Proposals (estimated cost for client work) can be created and submitted in the RFP / Proposal module in Service Automation. A client may request a proposal by submitting an RFP to a contractor (e.g., for new equipment required as the result of a work order). A contractor may also submit a proposal without a request from a client.
Note: If a revised proposal needs to be submitted, it must be for the original proposal amount plus/minus the difference. If two proposals are approved, the NTE is updated to the grand total of the proposal that was approved last (the NTE is not updated to the total of both approved proposals).
How to Create a Proposal for an RFP
A Request for Proposal (RFP) is a client’s request to a contractor for estimates on a work order or special project. You can submit a proposal in response to the RFP within your Service Channel account.
- Log in to your ServiceChannel account.
- Navigate to RFPs/Proposals > View/Process RFP. The RFP search page appears.
- Use the filters on the RFP search page to search for RFPs submitted to you for response. You can search by RFP number, Work Order # or Purchase Order number, RFP status and RFP Date. Click Retrieve Report to view a list of RFPs matching your search criteria. You can determine their status by the color-coding.
- Open: You can submit a proposal for this RFP.
- Some PRP’S: Some Proposals have been received. You can submit a proposal for this RFP.
- All PRP’S: All proposals have been received. You can no longer submit a proposal for the RFP.
- Closed: The client has closed this RFP. You can no longer submit a proposal for the RFP.
- Click Create PRP for the RFP you wish to respond to. The Proposal Input Screen appears.
- Creating a proposal consists of several steps. You must first enter a brief Project Name and Description. This is a required field. The Proposal Number will automatically populate.
- Proceed through the remaining sections by filling in the blue highlighted boxes. Click the blue arrow at the bottom of the screen to continue to the next step.
- Step 1. Enter Costs incurred to date: Enter a description and a total in the appropriate boxes. You can add additional rows as required.
- Step 2. Enter Materials: Enter a description, quantity/unit and price for each material in the appropriate boxes. The rows will be automatically calculated. You can add additional rows as required.
- Step 3. Enter Installation Labor: Enter the number of technicians, hours and rates as appropriate. The rows will be automatically calculated, except for Flat Fee Labor. You will need to enter the total charge for Flat Fee Labor.
- Step 4: Enter Non-Installation Expenses: Enter Travel, # of Trips and Charge as required. The total will be automatically calculated. Rows for Fees and Non-Installation Labor are provided so that you can enter the total charges for those line items. You can add any additional non-installation expenses and totals as required.
- Step 5: Enter Freight: Enter the total Freight charges. You can add additional rows for other freight charges and their totals as required.
- Step 6: Enter Tax: Enter the total tax charges for each line item.
- Step 7: Attachments (optional): Attach up to five 50MB files to the proposal, if required.
- Once all sections have been completed, the proposal will be calculated and Spend by Category and Total Project Cost will appear.
- Click Preview Proposal.
- Check the two (2) boxes to confirm the data on the form is correct and that any sections you did not add any charges to should have zero totals. If you need to make changes after your preview, click Change Proposal and make the required modifications.
- Click Submit Proposal. The proposal is now entered into the system and sent to the client.
There are times when a proposal needs to be submitted that is not attached to a Work Order (e.g., found on a Preventive Maintenance recommendation) or from an RFP.
- Log in to your ServiceChannel account.
- Navigate to RFPs/Proposals > Create Proposal. The Location Search page appears.
- Search for the location you wish to submit the proposal to and click the location ID.
- Select the Trade for the proposal you are submitting from the drop-down.
- Click Next. The Subscriber Choice page indicating the client’s name appears.
- Click Next. The Proposal Input Screen appears.
- Follow the steps 5 to 10 above for filling out and submitting the proposal.