How do I submit a Request for Proposal?

What will you find in this article?

• Selecting subcontractors: Starting a new message.

• Creating a Request for Proposal: Entering contact information and the content of the letter.

• Working with templates: How to use and save standard text.

• Sending and drafts: The process of sending via background tasks and managing drafts.

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Summary

To send a Request for Proposal, select the desired subcontractors in the communication overview and choose 'New message with documents'. After selecting the documents in the send matrix, complete the letter with contact persons and a (template) text. The system sends the messages in the background, so you can continue working immediately.

Prerequisites and Target Audience

This article is intended for buyers and work planners who are ready to send documents and price requests to subcontractors. Ensure that the documents and contact persons in the project are set up correctly.

Select subcontractors and create a message

The process begins in the communication overview, where you determine who receives the request.

1. Select one or more subcontractors by checking the boxes next to the company names (2).

2. Click the Create Message button (3).

3. In the menu, select the option New message with documents (4).

4. Go through the Send Matrix (Step 2) to link the correct documents for each workpackage.

Create a Request for Proposal

After the send matrix, you will be taken to the editor for the request letter.

1. Contacts: Select the correct contacts for each subcontractor. You can switch between subcontractors at the top of the screen to verify this for each party.

2. General message: Type your text or choose a message template.

3. Explanation: Review the explanation at the work item level and add to it where necessary.

4. Send: Click the Send button to start the process.

Working with message templates

Save time by using standard text that applies to the entire project or organization.

1. In the Request for Proposal, click the field next to the template options (indicated by number 2 in the editor).

2. In the pop-up, select the desired template (1).

3. Customize the title or text of the template as needed for this specific request.

4. If you possess the appropriate permissions, you can immediately Save the customized text as a template (2).

5. Click Close to load the text into your request. 

Sending and Drafts

The system handles the sending of large quantities of documents without requiring you to wait.

• Draft messages: If you wish to continue later, click the X in the top-right corner; your message will be automatically saved under Draft messages.

• Background tasks: After clicking Send, a notification appears. You can click Close and continue working while 12Build sends the emails.

• Check status: You can view the progress of the sending process by clicking the Background Tasks icon in the navigation bar. 

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Frequently Asked Questions (FAQ)

Question: Can I still edit a sent message? Answer: No, once a message is sent, it is definitively sent to the Subcontractor. You can, however, send a new message or a correction.

Question: Where can I find my saved drafts? Answer: These are located in the communication overview under the heading 'Draft messages'.

Troubleshooting

• Symptom: I receive an error message while sending the background task.

  • Cause: The attached documents may be too large, or required contact information may be missing.

  • Solution: Check the list of background tasks for specific details about the error and verify that each selected specialist has a valid email address.

• Symptom: The 'Compose Message' button does not appear.

  • Cause: No subcontractor has been selected in the overview.

  • Solution: Check at least one subcontractor using the checkboxes on the left side of the screen.