This action might not be possible to undo. Are you sure you want to continue?
They create a new RFP by: 1) Accessing the New RFP form.
REQUEST FOR PROPOSAL (RFP) MATCHING PROCESS
2) Filling out the form with requirements, including the date when the RFP expires.
Distribution Phase After filling out the New RFP form, the member has several choices. They can save the form as a Draft by clicking Save Draft. They can also distribute the RFP with one of four choices: 1) Make the RFP available for public searches a. The demand participant saves the form with “Make Available for Public Searches” checked in the Distribution Type section.
b. Members who want to search for RFPs (we call them “supply participants,” as they are the people who have space to lease/sell) then click Search RFPs from within the Sibdu platform.
c. The supply participant then fills out the form and submits it by clicking Search RFPs. d. Results are returned to the supply participant. At that point, they can begin the “Proposal Phase,” detailed later in this document. 2) Distribute to a social network via known associates a. The demand participant clicks “Private” in the Distribution Type section. b. They then click on the Associates tab, at which point a list of their Associates within the Sibdu platform appears.
c. They click on the specific Associates to which they want to send the RFP. d. They then click Submit, and the RFP is distributed to the indicated Associates. e. If the Associate to whom the RFP is sent wishes to propose properties against the RFP, they can begin the “Proposal Phase,” detailed later in this document.
3) Distribute to a social network via private groups within the Sibdu platform a. The demand participant clicks “Private” in the Distribution Type section. b. They then click on the Private Groups tab, at which point a list of their Private Groups within the Sibdu platform appears. c. They click on the specific Private Groups to which they want to send the RFP
d. They then click Submit, and the RFP is distributed to the indicated Private Groups e. If a participant or participants in the Private Groups wish to propose properties against the RFP, they can begin the “Proposal Phase,” detailed later in this document. 4) Distribute to people outside the Sibdu network a. The demand participant clicks “Private” in the Distribution Type section b. They then click on the Non‐Sibdu Members tab, at which point an entry box appears, where the RFP issuer enters in e‐mail addresses of the people to whom they want to send the RFP c. They then click Submit, and the RFP is distributed to the people at the indicated e‐mail addresses (see next page)
d. The receiving parties can view the RFPs without becoming Sibdu members. To reply to the RFP, they do need to sign up for free membership to the Sibdu platform. At that point, they can begin the “Proposal Phase,” detailed later in this document. The demand participant can also import and post RFPs to any type of group within Sibdu, including: • Regional groups, which are preset by Sibdu staff and are based on U.S. metropolitan statistical areas • Public groups, based on topics of interest to a wide audience (leasing, interior design, sale/leaseback, etc.). Public Groups can be created by Sibdu staff or members. • Private groups, which are member‐created groups that are “invite‐only” for other members. Can be used to manage individual projects, discuss a wide variety of topics meant for specific people, etc. While the types of Groups may be different, the functionality to post RFPs to all of these types is the same:
1) Go to the particular Group (we’re using the Washington, DC Regional group in this example), and click on “RFPs” in the sub‐navigation of the page.
2) Click on the “Post an RFP” button.
3) The demand user then selects their appropriate open RFP(s) from the resulting page and clicks Save (see next page). Note that the process to Create a New RFP can be started at this point as well (see Creation Phase from earlier in this document). When a New RFP is started at this point, the user will be taken back to this screen when the New RFP is distributed.
4) After the RFP or RFPs is/are selected and Saved, they will appear in the particular Group, and the supply side can begin the “Proposal Phase,” detailed below. Proposal Phase After the RFP is created and distributed by the demand participant, the supply participant can access the RFP in a variety of ways: 1) If they’ve been invited by the demand side (as indicated in sections 2‐4 of the Distribution Phase), they can click on the link in the e‐mail that is sent to them by the RFP application. They’re then taken to the actual RFP 2) The demand side can also search for open RFPs via a search conducted within the Search RFPs sub‐tab (as indicated in section 1C of the Distribution Phase) No matter which access method is used, replying to the RFP involves the same process, by proposing properties against the RFP. For our purposes, Steps involved by the supply side are: 1) Click on “Add to Invited” in the RFP View (next page).
a. This sends the RFP to the Proposals subtab and the Invited category below that (below).
2) Click “Propose”
3) Propose a property or properties the supply participant has in the Sibdu system (below). There’s also functionality present for the supply participant to add a new property to Sibdu (see “Listing Entry” at the end of this document). After that property is in the system, it appears in this list to propose.
Once the supply side proposes properties, the proposals can be tracked via the Closed Proposals and Pending Proposals tabs within the Proposals sub‐tab.
“Closed Proposals” are for RFPs that are shortlisted (or not shortlisted) by the demand side once the RFP time period has closed. “Pending Proposals” are for RFPs that are entered in during the RFP’s open time period. The below is an example for Closed Proposals.
After the proposals start coming in, the demand side can start evaluating them. This is accomplished by: 1) Examining the “Matches” column in the Open RFP tab, listed within the RFP sub‐tab. If there are properties proposed against the RFP, the number of properties shown, and the number is hyperlinked to the actual properties (or property) a. Note: Clicking on the “plus” sign also gives the number of matches, and can be clicked on in the same way as above
2) When clicked, the system takes the demand participant to a summary of proposals (right column), details about the proposal (left column), and contact information for the person initiating the RFP response (bottom left). The demand participant can also reply directly to the supplier via a “reply” button (upper left).
In addition, both supply and demand participants can send messages back and forth in three ways: 1) Supply participants can ask questions via a publicly accessible Q&A (question and answer) board that the system automatically sets up for each RFP. All questions/answers can be viewed by the person issuing the RFP, as well as all supply siders proposing properties against the RFP (next page). The Sibdu system also alerts the demand participant to a question being posted via their Inbox within Sibdu.
2) The demand side can message the supply side person directly by using the “Save Answers” button. This also posts the answer to the publicly viewable Q&A board, so all can see.
3) In each proposal, the demand side can see the contact information of the person on the supply side. If they wish, the demand side can initiate direct with the supply side at that point.
Shortlisting Phase This phase begins either when the demand side manually closes the RFP, or the RFP is closed automatically based on the date the demand side supplied when the RFP was first created.
Closed RFPs are located in the tab of the same name, located in the RFP sub‐nav. When the RFP is closed, initially all proposed properties are shown as Not Short Listed (see RFP #4 in the below list).
The demand side has to click on the Not Short Listed number to see each property proposed, and to determine if the property will be short listed or not. If it is to be short listed, they’ll click on the Shortlist button.
Once a property is Shortlisted, it will appear in the supply side’s Closed Proposals tab under the Proposals sub‐tab. At that point, they’ll be able to directly contact the RFP owner by clicking on the Contact RFP Owner link.
The supply‐side participant is also notified via e‐mail within the Sibdu platform that
their property has been shortlisted. At this point, negotiations between supply and demand can begin offline. Listing Entry Listings are entered in by the supply side. The process is simple: 1) Click on the New Inventory option in the Inventory sub‐tab.
2) Enter in all of the details of the property (market, address, property details, individual units, financial information, description, etc.) into the form.
3) Multimedia options that can be uploaded for each listing include images, documents and video.
Besides uploading listings for RFP responses, listings can also be manually distributed to Regional, Public, and Private Groups in a similar manner to RFP distribution that’s found in the Distribution Phase section of this document. Listing searches are planned in a future upgrade of our platform.
4) The supply side participant can Save the listing as either a Draft or for full activation.