RFP/RFQs SOP - Customers Document

Created by Wilson, Lindsey, Modified on Tue, 12 Nov at 1:27 PM by Wilson, Lindsey

SOP – RFPs

General Information
Process Title: RFP/RFQ Process	Department: CSC
Effective Date: 10/30/2024	Revised Date: 9/17/2024

1. Introduction

This Standard Operating Procedure (SOP) outlines the process for handling Requests for Quotation (RFQ) and Requests for Proposal (RFP) received by the Customer Service Center (CSC).

2. Purpose

The purpose of this SOP is to ensure the accurate completion and handling of RFQs/RFPs, maintaining consistency and quality in our responses.

3. Process Flow

Initiation
The Regional Account Manager (RAM) or National Account Manager (NAM) will receive notification of an RFQ/RFP via email, action item, or phone call.

Assessment
The RAM/NAM will determine the nature of the RFQ/RFP. If it is deemed a “real” RFQ, they will proceed to engage with the customer’s website to confirm our intention to bid.

Bid Preparation
The Implementation Manager (IM) that is assigned to the NAM/RAM, will enter the customers part information into the Bid Tool Template, shown below, making sure all columns are filled in. Once this is completed, IM will then upload into the bid tool.

Submission and Follow-up
Once the template is filled in, the IM will enter into bid tool, shown below with Link, and once the RFQ/RFP passes through the required stage gates, the IM will either send the price file or complete the RFQ with any missing components. The RAM/NAM will then liaise with the customer to determine the outcome of the RFQ/RFP process http://aspappsprd01/BidManagement#

5. Communication

All communications will be conducted via email, phone, Microsoft Teams, or the customer’s portal to ensure clarity and documentation.

6. Final Steps

Upon conclusion of the bidding process, the customer will inform the RAM/NAM of the outcome. In the event of a loss, feedback must be requested to understand the reasons behind the decision.