other GeM Users at your institution in four steps: Step 1 Create a User Group Select Users > Users groups > Create user group Step 2 Give the User Group a meaningful name (and click save) Request for Quote User Guide Page 10
Step 3 Select Users and Click SAVE CHANGES Select the users by ticking the box next to their name. Click SAVE CHANGES. Step 4 Tick the Share Quotes box and Click SAVE CHANGES Tick the Share Quotes box. Click SAVE CHANGES. Please note: you must press SAVE CHANGES after BOTH step 3 and step 4. Request for Quote User Guide Page 11
How to Find a Quote ID for a RFQ To see progress of a RFQ, you need to login to GeM. Where quotes are sealed, you will not see the replies until the RFQ has finished (to allow all suppliers to have time to reply and be treated fairly and equally). How to Find a RFQ Quote ID: 1. Orders 2. My quotes 3. Existing quotes 4. Do Search for time period by picking Start date and End date Quote ID Request for Quote User Guide Page 12
Help and Support For GeM queries, help and support please contact GeM on 02920 870333 or e-mail support@gem.ac.uk. Request for Quote User Guide Page 13