How Suppliers Respond to a Request or Tender

  • Updated

This article is designed for Buyers to understand the step-by-step process a Supplier follows when creating and submitting a response to your Request (RFx) or Tender in VendorPanel - a Unimarket Company. This knowledge can help you optimize your RFx configuration.

Prerequisites

  • The Supplier must be registered on VendorPanel - a Unimarket Company.

  • If the RFx is a Public Tender, the Supplier must be following it to see the option to respond.

Supplier Steps in the Response Wizard

A Supplier initiates a response by clicking the pen and paper icon next to the RFx. 

The Response Wizard then guides them through the following sequence of steps:

1. Confirm Supplier Details

  • Action: The Supplier must confirm the Supplier List and the Supplier identity they are responding as.
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  • Buyer Insight: This step addresses situations where a Supplier may be registered multiple times or selected against multiple lists.

2. Enter Response Details (Required)

  • Action: The Supplier must complete the ‘Enter the details of your response’ section.

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  • Buyer Insight: Suppliers frequently use this field to state, for example, "Refer to attached documentation," if their core submission is in attached files.

3. Answer Questions (Optional Step)

  • Action: Suppliers must answer any questions you have included in the RFx. Required questions are clearly marked in red.

  • Buyer Insight: This step only appears if you, the Buyer, have actively configured questions in your RFx.

4. Add Files

  • Action: Suppliers upload their supporting documents, such as proposals or certifications.

  • Buyer Insight (Limits):

    • The standard Multiple file upload mode allows up to 50 files (max 15Mb each).

    • For larger files, Suppliers can switch modes to upload up to 5 documents (one at a time), with a maximum size of 150Mb each.

    • No single document can exceed 150Mb.

5. Select Pricing Mode

  • Action: Suppliers choose between Detailed pricing Mode (line-by-line quote) or Summary pricing Mode (overall value).


    - If they select Summary Mode: They must enter your overall price, tax component, and select if the price is estimated or fixed. They can also add any notes or comments into the textbox (e.g., "Refer to attached pricing schedule").

  • Buyer Insight (Mandatory Pricing): If you make pricing mandatory, the page explicitly states you have requested them to provide pricing details, and they must enter a value to proceed.

    Note: If the Supplier switches between the Detailed and Summary modes, they lose any progress made in the abandoned mode.

6. Confirm Account Details

  • Action: Suppliers review and confirm the prepopulated business number and name that will be invoiced.

7. Post or Save Response (Final Step)

  • Action: The Supplier either clicks Post to Buyer >> to submit the final response before the closing date/time, or clicks Save as draft to save their work without submitting it.

Saving and Controls

  • Drafts: At any point, clicking Update (or Save) & Continue saves their progress as a draft. They can Exit the wizard, and all saved changes will be kept as a draft.

  • Preview: The Preview control allows the Supplier to see exactly what you, the Buyer, will see.

  • Delete: Will delete the Response they are working on.