To identify the right suppliers for your procurement, Cotiss allows you to create multiple requests for each procurement. Each request is tagged with an industry-standard acronym that allows vendors to easily identify the type of activity you are undertaking, these are; Request for Proposal, Request for Quotation, Request for Information, Expression of Interest, Future Procurement Opportunity and Invitation to Qualify.
Note: If you wish to run a multi-stage process, you can create multiple requests. (as seen above)
How to create your requests:
Click on +Create Request
Give the RFx a Title
Select your Request type
Input your General Request Details
There are several key settings on how you wish to go-to-market and information you must provide before publishing
Response Visibility: During a request you may want to expose submissions before the closing date.
Visibility: Your request can either be open to the market or closed and require an invitation to view and respond. Vendors must be specifically invited to access a closed request.
Close Date: Until the close date, vendors will have the opportunity to draft, submit, and withdraw their bids for the listing.
Grace Period: To accommodate submissions that encounter difficulty uploading their response, you can add a grace period to the request. This allows a vendor to submit up to x hours after the close date has passed. The maximum period is set to 24 hours.
Forum Close Date: Up until the forum close date, vendors will have the opportunity to ask direct questions about the listing.
Mandatory Conditions: If you have pass or fail conditions a vendor must meet before their bid is evaluated you can add mandatory conditions. These conditions will be visible to vendors and checked by the procurement owner or collaborator during the review phase.
Upload Documents - Everything that must be distributed to the vendor that is not part of the response forms can be attached here. (e.g. requirements, scope, contract templates etc)
Upload Non Price and Price Response form templates - These documents will be available on the vendors portal to complete their response.
It is key that you separate these response forms, especially if running a two-envelope evaluation. This ensures that price estimates will be kept separate from other information during a vendor's response and the resulting evaluation.
Set your Go-to-market Approver(s) - Once your plan is complete, a go-to-market approval is required to publish your listing to market. This is a mandatory step and will require a user who has been assigned the approval role (see User roles and permission). If you do not require approval and have the appropriate permissions, you can assign yourself.
If you're happy with the request - click the Get Approval button in the top right and send off the approval request.
Once approved - Publish the Request to make it live and ready for Vendors to be invited