Wrench SmartProject has introduced an essential feature to improve the clarity and documentation of tender-related RFIs (requests for Information). This feature ensures that all RFI conversations are included in vendor attachments for easy access, even if the vendor is no longer part of the buyer’s SmartProject user accounts. This helps maintain accessibility for legal and compliance purposes, especially in case of disputes.

Key Features:

• RFI Conversations in Bid Acknowledgment Emails:
  A new setting in the tender notifications settings window allows RFI conversations related to a tender to be attached directly to the vendor’s bid acknowledgment email.
• ZIP File Generation:
  When the vendor submits a bid with the new setting enabled, the system generates a ZIP file in the background. This file contains:
  • An MS Excel template listing all RFI conversations related to the tender.
  • A folder with vendor attachments.
• Access to RFI Conversations:
  Vendors can access the ZIP file through the existing vendor attachment link, making it easier to download and review the RFI conversations and related files.
• Resubmitting and Revising Tenders:
  • Resubmissions: All RFI conversations from previous submissions are included in the ZIP file.
  • Tender revisions: The new feature includes the tender revision details when RFI conversations were created, improving transparency and tracking.

Advantages:

• Improved Access and Documentation:
  Vendors will always have access to critical RFI conversations, even if they are removed from the system, which is particularly valuable for legal or compliance purposes.
• Streamlined Communication:
  By attaching RFI conversations in bid acknowledgment emails, the process becomes more transparent, ensuring that both the vendor and buyer can easily reference key discussions and agreements.
• Efficient Tender Management:
  The ability to automatically generate and attach RFI conversation details in a ZIP file streamlines the submission, resubmission, and revision process, saving time and improving accuracy in tendering.
• Enhanced Transparency and Tracking:
  Including tender revision information in RFI conversations ensures that all changes and communications are well-documented and tracked throughout the tender process.

This feature empowers users with better documentation, improved tracking of communications, and seamless access to all critical RFI-related information in SmartProject.