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Tenders

In the Strategic Procurement → RFX → RFxs area, you can create new RFxs or view and edit existing RFxs.

Alerts that you can view or edit according to the rights assigned to you are displayed in the overview list. With the
Export…
button you can export the alerts to an Excel file.

You can access or edit the listed alerts if the following conditions are met:

  • You were assigned as a team member to an RFP. The processing of the alert depends on the rights granted.
  • They are assigned to the material group for which the bid invitation was created. You can view but not edit these alerts.
  • You have read or write access to alerts from other users.

You can create new alerts by clicking the New button.

Edit tenders

You can open existing calls for tenders by clicking on the title or the number (No.) of the desired call for tenders.

From the Action drop-down menu, you can select the following actions for this alert:

  • The Protect button allows you to set an alert to read-only. A read-only alert cannot be modified. Only when the unprotect button has been clicked can you edit the alert again.
  • You can use the Use button to add the RFx to your RFx templates.
  • You can archive the alert by clicking the Archive button.
  • You can cancel a tender by clicking the cancel button.
  • The New Version button allows you to create a new version of an RFx that has already been sent to the supplier. After you have made the desired changes, you can send the new version of an RFx back to the supplier.

Status of alerts

Alerts can have the following status:


  • In capture
    Status of the alert as long as it has not been sent. An alert can only be processed in this status.

  • Sent to Suppliers
    The RFx has been sent to the assigned suppliers.

  • Closed
    Tenders that have been cancelled or for which an award has been made.

  • Awarded
    This status is set if the bid was accepted after the bid deadline.

  • Archived:
    RFPs that have been archived.


Canceled:
Alerts that have been cancelled.

Printing calls for tenders

You can print the tenders sent to suppliers in PDF format by clicking the Print button.

You can print an internal RFQ version in the Basic data tab via the Print internal RFQ version… button to print it out in PDF format.

The internal version, in addition to the general data of the alert, contains the internal remarks, the confidentiality level, as well as the user data.

Tender contents

Buyer as contact person of the supplier

If the checkbox: “Purchaser as additional contact person of the supplier” is selected for the RFx, then it is possible to select the purchaser after setting the checkbox.

It is possible to assign the purchasing group and the associated requirement source to a bid invitation.

In order to be able to assign this data, you must activate the checkboxes Display purchasing group and Display requirement source in the tab Tenders in the area Administration → Settings → Organizational settings.

With the activation of the checkbox: “Show purchasing group” in the organizational settings, the selection of the checkbox: “Purchaser as contact person of the supplier” is omitted within the RFx.

Assigning a material group

You can assign a material group to an RFx. Only one material group can be assigned, whereby all subkeys are taken into account.

Via the Selection… button you can select the desired material group by clicking on it. The Save and Close button closes the window and assigns the material group to the RFx.

From the bid invitations, you can only access the templates that are assigned to the same material group.

Users assigned to this material group can view but not edit this RFx.

Setting a deadline for submission of tenders

In the Quotation deadline field, you can enter the date by which you expect your suppliers to submit their quotations. In the tender overview you can see when the deadline for the individual tenders is.

You can add the Time field to the deadline for available capacity. This field is deactivated by default and must first be activated under Administration → Settings → Organization settings → Tenders tab in the Settings section.

When you enable this feature, the Time field (format: hh:mm) is displayed in the Bid Deadline area. By entering the time, you can specify the exact end of the bidding period.

RFxs from SAP to Onventis Buyer

RFPs from SAP to Tradecore will include even more information as well as functionality in the new release. On the one hand, the submission number originating from SAP is transferred to TradeCore. Thus, the tenders can easily be assigned to a superordinate “project” in TradeCore. The field “Submission number” can be displayed via the organization settings in the administration. For this purpose only the checkbox “Show field “Submission number”” under the tab Tenders has to be activated.

RFxs belonging to a SAP submission number can be displayed additionally bundled via a new filter in the RFx list.

