Vendor Submitted RFP
Solicit bids from potential vendors for a specific project or service.
By
AnyDB
The Vendor Submitted Request for Proposal (RFP) template is the dedicated digital record for capturing, organizing, and managing a specific proposal or bid submitted by an external vendor in response to a business need. It ensures that all vendor submissions are standardized, directly comparable, and immediately integrated into the company's internal evaluation workflow.
Suitable for
Description
This template acts as the standardized intake form for vendor proposals. The overall record name is dynamically created using the RFP Title and the submitting Vendor Company name for instant identification. It is designed to capture the core financial and logistical details of the bid. Key fields are displayed prominently as visual badges, including the RFP Title, Vendor Company, Total Cost, and the internal Status of the proposal. The template is structured with a dedicated section to track individual proposal items, allowing the evaluation team to assign a specific Priority and final Status (ACCEPTED, DENIED, PENDING) to each line item. It also includes fields for contact information and necessary file uploads.
Key Data Stored
- Proposal Identity: The RFP Title the submission is responding to and the name of the Vendor Company submitting the bid.
- Financial & Status: The proposal's Total Cost and the overall evaluation Status (select options include Draft, Open, Closed, Awarded, Cancelled).
- Vendor Contact Details: The submitting vendor's Contact Person, Contact Email, and Contact Phone.
- Itemized Evaluation: A structured list section for individual items within the proposal, including the ability to upload a File for each item. Each item can be assigned a Priority (HIGH, MED, LOW) and an evaluation Status (ACCEPTED, DENIED, PENDING).
- Context: General Notes and fields for the Requesting Company and a Submission Deadline.
Business Use Cases
- Standardized Evaluation: By enforcing a consistent data structure, this template makes it simple for a sourcing team to compare bids side-by-side, moving past subjective document review to data-driven decision-making.
- Direct Proposal Intake: This template can be instantly shared as a public form, allowing vendors to submit their bids and attachments directly into the system, bypassing email and ensuring data is immediately structured.
- Line-Item Vetting Workflow: The ability to set the Priority and Status for individual line items within the proposal allows for granular evaluation and negotiation tracking without altering the original submission.
- Financial Visibility: The prominent display of Total Cost provides immediate budget context for initial triage and financial review.
Why This Template is Powerful
- Dynamic Naming: The automatic creation of the record name using both the RFP title and the vendor's company ensures a clean, searchable, and instantly recognizable database record.
- Actionable Evaluation: It integrates the evaluation workflow directly into the data record, allowing evaluators to formally track the Status (Accepted/Denied/Pending) of individual proposal components, which is critical for audit and negotiation.
- Visual Status Badges: Key data like Total Cost and the record Status are highlighted as visual badges, allowing managers to instantly assess the status and financial impact of the proposal without deep record review.
- Unified Record Linkage: It is designed to function as a core child object linked to the master RFP record, automatically centralizing all proposals for a given project in one location.