If the community has the Sourcing module enabled, users with the Bid Requests role can create and manage Bid Requests (RFQs, RFPs, or RFIs).

Access and Creation

1. Access Screen: Select the Administration module > click Sourcing.

2. Create: On the Bid Requests screen, select Create Bid Request.

The Bid Request creation process is divided into several tabs: Summary, Team, Requirements, Suppliers, Evaluation, Award, Attachments, Email, and Publish.

Summary Tab

This tab defines the basic type and behavior of the bid.

Select Continue, when complete.

Team Tab

This tab manages the bid's primary contact and collaborators.

• Contact Information: The bid creator's name and email auto-populate the Contact Name and Contact Email fields, which can be edited. This user should handle all direct supplier correspondence.

• Requester: Optional field for the user who requested the bid.

• Collaboration: By default, Continue with Bid Request, no collaboration is selected. To add collaborators, select Add other users to collaborate on this Bid Request.

  • To add a user, select +Add a new user > select the desired user from the User dropdown > designate permissions by checking the applicable box(es) > select Save.

Note: For additional information about the defined permissions and their function, please refer to help article Collaborator Permissions for Bid Requests

Select Continue, when complete.

Requirements Tab

This tab defines the items (for RFQ) or questions/requirements (for RFP/RFI) suppliers must respond to.

Manually Add an Item Section (RFQ Only)

1. Select +Add Item Section > a pop-up box appears.

2. Insert a Name.

3. Optional: Enable Allow Substitute (suppliers may quote substitute items) and Base required (suppliers must quote the base items).

4. Select Add. Click Add More for additional sections.

5. Add Requirement for Item Section: Expand the section > click +Add Requirement > insert the required information in all desired fields.

Requirement Section (RFP/RFI)

1. Click +Add Requirement Section > a pop-up box appears.

2. Insert the Requirement Section Name. Check the Mandatory box if supplier completion is required.

3. Optional: Select Use template and choose an existing template.

4. Select Add. Click Add More for additional sections.

5. Add Requirement for Requirement Section: Expand the section > click +Add Requirement > insert the required information. If Picklist is selected in the Type field, add options via +Add Option.

• If Picklist is selected in the Type field, an additional field will populate to insert the desired options. To add additional options click +Add Option. If you desire to move the options, click the applicable arrow.

Uploading Sections (Bulk)

• Upload Item Sections (RFQ Only): Select Upload Item Sections > download the template > insert mandatory info > save as CSV > click Browse > select OK.

• Upload Requirement Section: Select Use Offline Template > click Download Template > insert info > save as CSV > click Browse > select OK. 

For additional requirement details, refer to help article Uploading Sections To A Bid Request.

Select Continue, when complete. 

Suppliers Tab

This tab specifies which suppliers are invited and defines their profile requirements for the bid.

• Add suppliers using +Add Guide Community Supplier, +Add Directory Supplier, and/or +Add Non-Unimarket Supplier.

• Settings:

  • Allow Online Registration: Enables non-Unimarket users to register and join the bid.

  • Require Company Profile: Enabled by default.

  • Require Tax Profile: Supplier must complete their Tax Profile (W9, W-8BEN, etc. - US ONLY).

  • Require Bank Account / Proof / Insurance Certificate.

Select Continue, when complete.

Evaluation Tab

This tab sets up the criteria for scoring supplier responses.

• Evaluation Scale: Default is (1-10), configured by Community Administrators.

• Add Evaluation Section: Click +Add Evaluation Section > complete required fields: Requirement Section Name, Weight (if scoring is enabled), and optionally Manually Weight Questions.

• Create New Evaluation Section: Similar to adding a section, but used to create a completely new section name.

• Add Evaluation Criteria: Expand the section > click +Add Evaluation Criteria > insert required information.

Select Continue, when complete.

Award Tab (for RFP/RFI)

This tab is used to define the item or service to be awarded when creating an RFP or RFI, which do not have priced items in the Requirements section.

• Award Section Necessity: If no Award Section is included in an RFP or RFI, the option to award the elected supplier will be unavailable.

• Add Award Breakdown: Click Add Award Breakdown > select +Add Award Line > insert the required information in the Description field > click Add.

Select Continue, when complete.

Attachments Tab

Attachments are visible to suppliers upon accepting the bid and can include detailed requirements or documents requiring a supplier signature.

• Select Browse > add the desired documents > select Continue.

Email Tab

This tab customizes the invitation email sent to selected suppliers upon publishing.

• Customization: A generic email is pre-populated but can be edited. Tokens (e.g., @symbols@) are available for customization and eliminate the need for individual emails.

• Tools: Use Preview to see the message, Help for formatting guides, and Revert to restore the original version.

  Note: Do not remove the @ symbols or alter the capital font between them.

Select Continue, when complete.

Publish Tab

This tab finalizes the scheduling and submission of the bid.

Select Finish to publish immediately or Save to keep the bid in an Incomplete state for future submission.

Editing and Cancelling a Bid Request

After submission, bids can be edited or cancelled via the Sourcing module:

1. Access: Go to the Sourcing module > select the desired bid name on the Bid Requests view screen.

2. Actions: Click More Actions

• Edit: Routes the user back to the Summary tab (the first tab).

• Cancel Bid Request: Cancels the bid request.

• Editing Note: If the bid request is edited, the user will be prompted to add a description of the changes and can choose to notify the workgroup.