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.
The first stage of the RFQ creation process is the Job Summary section. In this section, you are required to outline details about your project as well as information and preferences for the RFQ.
Creating a new RFQ
To create a new RFQ:
- Navigate to Projects > Requests for Quotations from your Felix dashboard.
- Click the New RFQ button in the top right corner.
Another option to create an RFQ is from a procurement schedule which is an ideal option to avoid unlinked RFQs.
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:
- Select the appropriate project group from the drop-down menu.
- Enter the project name in the field provided.
- Use the Project Location Details and the Project Area/Region fields to enter details of where the project is taking place.
- Indicate your preferred search radius in the field provided (e.g. 50km).
- Select the appropriate project status from the drop-down menu.
- Select a closing date for the entire RFQ, alternatively, you can select Use separate dates for each service from the drop-down menu.
- Enter the project start and end date in the fields provided.
- Enter the project scope in the field provided.
- Use the Number of Vendors field to nominate the number of vendors that should be contacted per service
- (Optional) Check the box beside User Notifications to receive an email notification each time a vendor provides a quote.
- (Optional) Check the box 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.
- Review the Contact Details. If required, check the box beside Withhold contact details until the RFQ has closed
- 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.
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.