Obtaining approvals to award a vendor a contract following an RFQ can be done inside or outside Felix.
Inside Felix, your organisation may have the Recommendation for Award (RFA) workflow feature turned on, which enables a digital form and approval workflow. With this feature on, the RFA workflow must be completed in Felix before you can finally award the vendor.
After obtaining the necessary approval for the recommendation for award, you are now able to award the vendor. There are two methods to accomplish this: through the Vendors tab or the Awards tab in an RFQ.
The Awards tab might also be labelled Engagements & Awards if your organisation utilises the engagements feature.
Awarding a vendor through the Vendors tab
To award a vendor (after approval) using the Vendors tab:
- Navigate to Projects > Requests for Quotation from the main menu.
- Locate the RFQ you would like to award by using the quick search or filters.
- Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options. The RFQ will open.
- Go to the Vendors tab.
- Locate the Vendor you would like to award.
- Hover over the ellipsis icon and select Award from the options.
- Review or update the following fields:
- Package - This field cannot be updated.
- Contract Value - This field cannot be updated if it was set during the RFA approval workflow.
- Currency - This field cannot be updated.
- (Required) Contract Start Date - You have the option to update this field if needed. If you provided this during the RFA approval workflow, it will be prefilled.
- (Required) Contract End Date - You have the option to update this field if needed. If you provided this during the RFA approval workflow, it will be prefilled.
- (Optional) Contract Number
- (Optional) Contract Document - You can only upload a single document which will be made available for download from the Awards tab or from the Projects > Awards from the main menu.
- (Optional) Click the Update the RFQ Result to Awarded checkbox. When you choose this option, the RFQ status will be updated to Awarded. This Awarded status will be visible to all vendors on the RFQ in their RFQ listings but there is no indication of the successful tenderer to vendors.
- Click the Award button.
Awarding a vendor through the Awards tab
To award a vendor (after approval) using the Awards tab:
- Navigate to Projects > Requests for Quotation from the main menu.
- Locate the RFQ you would like to award by using the quick search or filters.
- Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options. The RFQ will open.
- Go to the Awards tab.
- In Pending Awards section, locate the vendor you would like to award.
- Click the Award button.
- Review or update the following fields:
- Package - This field cannot be updated.
- Contract Value - This field cannot be updated if it was set during the RFA approval workflow.
- Currency - This field cannot be updated.
- (Required) Contract Start Date - You have the option to update this field if needed. If you provided this during the RFA approval workflow, it will be prefilled.
- (Required) Contract End Date - You have the option to update this field if needed. If you provided this during the RFA approval workflow, it will be prefilled.
- (Optional) Contract Number
- (Optional) Contract Document - You can only upload a single document which will be made available for download from this tab later or from the Projects > Awards from the main menu.
- (Optional) Click the Update the RFQ Result to Awarded checkbox. When you choose this option, the RFQ status will be updated to Awarded. This Awarded status will be visible to all vendors on the RFQ in their listings but there is no indication of the successful tenderer to vendors.
- Click the Award button.
- You can view sent awards either on the Awards tab of an RFQ or on the Projects > Awards from the main menu. "Sent" awards do not imply that the vendor(s) have receive any notification. Instead, it indicates that the award has been made in Felix for your organisation's reference.
- The vendor will not receive automatic notification regarding the award. You can use the Communications tab to inform both the successful and unsuccessful vendors about the outcome of the award.
