Creating a Request for Proposal (RFP)

Creating a Request for Proposal (RFP)

A Request for Proposal (RFP) is a formal invitation for contractors and suppliers to submit project bids. In 14Build, clients can create RFPs tied to projects, specify project requirements, and define submission criteria. The system ensures comprehensive RFP management, from creation to tender closure.

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1. Overview of RFP Creation

The RFP Creation Process includes:

1. Defining Project Details: Name, description, location, and budget.
2. Specifying SOQ Requirements: Linked SOQ jobs, categories, and tasks.
3. Submission Guidelines: Deadlines, bid evaluation criteria, and required documents.
4. Tender Visibility Settings: Public or private RFP visibility.

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2. Step-by-Step RFP Creation Process

Step 1: Access the Project Dashboard

1. Navigate to the Project Dashboard.
2. Select the relevant Project where the RFP will be created.

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Step 2: Define RFP Details

1. Click “Create RFP” on the project management panel.
2. Enter RFP Details:

Field	Description	Example
Tender Name	Name of the tender.	”Foundation Work Tender”
Description	Detailed tender description.	”Complete foundation works…”
Category	Type of work or service.	”Concrete, Excavation”
Budget Estimate	Proposed maximum budget.	$200,000
Deadline	Submission deadline.	”2024-07-15”

Example Form Input:

{
  "project_id": "project-12345",
  "tender_name": "Foundation Work Tender",
  "description": "Complete all foundation works for the new construction project.",
  "category": "Concrete, Excavation",
  "budget_estimate": 200000,
  "deadline": "2024-07-15"
}

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Step 3: Add Submission Criteria

1. Upload Required Documents: Drawings, blueprints, and legal agreements.
2. Specify Submission Guidelines: Expected attachments (cost breakdowns, licenses).
3. Set Bid Evaluation Criteria: Evaluation weight for factors such as budget, timeline, and experience.

Example Submission Criteria Table:

Criteria	Description	Weight
Budget Compliance	Adherence to estimated cost.	40%
Project Timeline	Timely project completion.	30%
Experience	Contractor’s past performance.	30%

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Step 4: Set Tender Visibility Options

Visibility Options:

Option	Description
Public Tender	Open to all contractors in the system.
Private Tender	Only invited contractors can participate.

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Step 5: Publish the RFP

• Click “Publish” to make the tender active.
• Notifications are sent to relevant contractors or invited teams.

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3. Example RFP Record

{
  "tender_id": "tender-45678",
  "project_id": "project-12345",
  "tender_name": "Foundation Work Tender",
  "description": "Complete all foundation works for the new commercial building.",
  "category": "Concrete, Excavation",
  "budget_estimate": 200000,
  "submission_criteria": {
    "documents_required": ["Blueprints", "Work Schedule"],
    "evaluation_criteria": [
      { "criteria": "Budget Compliance", "weight": 40 },
      { "criteria": "Project Timeline", "weight": 30 },
      { "criteria": "Experience", "weight": 30 }
    ]
  },
  "deadline": "2024-07-15",
  "visibility": "Public",
  "status": "Open"
}

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4. Notifications After Publishing

• Contractor Notifications: Invitations are sent automatically.
• Dashboard Update: The RFP appears in the contractor’s dashboard.
• Status Tracking: The project team can monitor bid submissions in real-time.

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5. Key Security Features

1. Data Encryption: All tender details are securely encrypted.
2. Role-Based Access Control: Only authorized users can create RFPs.
3. Audit Logs: Every RFP action is logged and time-stamped.
4. Blockchain Integration: On-chain RFP records ensure transparency.

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6. Best Practices for RFP Creation

• Be Specific: Clearly define project tasks and submission guidelines.
• Set Realistic Deadlines: Allow enough time for contractors to prepare bids.
• Evaluate Thoroughly: Use evaluation criteria to rank bids systematically.

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7. Summary

The RFP Creation Process in 14Build enables:

• Structured Tender Management: Create, manage, and publish RFPs with ease.
• Comprehensive Submission Tracking: Monitor bids and evaluate proposals transparently.
• Efficient Notifications: Contractors are notified in real-time upon RFP publication.

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