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Procure4U

Manage and track your RFI’s and RFP’s

RFI & RFP

Manage and track your RFI’s & RFP’s

Creating new Requests (for RFI’s or RFP’s) is made easy in our application, and every Request follows a pre-specified set of stages. This allows you to control progress on Requests. During the Request life-cycle the first stage is to prepare the request. Secondly, vendors have the option to view the request and express their interest. In case a vendor is added to the Short/Long list, the third stage allows Q&A between procurement and vendors to clarify the Request. During the fourth stage vendors submit their responses. Lastly, the score & review stage assist you in finding the best suitable vendor for your Request.

Automatically inform vendors of new RFI’s & RFP’s

When a RFI or RFP enters the ‘entry’ stage, automatically vendors are notified. In case vendor is interested in responding to the Request, they can contact Procurement and ask to be added to the Long/Short list. “Broadcasting” Requests will ensure your Request will attract sufficient attention from vendors.

Score answers in a uniform manner

To ensure vendors operate on a level playing field, all answers are scored in a uniform manner. Score objectivity is enhanced by ServiceNow’s audit functionality. After the scores are entered by company reviewers, vendor comparisons are automatically generated via standard reports (per question and per Request).

ScreenshotRFX

Question Templates

Setup a question database

Procurement staff can create question templates. When creating a new Request (for RFI’s or RFP’s), selecting one or multiple question templates automatically adds all these questions to the new Request. Re-using the questions in question-templates allows procurement staff to save time.

Assign questions to RFI’s and RFP’s

To maintain full flexibility in selecting which questions should or shouldn’t be added to a Request, procurement staff can manually add or remove individual questions in each new Request. This allows procurement to have maximum control in gathering the specific information it needs.

ScreenshotQuestions

Vendors

Keep track of new RFI’s and RFP’s

When the procurement staff create a new Request (for RFI’s or RFP’s), and sets the stage to ‘entry’, vendors are able to view the Request’s content and express their interest. Detailed information related to the Request is not visible until the vendor is included in the Long/Short list.

Ask clarifying questions

When a vendor is added to the Long/Short list, they can see the related questions and are able to answer them. Vendors are also able to ask clarifying questions related to each Request question, to facilitate a Q&A process between procurement and vendors.

Maintain your own company data

Vendors are able to see and maintain their own company profile in the system. Vendors are not able to see the profiles of other vendors. Only procurement staff have an overview of which vendors are attached to which Requests.

ScreenshotVendors

Reports

Easily summarize RFI/RFP scores

Procurement staff is able to set-up a scoring system and use criteria (like knock-out and numerical variables) to rate the answers provided by vendors. Standard reports have been created that provide insights in vendor scores per Request (using pie or bar charts) to assist the decision making process.

Keep track of average vendor scores

Using the reporting tool, it is also possible to compare the scores of multiple vendors by generating reports that highlight the differences between vendors. This helps procurement staff in reviewing all vendor scores and finding the right vendor for a particular Request.

ScreenshotReports