Eleven VMS is a platform that allows you to manage all your Requests for Proposals (RFPs) and intellectual services projects. You can create time and materials, capped time and materials, and SOW-based RFPs, to find the experts you need. Let's see in this article how to create and publish a SOW-based RFP.

A SOW-based project is an RFP for intellectual service purchases on a fixed-price basis, with structured project definition and clear deliverables milestones.

Learn more about the SOW-based project module 

For comprehensive information about the new SOW-based project module, including its benefits and detailed functionality, visit our Release note.

Create and publish a SOW-based project RFP

To start creating your SOW-based project RFP, go to the RFP tab and click on Create an RFP.

On the first page that will appear, create a new request for proposals from an empty form and select the SOW-based RFP type.

Among these options, please select the option Create a SOW-based RFP, then click on Create. You will be redirected to a multi-step form that guides you through a structured process to guarantee a clear definition of deliverables, milestones, and other contractual requirements.

Below are the steps to complete to publish your SOW-based RFP:
 

Step 1: Fill in Client information

Upon clicking the "Create a SOW-based Project" button, the SOW-based RFP form opens on the first step. Only the first step is active, while the following steps are grayed out. 

Required information:

• Client entity: Select an entity among those to which you are attached and for which you wish to issue the RFP
• Operational manager: Assign an Operational manager based on entity selection
• Co-manager (optional): Add an additional manager if required for project oversight
• Budget allocated in €: Specify the total budget allocated for this SOW-based project

Click Validate and Continue to proceed, the form prevents navigation to the next step until all mandatory fields are completed.

Step 2: Project details

After validating Step 1 (Client), Step 2 becomes accessible. This step focuses on detailed project context, requirements and specifications, and supporting documentation. 

Required information:

• Project title: Should accurately represent the expertise or end goal you are looking to achieve with the project
• Project context: Provide comprehensive background information about the project
• Definition of project requirements: Define specific outcomes, deliverables, and detailed requirements

Attachments (optional): Upload files to provide additional context

• Upload some files: Add up to 5 files to support your RFP
• Accepted file formats: .pdf, .doc, .docx, .xls, .xlsx
• Maximum file size: 5MB per file
• File limit: 5 files maximum

Milestones

Structure your project by defining key phases and deliverables or allow suppliers to propose their own timeline. Choose from three options:

Without milestone

• Select this option if the project does not require milestones
• Suitable for simple, straightforward projects with one clear end deliverable.

Milestones defined by suppliers

• The suppliers will propose the scheduling of the project
• Allows flexibility for suppliers to suggest their preferred project structure
• Useful when you want to evaluate different approaches to project execution

Milestones defined by the client

• You define the project milestones yourself
• Milestone title: Mandatory field for each milestone
• Due date: Optional field for timeline management
• Click Add Milestone to create additional milestones
• Maximum: 10 milestones can be added

Once all required fields are filled and "Validate and continue" is clicked, the step is marked as completed, and step 3 becomes active.

Step 3: RFP conditions

This step sets the rules and deadlines for candidate participation in the RFP process.  
 

Participation Conditions:

• Toggle: Add conditions of participation to the RFP: Activate this option to add specific conditions. These conditions will be mandatory for suppliers to access the RFP details. It is often used to display an NDA that the suppliers would have to sign before being able to see RFP’s details.
• Upload supporting documentation for participation clauses if needed

Submission of proposals: Set clear deadlines for proposal submission to manage the RFP timeline effectively:

• Deadline: Select the date for proposal submission
• Hour: Specify the exact time for deadline precision 

Step 4: Publication

Select RFP Recipients

Choose the suppliers you want to send this RFP to. You can select one or several lists of preferred suppliers.
 

(2 options for the screenshots of step 4)

Send to preferred suppliers list:

• Select preferred suppliers: Choose from your configured preferred supplier lists
• Multiple lists can be selected to expand the group of recipients.

Specific settings

This section appears if your company account uses premium features such as:

• Custom fields configured at the company level
• Fields appear as either dropdowns or free text based on your company configuration
• Mandatory custom fields must be completed to prevent validation errors
• Custom fields may include links to associated PDF documents

Step 5: Summary and finalization

Review and Correction

The summary step provides a comprehensive overview of all entered information organized by sections:

Client Section:

• Entity: Shows the selected entity
• Operational manager: Displays assigned operational manager and co-manager (if applicable)
• Allocated budget: Shows the budget amount 

Project Section:

• Title: Displays the project title
• Context: Shows the project context information
• Definition: Presents the project requirements definition

Conditions Section:

• Deadline for proposals: Shows the submission deadline with date and time 

Publication Settings Section:

• Lists of preferred suppliers: Shows selected supplier lists
• Specific settings: If any, show a recap of their content

Navigation options:

• Click “Back to step” next to any section to return to that specific step for corrections
• Updated information is reflected in the summary upon returning

Publishing the RFP

• Click “Create RFP” to publish the form
• A confirmation message indicates successful publication
• Choose to:
  • Click the close button to redirect to the home page
  • Click “view the RFP” to redirect to the RFP details page

Edit a SOW-based RFP
  

To edit an RFP already published:

1. Go to the RFP tab, then click on My RFPs
2. You will be redirected to the table containing all the RFPs in your scope. Click on the action menu on the right of the table for the RFP you wish to modify, click on Edit.
3. You can now modify the information for each step of the RFP.

Once you have made your changes, click on save.