Initiate a Bid or RFx
Overview
Initiating a Bid or Request for Information, Request for Proposal, or Request for Quote in SupplierGATEWAY enables organizations to formally solicit responses from suppliers in a structured, auditable, and compliant manner. Bids and RFx events support competitive sourcing, transparency, and data-driven decision-making by standardizing how requirements are communicated and how supplier responses are collected and evaluated.
This article explains how internal users initiate a Bid or RFx within SupplierGATEWAY, including where the functionality is located, how sourcing events are configured, and what occurs after an event is launched.
Prerequisites
Before initiating a Bid or RFx, the following conditions must be met:
The user has access to the Sourcing or Bid Management application.
The user has the appropriate permissions to create and publish sourcing events.
Supplier records are available in the system and are active.
Event requirements, timelines, and evaluation criteria are defined internally.
Access the Bid or RFx Function
Log in to SupplierGATEWAY.
From the main menu, select the Sourcing or Bid Management application.
Navigate to the Bids, RFx, or Sourcing Events area.
Select Create New or Initiate Event.
The system opens a new Bid or RFx setup workspace.
Create a New Bid or RFx
Step 1: Select Event Type
Choose the appropriate event type:
Request for Information
Request for Proposal
Request for Quote
Bid Event
Confirm the selection to proceed.
The system displays the event configuration screen based on the selected type.
Step 2: Enter Event Details
Enter the event name.
Provide a clear description of the sourcing need.
Define key dates, including:
Event start date
Response deadline
Evaluation period
Select the owning department or business unit, if applicable.
All required fields must be completed before moving forward.
Step 3: Define Requirements and Questions
Add sourcing requirements, specifications, or line items.
Create questions suppliers must respond to.
Specify whether questions are mandatory or optional.
Assign scoring or weighting if evaluation criteria are used.
The system validates that required questions and fields are configured correctly.
Step 4: Attach Supporting Documents
Upload any relevant documents, such as:
Statements of work
Specifications
Contract templates
Terms and conditions
Confirm document visibility settings for suppliers.
Attached documents are available to invited suppliers during the event.
Select and Invite Suppliers
Search for suppliers using filters such as:
Supplier name
Classification
Certification status
Location
Select one or more suppliers to invite.
Review the invitation list.
Send invitations.
Invited suppliers receive system notifications with instructions for accessing and responding to the Bid or RFx.
Review and Publish the Event
Review all event details for accuracy.
Confirm timelines, requirements, and supplier invitations.
Select Publish, Launch, or Send Event.
The event status updates to Active or Open, and suppliers can begin submitting responses.
Monitor Event Status
After publishing, users can:
View supplier participation and response status.
Monitor questions submitted by suppliers.
Issue clarifications or amendments if needed.
Track deadlines and event milestones.
Event status indicators display whether the Bid or RFx is Draft, Active, Closed, or Under Review.
Outcome
Once the Bid or RFx is initiated:
Suppliers can submit responses through SupplierGATEWAY.
All responses are captured in a centralized, auditable format.
The event is ready for evaluation upon closure.
Procurement and sourcing teams can proceed with analysis, scoring, and award decisions.
Related Articles
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Create a Requisition
Manage Supplier Records
Search and Filter Suppliers
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