RFQ Process Summary
To initiate a purchase through the RFQ process, the customer should follow these steps:
Drafting an RFQ. Prepare an RFQ containing:
Note: If batch delivery or other special conditions are required, specify them additionally in the designated "Delivery Features" field of the RFQ creation form.
Submitting the RFQ. Complete the RFQ form on the relevant Agrobizz page and submit it by clicking the “Submit” button. If you possesses your Sales and Purchase Contract Form (SPA), upload it as a Word file using the special file upload button at the bottom of the RFQ form. If you have prepared your RFQ text, you can upload the document by clicking on the link: 'upload your RFQ file', attaching your SPA form to it. Upon successful submission, the system confirms: "Your RFQ has been sent successfully."
Upon receiving an RFQ,the Agrobizz system checks it for compliance and transitions the purchase to the “Active” status. The system automatically generates RFQ notifications and distributes them to registered qualified suppliers via the electronic catalog, alongside creating messages for relevant professional groups on social networks (without disclosing the customer's identity).
During active procurement, the system receives and verifies supplier price proposals within the specified RFQ period. These proposals are autonomously evaluated based on the information provided by the customer in the RFQ. The supplier offering the most economically advantageous price, as per the system's assessment, is declared the Selected Supplier.
Within two business days from receiving the winner notification, the specified Selected Supplier must notify the customer of the intent to enter into a Sales and Purchase Agreement (SPA). Failure to do so within this timeframe results in the system selecting the next economically advantageous offer as the Selected Supplier.
The customer retains the right to cancel the RFQ at any time before signing the SPA. Information about RFQ cancellation is published by the customer in the Agrobizz procurement system.
The customer finalizes the SPA with the Selected Supplier no later than business 10 days from receiving the Selected Supplier's intent message. SPA terms must align with those defined in the RFQ.
Frequently Asked Questions:
Question: How long does the procurement procedure using the RFQ algorithm take?
Answer: The procurement procedure using the RFQ algorithm typically lasts 8 business days on average. The duration depends on the proposal submission deadline set by the customer. We advise against setting a period exceeding 8 business days, as suppliers only submit price offers and confirm specifications and product certifications without document preparation.
Question: What should I do if the supplier has not confirmed its intention to sign the SPA?
Answer: In this scenario, the subsequent price offer is designated as the Selected Supplier. The customer has the option to request Agrobizz to furnish all or specific quotations obtained from potential suppliers for their own evaluation of the outcomes.
Question: Is it possible to buy several items in one basket?
Answer: Currently, the RFQ procedure does not offer this option. However, multiple items can be purchased by posting separate RFQs.
Drafting an RFQ. Prepare an RFQ containing:
- Product name
- Quantity
- Delivery time
- Delivery address
- Payment terms
- Proposal submission deadline (minimum 4 business days)
Note: If batch delivery or other special conditions are required, specify them additionally in the designated "Delivery Features" field of the RFQ creation form.
Submitting the RFQ. Complete the RFQ form on the relevant Agrobizz page and submit it by clicking the “Submit” button. If you possesses your Sales and Purchase Contract Form (SPA), upload it as a Word file using the special file upload button at the bottom of the RFQ form. If you have prepared your RFQ text, you can upload the document by clicking on the link: 'upload your RFQ file', attaching your SPA form to it. Upon successful submission, the system confirms: "Your RFQ has been sent successfully."
Upon receiving an RFQ,the Agrobizz system checks it for compliance and transitions the purchase to the “Active” status. The system automatically generates RFQ notifications and distributes them to registered qualified suppliers via the electronic catalog, alongside creating messages for relevant professional groups on social networks (without disclosing the customer's identity).
During active procurement, the system receives and verifies supplier price proposals within the specified RFQ period. These proposals are autonomously evaluated based on the information provided by the customer in the RFQ. The supplier offering the most economically advantageous price, as per the system's assessment, is declared the Selected Supplier.
Within two business days from receiving the winner notification, the specified Selected Supplier must notify the customer of the intent to enter into a Sales and Purchase Agreement (SPA). Failure to do so within this timeframe results in the system selecting the next economically advantageous offer as the Selected Supplier.
The customer retains the right to cancel the RFQ at any time before signing the SPA. Information about RFQ cancellation is published by the customer in the Agrobizz procurement system.
The customer finalizes the SPA with the Selected Supplier no later than business 10 days from receiving the Selected Supplier's intent message. SPA terms must align with those defined in the RFQ.
Frequently Asked Questions:
Question: How long does the procurement procedure using the RFQ algorithm take?
Answer: The procurement procedure using the RFQ algorithm typically lasts 8 business days on average. The duration depends on the proposal submission deadline set by the customer. We advise against setting a period exceeding 8 business days, as suppliers only submit price offers and confirm specifications and product certifications without document preparation.
Question: What should I do if the supplier has not confirmed its intention to sign the SPA?
Answer: In this scenario, the subsequent price offer is designated as the Selected Supplier. The customer has the option to request Agrobizz to furnish all or specific quotations obtained from potential suppliers for their own evaluation of the outcomes.
Question: Is it possible to buy several items in one basket?
Answer: Currently, the RFQ procedure does not offer this option. However, multiple items can be purchased by posting separate RFQs.
What Happens After You Submit an RFQ
① RFQ Processing:
Upon submission of your RFQ, the AgroBizz system immediately initiates a series of actions to ensure efficient processing. This includes verifying the information provided, identifying suitable suppliers from our database whose product offerings closely match your RFQ requirements, and dispatching the RFQ to them.
② Targeted RFQ Delivery:
Targeted messaging to potential suppliers is a continuation of the received RFQ processing process. An active RFQ is promptly dispatched to potential suppliers. Additionally, the AgroBizz system offers a dialogue space for clarifying individual parameters between the requester and the potential supplier, if necessary.
③ Submitting Quotes:
Suppliers respond to the RFQ by submitting their quotes through the AgroBizz system, providing comprehensive details on pricing, terms, conditions, and any additional information relevant to the RFQ, ensuring transparency and clarity in the quoting process. All received quotes are processed by the AgroBizz system.
④ Evaluation of Quotes:
The AgroBizz system assesses the submitted quotes, verifying their alignment with the RFQ specifications and evaluating factors such as pricing competitiveness, product quality, and delivery capabilities to identify the top suppliers best suited to fulfill the procurement needs.
⑤ Procedure Completion:
The selected supplier sends a commercial proposal (CP) to the customer regarding the conclusion of a Sales and Purchase Agreement (SPA). Customers are provided with a 10-day period to review the proposal and either accept or reject it, thus finalizing the procurement process.
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This sequence ensures a streamlined and transparent procurement process, from initial RFQ submission to the finalization of a purchase agreement.
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