Create an RFP from Your Plan and Download the Bid Grid

From your final operational benchmark plan, you can create one or multiple RFP versions to send out to vendors.

1. On the Plans screen, select the plan, click the Other Actions... button, and select Create RFP.

   Tip:

   Alternatively, you can create RFPs by clicking the Edit menu, selecting RFPs, and then clicking New.

   If you try to create another RFP for the same provider or scope of work, ClearTrial displays a warning message that an RFP already exists and asks if you want to continue.

2. In the Scope of Work / Assigned to Provider section, select the provider representing the scope of work on which the RFP is based.
   • The provider does not have to correlate in any way with the vendors to which you plan to send the RFP.
   • The selected provider is used to model the trial and scope the tasks and costs that vendors bid on.
   • When you import vendor-completed bids later, upon upload each bid inherits the vendor name from the Bid Grid.
3. In the RFP Info section, a file name for the Bid Grid, a short description of the RFP, and any comments.
   • The Bid Grid file name is the name under which the downloaded Bid Grid is saved to your computer.
   • You can edit the short description for your RFP to efficiently identify or filter out specific RFPs.
   • The Comments field is a space to record any notes relevant to the RFP. For example, you might want to capture specific audit details, such as who you sent the grid to and when, or any contact details.

     The Bid Grid file name, short description, and comments you enter can be edited at any time from the Edit RFP Details screen (launched by clicking Edit for an existing selected RFP from the RFP screen).

4. In the Bid Grid section, select Download Bid Grid.
5. Click Continue.....
6. On the Download Bid Grid screen, select options from the various sections to set the level of detail for your bid grid so that it aligns with the precise level and scope of work you want to include for bidding.

   Tip:

   For details about the options, click the help icon in the top right of the screen.
7. Click Download.
   • ClearTrial generates the RFP and adds it to the RFPs list.
   • To see the RFPs, from the Edit menu, select RFPs .

     Note:

     ClearTrial generates and downloads the Bid Grid as a Microsoft Excel file, which has an .xls extension. Do not change the extension as this is the only supported file type when uploading bids.
   • The plan is now locked and its status is updated to RFP. A red lock icon (
     
     
     
     ) appears next to the plan to indicate that it is now permanently locked.

     If you need to make changes to the plan (for example, after discussions and agreement of alternate scenarios with your vendor), copy the plan, make the updates in the copy, and create a second version of the RFP.

     You can always refer to the original or initial version of the RFP, which is locked as read-only.

• Ways to Generate the Bid Grid
  If an RFP already exists for a plan, you can generate the Bid Grid from additional workflows or locations in the service.

Ways to Generate the Bid Grid

If an RFP already exists for a plan, you can generate the Bid Grid from additional workflows or locations in the service.

1. On the Plans screen, open the Edit and select RFPs to display RFPs generated for all plans.
2. Generate the Bid Grid in one of the following ways:
   1. Click the New button, select the plan for which you want to generate the Bid Grid, and continue by completing the wizard.
   2. Click Download Bid Grid just above the RFP list.

      For help with the options, click the help icon in the top right of the Download Bid Grid screen.

   3. Select an existing RFP and click Edit. Then, on the Details tab, click the Download Bid Grid link in the History section.

      For help with the options, click the help icon in the top right of the Download Bid Grid screen.