How to view and send messages on an RFQ

Organisations occasionally provide updates or notifications regarding an RFQ. They typically communicate these by sending messages within the RFQ. This guide offers step-by-step instructions on how to access and respond to messages within an RFQ.

To gain a deeper understanding of the various types of messages that can be sent and received within RFQs, refer to Types of RFQ messages.

TABLE OF CONTENTS

• Viewing RFQ messages
• Creating a Request for Information ("RFI")
• Acknowledging and responding to addendums
• Responding to and sending direct messages

Viewing RFQ messages

To view messages that you have received within an RFQ:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Locate the RFQ you would like to view the messages of by using the quick search or filters.
3. Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options.
4. Go to the Communications tab.
5. Locate the message you wish to view.
6. Click on the relevant message to view its contents.

You will also receive an email notification when an organisation sends out an update relating to an RFQ you have received. Clicking the link in the email will allow you to view the newly received message.

From the Communications tab, you can also create RFIs, acknowledge addendums and send direct messages.

Creating a Request for Information ("RFI")

You can create an RFI in response to an Addendum, a Notice to Tenderers, or a post tender request.

To create an RFI:

1. Go to the Communications tab.
2. Select an Addendum, Notice to Tenderers, or post tender request from the communications listing
3. Click the Create RFI button.
4. Update the following fields:
   • (Required) Title - Enter a title for your message in the field provided.
   • (Required) Body - Enter your message in the field provided.
   • (Optional) Ref # - Enter a reference number in the field provided.
5. (Optional) Attach any documents related to your message in the "drop zone".
6. Click the Send button.

For post tender requests, if a client has issued you more than one (1) during the Closed RFQ period, you will only be able to Create RFI for the latest request.

Acknowledging and responding to addendums

You will receive an email notification, and a message in the Noticeboard section of your dashboard, when an organisation sends an addendum. In the email, or on the Noticeboard, click the View addendum button and you will be directed to the Addendum detail page.

Addendums might include:

• A message (mandatory)
• New or revised documents (optional)
• A new pricing schedule version (optional)

To respond to an addendum:

1. Review the details of the addendum - including the message, any document changes, and any new pricing schedule versions attached.
2. Click the Acknowledge button to acknowledge the addendum. Once clicked, this button will be greyed out and will show Acknowledged. Your client will be able to see you have acknowledged the information they have sent and will look out for you to either update your quote or send an RFI.
3. (Optional) Click the Create RFI button if you would like to ask for further information.
4. Update your quote on the Response tab of the RFQ as required, based on the new information in the addendum. See here for more details.

• Acknowledgement of addendums can only be done when the RFQ is open. If no acknowledgment is made before the RFQ is closed, the Acknowledge button will become disabled. However, you can still create an RFI.

• After acknowledging receipt of an addendum, its status (in the communications list) will change from Awaiting Confirmation to Confirmed.

Responding to and sending direct messages

To respond to a direct message:

1. Go to the Communications tab.
2. Click on the direct message to view its contents.
3. Enter your reply in the field provided.
4. (Optional) Attach any documents related to your message in the "drop zone".
5. Click the Send button.

To initiate a direct message:

1. Go to the Communications tab.
2. Click the "+Add New" button
3. Update the following fields:
   • (Required) Title - Enter a title for your message in the field provided.
   • (Required) Body - Enter your message in the field provided.
   • (Optional) Ref # - Enter a reference number in the field provided.
4. (Optional) Attach any documents related to your message in the "drop zone".
5. Click the Send button.