How to - RfQ
Create
After logging in, visit https://marketplace.cyberphinix.de/tools/tender-manager. Click on the plus symbol to open the tender form, where you can enter your details. Make sure to fill out all required fields marked with an asterisk (*).
Please note that all requirements entered in the form will be visible to providers. They must indicate whether they meet the specified criteria. When reviewing the offers, you can see which providers meet your requirements and which do not. This feature is designed to provide clear decision-making support, allowing you to evaluate offers based on their quality.
Update
To update a tender, click on the pencil icon in the top right corner of the tender card. You will be redirected to the tender form, where the existing information is already filled out, allowing you to conveniently make changes.
Please note that tenders can only be updated while they are in draft mode, meaning they have not yet been published to providers. Once a tender is published, editing is no longer possible, as providers create their offers based on the original description and requirements.
Delete / Abort
To delete a tender, click on the trash can icon. This option is only available while the tender is in draft mode.
The same rules apply as when updating a tender: deletion is only possible in draft mode. Once a tender has been published to suppliers, it cannot be deleted. Instead, you must wait until the set expiration date. If no suitable offer has been received by then, you can cancel the tender.
Please use this option carefully. Our system tracks your tender success rate, which is visible to suppliers. Frequent cancellations may lower your success rate, which could affect your credibility. A low success rate may result in suppliers being less willing to respond to your tenders. Let’s work together to maintain a fair and trustworthy marketplace experience.
Show quotations
With this feature, you can easily collect quotations from providers with just one click. During the tender phase, only the names of the providers who have submitted a quotation will be shown; additional details remain hidden during this phase.
Once the tender phase is complete, all quotation details will be visible. This includes prices, offered services, the fulfillment of your requirements, additional information, and the contact details of the provider. The reason for this approach will be explained in the next step, which covers the process of accepting quotations.
Submit quotation (Providers only)
We offer two types of notification emails:
New public tender published: You will be notified when a new public tender is posted. All providers receive this notification.
Invitation to a private tender: You will receive this notification if you are invited to submit an offer for a private tender.
Accessing tenders
Log in to the marketplace and visit https://marketplace.cyberphinix.de/tenders. There you will find all currently available public and private tenders. Private tenders are only visible if you have been invited.
Review a tender and submit an offer
Open a tender and check if it matches your services and if you want to submit an offer. If you’re interested in a tender, click the “Submit Offer” button at the bottom of the page.
You will be directed to a form where you can fill in all the offer details. These include:
the services offered,
the project duration, and
the net price.
You can add as many services as needed. You must also indicate whether you meet the tender creator’s requirements. If you do not meet a requirement, you can provide a justification in the comment field explaining why your offer is still relevant.
Additional information
Add a link to your terms and conditions (T&Cs) so the tender creator is aware of your expectations. If you don’t have a separate T&C page, you can enter this information directly in the editor below the link field. The editor also allows you to add any other relevant details.
Completing the process
At the end, you have two options:
Save as draft: If you don’t want to submit your offer immediately, you can save it as a draft. Don’t forget to submit the draft later by clicking the send icon.
Submit directly: When your offer is ready, click the submit button.
Make sure to review all the details carefully before saving or submitting to ensure your offer is complete and accurate.
Accepting a quotation
The process for accepting a tender is designed as a multi-step approach to ensure clarity and alignment. Here’s how it works:
Step 1: Review and Clarify
When reviewing a tender, you have two options:
Direct Understanding: If you fully understand the tender and have no questions, you can proceed directly.
Clarification Needed: For more complex projects, you can contact the provider to discuss and clarify all details. You can find the provider’s contact information by clicking on the eye icon next to the tender.
In both cases, you’ll need to confirm whether you proceed with Option 1 or Option 2. This confirmation will be tracked on the platform, and the confirmation icon will change to a checkmark once the clarification phase is complete. You can only accept a tender after this confirmation.
Step 2: Accept the Tender
When you accept a tender, the following happens:
The selected provider will receive an email notification.
All other providers will be notified that their tenders were not selected.
The selected provider must confirm that they can execute the project as proposed. If the provider declines, you will receive an email notification, and the list of tenders will reopen for you to choose another option.
Step 3: Finalize the Agreement
Once the provider accepts the project, the process is complete. You’ve successfully chosen a provider to execute the project. At this point, both you and the provider can download the finalized tender as a PDF for your records.
Any further arrangements or details must be handled outside the platform.
Future Improvements
We are actively working to further digitize the process after tender acceptance to simplify collaboration even more. Stay tuned for updates!
