1 - CREATING YOUR WORKSPACE
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.
2. 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.
3. Clicking the “View Now” in the email will take you directly 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 article titled RFP Overview.
4. Select your Subscription Type
5. Fill out your Information
Enter in your First and Last Name & mobile phone number
Create a password
6. You will receive a confirmation email that will contain a 4 digit code. Enter this code to proceed.
7. Your workspace type will be selected based on the user who sent you the RFP.
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.
You can click the “X” button to close the Task window that explains the actions that can be taken on an RFP
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
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 Received RFPs.
2. Within the RFP listing page, you can view all the Received RFPs within your workspace. This listing page provides you 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.
Within the RFP, you will see all of the RFP information broken down into tab format. You can click on any of these tabs to see the respective information.
Details Tab: Includes general information & statistics about the RFP, important dates, and the project location
Summary Tab: Includes the project description and the requested scope of work. This tab also includes any insurance requirements
Location Tab: Provides the location of the project
Q&A Tab: 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.
Quoted Items Tab: 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.
Drawings, Files & Specifications Tabs: The creator of the RFP can provide files on each of these respective tabs. You have the ability to download these files to your local computer by clicking on the next to the file and selecting Download.
Discussion Tab: This is a direct chat with the creator of the RFP. 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 a RFP
1. From the RFP in the upper right-hand corner of the screen, you have the ability to select whether to Start a Proposal or decline bidding by selecting Reject RFP. To accept this RFP and proceed to the proposal, click Start Proposal.
2. Click the Confirmation button and you will be directed to the proposal that will be created from this RFP.
3. Once on the Proposal, if you ever need to reference any of the RFP information or RFP documents, click on the Proposal Navigation dropdown and select RFP Summary or Received RFP Files.
4. If you need to ask any clarification questions or have correspondence directly with the creator of the RFP you can use the Discussion tab. This can be found in the Proposal Navigation dropdown and selecting Discussion / Bid Clarification.
5. When creating a proposal from an RFP, the system will automatically take you to the proposal and you will be on the Budget / Fee tab. This is where you can enter a dollar amount for each requested Quoted Item.
Add your price in the Estimate Amount field
You will notice that the Estimate Amount per Sqft will auto-populate
If your estimate does not include markup, you can use the Mark Up % field
The Estimate plus the Mark-up field equals the Price to Client. This is the only value for the quoted item that your client will see. Fill out a value for all quoted items.
6. If your client is requesting Alternate pricing for a quoted item, you will notice highlighted Alternate text next to the quoted item name.
7. 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.
8. 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.
9. Once an estimate for all the quoted items has been 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 or click Next Step.
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.
10. After completing the Budget / Fee tab and the Q&A tab you have the ability to Submit your Proposal. Optional items to add to your proposal submission will follow.
At the top right of the proposal click Submit, then Submit to Client.
11. If you have not entered any information on the Scope of Work tab, you will be prompted to confirm the action. Click Submit to Client.
12. Your proposal has now been Sent!