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Work Requisitions & RFP

A Work Requisition (WR) is a site request for subcontractor resources. Once approved, it is converted to a Request for Proposal (RFP) that is circulated to prospective subcontractors for competitive bidding.

Work Requisitions listing showing WR numbers, associated work items, quantities, statuses, and dates
Work Requisitions listing with requisition details and approval status

Work Requisition (WR)

The Work Requisition captures the demand for subcontractor services from the project site. It specifies which Work Items need to be executed and the quantities required.

Prerequisites

Before Creating a WR

Two conditions must be met before a Work Requisition can be created:

  • Work Items must be predefined — The tasks and deliverables must already exist in the Work Items configuration
  • Budget must be approved — An approved budget for the relevant Work Items must be in place to authorize spending

Creating a Work Requisition

  1. Navigate to Work Requisitions Go to Execute > Subcontractor and select the Work Requisition option for the relevant job.
  2. Select Work Items Choose the Work Items that need to be subcontracted from the predefined list. Only items with approved budgets are available for selection.
  3. Specify Quantities Enter the quantities needed for each selected Work Item. The system shows the budgeted quantity and any previously requisitioned amounts for reference.
  4. Add Requirements Specify any additional requirements such as timeline expectations, quality standards, equipment needs, or special conditions.
  5. Submit for Approval Submit the WR for approval through the configured workflow. The WR is reviewed against the approved budget and project plan.
Field Required Description
Work Item Required Select from predefined Work Items with approved budgets
Quantity Required Quantity of work to be requisitioned for subcontracting
UOM Required Unit of measure, auto-populated from the Work Item definition
Required Start Date Optional When the subcontracted work is expected to begin
Required Completion Date Optional Target date for work completion
Remarks Optional Special instructions, site conditions, or technical requirements

Request for Proposal (RFP)

Once the Work Requisition is approved, it is converted to a Request for Proposal (RFP). The RFP is the document sent to prospective subcontractors inviting them to submit their proposals.

Creating an RFP from Approved WR

  1. Convert WR to RFP The approved Work Requisition is converted to an RFP. The system copies all Work Item details, quantities, and requirements from the WR into the RFP document.
  2. Select Subcontractors Choose the registered subcontractors who should receive this RFP. Select multiple subcontractors to ensure competitive pricing. Subcontractors must be registered in the Vendor Master before they can receive RFPs.
  3. Add Terms and Conditions Specify the contractual terms, payment conditions, performance requirements, and any special clauses that subcontractors must agree to.
  4. Circulate the RFP Distribute the RFP to the selected subcontractors. They can review the scope of work and submit their proposals.

Recording and Evaluating Vendor Offers

As subcontractors respond to the RFP, their proposals are recorded in the system for structured evaluation:

Recording Offers

For each subcontractor response, record the following details:

  • Unit Rates — The rate per unit offered for each Work Item
  • Total Price — Calculated total based on quantities and rates
  • Timeline Proposal — The subcontractor's proposed schedule for completion
  • Technical Approach — Methodology, equipment, and resource plan
  • Terms and Conditions — Any deviations from the standard terms or special conditions

Evaluating Offers

The system presents all received offers in a comparative view for evaluation. Key evaluation criteria include:

Criteria Considerations
Price Competitiveness Compare unit rates and total costs across all proposals
Technical Capability Assess the subcontractor's equipment, workforce, and expertise for the work
Timeline Feasibility Evaluate whether the proposed schedule meets project requirements
Past Performance Review the subcontractor's track record on previous projects
Compliance Verify adherence to terms, safety requirements, and statutory compliance
Competitive Bidding

For best results, circulate RFPs to at least three qualified subcontractors. This ensures competitive pricing and gives you sufficient options for evaluation. The system maintains a complete record of all proposals for audit purposes.

Selecting the Best Offer

After evaluation, the procurement team selects the most suitable subcontractor offer. This selected offer becomes the basis for creating a Work Order. Data from the selected offer — including rates, quantities, terms, and subcontractor details — is automatically carried over to the Work Order.