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14Build Documentation

RFP Creation

RFP Creation

A Request for Proposal (RFP) in 14Build defines project requirements, scope of work, timelines, and budgets based on a linked SOQ (Schedule of Quantities). Contractors submit Request to Supply (RTS) bids referencing SOQ details for precise project costing.

Why Use an SOQ for RFPs?

  1. Detailed Scope of Work:

    • RFPs auto-fill jobs, quantities, and costs from linked SOQs.

  2. Bid Accuracy:

    • Contractors bid against predefined tasks, ensuring transparent pricing.

  3. Standardized Bidding Process:

    • Consistent tender templates simplify contractor submissions.

  4. On-Chain Record Keeping:

    • RFP creation is recorded on-chain, ensuring auditability.

How to Create an RFP in 14Build

Step 1: Select a Project

  • Navigate to the Project Dashboard.
  • Select the project where an SOQ is already linked.

Step 2: Access the Tender Management Panel

  • Click “Tender Management” in the project menu.
  • Click “Create New RFP”.

Step 3: Define RFP Details

  1. Tender Title: Enter a descriptive project task name (e.g., “Electrical Installations Tender”).
  2. Tender Description: Outline project requirements, deadlines, and conditions.
  3. SOQ Reference:
    • Select jobs and tasks from the linked SOQ.
    • Define quantities and timelines if adjustments are needed.

Step 4: Set Bid Submission Deadlines

  • Define:
    • Submission Start Date.
    • Submission Deadline.

Step 5: Publish the RFP

  1. Public RFP: Open bidding to all contractors.
  2. Private RFP: Send direct invitations to specific contractors.

Use Case Example: RFP Creation

Scenario:

A client managing a Shopping Mall Renovation Project creates an RFP for “HVAC Installation”. They select relevant jobs from the SOQ, including ductwork installation and HVAC system setup.

  • Tender Visibility: Public.
  • Submission Deadline: 30 days.
  • Expected Budget: $150,000.

Contractors bid on this RFP based on the SOQ-defined tasks and costs.

Benefits of Using SOQs for RFPs

  1. Accurate Bidding:

    • Bidders quote based on fixed job definitions and quantities.

  2. Transparent Comparison:

    • Clients compare bids by task rather than vague price ranges.

  3. Standardized Templates:

    • Every RFP follows the same format, reducing confusion.

  4. Audit-Ready Records:

    • Every RFP and bid submission is recorded on-chain.

Best Practices for RFP Creation

  1. Review the SOQ Before Publishing:

    • Ensure the linked SOQ accurately reflects the project scope.

  2. Set Realistic Deadlines:

    • Allow contractors enough time to prepare comprehensive bids.

  3. Define Clear Expectations:

    • Outline work standards, required qualifications, and compliance rules in the RFP.

System Flow Diagram: RFP Creation Process

graph TD
A[Project Dashboard] --> B[Open Tender Management]
B --> C[Create New RFP]
C --> D[Define Tender Details]
D --> E[Select Jobs from Linked SOQ]
E --> F[Set Deadlines and Publish RFP]
F --> G[Receive Contractor Bids]