How to create an RFQ

A Request for Quotation (RFQ) is a general term for formal sourcing activities within Felix. It is usually a request sent to obtain offers from vendors on specified categories/sub-categories.

Creating a new RFQ

To create a new RFQ:

1. Navigate to Projects  > Requests for Quotations from your Felix dashboard.
2. Click the Create New RFQ button in the top right corner.
3. If you have the Projects feature enabled (most of our clients do) then you will be presented with a popup modal prompting you to select your project and folder, and if you wish to import documents and other information from the selected Project.

• Following your choices in this modal, click Create and a draft will be created plus you will be directed to Step 1: Job Summary for your RFQ.

Another option to create an RFQ is from a procurement schedule which, for procurement schedule users is an ideal option to avoid unlinked RFQs.

The first stage of the RFQ creation process is the Step 1: Job Summary section. In this section, you are required to outline details about your project as well as information and preferences for the RFQ. Use the following links to jump to later steps in the RFQ creation process:

• Step 2: Uploading documents to share with vendors
• Step 3: Adding required services from vendors 
• Step 4: Reviewing RFQ, selecting vendors and sending RFQ to vendors (or for internal Approval)
• Optional Step: Requesting RFQ Approval

Step 1: Completing the Job Summary

Some of the fields below are subject to custom configuration and may not be visible to you as per your organisation's requirements. If a field is not applicable to you, you can move on to the next step. If you are unsure what a field is asking, you can learn more by reading our guide, Understanding RFQs.

To complete the Job Summary:

1. Select the Folder from the dropdown menu.
2. Enter the RFQ Name in the field provided.
3. Select the Job Type from the dropdown menu.
4. In the When do you need quotes back by field, enter the date and time until when vendors can submit their quotes.
5. Enter the project Start Date and End Date in the fields provided.
6. Enter the Scope of the project in the field provided.
7. Select the Area/Region from the dropdown menu and enter the Location Details in the field as to where the project is taking place.
8. (Optional) Click the Notify me when I receive new responses checkbox beside User Notifications to receive an email notification each time a vendor provides a quote.
9. (Optional) Click the Vendors need permission to update quotation checkbox beside Quote Updates if you would like to lock pricing when it is submitted by a vendor. If this option is selected, vendors will not be able to amend their quote until you have provided permission.
10. In the Close Date Settings, select from the options.
    • Select a single date for this RFQ - Select this to have one deadline for all services included in the RFQ.
    • Use separate dates for each service - Select this to set different deadlines for each service.
11. Review the RFQ Owner section details.
12. After entering all the required information, click the Next: Documents button.

Vendors are not able to submit or update their quotes after the RFQ close date. Your closing date should not be a public holiday or weekend.

Step 2: Attach Documentation

The next stage of the RFQ creation process is to attach any relevant documentation. You can learn how to complete this section in our guide, How to upload documents to an RFQ. Alternatively, you can click the down-arrow beside the Next: Documents button to Save and Continue Later. You can return to your saved RFQs at any time from the RFQ listing.