3. Execute RFQ

3.6 Compare and Select Quotes

Objective

To provide a clear and concise guide for team members on how to effectively review and select offers from manufacturers on a Request for Quotation (RFQ). This SOP aims to minimize misunderstandings and errors while maximizing productivity and accuracy in task execution

Key Steps

  1. Log In to the System
    • Access the RFQ platform using your consumer credentials
  2. Navigate to Requests
    • Go to the “Requests” section to view the RFQs you have issued
  3. Select the RFQ
    • Identify the RFQ you wish to review (e.g., “Demo Parts”)
    • Check the request table for received offers
  4. View Offers
    • Click on the RFQ to view the manufacturers invited and their submitted offers
    • Note that you can review offers before the deadline; however, no new offers can be submitted after the deadline
  5. Compare Offers
    • Expand each offer to view detailed information or use the toggle to compare offers in a table format
    • Pay attention to any expiration dates highlighted in red, indicating discrepancies with the requested RFQ dates
  6. Review Offer Details
    • Examine the commercial components of each offer, including:
      • Price matrix: Review unit prices, lead times, and quantity bands
    • Check the scope of work:
      • Confirm responses from manufacturers for each item
      • Note any deviations or lack of responses
  7. Communicate with Manufacturers (if necessary)
    • If clarification is needed, reach out to manufacturers outside the platform regarding specific items
  8. Review Offer Files
    • Check any files uploaded by the manufacturers related to their offers
  9. Make Your Selection
    • After comparing all offers, decide which offers to select (none, one, or all)
    • Consider selecting multiple offers for flexibility in pricing and lead times
  10. Select Offers
    • Check the boxes next to the chosen offers and click the “Select Offers” button
  11. Export Offers (optional)
    • If needed, export the offers to a CSV file for further analysis or integration into your own evaluation spreadsheets
  12. Confirm Selection
    • Click the blue “Select Offers” button to finalize your selection
    • Confirm the selection in the pop-up window
  13. Close RFQ
    • Once confirmed, the RFQ will be closed, and the status will be updated for manufacturers

Cautionary Notes

  • Ensure that all offers are thoroughly reviewed before making a selection to avoid potential issues later
  • Be mindful of any discrepancies in lead times and prices, as these could impact project timelines and budgets
  • Any communication with manufacturers regarding offers must be conducted outside of the Fieldnode platform at present

Tips for Efficiency

  • Familiarize yourself with the RFQ platform’s layout and features to expedite the review process
  • Create a checklist of key items to compare for each offer to streamline your evaluation
  • Use the export feature to analyze offers in a spreadsheet format, which may help in visualizing differences more clearly
  • Regularly update your knowledge on RFQ processes to stay efficient and effective in your role