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Quoting For Agencies
Read articles on how to publish requests for quotes.
New Quoting Platform For Agencies
Lesson 1: Creating and Editing Your Agency Account
To create a new agency account: Go to https://app.govspend.com Click the 'Get Started' button towards the bottom of the screen. Go to I'm with a... and then select Agency from the drop-down menu. Enter your agency name. Add your main office address. !(https://storage.crisp.chat/users/helpdesk/website/1755115a27de5800/screen
Lesson 2: Inviting Additional Agency Users
To invite additional users to your agency account: Click Account on the top right hand corner of GovSpend Click My Organization Select the Users tab from the drop down menu Select Invite User, then enter the email address of the user you wish to add Click the blue Invite button To learn how to delete agency users, [click here.](https://gov
Lesson 3: Deleting Agency Users
To delete a user from your agency account: Click on Account on the top right corner of GovSpend. Click the Users option in the drop down menu Click the Actions button next to the user you wish to remove Click the Remove option
Lesson 4: Adding Custom Fields
Custom fields allow you to add one or more fields to the request form. Fields can be visible to companies or for internal use only. To add a custom field: Click on Account on the top right corner of GovSpend. Select the Customize Requests option from the drop down menu. Scroll down to Request Fields and click on Add Field to begin your custom field. Enter the name of your custom field in the Name text box. Select the appropriate option from the Type dr
Lesson 5: Adding Custom Terms & Conditions
Agencies may add Custom Terms & Conditions which vendors must approve before being able to send quotes. To add Custom Terms and Conditions for all of your agency's requests: Click on Account on the top right corner of GovSpend. Select the Customize Requests option from the drop down menu. In the Terms and Conditions section, copy and paste your custom terms and conditions into the field or attach a file using the Add Document button Click Submit button !
Lesson 6: Creating a New Request For a Product
Creating a request will let companies know what products your agency is looking to purchase at the best possible prices. To create a new request for a product: Click the blue Create Request button on the main page Add a name, the specific details of your request, the due date and time, the max number of responses you want, and any attachments you would like to incl
Lesson 7: Creating a New Request for a Service
Creating a request will let companies know what products your agency is looking to purchase at the best possible prices. To create a new request for a Service: Click the blue Create Request button on the main page. Add a name, the specific details of your request, the due date and time, the max number of responses you want, and any attachments you would like to inc
Lesson 8: Editing and Updating a Request
Only published requests and draft requests may be edited. To edit a draft request: Check the Draft box on the left hand side of the page under Filters Click the title on the draft you wish to edit Click the grey Edit button Make any chang
Lesson 9: Sharing a Request
To share a request via email: Click the Title of the request you want to share Click the grey Share Request button Click the Email icon in the popup window This will open an email in your default email platform with a short message about what product or service your agency is requesting. It will also include a URL to the request. Next, enter the recip
Lesson 10: Canceling a Request
To cancel a request: Click the Title on the request you wish to cancel Click the grey Cancel Request button Click the drop-down menu and choose a reason for cancelling the request Add any other explanation or comments in the text box Click the Submit button !(https://storage.crisp.chat/users/helpdesk/website/fb43156dc6b99000/screen-shot-2020-08-07
Lesson 11: Notifications for Agencies
Notifications for Agencies When a vendor responds to an open request you have posted, you will be notified within the app and via email. If someone else from your agency speaks with the vendor first, both of you will be notified of further updates. Notifications can be cleared by clicking the Mark Read button in the top left hand side of the page.
