> For the complete documentation index, see [llms.txt](https://docs.buildertek.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.buildertek.com/request-for-quotes-rfqs/bidding-process-and-everything-in-between.md).
# Vendor Portal & Compare Bid
Once the RFQ has been sent, the bidding process begins.
One of the advantages of BuilderTek's RFQ system is that vendors do not need BuilderTek login credentials or a BuilderTek account to participate. Vendors can review the RFQ directly from their email, access the requested scope of work, review any attached documents or images, and submit their pricing through the secure link provided.
As vendors interact with the RFQ, BuilderTek continuously updates the RFQ Dashboard, giving your team real-time visibility into every stage of the bidding process.
During this phase, several scenarios may occur.
#### **A. Send Reminder Email**
It is common for vendors to receive an RFQ but not respond immediately. In these situations, BuilderTek allows you to send reminder emails directly from the RFQ Dashboard.
To send a reminder:
**Step 1: Navigate to the "All" section of the RFQ Dashboard.**
Locate the vendor you would like to follow up with.
**Step 2: Click the "Send Reminder Email" option next to the vendor's name.**
**Step 3: A new window will open containing a pre-designed reminder email template.**
Review the email content and confirm the recipient information.
**Step 4: Click "Send".**
The vendor will immediately receive a reminder email requesting that they review and respond to the RFQ.
BuilderTek also updates the communication history, allowing you to see the date and time of the most recent reminder sent to each vendor.
***
#### **B. Quote Submitted**
When a vendor submits their pricing, BuilderTek automatically updates the RFQ Dashboard.
You do not need to track responses or check external email threads manually. The RFQ Dashboard provides real-time updates as bids are received.
Once a quote is submitted, the vendor status is updated, and the RFQ moves into the evaluation stage.
At this point, you can:
* Review submitted pricing
* Compare vendor responses
* Request bid modifications
* Level bids
* Award the RFQ
* Manually compare vendor pricing
On the vendor side, BuilderTek automatically sends a bid submission receipt once the quote is submitted.
This receipt is delivered as a downloadable PDF and serves as a record of the vendor's submitted pricing and scope of work.
***
**C. Request Modification**
In some situations, a vendor's pricing may exceed budget expectations or require clarification before a final decision can be made.
BuilderTek allows you to request bid revisions directly from the RFQ Dashboard.
Once a vendor has submitted pricing:
**Step 1: Select the vendor by checking the box next to their name.**
As soon as a vendor is selected, additional actions become available, including:
* Request Modification
* Award Vendor
**Step 2: Click "Request Modification".**
A new window will open.
**Step 3: Enter your comments, revision requests, or additional instructions.**
Examples may include:
* Requesting revised pricing
* Clarifying scope items
* Adjusting quantities
* Revising material selections
* Confirming exclusions or inclusions
**Step 4: Click "Send".**
The vendor will receive a modification request email containing your comments and instructions.
The vendor can then review the request and decide whether to submit revised pricing.
Once a modified bid is submitted, BuilderTek automatically updates the RFQ Dashboard and records the revised bid activity.
***
#### **D. Bid Versions**
When vendors submit revised pricing, BuilderTek maintains a record of all bid versions.
This allows project teams to review changes and understand exactly what was updated between submissions.
To review bid versions:
**Step 1: Locate the vendor record within the RFQ Dashboard.**
**Step 2: Click the "Bid Versions" option.**
**Step 3: A comparison window will open, displaying the original and revised bids side by side.**
BuilderTek highlights the modified values, making it easy to identify:
* Price changes
* Scope changes
* Quantity updates
* Other bid revisions
This feature provides complete transparency throughout the negotiation process and helps ensure informed award decisions.
***
#### **E. Level Bids**
When multiple vendors submit pricing for the same RFQ, comparing each proposal manually can become difficult, especially on larger projects.
The "Level Bids" feature was designed to simplify this process.
Rather than reviewing bids individually, BuilderTek automatically organizes and compares vendor pricing in a single view.
**Step 1: Select the vendors you want to compare.**
**Step 2: Click "Level Bids".**
**Step 3: BuilderTek opens a comparison view displaying pricing from all selected vendors side by side.**
From this screen, you can review:
* Total bid values
* Individual line-item pricing
* Scope differences
* Vendor-specific pricing variations
This gives project teams a clear understanding of how each vendor priced the work and helps identify the most competitive and appropriate proposal.
The Level Bids feature is particularly valuable when reviewing multiple vendor responses and preparing for the final vendor selection process.
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