In addition, it is now possible to define and control the dispatch of an RFx to the respective suppliers directly in SAP with the help of the “Start of term” field in SAP. On the other hand, the user has the possibility to define the exact start of the term of a tender in TradeCore itself via the new field “Start of term”.

There are three possible scenarios for defining the start of the term in SAP:

  • Start of term with date in the future → The tender is sent to the suppliers in TradeCore on this specific date. The status of the RFx changes from “In Capture” to “Sent to Supplier”.
  • Start of term with today’s date → The RFx is immediately sent to the suppliers in TradeCore and has the status “Sent to suppliers”.
  • Start of term without date → The alert is created in TradeCore for further processing and receives the status “In capture”. Via the action button “Send” the tender can be sent to the supplier.

The function is only available after individual setup by Onventis. Without this, the previous process remains unaffected and the tender is sent to the respective suppliers without taking the term into account. Feel free to contact us if you are interested in this new role.

Determination of confidentiality of alerts

You can define different levels of confidentiality for an RFx. The following levels are available for selection:

  • Standard: The alert is visible and editable for non-team members.
  • RFP content confidential: non-team members can see but not open the RFP in the RFP list. The viewing and editing of the announcement is reserved for the team members.
  • RFP confidential: The RFP is only visible and editable by team members.

Internal and external comments

You can store external and internal comments in the basic data of an RFx.

External comments are visible to suppliers participating in the tender.

Internal Remarks Are only visible to the users of your organization.

Deactivate copy function for alerts

By activating the checkbox: “Disable copy function of this alert” this alert cannot be copied by other users.

In the Team tab, you will see a list of all the people who have been added to the call as team members.

Add and delete team members

Via the Add User... button you can add further team members to the alert.

If you want to add multiple users to an RFx, select the users and then add them to the RFx using the Add User button.

You can add a user to the alert using the transfer icon.

You can remove the team members from the alert at any time by clicking the delete icon. All team members, except the coordinator, can be deleted from the call.

Hand over coordination of the tender to another team member

You can hand over the coordination of the tender to another team member at any time. To transfer the coordination click on the Transfer coordination icon.

Define team settings for alerts

Via the Team Settings... button you can define the following rules for the call:

  • The minimum number of project participants (keyword 4 eyes principle). If this is not achieved, no publication is possible
  • The release time in which project members must release or reject the alert for publication (= grace period).
  • Definition of what happens if there is no release (publication possible after a grace period / no publication possible) Team settings Rights

Each user is assigned a set of rights within the system. These are transferred to the RFP, where they can be restricted for a project, but not extended. The rights of the individual team members can be changed at any time. To do this, click on the Team Settings, Rights button in the Team tab.

In the new window that opens, all team members are listed with their available and assigned rights.

The plus signs in the column header can be used to select all rights for the corresponding team member. The minus sign cancels the selection.

Team members can be assigned the same rights in one step, i.e. the rights can be cumulated, selected or deselected. To do this, click on the plus or minus sign in the line of this right.

By clicking on the Save and Close button, the entries are saved. The rights of the coordinator cannot be changed.

In the Texts tab, you can create texts, e.g. non-disclosure agreements for alerts, for an alert.

Creating texts in an RFx

In the drop-down menu via the New Structure Element… button or the New Text… button you can create texts. Texts from templates can be imported into the RFx via the New via templates… button to import texts from templates into the RFx.

You can use the Display field to select the display types of a text structure:

  • Compressed: Only structural elements and titles of texts are displayed, without description, images and file attachments.
  • Non-compressed: All information (headings, description text, images and file attachments) is displayed.

You can use structure elements to create a logical structure for texts. The structure elements represent higher-level points, similar to the chapter heading of a book. The corresponding texts follow below.

After you have created a structure item, you can use the New icon to create a subitem (subchapter).

Use the Copy button to copy the structure element.

Use the Delete button to copy the structure item.

You can adjust the order of texts and structure elements by adjusting the numbering of the text.