Lesson 12: Choosing a Quote to Award
To Award on GovSpend After reviewing quotes from several companies, you can select the quote that meets your needs by clicking the blue Select button. The company will be then be immediately notified that you have chosen their quote via in-app and email messaging. The quote status changes to Quote Awarded and can now be found under My Requests > Awarded. After awarding a quote, please send the company a follow-up message including your purchase order. !(https://
Lesson 13: Chatting and Communicating with Companies
Responding to Companies Using Chat One of the great features of GovSpend is being able to speak directly with companies using the intuitive chat system. You may also send files using the attachments placeholder. There is no limit to the number of the attachments you can share. All responses and attachments are sent in real time to the company and notifications appear both on the platform and via email. **All responses are part of the permanent record of the transaction and cannot be deleted
Lesson 14: Following Up With Companies
Following Up With Companies Communication through the chat window can continue on an Awarded Request so that any paperwork required can be arranged with the company and the procurement process be completed. All communications become part of the Audit Record. To send a follow-up message to a company: Click the grey View Messages text on the awarded request Enter a follow-up message in the text box including any attachments and click the grey Send button !(https://storag
Lesson 15: Viewing the Audit Record & Certificate of Request
GovSpend's Audit Record feature automatically records every event of a transaction and is available to be viewed and printed at any time. To view and print the Audit Record: Click the grey View Audit Log button on any published request Click the grey Show button next to Companies with Quote to see your bid tabulation included Click Print... Verify that everything is correct Click Print To view and print the Certificate of Request: Click on any **Aw
Lesson 16: Sharing a Link to Your Current RFQs
To Share a Link to Your Organization's Current RFQs: Click My Organization Requests on the top of the page Select your request Select the grey Share Request button Highlight the link. Then copy and paste it into an email, on social media, or directly on your website
Lesson 17: Extending the Due Date & Time of A Past-Due Request
Extending the Due Date & Time of A Past-Due Request Click the title of the open the RFQ you would like to change. Select the grey Edit button. Open the Due Date & Time dropdown option. Choose a new date from the calendar view; dates that have passed will be greyed out and will be unelectable. Click the scheduled time in the right side of the calendar view. Choose a new t
Lesson 18: Reopening An Awarded Request
Reopening an Awarded Request After clicking on My Organization Requests, then click on the Awarded check box on the left hand side of the page. Select the request you'd like to reopen. Click Reopen Quote Type your reason into the dialogue box that appears. Click the blue Submit button.
Lesson 19: Customizing Your Notifications
Customizing Your Notifications On GovSpend, it's easy to tailor your experience. Notifications are no exception! To determine when you will receive email notifications, follow these steps: Click on Account on the top right corner of GovSpend. Select Notifications in the new navigation menu. Select or deselect the notifications you'd like to toggle. Click the blue Submit button. !(https://storage.crisp.chat/users/helpdesk/website/fb43156dc6b99000/screen-shot-2020-
Tip 1: Getting the Fastest Responses and Best Prices
To get the fastest responses and best prices, make sure you: Select the right category and feel free to select more than one if it applies. Companies are notified based on categories selected. Include part numbers and where the products/services are to be delivered, so a company can respond without having to ask any additional questions. Respond quickly to any questions companies may have.
Tip 2: Be specific with your requests!
"What you give is what you get." Vendor response time to your requests is heavily dependent on the information you provide within the request. For example, creating a request and simply calling it "Work Uniforms" with very little info in the description field may not yield the most ideal results. Vendors need to know quantity, size, skillset, payment terms, and other such specifics based on what product or service your agency is looking to purchase in order to provide an accurate
Tip 3: Publishing a request to companies that are only near your agency
GovSpend handles this for you automatically. When a company registers for GovSpend, they enter the county and/or states in which they can deliver their product or service. When an agency publishes a request, the GovSpend system only notifies companies able to perform for that agency. For agencies who have an established local preference policy, each quote includes the location of the company, so that can be taken into consideration.
Anatomy of a Perfect Request
The perfect eRFQ The right request will represent three C’s: complete, comprehensive and clear. To do this, all Request for Quotes (RFQs) should begin with the essential information—and Quotes & RFQs makes that easier than ever by auto-filling most details. All you need is: A good name for the request Detailed description – including attachments and pictures (relevant documents always help) A due date – be sure to allow vendors enough time to quote The maximum number of quotes