RFQ and sourcing events
Sourcing events are the workspace's competitive-bid surface. An RFI (request for information) qualifies the supply base; an RFQ (request for quotation) collects prices for a defined scope; an RFP (request for proposal) collects bids with significant qualitative dimensions. The event file holds the requirements, the supplier-side responses, the evaluation, the award decision, and the audit trail — the artifact that, when an audit or a losing bidder asks "how did you decide?", you hand over and the question is answered.
TL;DR — Open Procurement → Sourcing → New event. Pick the event type, define the requirements + line items, invite suppliers, set the response window. Suppliers respond in the portal. Evaluate, award, convert award to PO. The full record sits on the event file for audit.
Before you start
- Confirm the workspace's competitive-bid policy. Many workspaces require sourcing events above defined thresholds (e.g. $50k single-source, $250k category, regulated for government); below those, single-supplier POs are acceptable.
- For government-regulated procurement (FAR Part 15, OMB Uniform Guidance, state procurement codes), the event file must also capture the basis for award type (lowest price, best value, etc.) + the conflict-of-interest disclosures for the evaluation team.
- Suppliers you invite must be either onboarded or registered to bid (a lighter-weight self-service that unlocks bidding without the full vendor master entry).
Event types
| Field | What it does | Accepted values / default |
|---|---|---|
| RFI (request for information) | Pre-event market scan — who's out there, what's possible. | Non-binding; supplier responses feed the buyer's understanding before an RFQ/RFP is launched. No award. |
| RFQ (request for quotation) | Defined scope, price-driven decision. | Supplier responses are mostly quantitative. Often awarded to lowest-evaluated-price. |
| RFP (request for proposal) | Significant qualitative dimensions (approach, expertise, references). | Awards on weighted criteria; price is one of several. Typical for professional services + complex projects. |
| Reverse auction | Live, declining-price competitive event. | Suppliers see each other's bids (anonymized) + lower their own. Tightens price on commodities. |
| Sole-source justification | Not a competitive event — a documented justification for skipping competition. | Required for non-competitive procurement above the workspace's competitive threshold. Audited separately. |
Run an RFQ
Open Procurement → Sourcing → New event
Pick RFQ.
Define the scope
Title, summary, category, requested delivery / start date, contract length (if applicable). Be specific — vague scopes produce non-comparable responses.
Add line items
Each item: SKU or description + quantity + unit + any specifications. Suppliers will quote against each line.
Set the response window
Open date + close date. Workspace policy may set a minimum window (often 10-14 days for standard, longer for complex); too short a window invites a non-competitive challenge.
Define mandatory requirements
Insurance levels, certifications, references, etc. Suppliers attest to each + upload evidence.
Set evaluation criteria + weights
For RFQ this is typically: price (80-100%) + responsiveness (0-20%). For RFP, multi-criteria scoring with documented weights.
Pick the evaluation team
Multiple members, each scoring independently. Conflict declarations required from each.
Invite suppliers
Pick from onboarded vendors + add bid-only registrants. Invitations go through the supplier portal with a tokenized link. Public sourcing posts to a public bid board if the workspace's policy requires it.
Publish the event
The event opens; suppliers receive notification + can respond.
During the event
| Field | What it does | Accepted values / default |
|---|---|---|
| Q&A round | Suppliers ask clarifying questions; the buyer answers in writing. | Q&A is shared with all invited suppliers to keep the field level. The answer + the asker (anonymized) appear in the event addendum. |
| Addenda | Buyer-side updates to scope, deadline, requirements. | Each addendum extends the response window appropriately + notifies all suppliers. |
| Lockdown after close | No more responses or supplier edits after the close deadline. | Strictly enforced. Late responses are rejected; the auditor will check. |
Evaluate + award
Open the event → "Evaluation"
Responses are unsealed (everyone scores from this point; pre-close access is restricted).
Apply mandatory-criteria gate
Suppliers who failed any mandatory requirement are eliminated. The reason for elimination is documented.
Score against weighted criteria
Each evaluator scores each remaining response independently. Scores are not visible to other evaluators until all have submitted (reduces anchoring).
Run normalization (optional)
For RFP-style events, the platform supports weighted- average normalization across evaluators. Workspace policy decides whether to apply.