The texts created in the RFx can be transferred to another RFx or to a text template via the Use… button. button to transfer the texts created in the RFx to another RFx or to a text template.

edit texts

You can edit the text structure by clicking on the title of the text or structure element. You can then edit the item number, the title, the description and the attachments.

You can change the text position by adjusting the position no. Change. After you have saved your changes by clicking the Save and Close button, the text will be placed in the desired position.

Transfer text and item templates to an RFx

You can copy texts and positions from already created text and position templates to an RFx using the Use… button to transfer texts and positions from already created text and position templates into an RFx.

By activating the checkboxes you can select the desired text positions. Via the Use... button, the selected texts are transferred to the alert.

If you only want to transfer one position to the RFx, you can click on the transfer icon next to the desired position line.

In the Positions tab you can add positions to an RFx.

Add items to an RFx

You can create new items from your article favorites, from a catalog, from the shopping cart, from an item template via the New via templates… button, or as free text items via the free text item… button to add them to an RFx. Items can also be created as structure items with sub-items using New via Templates. To create positions within a structure element you have to click on the new.svg symbol in the Action column next to the corresponding structure element.

You can use the Display field to select the display types for items:

  • Compressed: Only structural elements and titles of items are displayed, without description, images and file attachments.
  • Non-compressed: All information (headings, description text, images and file attachments) is displayed.

Transfer items from Favorites/Catalog/Auto-Learn list

Another possibility to add positions is to take positions from the Favorites, from a catalog or from the Auto-Learn list. To do this, select the desired button and confirm the selection with OK.

After searching for the desired article from a catalogue, transfer it to the open call for tenders by clicking on the Use button.

Now revise the article, by clicking on the title. Now, for example, the position no. to determine where this position should appear in the advertisement. Additional fields can be defined or further remarks can be stored. After saving, the item appears in the item list of the RFx.

The same procedure is to be followed if an article is to be transferred from the Favorites list or the Auto-Learn list.

Create quantity scales in an RFx item

Within a bid invitation, you can activate quantity scales for a line item and thus request scale prices. You can activate quantity scales by clicking on the quantity scale button and deactivate them by clicking on the hide quantity scales button.

Then you can enter the desired quantities for which the scale prices are to apply.

Defining item categories and required items

You can define a line item category for each line item within an RFx. You can use the item category to define which items are required items or alternative items. You can define the following item categories:

Mandatory item: if you mark the item as a mandatory item, the vendor can only send his quotation if he submits a quotation for this item.

Position category: Under Position categories you can select from the dropdown menu whether the position is a standard position, an alternative position or an optional position. The item categories are displayed in the overview.

Define cost categories

You can use the cost type to specify whether the requested item is counted as a fixed or variable cost.

Creating additional fields

Additional fields allow you to request further important attributes for the tender items. To do this, go to the Additional fields tab for an RFx item. Via the New additional field… button you can create new additional fields.

Adjusting the properties of additional fields by making multiple changes

You can use the multiple change function to subsequently adjust the field attributes of additional fields.

The following properties can be set:

  • Canfield
  • Mandatory field
  • Read-only field
  • Invisible field

Export and import of positions

The Export button is available in a bid invitation in the position list. This allows the export of the tender items to EXCEL.

This export can in turn be used as an import, e.g. if you export positions, change or adjust something in EXCEL and then want to import the positions back into the RFx.

During import all existing positions are overwritten!

In the Questions tab, you can formulate questions for suppliers and can query other relevant factors, e.g. quality, logistics or specification.

You can use the Display field to select the following display types for the questions:

  • Compressed: Only structural elements and titles of questions are displayed, without description, images and file attachments.
  • Not compressed: All information (headings, descriptive text, images and file attachments) is displayed.

With the field Weighting you can determine via the selection YES/NO whether the questions should be weighted or not.

Creating and weighting questions

If you want to insert or create a question, click on the New Questions… button. button. A new window will open and all the details of the question item can be stored.

