How does the Score Vendor Responses setting affect an RFP Status and a Vendors ability to submit their response?

When Issuing RFPs to Vendors, RFP360 provides a setting to Score Vendor Responses. This setting is directly tied into how RFP360 updates the RFP status at the RFP due date and time. RFP status’ determine when and if a Vendor is able to submit their responses.

How does the Score Vendor Responses setting affect an RFP status?

  • When this setting is enabled, the RFP360 platform automatically moves the RFP status from ‘Awaiting Responses’ to ‘Scoring’ at the RFP due date and time. 
  • When this setting is disabled, the RFP360 platform automatically moves the RFP status from ‘Awaiting Responses’ to ‘Scoring Closed’ at the RFP due date and time. 

How do RFP statuses affect when a Vendor is able to submit their responses? 

  • If the RFP status is ‘Awaiting Responses’ or ‘Scoring’ a Vendor is able to submit their responses in RFP360.
  • If the RFP status has been moved to ‘Scoring Closed’, either automatically or manually, a Vendor will no longer be able to submit their responses in RFP360. 

What if I don’t score Vendor responses, but I want to accept late submissions?

No problem, we understand that as an RFP Issuer, you may choose to both not score your RFP responses and also accept late submissions. In this scenario, it is critical that you opt to enable the setting to enable scoring on the first step of creating a new RFP. This will prevent the status of your RFP from automatically moving to ‘Scoring Closed’ at its assigned due date and time.

PLEASE NOTE: You will not be required to score the vendor responses or set up scoring criteria if you enable this setting. 

During the RFP creation, you may also wish to select the setting to “Hide scoring criteria from Vendors” as this will safeguard any arbitrary point values assigned to sections from being shown to your Vendors considering you won’t actually be scoring the responses. 

Any section writer(s) will automatically be assigned to the RFP Scoring Team; to avoid confusion that those users need to score responses as a scoring notification email will be sent to them at the time and date the RFP becomes due, it is recommended that any assigned Scorers be deleted. To edit the Scoring Team, visit the RFP Dashboard and select Add Scorers, then click on the trashcan icon to the right of the name to delete the Scorer. On this screen, you may also adjust point values associated with sections. It is recommended you adjust each section to a point value of zero.

Helpful notes: If you have any active RFPs that have been created with the Score Vendor Responses setting disabled, and the RFP status is still ‘Awaiting Responses’ your best option to avoid locking out late Vendor submissions is to extend the RFP deadline. Click here to learn how to change RFP due dates. We would also recommend messaging all Vendors via the Message Board to encourage timely submissions. Click here to learn more about using the Message Board to communicate with Vendors in RFP360.

If the setting for Score Vendor Responses is disabled at the time of RFP creation, enabling it after the fact, unfortunately, will not allow Vendors to submit responses past the deadline. The system will allow you to visit the RFP details tab and check the box for to enable the setting; however, the system doesn’t save the setting properly on the back-end of the application and the RFP status will automatically be moved to ‘Scoring Closed’ at the RFP due date and time.

If your Vendor is still having trouble submitting their proposal after the deadline, and the RFP is not in a status of ‘Scoring Closed’ on your side, here is a helpful article you can send them about How to Submit a Proposal After the Due Date.

Issuing: Issuing an RFP to Vendors

  1. Getting Started - evaluating vendors with RFP360
  2. What is the RFP Dashboard?
  3. How do I create a new RFP, RFI or Profile?
  4. How can I link an RFP to a Profile?
  5. How do I edit the name of my RFP?
  6. Using the Excel template to draft an RFP/RFI
  7. Who is my RFP owner?
  8. How do I create Sections and Questions in an RFP?
  9. Can I move around questions within my RFP while I'm drafting it?
  10. We use a lot of Sub-Sections in our RFPs. How do I set those up?
  11. How do I create drop-down lists in my Library?
  12. Can I make some sections optional in my RFP for my Vendor?
  13. How do I assign an RFP section to a writer?
  14. Can I edit my RFP after I publish it?
  15. How do I attach a file in an RFP I'm writing?
  16. How will my RFP or Profile look to respondents?
  17. How do I publish my RFP or Profile?
  18. How do I resend an invitation to an RFP/Profile?
  19. How do I extend the RFP or Profile's due date (deadline)?
  20. How do I accept or reject a proposal submitted after the due date?
  21. How does the Score Vendor Responses setting affect an RFP Status and a Vendors ability to submit their response?
  22. How do I add an addendum?
  23. What if I need to make changes to my RFP/Profile after I have published?
  24. How do I move questions from one section to another?
  25. How do I close out an RFP?
  26. How do I export a completed RFP event?
  27. How do I delete an RFP or Profile?
  28. How do I send messages to vendors?
  29. How do I move an RFP to a sub-account?
  30. How do I copy an existing RFP or Profile?
  31. How do I fill out the Excel upload template for a new RFP?

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