RFQs & Quotes
The RFQ (Request for Quote) system allows you to broadcast service requests to multiple vendors, compare their bids, and seamlessly award the job, turning the winning quote directly into an active Service Order.
Creating RFQs
To start the bidding process:
- Navigate to the Procurement tab or a specific Port Call.
- Click New RFQ.
- Define the Scope of Work and required Service Type.
- Select the vendors you wish to invite to bid.
- Set a deadline for quote submission.
Managing Quotes
Vendors submit their quotes through their secure Vendor Portal. You can track incoming bids in real-time on your RFQ dashboard. The system automatically highlights the lowest bid and the fastest proposed completion time.
Clarifications
If vendors have questions about the scope, they can ask directly within the RFQ thread. Your answers are visible to all invited vendors to ensure a fair bidding process.
Compliance Check
PortTask verifies that all quoting vendors have up-to-date insurance and compliance documents before allowing you to award the contract.
Awarding Vendors
Once you select a winning quote, click Award. PortTask automatically:
- Notifies the winning vendor.
- Sends polite rejection notices to the other participants.
- Converts the RFQ into an active Service Order linked to the Port Call, locking in the agreed price.