The title of the question, a description and the weighting type can now be stored here. The remaining weighting available is displayed in the Free remaining weighting field. The weighting already entered for other questions is taken into account.

In the Weighting field, you can specify a percentage weighting for this question. In total, the weightings of the structural elements of a level must add up to 100%. The residual weighting is used as a guide.

The Check Weight ing button can be used to check the weightings that have been applied. If the weighting has not been done correctly, this is shown in red.

With the Adjust weighting button the entered weighting can be adjusted. The system then automatically adjusts the weighting.

Questions can be marked as K.O. criteria. In this case, the abbreviation K.O. is written in red next to the question. Questions marked in this way are highlighted in the display and are only visible as such to internal users. Suppliers do not see which questions are K.O. criteria. K.O. criteria always have a weighting of 0%.

Questions that are not scored are marked with the abbreviation N.B. Questions marked in this way always have a weighting of 0%. It makes sense to mark those questions as non-assessable that are only of an informative nature (e.g. request for contact persons, addresses, etc.).

Key Performance Indicator: In the Supplier Management → Assessment Settings area, you can define key performance indicators (KPI’s) and assign them to the questions. In the later evaluation, the evaluation scores are obtained according to key indicators.

In the Other section, a file of any format can be attached to the question. These are visible to the supplier.

Create and edit response fields

In the Answer Fields tab, the answer fields for the question can be created or edited. To do this, go to the Answer fields tab for a question item and click on the New answer field… button. button.

Enter the rank of the answer field here and the title that should appear in front of the answer field.

Here you can define:

  • Optional field, i.e. the supplier can enter a response.
  • Mandatory field, i.e. the supplier must enter a response
  • Invisible field (not public)h. for internal users only
  • Write-protected. The supplier is not allowed to edit the field.

The field type determines the type of response field. The following are the possible types of response fields.

Possible types of response fields:

Text:

Unit Text:

In this field, a unit (e.g. unit of quantity, currency, time, etc.) can be entered for the response field.

Number of text lines:

Here you can determine the height of the input field by specifying how many text lines the field should have.

Length of the text lines:

The number of text lines multiplied by the length of the text lines gives the maximum number of characters.

Number

Date

Selection:

Selection values

Here the selection values of the drop-down list or the checkboxes can be determined.

Field Group:

Using the field type Field group, response fields of any type can be displayed next to each other. You can define how many response fields should be displayed next to each other.

In the answer field overview, the title Field group now appears above the following (number of) fields you have defined, i.e. the answer fields created under this title form the field group.

As described above, any response fields can be created under the field group.

Any number of field groups can be created among each other.

Example: Three field groups with 3 fields each, as they appear in the question structure.

Save and Close saves the changes. If further response fields are to be defined, press the Save and New button.

Field for file attachments can be displayed in the item list

A setting allows the file attachment fields of questions and items to be displayed in the item list.

This setting must be made for each item and is displayed under the additional fields.

For questions as well as for positions the supplier receives a hint where to attach the file.

Using automatic scoring

In addition to the manual evaluation of answers from the supplier, an automatic evaluation can also be set up for questions. To do this, activate the checkbox Automatic evaluation.

After activating the checkbox, the following options are available:

  • Add up all points scored
  • Only lowest score counts
  • Only the highest score counts

To clarify how it works, an example follows for each possibility:

Auto-scoring criteria are only available for response fields of type “Number”, “Date” and “Selection”.

If this question item has more than one answer field, the drop-down list can be used to specify how the score on question items should be composed. The following three options are available:

Add up all points scored = The points of all answer fields are added up.

Example: Question item has two answer fields: “Number of employees”.
Answer field 1: “How many employees does your company employ in Germany?”
Reply box 2: “How many employees does your company employ in France?”

Based on the supplier’s response, the software automatically determines the following points:
Answer field 1: “50 employees” => 2 points
Answer field 2: “10 employees” => 1.5 points

Result:
+ 2.0 points
+ 1,5 points

—————–
=3,5 points

Only lowest score counts = Only the result of the answer field that scored the lowest score is valid. The remaining answer fields remain without consideration.

