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Understanding RFQs

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

Understanding the RFQ creation process

The creation process for an RFQ can be broken down into five steps, which are outlined below:

  1. Creating the Job Summary:  In this step you are required to outline details about your project, as well as information and preferences for the RFQ.
  2. Uploading RFQ Documents:  In this step you are required to upload any supporting documentation for your RFQ.
  3. Selecting Services:  In this step you are required to select the services you wish to be quoted and set any pricing or quoting requirements for each service.
  4. Reviewing the RFQ and Vendors:  In this step you are required to review the RFQ, as well as the vendors that have been matched to your RFQ.
  5. Approval and Send  Requires the Approval Workflow feature to be enabled for your organisation.   In this step you are able to request approval from other organisation users and then send the RFQ to vendors for quoting.


Tip:  You can learn how to create an RFQ in our guide, How to create an RFQ.

Accessing the RFQ listing

The RFQ listing is a central location where you can view and search the RFQs your organisation has, or is preparing to issue. The RFQ listing provides an overview of each RFQ, displaying important information such as the RFQ number, project group, job name, closing date, status and result.

You can access the RFQ listing by navigating to Projects & Quotes > Requests for Quotation from your Felix dashboard.


Understand an RFQ job summary

When creating an RFQ you will need to complete the Job Summary section. The table below outlines what each field in this section is asking.


FieldDescription
Project GroupThis field is used to indicate which project group this RFQ belongs to.
Project NameThis field is used to indicate the title of the RFQ / Project.
Project Location DetailsThis field contains details about the location the works will be taking place.
Project Area/RegionThis field indicates the suburb or city that the works will be taking place.
Search Radius  This field is subject to custom configuration and may not be visible to your organisation.  This field is used to indicate the preferred distance between vendors and the project location. (e.g. 50km)

Only vendors who match this search radius will automatically match with the RFQ.
Project Status  This field is subject to custom configuration and may not be visible to your organisation.  This field is used to indicate whether the project is a Confirmed job, Tender, Pricing Schedule or Purchase Equipment.
Quote Close DateThis field indicates the date the RFQ closes to vendor quoting. Vendors will not be able to submit or update quotes after the close date.

You can use this field to indicate a close date for the entire RFQ, or you can elect to choose separate closing dates for each service.
Start Date  This field is subject to custom configuration and may not be visible to your organisation.  This field is used to indicate when the works will be taking place.
Close Date  This field is subject to custom configuration and may not be visible to your organisation.  This field is used to indicate when the works are expected to finish.
Project ScopeA high-level overview of the RFQ scope of work (Usually 1-2 paragraphs). If is a good idea to include an overview of the nature of the goods, services or works included in the RFQ package.

This field is intended to assist vendors when responding to the RFQ, as well as helping organisation users review and/or approve the RFQ.

Details entered in this field are visible to vendors, RFQ Endorsers and Approvers.
Number of Vendors  This field is subject to custom configuration and may not be visible to your organisation.  This field is used to nominate the number of venders you would like to contact per service.

For example, you may use this field if you want to limit the number of responses to only five per service.
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