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Requests for Proposals (RFP)

An RFP (Request for Proposal) is used for more complex purchases where not only the price is evaluated, but also the proposed solution, scope of services, delivery terms, and the supplier’s added value. The RFP process in ProcureSwift works very similarly to RFQ.

Prerequisites for Creating an RFP

Before an RFP can be created, the following steps must be completed:

  • a Purchase Requisition must be created,
  • the requisition must be submitted for approval,
  • once approved, an RFP is automatically created in the Proposals section.

Viewing the RFP List

  • Log in to the ProcureSwift application.
  • In the main menu, go to Purchasing.
  • Select Proposals.

The Requests for Proposals screen displays a list of all RFPs, including key information such as the request name, budget, currency, country, dates, and current status.

Working with an RFP

For each RFP, the Actions menu provides the following options:

  • Edit – modify the RFP details
  • Delete – remove the RFP
  • Send to approval – submit the RFP for approval
  • Detail – open the RFP details and track its status

When first created, an RFP is in Draft status and is not yet visible to suppliers.

Sending the RFP for Approval

Before suppliers can see and respond to an RFP, it must be approved:

  • In the RFP list, click Actions next to the selected RFP.
  • Select Send to approval.
  • The RFP enters the approval workflow defined by your organization.

Only after final approval will the RFP be made available to suppliers so they can submit their proposals.

Tracking Supplier Proposals

Clicking Detail opens the RFP detail view, where you can:

  • review all request information,
  • see the list of Submitted Proposals,
  • compare proposals once suppliers submit them.

At first, the Submitted Proposals section shows that no proposals have been received yet. Supplier proposals will appear automatically once they are submitted.

Questions & Answers (Supplier Perspective)

Within an RFP, suppliers can ask questions directly in the system. This functionality is used to clarify technical, commercial, or delivery conditions before submitting a proposal.

How a supplier asks a question

  • The supplier logs in and opens the My Proposals section.
  • They select the relevant RFP by clicking Details.
  • At the bottom of the page, they find the Questions & Answers section.
  • They click Ask Question.
  • In the Question field, they enter their question (for example about technical specifications, configuration, or delivery terms).
  • Optionally, they can attach files using Upload Files.
  • They click Submit Question.

The question is sent to the buying organization and appears in the list with the status Unanswered.

How the buyer answers a question

  • The buyer opens the RFP and goes to the Questions & Answers section.
  • They see all submitted questions, including who asked them and when.
  • They click Answer next to the relevant question.
  • They enter their response in the Answer field.
  • They can choose whether the answer should be Private (visible only to the supplier who asked the question) or make it visible to all suppliers using Make Public.
  • Optionally, they can attach documents to the response.
  • They submit the answer by clicking Submit Answer.

Once submitted, the answer appears in the Questions & Answers section and the supplier is notified that their question has been answered.

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How a supplier submits a proposal (RFP)

Open the RFP​

  • The supplier logs in to the portal.
  • In the left menu, they open My Proposals.
  • They find the required RFP.
  • They click Actions → Details.

Submit a new proposal​

  • The supplier clicks Submit New Proposal.
  • The proposal form opens.

After clicking Submit New Proposal, the supplier is taken to the Fill your proposal screen, where the actual proposal is completed and submitted.

On this screen, the supplier:

  • Enters a written proposal comment in the Your Comment (Proposal) field. This is used to describe the offer, for example pricing conditions, availability, delivery time, warranty, or any additional notes.
  • Uploads supporting documents in the Proposal Attachments section.

The supplier can upload up to 5 files, each with a maximum size of 5 MB, either by clicking the upload area or by dragging and dropping the files.

Once the comment and attachments are added, the supplier submits the proposal, and it becomes visible to the buyer in the Submitted Proposals section of the RFP.