How to correspond with vendors

Throughout the quoting period of an RFQ, you might want to communicate with your vendors, either directly or by sending an addendum or tender notice to the bidding vendors.

Sending a notice to all tenderers

A notice to all tenderers allows you to send a general update to all tenderers and does not require receipt acknowledgment by the vendor.

To send a notice to all tenderers:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Locate the RFQ for which you would like to send a notice to all tenderers by using the quick search or filters.
3. Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options.
4. Go to the Communications tab.
5. Click the New Message button.
   
   
6. Select the Notice to all Tenderers tab.
7. Update the following fields:
   • (Required) Title - Enter a title for the message in the field provided.
   • (Required) Body - Enter your message in the body field.
   • (Optional) Ref # - Enter a reference number in the field provided.
8. Click the Send button.
   
   

Sending an addendum

An addendum is a formal update to the RFQ which may include the distribution of new or updated documents. Addendums require receipt acknowledgment by the vendor.

To send an addendum to tenderers:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Locate the RFQ for which you would like to send an addendum by using the quick search or filters.
3. Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options.
4. Go to the Communications tab.
5. Click the New Message button.
   
   
6. Select the Addendum tab.
7. Update the following fields:
   • (Required) Title - Enter a title for the message in the field provided.
   • (Required) Body - Enter your message in the body field.
   • (Optional) Ref # - Enter a reference number in the field provided.
     
     
8. Upload any relevant documentation by selecting from the options.
   • Upload or revise local files - Select this if you are uploading new files or issue revised files then attach them in the dropzone link. You can attach both new files and issue revised files in the same message.
     • To upload new files,
       1. Attach the file in the dropzone link and select New Document (Not a Revision) from the dropdown.
       2. Select the relevant Group and Service from the dropdowns and click the Send button.
          
          
          

          If you are uploading a new, distinct document, select New Document (Not a Revision) from the dropdown.

     • To upload revised files,
       1. Attach the file in the dropzone link.
       2. Select the original document name from the dropdown and click the Send button.
          
          
          

          Felix matches new file upload names with documents you have already released to vendors with the same RFQ. If the file name of the new upload is the same as one of the previously released documents, this attachment will be suggested as a revision of the matched document. In certain scenarios, a file may not be matched automatically. For example, the file name is significantly different from the original revision name. In this case, select the original document name from the dropdown.

          
          
   • Add new files from an external source - Select this if you are uploading new files from a Document Management System (DMS) integration such as Aconex or InEight. Upon selecting this, select the relevant Services and Document Group from the dropdowns.
     • To upload new files for Aconex or InEight, refer to How to import Aconex documents or Import from InEight Document.
     • If you are uploading revised files, go to the Documents tab to upload Aconex document revisions or InEight document revisions.
9. Click the Send button.

To view if a vendor has acknowledged the addendum, navigate to the Communications tab, and select the relevant addendum from the list. The status will show as Confirmed if the vendor has acknowledged receiving the addendum or Awaiting Confirmation if the vendor has yet to acknowledge the addendum.

Receiving correspondence from vendors

Vendors may send you a Request for Information (RFI) or reply to any notice or addendum sent during the RFQ period. The originator of the RFQ will receive email notification of correspondence from vendors.

To view and reply to an RFI:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Locate the RFQ you have received correspondence for by using the quick search or filters.
3. Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options.
4. Go to the Communications tab.
5. Locate the RFI message you want to view and reply by using the quick search or filters.
6. Click the Title link of the RFI message to open it.
7. Enter your Reply in the field provided.
8. Click the Send button.

Your reply to an RFI will appear in a messenger-style interface. You can continue to correspond with the vendor and all messages will be shown in this thread.

Your replies will only be sent to the vendor who sent the RFI. If information needs to be available to all vendors, it is best to use the Notice to all Tenderers or Addendum features.

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Check out our blog post How Felix supports transparent vendor communication during tendering for tips on keeping vendors informed.