How to - RfQ
Create
Once logged in, visit https://marketplace.cyberphinix.de/rfq-board. Click on the plus symbol to open the RFQ form, where you can input your details. Ensure you complete all required fields, marked with an asterisk (*).
Please note that all requirements entered in the form will be visible to providers, who must indicate whether they meet each criterion. When reviewing quotations, you will see which providers fulfill your requirements and which do not. This feature is designed to provide clear decision signals, enabling you to evaluate offers based on quality.
Update
To update an RFQ, click on the pencil icon located in the top-right corner of the RFQ card. This will redirect you to the RFQ form, where the existing information will be pre-filled for easy editing.
Please note that RFQs can only be updated while they are in draft mode, meaning they have not yet been published to providers. Once an RFQ is published, it cannot be edited, as providers base their quotations on the initial description and requirements you provided.
Delete / Abort
To delete an RFQ, click the trash icon. This option is only available while the RFQ is in draft mode.
The same rules apply as for updating an RFQ: deletion is only possible for drafts. Once an RFQ is published to providers, it cannot be deleted. Instead, you must wait until the set expiration date. If no suitable quotation is found by that time, you may abort the RFQ.
However, please use this option sparingly. Our system tracks your RFQ success rate, which is visible to providers. Frequent cancellations can lower your success rate, impacting your credibility. A low success rate may discourage providers from responding to your RFQs in the future. Let’s strive for a fair and trustworthy marketplace experience.
Show quotations
This functionality allows you to effortlessly receive quotations from providers with a single click. During the RFQ phase, only the names of providers submitting quotations will be visible; no additional details are displayed at this stage.
Once the RFQ phase concludes, all quotation details will be revealed. This includes pricing, offered services, fulfillment of your requirements, additional information, and the provider’s contact details. The reasoning behind this approach will be explained in the next step, which covers the process of accepting a quotation.
Submit quotation (Providers only)
- New Public RFQ Published: This notification alerts you when a new public RFQ is posted, and all providers will be notified.
- Invitation to a Private RFQ: This notification is sent when you are invited to submit a quotation for a private RFQ.
To access RFQs, log in to the marketplace. Once logged in, visit https://marketplace.cyberphinix.de/rfqs, where you can view all public and private RFQs currently available. Private RFQs will only be visible to those invited.
When you open an RFQ, assess whether it aligns with your services and if you wish to submit a quotation. If you find an RFQ of interest, click the “Submit Quotation” button at the bottom of the page.
This will direct you to a new form where you can enter all quotation details. You’ll need to provide information such as the services you will offer, the project timeline, and your net price. You can add as many services as needed. Additionally, you must indicate whether you meet the RFQ owner’s requirements. If you do not fulfill a specific requirement, you will have the option to add a justification in the comment field to explain why you still believe your services are a good fit.
You can also include a link to your terms and conditions, so the RFQ owner is aware of your expectations. If you don’t have a separate terms and conditions page, you can add the relevant information directly in the text editor below the link input. This editor also allows you to add other details as needed.
At the end of the process, you have two options:
- Save as Draft: If you’re not ready to submit the quotation immediately, you can save it as a draft. Remember, if you choose this option, you must click the send icon later to submit the quotation.
- Submit Directly: If you’re ready to submit your quotation, simply click the submit button.
Make sure to review all details before submitting or saving your quotation.
Accepting a quotation
The quotation acceptance process is designed as a multi-stage approach to ensure clarity and alignment. Here’s how it works:
Step 1: Review and Clarify
You have two options when reviewing a quotation:
- Direct Understanding: If you fully understand the quotation and have no questions, you can proceed directly.
- Clarification Required: For complex projects, you may want to contact the provider to discuss and clarify all details personally. The provider’s contact information can be accessed by clicking the eye icon on the left side of the quotation.
In both cases, you must confirm whether you are proceeding with option 1 or option 2. This step is tracked through the platform, and the confirm icon will change to a checkmark once the clarification stage is complete. Only after this confirmation can you proceed to accept a quotation.
Step 2: Accepting a Quotation
When you accept a quotation, the following occurs:
- The chosen provider receives an email notification.
- All other providers are notified that their quotations were not selected.
The chosen provider must then confirm their ability to execute the project as quoted. If the provider declines, you will receive an email notification, and the list of quotations will be reopened for you to select another option.
Step 3: Finalizing the Agreement
Once a provider accepts the project, the process is complete. You have successfully found a provider to execute the project. At this stage, both you and the provider have the option to download the finalized quotation as a PDF for your records.
Any additional arrangements or details need to be handled outside the platform.
Future Enhancements
We are actively working on digitalizing the post-acceptance process to streamline collaboration further. Stay tuned for updates!