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Procedure documentationIncluding RFx Supplier Question Responses in a Contract Document Locate this document in the navigation structure

 

You can set up an RFx question to prompt a supplier for a response that can be used as a contract clause. When a contract document is generated, the supplier response can be included in the contract. For example, you might set up a question that asks for the supplier's financial information and include the response in the final contract.

Prerequisites

You can only include RFx supplier question responses by creating a master agreement from the RFx award and then generating the contract document from this master agreement. This ensures that all RFx award information is captured appropriately.

Procedure

Creating a Variable for the Supplier Response

You create a variable in the Variable Library that becomes a placeholder for the supplier response you want to include in your contract.

  1. Choose   Contract Management   Clause Library   Variable Library  .

    Note Note

    You can also add a variable by choosing   Administration   Contract Generation   Variable Library  .

    End of the note.

  2. On the Header page, choose Edit.

  3. Choose Add.

  4. In the Variable Definition dialog box, enter data as follows:

    • Enter a Display Name for the variable, such as RFx Response.

    • Enter a Token to use for this variable in the format <%letters.numbers%>, for example <%RFx.Response%>.

    • Select RFx as the Source Object.

    • Select RFx Question as the Variable Type.

    • Select the Remove for blank values checkbox to allow contract generation to remove the token from the generated contract when the system has no corresponding data to substitute. For example, this might happen if you map the variable to a response that is not required, and the supplier does not provide a response.

  5. Choose OK.

  6. Save your entries.

Inserting the Variable Tag in a Contract Clause

  1. Create a Microsoft Word document that contains the desired text for the clause that will include the supplier response.

  2. Copy the value from the Token field of the Variable Definition dialog box and paste it into the Microsoft Word clause document.

    Be sure to paste the token exactly where the supplier response should be included.

  3. Save the document.

Incorporating the Clause into a Contract Document Template

  1. Choose   Contract Management   Clause Library   Clause List  .

    Note Note

    You can also create a clause by choosing   Administration   Contract Generation   Clause Library  .

    End of the note.

  2. On the Clause List page, choose Create.

  3. On the Contract Clause Header page, type a name for the clause as the Display Name.

  4. Under Content Options, choose Add and follow the steps in the wizard to add the Microsoft Word clause document you created.

  5. Change the clause phase to Approved.

    For more information, see RFx Phases.

  6. Save your entries.

  7. Add the clause to a section.

    For more information, see Contract Section Clauses.

  8. Add the section to a contract document template.

    For more information, see Contract Document Template Sections.

Create an RFx Question and Associate the Variable

  1. Open an RFx and choose Edit.

  2. Click the Questions tab and do one of the following:

    • To add a contract clause question to an existing section, choose Edit for the section on the Questions page.

    • To add a contract clause question to a new section, choose Add on the Questions page and enter question section information on the Question Summary page.

  3. On the Question Summary page, select a question type.

  4. Optionally, choose Add Group to add a group to the current section instead of using the default group.

  5. Choose Add.

  6. In the Question dialog box, select the name of the variable you created under Contract Variable and choose Select.

  7. Enter additional data as required.

    For more information, see Field Help for Question Dialog Box in RFx.

  8. Choose OK.

  9. Save your entries.

Completing the RFx, Creating a Master Agreement and Generating a Contract

  1. Complete the RFx as needed, receive supplier responses, and award the RFx to one or more suppliers.

  2. Create a master agreement from an RFx award scenario.

  3. Generate a contract document from the master agreement. The contract generation wizard displays the variable you created on the Variable Confirmation/Override page under RFx Question Variables.

    During contract generation, the variable you defined is replaced by the actual supplier response. The final contract document displays that response as part of its content.