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RFX
The Category One RFX Tool is a comprehensive suite of Internet-based
tools that makes the Request for Information/Proposal/Quotation(RFX)
process quick and efficient. The savings are achieved by streamlining
the often time consuming tender operations and increasing
transparency when analyzing quotations.
As an RFX initiator, you can issue your own individual tender
specifications in a matter of minutes using the Category One RFX
Tool. The user-friendly, intuitive interface also helps to
facilitate control. The definition of quotation positions
and the notification of participants are dealt with from your
personal virtual trading desk, meaning convenience for both
the purchaser and supplier.
The RFX Tool supports a broad variety of set-ups to allow
for the optimal structuring of the online RFX process. It
can be used by individual initiators or consortiums, set up
ad hoc in order to increase negotiation power.
Four RFX formats are available:
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Single-position
RFXs: In this simple RFX format
the initiator can create RFXs with a single item. The
number of RFXs is not limited. |
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Multi-position
RFXs: The initiator can set
up a specific price model (e.g. on variable prices per
unit, one-time prices, non-calculated prices,) and additional
information he wants to have answered by the bidders
(e.g. material, date of starting work, warranty terms,
etc.). The number of items is not limited. |
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Multi-Lot
RFXs: The initiator can group
RFXs into lots and arrange for a multi-lot RFX; Bids
can be awarded individually on every lot. The number
of lots is not limited. |
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Multi-Round
RFXs: The initiator can define
several RFX rounds. It is possible to go from an RFI
to an RFP or RFQ. After each round bidders who did not
reach pre-defined limits can be excluded from the next
round.
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Efficient Support OfThe Entire
RFX Process
In setting up RFXs, the RFX Tool is used as a sophisticated
generator of Web-based forms to be answered by the selected
bidders. In the subsequent processes of online collaboration
and analyzing bidder feedback, the RFX Tool provides well-structured
tools that increase transparency for the initiator and enable
significant process cost savings and value-maximized sourcing
decisions.
RFX Set-up
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Flexible
price and technical criteria can be defined for all
items of an RFX. The initiator can provide fixed values
to be confirmed by the bidders (“must have”),
ask for specific input by the bidders or ask the bidders
to answer on default values entered by the initiator
(“should have”). Input types include text
areas and select boxes. |
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Industry, company
and user-specific templates can be defined on item basis
and organized in a template library for further reference.
Using RFX template libraries, initiators can significantly
drive down the process cost of repeat RFXs. |
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Standard technical
criteria are maintained in four different templates,
which the initiator can add to any RFX. |
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Any digital
content (e.g. MS Word™ files, PDF files or CAD-drawings)
can be attached to any RFX item or header. Attachments
may be used by the initiator in specifying an RFX and
by the supplier in responding to it. |
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RFXs can be
edited, deleted or copied. The copy function allows
for duplication of RFXs and for savings of time in repeat
RFXs. |
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The order in
which price and technical criteria, as well as items,
are dis-played to the suppliers can be defined by the
initiator. |
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An RFX can
be assigned an alphanumeric identifier which may be
used for integration with ERP systems for example. |
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Sealed Bid
functionality Information (such as participants’
identities) can be selectively concealed while the RFX
is in progress; analysis tools can be disabled (three
different setup options). This feature is of special
importance in the public sector. Restrictions noted
are lifted as soon as the RFX is completed. |
Online Collaboration
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Messaging
functionality enables the initiator to collaborate with
bidders. He can send e-mails to all bidders directly
from his personal trading desk, without using an e-mail
client. |
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A supplier
may ask to be re-admitted to a running RFX from which
he had withdrawn. If the initiator agrees, he can reset
the RFX status for that par-ticipant. The same method
applies to any changes to an RFX that a participant
wishes to make after submitting a quotation. |
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Based on questions
that are sent by the bidder, the initiator can generate
RFX FAQs on the fly and publish these to all bidders.
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In addition
to e-mail services, the Secure Conferencing Application
(SCA) module before, during and after the RFX enables
the initiator to send queries and other messages to
the suppliers. Messages may be sent from within any
RFX. If the initiator in turn receives postings from
the suppliers, the system will alert him to new in-coming
messages by e-mail, as well as a flashing ‘envelope’
icon on the navigation bar (left-hand side). A simple
click on the ‘envelope’ enables the initiator
to view in a separate window a listing of all new messages.
This listing is automatically updated in 30-second intervals. |
Analysis and Decision
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The Portum RFX Engine comes with a tool to analyze quotations
on predefined criteria. The tool provides a rapid matrix
comparison of all submitted quotations that supports
the evaluation and ranking of quotations. Best quotations
are highlighted (total and per position). |
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All items and
all criteria that expect participant input can be individually
weighted. The weightings used will appear as the defaults
within the Excel spreadsheet for further analysis. |
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Reporting tools
and decision support are supplied with the application.
Data can be exported to MS Excel™ for further
analysis. The Portum RFX Engine also supports Seagate
Crystal Re-ports™ to obtain cross-RFX and cross-bidder-analysis
data. |
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After evaluation
of the bids, the initiator can award a contract to one
of the bidders, award lot-specific contracts, proceed
with offline negotiations, or initiate with a single
mouse-click an auction with a group of selected bidders
using the sophisticated Portum Auction Engine. Further,
a follow-on RFX can be called in which existing participants
will see their previous quotations once again. |
Simple Yet Powerful Application Control
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The Personal Trading Desk is a powerful
personalized user interface for both initiator and participant
to monitor and control RFX events. It offers a comprehensive
easy-to-use graphical user interface and is 100% Web-based.
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This
tool selectively displays one type or several types
of RFX (RFQ/RFP/RFI). |
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A
running RFX can be extended or shortened. An RFX without
accepted quotation can be extended as long as no quotations
have been received. |
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The
RFX Task Manager will automatically remind both initiator
and bidder to complete the appropriate tasks. |
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Each user can work with the system in his preferred
language. At present, the RFX Tool supports English,
German, French, and Spanish. Additional languages can
be added upon request. |
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Two
roles can be assigned: Initiator and bidder. Depending
on the role, the user will see a personalized trading
desk with user-specific functionality. |
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Every initiator
uses his personal address book and decides for every
RFX which of the bidders are invited. Category One, upon
request, can provide additional pre-qualified suppliers. |
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Suppliers who
decided to refrain from an RFX will be displayed to
the initiator by name in a separate category. |
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Participants
are listed according to their activities in an RFX,
such as ‘Pending’, ‘Do not quote’,
etc. |
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The system
supports international time zones. When first logging
into the system, the user will automatically be prompted
for his preferred time zone (CET/CEST being the default).
The system will then adapt all timings used according
to the user’s personal time zone. Summer time
is recognized automatically and does not require user
intervention. Changes to the time zone setting can be
made at any time by editing one’s Personal Profile.
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