Welcome! Find steps below on how to award a quote request on VendorPM
Awarding Your Request for Quotation (RFQ) for Single Properties.
To get started, you will need to click the Quote Requests tab under Manage on the left navigation bar.
This will take you to the Quote Requests page where you can select the quotation you are looking to action. Once you have established the Quotation, click on the quote request.
Once inside the quote request, this is where you can track vendor responses and compare bids across the vendors chosen for the service.
Once you have reviewed each quote, you can award the project by choosing the vendor you would like to award the contract.
Once you have chosen the vendor, you can click the blue "Award this vendor" button under the drop-down menu. This opens the Award project panel, which shows:
The vendor you chose and their Quote amount, taken from their quote. If the vendor hasn't provided a quote, you can click Upload a quote to add it on their behalf.
Congratulate the winning vendor - a message letting the vendor know the next steps, such as who will contact them and when.
Internal notes - notes that only you and your team can see.
Click Award project to finish. Awarding notifies both the winning and losing vendors, so you don't need to message the other vendors separately. The status of the request for quote will change from active to awarded.
Awarding Your Request for Quotation (RFQ) for Multiple Properties.
To get started, you will need to click the Quote Requests tab under Manage on the left navigation bar.
This will take you to the Quote Requests page where you can select the quotation you are looking to action. Once you have created the Quotation, click on the quote request.
Once inside the quote request, this is where you can track vendor responses and compare bids across the vendors chosen for the service.
Once you have reviewed this information, you can move on to awarding the job by clicking Award Job. This is where you can choose the vendor(s) that won the job for each property.
Awarding has three steps:
Select vendors - select which vendor won each property, or at the top award all to one vendor. If you aren't ready to award a property yet, choose Don't award property; you can award it later. You can also add Internal notes that only you and your team can see. Click Continue to award messaging.
Messaging - write a message for the vendors who won't be awarded, then a message for the winning vendor. Click Continue to review.
Review - check the awarded vendors and click Confirm and award vendors.
Once awarded, the status of the request for quote will change from active to awarded.
If You Cannot Award
If your quote request has sealed bids, you need to unseal them before you can award. Bids can only be unsealed once the quote deadline has passed. When it has, click the Unseal Bids button, which shows in place of the award button while bids are sealed. You can then award as usual.
If your quote request is not sealed and you award before the quote deadline, you will see a warning that you need to confirm before the award goes through.
In either awarding workflow, congratulations, you have just awarded your bid! Once awarded, parties will be notified if they were awarded the bid or not. You can click on the Back to Quote Request arrow in the top right hand corner to go back to viewing and managing your other quotes.
What Happens After You Award
The awarded vendor is added to your Vendors list. If your company tracks vendor compliance, the vendor is invited to complete your compliance requirements.
After you award, you can Upload contract, or Generate contract if your company uses Contract Management.
Looking to edit one of your quote requests?
See our article on Editing Your RFQ & Adding More Vendors
Having trouble finding a quote request? Check out our article on managing quote requests.