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Creating Your Workspace & Responding to an RFP
Creating Your Workspace & Responding to an RFP

Respond to an RFP, Proposals, Submit Proposal, Creating your workspace

JD Williams avatar
Written by JD Williams
Updated over a week ago

1 - CREATING YOUR WORKSPACE

  1. You have been invited to participate and collaborate on a project via INGENIOUS.BUILD. You will have received an email identifying the company, the user, the project, and what type of invitation this is for. In this example, it will be an RFP. Click the link “View Now” within this email.

If you do not see this email in your inbox, please check your spam or junk folder. You could add us to your contacts to make sure you receive all emails and notifications from INGENIOUS.BUILD moving forward.

2. Clicking “View Now” in the email will take you into the registration process and creating your workspace. Within the web page that will appear, click the Continue button.

  • NOTE: If you already have a workspace, this link will take you directly to the RFP within your workspace. If this is the case you can skip to the next section of the RFP Overview article.

3. Select your Subscription Type

4. Fill out your Information

  • Enter in your First and Last Name & mobile phone number

  • Create a password

5. You will receive a confirmation email that will contain a 4 digit code. Enter this code to proceed.

8. Enter in your workspace/company information

9. Your workspace will be configured. This can take up to a minute, please do not refresh the screen or click the back button


10. Congratulations!! 🎉 Your workspace has been created. The system will place you in the RFP from which you were invited.

  • Whenever you are in the INGENIOUS.BUILD app, if you ever need help or support, you can always use our Help Center to chat with our customer success team by clicking the chat icon in the lower right corner of the screen. Please don’t hesitate to ask for help!

2 - RFP OVERVIEW

  1. All received RFPs can be found on a listing page, by hovering your mouse over the black bar on the left-hand side of the screen, in the module named RFP/Proposals.

2. Within the RFP listing page, you can view all the RFP/Proposals within your workspace. This listing page provides you with information on your RFPs such as the RFP & project name, the company that sent you the RFP, the project location, and the bid due date. Click on the RFP Name to view a specific RFP.

3. You can view and access RFP invitations by going to the notification center in the left nav bar.


4. You can view and access the proposals submitted by clicking on the "Proposals" tab.



5. Within the RFP, you will see all the general bid information broken down into tab format. You can click on any of these tabs to see the respective information.

  • Summary: This includes the bid package general information like contract type, currency, RFP company, bid package manager, sector type, gross area and essential dates like walk-through, tentative start and end dates, and bid due date. In the summary tab, you will also find the following:

    • Project Description: Provides the project description

    • Service Scope of Work: Provides the project scope of work that will be required

    • Location: Provides the project address

  • Proposal Team: This will allow you to add internal team members to the proposal. Click on "Edit Proposal Team"

  • Quoted Items: This is the bid form the creator of the RFP is requesting pricing for. Each Quoted Item will require a $ value response on the proposal.

  • Q&A: Includes a listing of questions that the creator of the RFP will require answers to. The answers can be entered in on the proposal that will be submitted back to the creator.

  • References: The creator of the RFP can provide drawings, files, and specifications on each of these respective tabs. You can download these files to your local computer by clicking on the next to the file and selecting Download.

  • Insurance Requirements: The RFP creator provides a list of insurance requirements needed for the project.

  • Messages: This is a direct chat with the creator of the RFP/bid package manager. You can ask clarification questions or any other questions directly from this discussion tab. This chat thread will carry over to the proposal so any historical information will be present for review there.

3 - Creating & Submitting a Proposal from an RFP

1. From the RFP in the upper right-hand corner of the screen, you can select whether to Create Proposal or decline bidding by selecting Reject RFP. To accept this RFP and proceed to the proposal, click Create Proposal.

2. Confirm you are Accepting the RFP and Generate a Proposal by clicking on the "Accept Button" button.

3. Once on the Proposal, you will be directed to the general information tab, which you can add a header cover photo and company overview. These steps are optional and not required to submit your proposal. if you ever need to reference any of the RFP information or RFP documents, click on the General Bid Information tab next to Proposal.

4. The next section is Budget / Fee tab. Click on "edit Budget/Fee" on the right side. You can enter a dollar amount for each requested Quoted Item.

  • Add your price in the My Fee field

  • You will notice that the Price per Sqft will auto-populate

  • If your estimate does not include markup, you can use the Mark Up % field

5. If your client is requesting Alternate pricing for a quoted item, you will notice Alternate text next to the quoted item name.

6. At the bottom of the Budget / Fee tab of the proposal you will see a recap of the totals that will be sent to the client.

7. After reviewing the quoted items, if you've noticed that the client is missing scope, you can propose a new quoted item to the client.

  • Click the Propose New Quoted Item button.

  • After the confirmation, give this newly proposed quoted item a Name and click Save.

  • Click Add Phase, and enter the Phase Name and the Estimate for this quoted item that you are proposing. Note: that there will be a label indicating that this is a Requested Quoted Item.

    • Your client now has the ability to accept or reject this Proposed Quoted Item.

    • Don't forget to SAVE your work.

8. Once the budet/fee is entered, you can proceed to answer questions from your client on the Q&A tab.

  • At the top of the proposal, click on the Q&A and click Edit Q&A.

  • On the Q&A tab, you will see the questions that your client is requesting answers to. The answers are formatted based on the type of question. Answer all the questions.

    Don't forget to SAVE your work.

9. After completing the Budget / Fee and the Q&A tabs, you need to fill out the Project Scope field in the Services Scope of Work tab. Click on the Edit Services Scope of Work to enter the info.

10. You are ready to submit your proposal. Before submitting, go to the actions and preview the proposal one last time.

11. Submit Proposal

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