Example: Question item with three answer fields: “In which countries do you operate service branches”.
Reply box 1: “Establishment in Germany available”.
Reply box 2: ‘Establishment in France available’.
Reply box 3: “Establishment in Poland available”.

Based on the supplier’s response, the software automatically determines the following points:
Answer field 1: “No” => 1 point
Answer field 2: “Yes” => 5 points
Answer field 3: “Yes” => 5 points
Result:
Answer field 1 has the lowest score => 1 point

Only highest score counts = Only the result of the answer field that scored the highest score is valid. The remaining answer fields remain without consideration.

Example: Question item has two answer fields: “Certificates”.
Answer box 1: “Is your quality management certified?”
Response Box 2: “If you are certified, what certificate do you hold?”
(Supplier has choice between “EN ISO 9000 ff” and “We have another certificate)

Based on the supplier’s response, the software automatically determines the following points:
Answer field 1: “Yes” => 3 points
Answer field 2: “We own another certificate” => 2 points
Result:
Answer field 1 has the highest score => 3 points

Calculation rules of the answer fields for automatic scoring

With the help of criteria it can be defined with which score a certain answer should be evaluated automatically. If a supplier submits a response, the system checks which criteria are met. If more than one criterion is fulfilled, the drop-down list “Calculation rule question position” can be used to define how the score should be calculated.

Add up all achieved points = The points of all fulfilled criteria are added up.

Example: Field type “Selection / Checkboxes (multiple selection)”.
Response field “In what colors can you deliver?”
Criterion 1: = “Green” (1,25 points)
Criterion 2: = “Yellow” (1,25 points)
Criterion 3: = “Red” (1,25 points)
Criterion 4: = “Blue” (1,25 points)

Based on the supplier’s response, the software automatically determines the following points:
Supplier ticks the following checkboxes “Green”, “Yellow” and “Blue”.
Result:
+ 1,25 points (“Green”)
+ 1,25 points (“yellow”)
+ 1,25 points (“Blue”)
=3.75 points

Only lowest score counts = All criteria are checked. Of the criteria that are met, only the criterion that results in the lowest score is taken into account. The other criteria met are not taken into account.

Example: Field type “Number
Response field: “How many employees do you employ?”
Criterion 1: “< 10” (1 point)
Criterion 2: “< 100” (2 points)
Criterion 3: “< 500” (3 points)
Criterion 4: “>= 500” (5 points)

Based on the supplier’s response, the software automatically determines the following points:
Supplier answers: “93” Employees
All criteria are checked:
“< 10” –> criterion not met
“< 100” –> criterion met
“<500” –> criterion met
“>= 500” –> criterion not met
Result:
Criteria met
“<100” (2 points)
“<500 ” (3 points)
–> Minimum = 2 points

Only the highest score counts = all criteria are checked. Of the criteria that are fulfilled, only the criterion that results in the highest score is taken into account. The other criteria met are not taken into account.

Example: Field type “Number
Answer field: “What is the hourly rate (in euros) for a painter in your company?”
Criterion 1: “< 50” (5 point)
Criterion 2: “< 100” (3 points)
Criterion 3: “<150 ” (2 points)
Criterion 4: “>= 150” (1 point)

Based on the supplier’s response, the software automatically determines the following points:

Supplier answers: “59,50” Euro
All criteria are checked:
“< 50” (5 point) –> Criterion not met.
“< 100” (3 points) –> Criterion met.
“<150 ” (2 points) –> criterion met
“>= 150” (1 point) –> criterion not met

Result:
Criteria met
“<100 ” (3 points)
“<150” (2 points)
–>Maximum = 3 points

In the Suppliers tab, you can add suppliers to a request.

You can assign suppliers who are to participate in an inquiry in the Suppliers tab. You can use the delete icon to remove the desired vendor.

