Posted in Inviting Vendors to Respond last updated on June 16, 2014
Once submitted, a vendor's response can no longer be edited. The standard workflow for an RFP/RFx managed in SupplierSelect is:
Once a vendor has submitted their response, they are no longer able to edit their answers. A standard RFP or tender should adhere to this invite-respond-submit process to conform with procurement best practice and ensure vendors compete on a level playing field.
However, in some cases it's necessary for a vendor to update a submitted response. For example, they have misinterpreted a question, or they are invited to revise a price value. To allow such changes, their are two possible approaches:
A single vendor can complete multiple responses to the same RFP Project. When creating a Response for a vendor, there is a field "Label" that can be used to distinguish responses in such cases. If a vendor needs to submit changed information, but the buyer needs to track or record the changes made between submissions, this feature can be exploited. An example workflow would be:
The audit trail that logs when when vendors have edited or saved answers is not visible to buyers (buyers) by default. However, such information is logged, and can be accessed either on request from SupplierSelect, or directly by customers running their own dedicated instance of SupplierSelect.
Re-opening the response is quicker and easier. However, it is not very easy for the buyer to see what changes have been made, and the audit trail is not so easy to interpret.
Issuing a second Invitation creates a lot of duplicate data. However, this data is easy to manage, and the audit trail is very transparent.