Vendors must be invited before they can respond to an RFx questionnaire. Each invitation issued to a vendor is called a "Response" or "Respondent" in PostRFP.
Vendor users belong to an organization account so that they can collaborate on their response. Each Response is linked to a vendor organization.
There are two ways to invite a vendor to respond:
If the vendor is already registered with PostRFP, and if there are active user accounts within that vendor, then you can simply pick the organization account to invite the user.
You can also ask that vendors register a new organization account before you add them as a Respondent. A registration link is provided on the 'Respondents' page which you can email to the vendor.
Use this option in the following cases:
When the Response is published (usually when the parent Project is published), an email will be sent to the address provided. This email contains a link which enables the individual to register for the Project. If they are already registered they simply login. Otherwise they can can create a new organization account.
The process is complicated if the vendor's organization is in fact already registered, but the individual does not know which of their colleagues have logins. This situation results in a warning message:
When a user attempts to create an organization account, the system checks to see if that organization is already registered. If it is registered the system presents the user with two options:
A third possibility, if the previous users no longer work for the vendor company, is to contact PostRFP support and ask us to check the account and possibly create a new user.
Each Response proceeds through different Status values. These dictate which actions can be undertaken by the respondent (vendor) or the buyer.
Each Response has a deadline by which the Supplier must submit their Response. After the deadline has passed they are no longer permitted to save or update answers.
The Response deadline is independent of the Project deadline, and takes priority. The Project deadline is used as a mechanism to synchronize the Response deadlines.
For Projects marked "Private", you must explicitly create Responses for each organisation that you wish to respond. For Projects marked "public" it is not necessary to create them. When a Respondent begins to answer a Public project they will self-issue a Response to themselves.