Convene the award meeting
Evaluation team meets to confirm scoring + agree on the recommendation. The meeting summary attaches to the event.
Award decision
Pick the winning supplier; document the basis for award. For multi-award, pick all selected + the share split.
Notify suppliers
Awarded suppliers receive intent-to-award; non-awarded receive a non-award notice with the standard debrief offer.
Convert to PO
The awarded line items convert to PO drafts under the winning supplier. The PO carries the event ID for audit traceability.
Sole-source justification
When the workspace skips competition above the policy threshold, a sole-source justification is required.
| Field | What it does | Accepted values / default |
|---|---|---|
| Justification reason | Why competition isn't feasible. | Common: unique technology, proprietary parts, emergency, follow-on to original supplier, technical incompatibility with workspace's standard, sole licensed dealer. |
| Market analysis | Evidence that no alternative exists. | Documented search + the basis for sole-supplier conclusion. |
| Pricing reasonableness | How the price was determined to be fair. | Historical pricing, published rates, third-party benchmark, negotiation memo. |
| Approval ladder | Sole-source approvals are typically higher than competitive. | Workspace policy controls; commonly procurement director + a peer reviewer. |
Every field, explained
| Field | What it does | Accepted values / default |
|---|---|---|
| Event ID | Public identifier for the event. | Appears on supplier-facing materials + on the resulting PO for traceability. |
| Event type | RFI / RFQ / RFP / reverse-auction / sole-source. | Drives the response format + evaluation rules. |
| Scope | What's being procured. | Title + summary + line items. |
| Response window | Open + close dates. | Workspace minimum may apply. |
| Mandatory requirements | Pass/fail gates suppliers must meet. | Insurance, certifications, references, financial stability. |
| Evaluation criteria + weights | What scoring is based on. | Price + qualitative criteria with documented weights. |
| Evaluation team | Who scores. | Multiple members with conflict declarations. |
| Q&A round | Clarifying questions + buyer answers. | Shared with all suppliers. |
| Award decision | Selected supplier + basis. | Documented; non-awarded suppliers receive notice + debrief offer. |
| Resulting PO | Conversion of award to PO. | Auto-drafted; buyer finalizes. |
Common gotchas
- "Supplier wants to amend their response after close." Don't accept. The lockdown is the integrity of the event; post-close amendments invalidate the competition. The supplier can submit in the next event.
- "Evaluator wants to anchor on their first impression." Independent scoring before collaborative discussion is the control. The platform enforces it; encourage evaluators to use it.
- "A non-awarded supplier is challenging the decision." Provide the standard debrief. The event file + the documented scoring + the award rationale are the response. If the workspace is regulated (government), the formal protest procedure may apply.
- "Single bidder responded." Document the market outreach + the single-bidder reality + the pricing reasonableness. A single-bidder competitive event isn't quite a sole-source but edges close; the auditor will probe.
- "Supplier from a non-onboarded country won." Trigger the full onboarding before the PO. The bid-only registrant can win; the active vendor record is required to transact.
Troubleshooting
| Error code | What it means | Fix |
|---|---|---|
EVENT_RESPONSE_AFTER_CLOSE | Supplier attempted to respond after the close deadline. | Reject; the response is not accepted. |
EVENT_EVALUATOR_CONFLICT_OF_INTEREST | Evaluator is connected to a responding supplier. | Replace the evaluator; document the substitution. |
EVENT_NO_RESPONSES | Window closed with no supplier responses. | Investigate market outreach + relaunch with broader invite list. |
EVENT_AWARD_BELOW_LOWEST_RESPONSIVE | Award to a non-lowest-price supplier on a price-driven event. | Document the basis explicitly (e.g. responsiveness gap, total-cost-of-ownership analysis). |
EVENT_AWARD_REQUIRES_HIGHER_APPROVAL | Award value exceeds the original requisition's approval ceiling. | Re-approve at the higher tier before converting to PO. |
How this is recorded
Every supplier invitation, every Q&A, every addendum, every response, every evaluator's score, the award decision + basis, and the conversion to PO write to the event ledger. The ledger is the artifact a losing bidder, an internal auditor, a regulator, or a court reads to confirm the competition was conducted fairly. Retention follows the longest of: sourcing policy (often 7-10 years for competitive events), workspace audit-log retention FINANCE floor, and regulatory minimum.
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