Opening of responses to questionnaires (RFI)

The opening of responses can be carried out in requests with the status "Closed” and "Ongoing". However, in an ongoing request (status "Ongoing"), there is the condition that there must be at least 1 valid response and that the remaining responses have a processing status of at least "Invalid" and/or there are rejections for participation (status “Rejected”). If during an ongoing request for response all responses are already available and the minimum conditions mentioned above are given, you can execute the response opening in an ongoing request ahead of the scheduled deadline.

Please note:

The response opening in an ongoing request closes the request at the same time. The submission deadline of the request is automatically set to the time and date of the response opening and it is no longer possible for suppliers to process the request from then on.

Conditions for the response opening in ongoing requests in detail:

If at least one of the participating suppliers has one of the above-mentioned processing statuses that do not allow a response to be opened, you can obtain the response opening by deactivating all suppliers who do not have the above-mentioned processing statuses in order to execute the response opening. A possible reason for this measure could be that you know in advance that no further responses are to be expected. You can find out how to deactivate suppliers on the following page:

Deactivating / reactivating suppliers in requests

From the first opening of the response, you can view the responses at any time in the same way. In requests with the status "Completed", requests have already been opened. Here you can also view the response prices at any time.

There are 2 methods to carry out the response opening. Both are described below

Opening responses via lists of requests for response

Since requests can only be opened in the statuses "Closed" and "Ongoing", open up one of the following lists:

• "Requests for responses” (total list)

• "Closed"

• "Ongoing"

If you opt for the total list of requests, you will see all the requests with all possible statuses. Here you can see in the "Suppliers" column whether there are any responses available.

If this is the case and the above-mentioned conditions for the response opening are given (see the information in the beginning of this page), then the envelope button on the right side is active. If the button is inactive, there are no responses available for the opening or the conditions for the opening are not given.

Click on the envelope button for the desired request:

Please confirm the opening by clicking on “Open responses”.

Please note:

The opening of the responses in an ongoing request closes it at the same time. The submission deadline of the request is automatically set to the time and date of the opening and it is no longer possible for suppliers to process the request from then on.

Opening responses via the request for response

Alternatively, you can also execute the opening of the responses within the request for response itself. To do this, open the desired request and switch to the "responses” tab. If responses are available and the conditions for the opening are given, the button “open responses” is active.

Confirm the opening by clicking on “Open responses”.

Please note:

The opening of the responses in an ongoing request closes it at the same time. The submission deadline of the request is automatically set to the time and date of the opening and it is no longer possible for suppliers to process the request from then on.

Display after the opening of the responses

After the opening of the responses, the overview of all submitted responses will open. For each submitted response, you will have an entry in the listing and the total price net will be displayed. If you have carried out several response rounds, you will see the respective version in which the supplier's response was sent on the left-hand side. Therefore, there may be several responses of the same supplier, in case he participated in several rounds for which he submitted new or changed response prices.

All responses that you may have adjusted via the price comparison list will also be numbered and listed here with their own numbering, including the corresponding version. If you have copied a response via the price comparison list and adjusted prices and/or delivery times by yourself in this copy, these will also be listed and will receive an additional number.

Example:

You can find more information about the price comparison list and how to create copies here:

Copying responses in the price comparison list and adjusting response data

Make your selection by ticking the boxes on the left to transfer the responses to the price comparison list. You can select any response and compare them with each other in the price comparison list, regardless of the response rounds in which they were submitted by the suppliers or whether they are copies created by you:

On the following page, you can read how the Price comparison list is structured, how it is managed and what options are available.

Price comparison list and evaluation of response prices