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Review RFQ Responses

Objective

To review the information received from a project vendor or subcontractor in response to a Request for Quote (RFQ). 

Background

When a change event on a projects requires you to obtain more information about how a vendor or subcontractor can meet the requirements of the change, your project team has the option to create an RFQ. See Create RFQs from a Change Event. After your RFQ recipients submit their response (see Respond to an RFQ as an RFQ Recipient or Respond to an RFQ on Behalf of an RFQ Recipient), the next step is to review the responses using the steps below. 

Things to Consider

  • Required User Permissions:
    • 'Read-Only' and higher on the project's Change Events tool.
      Notes:
      • To change the status of the RFQ, you must have 'Admin' permissions on the Change Events tool.
      • To review RFQ responses using the Commitments tool, you must have 'Read-Only' permissions on the project's Commitments tool and be designated as a member on the commitment's 'Private' list.
      • You can also review responses to an RFQ from an individual change event.

Steps

Review Responses from the RFQs Tab

  1. Navigate to the project's Change Events tool.
  2. Click the RFQs tab. 
  3. Scroll to find the change event with RFQs you want to review, or use the filters to narrow your search. See View, Filter, and Search RFQs.
    Note: You can tell if an RFQ has been responded to if the following are true: 
    • The 'Current Quote' field shows the amount the subcontractor entered in the RFQ response.
      Note: You can click the RFQ to review additional information within the actual RFQ.
    • The status shows Under Review, Pending Final Approval, or Closed.
  4. (Optional) After reviewing RFQ, it is recommended that you update its status to Pending Final Approval. This allows you to apply the RFQ filter to see which RFQs have already been reviewed and which are still under review.

Review Responses from the Detail Tab

  1. Navigate to the project's Change Events tool.
  2. Scroll to find the change event with the RFQs you want to review, or use the filters to narrow your search. See View, Filter, and Search RFQs.
    Note: You can tell if an RFQ has been responded to if the following are true:
    • The RFQ column shows the amount the subcontractor entered in the RFQ response.
      Note: You can click the RFQ amount to review additional information within the actual RFQ.
    • The status shows Under Review, Pending Final Approval, or Closed. You can hover over the RFQ amount to see the status.
  3. (Optional) After reviewing RFQ, it is recommended that you update its status to Pending Final Approval. This allows you to apply the RFQ filter to see which RFQs have already been reviewed and which are still under review.

See Also

If you would like to learn more about Procore’s change events management software and how it can help your business, please visit our construction change order product page here.

 

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