In this tab you can manage RFIs specific to the Bid Package. Bid RFIs can be created in this tab or in the corresponding tab in Online Bidding records. Bid RFIs created created from Online Bidding records automatically appear here. The major differences between the Bid RFI tab in the Bid Package and the Bid RFI tab in Online Bidding records is that from Online Bidding records, questions can only be asked. In Bid Packages, however, questions can be asked, answers can be entered, and bidders can be notified that answers have been posted and are available to view. This topic describes the overall Bid RFI process.
Adding a Question - Bidder
To submit an RFI:
A bidder opens their Online Bidding record and clicks on the Bid RFI tab. In the tab toolbar, they click the the Add button. A new line, open for editing, is added to the table.
The bidder types their question in the Question field, which is required.
The bidder clicks the Save button in the toolbar.
Optional - After saving the question, the bidder clicks the hyperlink in the Question Attachments column to open the View Attachments dialog and uploads one or more attachments.
If the setting Notify Bid Contact on Bid RFI Questions is enabled in the Bid Package, an email is automatically sent to the Bid Contact.
Notes:
If a date is entered in the Bid RFI Cutoff Date field in the Bid Package, and that date has passed, bidders will not be allowed to submit new questions (the Add button is disabled).
The Bid RFIs table in Online Bids shows:
All questions and question attachments that this bidder has submitted, whether or not they have been answered
All questions and question attachments that have "All Bidders" selected in the Publish To column in the Bid Package
Reply and reply attachments for questions that this bidder has submitted that have "Submitter Only" or "All Bidders" selected in the Publish To column in the Bid Package
Reply and reply attachments for all questions that have "All Bidders" selected in the Publish To column in the Bid Package
Answering a Question
To answer a question:
The Bid Contact or other administrator opens the Bid Package, clicks on the Bid RFIs tab, selects one or more questions, and then clicks the Edit button. The selected lines open for editing.
The user selects a value from the Publish To column.
The options in the dropdown are "All Bidders", "Not Published", and "Submitter Only".
Saving either "All Bidders" or "Submitter Only" makes the Reply and Reply Attachments visible to the appropriate bidder(s) in their Online Bids.
The default is "Not Published".
The user types a reply and clicks the Save button.
Optional - After saving the reply, the user clicks the hyperlink in Reply Attachments column to open the View Attachments dialog and uploads one or more attachments.
Notes:
Administrators can also add questions to Bid Packages, by clicking the Add button. In Add mode, they can edit the Publish To, Question, and Reply fields all at once.
Notifying Others that Questions have been Answered
To notify others:
The administrator creates a Notification to whomever.
The administrator can attach one of the reports listed below.
The administrator can add all appropriate Reply Attachments to the Notification email.
Bid RFI Reports
Online Bidding Form (Update) - "Bid RFIs" has been added to the Include parameter and as a new section on this report
Procurement Form (Update) - "Bid RFIs" has been added to the Include parameter and as a new section on this report
Bid RFI Form - All Bidders (New) - This form only shows Bid RFIs that have a Publish To of "All Bidders". It does not display Submitted By, to avoid displaying bidder names.
Bid RFI Form - Details (New) - This form does include Submitted By and Publish To.
