Request for Quotation (RFQ)

What is the RFQ Module?

The Request for Quotation module is Tawridy's sourcing engine -- it lets you create structured bid requests, distribute them to qualified suppliers, and track responses through to award. Whether you are sourcing materials for a construction project, procuring IT equipment, or fulfilling a customer inquiry, the RFQ module standardizes your process with configurable templates, AI-powered supplier suggestions, multi-channel distribution (email, WhatsApp, supplier portal), and multi-round bidding support. Every RFQ is assigned an auto-incrementing reference number (e.g., RFQ-2026-0001) for traceability across the procurement lifecycle.

How It Connects

Direction	Connected Module	Relationship
In <--	Inquiries	Customer inquiries can be converted directly into RFQs
In <--	BOQ	BOQ line items can be pulled into RFQ line items
Out -->	Suppliers	Selected suppliers receive the RFQ for bidding
Out -->	Quotes	Supplier responses are captured as quotes linked to the RFQ
Out -->	Purchase Orders	Awarded quotes generate POs
Both	Projects	RFQs can be linked to a project for budget tracking

Step-by-Step Guide

1. Create a new RFQ -- navigate to Procurement > RFQs and click "New RFQ". Alternatively, click "Convert to RFQ" from an existing customer inquiry.
2. Set RFQ details -- enter a title, description, project link (optional), required delivery date, delivery location, and payment terms. The system assigns the next sequential number automatically (e.g., RFQ-2026-0042).
3. Add line items -- for each item, specify: description, quantity, unit of measure, technical specifications, and any attachments (drawings, datasheets). You can also import line items from a BOQ.
4. Select suppliers -- choose suppliers manually by searching the AVL, or use AI-suggested suppliers which recommends vendors based on category match, past performance, and response history.
5. Review and publish -- preview the RFQ document, set the bidding deadline, and click "Publish & Distribute".
6. Distribution -- the RFQ is sent to selected suppliers via their preferred channel: email (with PDF attachment), WhatsApp message (with a portal link), or directly into their supplier portal inbox.
7. Track responses -- monitor the Response Tracker dashboard to see which suppliers have viewed, started, or submitted their quotes. Send reminders to non-responders with one click.
8. Close bidding -- once the deadline passes (or manually), close the RFQ to new submissions. Late submissions can be accepted at your discretion.
9. Compare quotes -- use the Quote Comparison Matrix to evaluate all received quotes side-by-side on price, delivery time, compliance, and technical score.
10. Award -- select the winning supplier(s) and click "Award". This generates a PO draft and notifies the awarded supplier. Unsuccessful bidders receive a regret notification.

Multi-Round Bidding

For high-value or complex procurement, Tawridy supports multi-round bidding:

1. Complete Round 1 as described above.
2. Click "Open Round 2" on the RFQ to allow shortlisted suppliers to revise their quotes.
3. Suppliers receive a notification with feedback (if enabled) and can submit updated pricing or terms.
4. Repeat as needed. All rounds are tracked with full version history.

Key Fields Explained

Field	Description
rfq_number	Auto-generated sequential reference (format: RFQ-YYYY-NNNN). Cannot be edited.
title	Descriptive title summarizing the procurement need (e.g., "Electrical Cables for Al Reem Island Project").
bidding_deadline	Date and time by which suppliers must submit their quotes. Configurable timezone.
delivery_date	Required delivery date communicated to suppliers.
line_items	Individual items being sourced, each with description, quantity, UOM, and specifications.
invited_suppliers	List of suppliers selected to receive this RFQ. Minimum 3 recommended for competitive bidding.
status	Current RFQ state: Draft, Published, Bidding Open, Bidding Closed, Awarded, Cancelled.
project_id	Optional link to a project for budget allocation and tracking.
round	Current bidding round number (1, 2, 3...). Defaults to 1.

Tips & Best Practices

TIP

Always invite at least 3 suppliers per RFQ to ensure competitive pricing. The system displays a warning if fewer than 3 are selected.

TIP

Use AI-suggested suppliers for categories where you have a large vendor base. The algorithm considers past response rates, pricing competitiveness, and category relevance to recommend the best candidates.

WARNING

Once an RFQ is Published, its line items cannot be modified. If you need to change specifications, cancel the RFQ and create a revised version. The system links the original and revised RFQs for audit trail.

TIP

Enable WhatsApp distribution for suppliers who are less likely to check email regularly. The WhatsApp message includes a direct link to the supplier portal where they can view the full RFQ and submit their quote online.

TIP

For recurring procurement needs, save an RFQ as a template. Templates preserve line items, specifications, and supplier lists, allowing you to create new RFQs in seconds.

FAQ

Q: Can I create an RFQ without linking it to a project? A: Yes. Project linking is optional. However, linking to a project enables budget tracking and provides better visibility in the project dashboard.

Q: What is the difference between "Publish" and "Distribute"? A: Publishing makes the RFQ visible on the supplier portal. Distribution sends it actively to suppliers via email or WhatsApp. You can publish without distributing (e.g., if you want suppliers to find it on the portal themselves).

Q: Can suppliers ask questions about the RFQ? A: Yes. The supplier portal includes a Q&A section where suppliers can post questions. Your team can respond, and all Q&A is visible to all invited suppliers for transparency.

Q: What happens if no suppliers respond? A: The system alerts you when the deadline passes with zero responses. You can extend the deadline, invite additional suppliers, or cancel the RFQ.

Q: How does the number sequence work? A: The format is RFQ-YYYY-NNNN where YYYY is the fiscal year and NNNN is a zero-padded sequential counter that resets annually. The sequence is configurable in Settings > Number Sequences.