Add an existing supplier to a request

Via the Add supplier… button you get the existing suppliers within your organization displayed. If you want to select more than one supplier, activate the checkbox to the left of the supplier number. Then click on the Add Vendor button. The selected suppliers are added to the request.

If you want to select only one supplier, you can add it to the request by clicking the transfer icon.

Add a new supplier to a request

Via the New Supplier... button you can enter the contact details of a new supplier.

With the publication of the request, the supplier receives an e-mail with a registration link. After successful registration, the supplier can submit his offer for this request.

Attachments in the requests will only be sent to already registered suppliers.

Exchange information with the supplier

You can exchange information with the vendor via e-mail. Via the Send e-mail… you can send an e-mail to selected or all suppliers. You can compose a new email or select a template from existing ones using the Templates… button. button to select an e-mail from existing templates.

Click the Send button to send the e-mail. By clicking the close button you can close the form again and return to the request.

Offers

In the tab Quotations you can see an overview of the quotations submitted by the supplier for an inquiry.

All incoming offers will be announced to you by e-mail. You can also access the offer directly via the link in the e-mail. You can view the individual offers by clicking on the supplier name in the Supplier column.

Minimum price

The offer with the lowest net price is taken as the basis for the minimum price. It is generally translated into the Organization’s base currency. If items have not been offered in this tender, the minimum price of the other tenders will be used for these items.

The minimum price is calculated when you click the Recalculate button and when you archive the request.

Maximum price

The bid with the highest net price will be taken as the basis for the maximum price. It is generally translated into the Organization’s base currency. If items have not been offered in this bid, the maximum price of the other bids will be used for these items.

The maximum price is calculated when you click on the recalculate button and when you archive the request.

With the activation of the checkbox: “Show purchasing group” in the organizational settings, the selection of the checkbox: “Purchaser as contact person of the supplier” is omitted within the RFx.

If a supplier has made a mistake when entering the offer, this supplier can be given the opportunity to make a correction to the offer by clicking on the button Publish offer correction.

Open the offer to be corrected by clicking on the title and press the button Publish offer correction.

A short explanation of the quotation correction can be stored in the field Vendor information. The supplier will be informed about the offer correction by e-mail. He can make the desired changes in the offer and then send the changed offer.

If the offer correction has been submitted by the supplier, he will be informed again by e-mail.

Via the price comparison… button you can compare the offers of the suppliers with each other. You can use the Customize Price Comparison button to call up the “Customization Panel” and adapt the offer comparison to your own information needs.

Click the Apply settings button to save your settings and transfer the selection to the offer comparison.

With the graphical quote comparison, you can graphically contrast and compare multiple quotes. You can compare the total or item prices with each other, as well as graphically display the price development for several inquiry versions. This gives you greater transparency over current offers and enables you to see immediately whether the strategy is leading to a reduction in costs.

You can call up a graphical comparison of offers via the diagram.

Four chart layouts are available in the graphical quote comparison: Bar chart, line chart, pie chart and ring chart. To display a diagram, you must first define the criteria in the settings. You can choose from the following criteria:

  • Basis for comparison – total price or item price
  • Supplier selection
  • Position selection
  • Versions

After you have defined the criteria, you can display the diagram using the Show diagram button.

Tender position list

The tender item list gives you an overview of all requested products. You can sort this list by RFx position, RFx no., RFx title, status or creation date. In addition, you can narrow down the display by entering search terms or storing individual filters.

On this page you can see all entered tenders with the number of positions, questions and suppliers, the received offers and the status of the tenders.

On the right side you can see the current status of the call. The following statuses are possible:

  • In capture: The alert is in capture and has not yet been sent.
  • Sent to suppliers: The RFx has been sent to the assigned suppliers.
  • Award of contract: A contract was awarded to the bid of one supplier.
  • Cancelled: The tender has been cancelled again.
  • Archived: The RFP has been archived and is closed.

To view or edit existing RFx items, click on the title of the corresponding RFx.