A quote request is a process in which you, the property manager solicits quotes from vendors for a specific task or a project. At VendorPM, we have streamlined this process with the help of feedback from other property managers, in hopes to make your lives easier, and to house all quote request related communications all in one space. To begin, please click on a link to navigate to the correct section.

Click the Create Quote Request button, highlighted in the screenshot below.

Click on Marketplace on the navigation bar on the left-hand side, highlighted in the screenshot below.

Search for the type of service you're looking for, as well as the property you wish to have serviced. When you're ready, click Search marketplace.

A list of vendors who offer the requested service in your property's area will populate here in the marketplace.

You can click + Invite to bid on the right side of the vendor's listing. When you've added enough vendors, click Add to new quote request.

Navigate to the Service Planner on the navigation bar on the left-hand side.

Find the service plan you wish to action on. In this example, it will be a Window Washing reminder.

Click on the service reminder, and a popup window will show up. Click on the blue Start quote request button to begin.

This will take you to the beginning of the quote request flow. You'll be prompted to create: a Quote Request Title, to choose which Properties you wish to service, as well as the Service Needed.

In the Properties search bar, start typing your desired property and/or select from the dropdown list that populates. If you don't see your property there, you may need to add it first! You can do so by clicking the + Add New Property option seen below.

In the Service Needed search bar, start typing your desired service and/or select from the dropdown list that populates.

See our article on Adding & Editing your Properties for more information. [https://help.vendorpm.com/en/articles/5083256-adding-editing-your-properties]

Once you have got your service and property defined, you can proceed to the next step by clicking Next.

Choose the appropriate status for this quote request:

Add in the budget information for this project. Vendors will never see this information, it is only for internal cost comparison purposes. Budget information is optional but always recommended.

Once completed, click Next: Timeline

From there, you can fill out your deadlines, as well as your ideal project start and end dates.

Quote Submission Deadline: This is the date by which the vendors have to submit their quote for review. You can choose your preferred date and time from the calendar.

Seal Quotes Until Deadline: By turning on the toggle switch, you are locking the quotes until the deadline passes. You will be notified that the quote has been submitted but will not be able to see pricing details until after your selected deadline.

Additional Dates:

Estimated Award Date: This is the date when approximately you expect a decision to be made on this particular request. This provides clarity on the expected timeline to the vendors.

Project Timeline: This indicates the dates for the project or contract. You can either check off that the dates are flexible or select a specific start date or rage of dates.

When the required fields (indicated by the red asterisk) are completed, you can proceed to the next step by clicking Next: Contacts.

In this section you can indicate to vendors who the best contacts are for the vendors to connect with. The system always defaults to whoever is creating the request but contacts can be changed to others if needed by clicking Change Contact.

Site Visits: This section is specifically related to any side visits a vendor might need to book. You can indicate who to book the site visit with, if the site visit is required by the user for all vendors invited and any other site visit instructions such as the preferred dates and times of the user creating the RFQ.

Other Inquiries: This section allows you to add in additional contacts for the vendors to be able to connect with about specific elements of the quote request. For example, when tendering for an HVAC Maintenance contact, you can include your Maintenance Supervisor who is an expert on the HVAC system. This section is optional.

Once complete, click Next: Scope of Work to move to the next step.

Next, you will want to define the scope of work for your quote request. There are two options on how to do this based upon if you have a defined scope of work or not.

General Scope: "No, I need vendors to assess my needs & propose a solution": By selecting this option, you are able to type up a description and add in supporting documents such as pictures and site plans. Vendors will then use this information to put together a proposal for you.

Defined Scope "Yes, I can break down the scope into specific items": By selecting this option, you can add in specific line items, upload a pricing document for the vendors to fill out, submit supporting documents and images and write a description. Vendors will then use this information to quote on exactly what you are asking for so you can have apples to apples comparisons between the different vendors.

Once you make your selection, click Next: Scope of Work to prepare your scope.

General Scope:

When creating a general scope, you type in a description and upload at least one supporting document or photo.

Specific Scope:

When creating a defined scope, first you select if you are creating a project or a contract RFQ. If it is a contract, you then select the time frame for that contract.

Next you need to decide if you are building out your pricing table on VendorPM itself or uploading a separate pricing document.

If uploading your own pricing document, you can drag and drop or click and upload your pricing document. Vendors are then prompted to fill out and upload that document with quote submission.

If creating the pricing table on VendorPM, add in a description, your preferred pricing unit and quantity and service frequency (if applicable). You can have one single line item or dozens. It entirely depends upon how you wish to see that pricing reflected.

When completed to your satisfaction, you can select how you wish to send this RFQ to vendors.

Invite Only: With this option, you will select the specific vendors you wish to invite to bid on the RFQ. You can select from your company's vendor list and the larger vendor marketplace.

Open Quote: With this option, vendors are able to see your request and put themselves forward to bid on the project. There are a maximum of 7 vendor spaces. You are able to add up to 3 specific vendors during an open quote.

Once you have made your selection, click Next: Select Vendors.

You will now be directed to the Marketplace, which will display all vendor results for your quote request.

As you can see below, the results are tailored to your quote request based on the selected service, as well as if the selected property falls within the vendor's service region. You also have the ability, under My Vendor, to select Only show 'my vendors', which will filter the vendor list to only show those that your company have indicated are preferred vendors.

You are also able to filter the search results further. Some of the filters include:

Once you have found vendors you would like to add, simply click the + Invite button.

The vendor will be added to a cart where you can easily add and remove vendors, with a maximum of 7 vendors.

Once you have added your selected vendors to your quote request, you can click the Next: Review button!

A pop-up will show giving you the option to request bid assistance. If you click Yes, get me bids, this means you are giving the Fulfillment team at VendorPM permission to add additional vendors who also provide this service in your area to ensure you are receiving the quotes you need from vendors for your Quote Request.

If you click No thanks, your fulfillment rep will still support your RFQ by connecting with the invited vendors and providing support as needed.

You will be directed to a final Review Quote Request page, where you will be able to review a summary of the Quote Request you created.

If you need to change anything, you can click the Previous button to make edits, otherwise you can click the Send Quote Request to Vendors button located in the bottom right-hand corner to send your quote request!

Congratulations! You have sent out your Quote Request! You will automatically be transferred to your Quote Request page, summarizing all your actions. This will be updated in real time when a vendor responds.

Looking ahead to when you receive your quotes?

See our article on Reviewing Your Quotes & Awarding a Vendor

[https://help.vendorpm.com/en/articles/5303880-awarding-your-quotes]