SOP-01 · Procurement
How to Run an RFQ End to End
The end-to-end process for managing a procurement requirement from intake to contract execution. Follow this SOP for every RFQ, Quick Quote, and ITT on the Bundle IQ platform.
Overview
The six-stage process
Every procurement on Bundle IQ follows the same six stages. The platform enforces the structure — your job is to apply category knowledge, good judgement, and quality control at each stage.
| Stage | Your role | Platform action | SLA |
|---|
| 1. Intake | Quality-check the brief | RFQ submitted by buyer | Within 4h of submission |
| 2. Scope | Sharpen the brief with buyer | Send clarification questions | Within 24h |
| 3. Tender | Review IQ's vendor selection | Invitations sent to vendors | Within 2h of scope sign-off |
| 4. Evaluate | Review IQ scores, add expert view | IQ scores all responses | Within 24h of deadline |
| 5. Award | Present recommendation to buyer | Buyer selects vendor | Within 24h of evaluation |
| 6. Contract | Review SOW and milestones | Contract generated, signed | Within 48h of award |
Stage 1
Intake — quality-checking the brief
When a requirement lands in the platform, your first job is to assess whether it's ready to go to market. A weak brief produces weak responses and unhappy buyers. Fix it now, not after.
1.1
Check the brief for completeness
A ready-to-market brief needs: what they're buying, why now, scale/volume, budget range, start date, compliance requirements, and the outcome they want — not just the activity.
Clear description of what is being procured
Budget range visible (even approximate)
Desired start date and contract length
Any required certifications or compliance standards
Geographic requirements (if relevant)
Key SLA expectations (at least draft)
If 3 or more of the above are missing, the brief is not ready. Proceed to Stage 2 before releasing to vendors.
1.2
Check the procurement route
IQ selects the route automatically based on budget. Override if your category knowledge suggests a different approach — but document the reason in the platform notes.
Route matches budget and complexity (see route table in Buyer Guide)
Timeline is realistic for the route selected
Budget stated is within the buyer's authority to commit (for larger contracts, confirm sign-off exists)
Stage 2
Scope — sharpening the brief with the buyer
Most buyers describe what they think they want, not what they actually need. Your job at scoping is to get to the real requirement. Ask the right questions. Don't just transcribe what they said.
2.1
The five questions that matter most
These five questions expose the gaps in almost every brief. Ask them in a 30-minute call, not by email — you get better answers verbally.
"What's the cost of doing nothing?" — Reveals the real driver and urgency
"What does good look like in 12 months?" — Defines success criteria
"What's the worst thing a supplier could do?" — Surfaces SLA priorities
"Have you bought this before — what went wrong?" — Reveals hidden requirements
"Who else needs to sign off?" — Avoids late-stage procurement delays
2.2
Document the agreed scope in the platform
After the scoping call, update the requirement in the platform with any additions or changes. Send the buyer a confirmation message in the platform summarising what was agreed. Get written confirmation before releasing to vendors.
Verbal agreements at scoping become disputes at award. Put everything in writing in the platform.
Stage 3
Tender — reviewing vendor selection and invitations
3.1
Review IQ's vendor shortlist before invitations go out
IQ matches vendors automatically. Before invitations are sent, review the list. Ask yourself: are these genuinely competitive options? Is the list too narrow? Too broad? Are there vendors missing who you know are active in this category?
Minimum 3 vendors for Quick Quote, 4–6 for RFQ, 5–8 for ITT
No vendor on the list has a known conflict with this buyer
Geographic coverage matches the requirement
At least one challenger vendor included (not just incumbents)
3.2
Set realistic response deadlines
Vendors need enough time to respond properly. A good response takes 2–4 hours to write. Don't compress deadlines to hit internal timelines — it produces worse responses and lower competition.
| Quick Quote | Minimum 24 hours |
| RFQ | Minimum 5 business days |
| ITT | Minimum 10 business days |
Stage 4
Evaluate — reviewing responses and adding expert view
IQ scores every response automatically. Your job is to sense-check those scores with category knowledge, add context the algorithm can't see, and identify anything that needs follow-up before presenting to the buyer.
4.1
Read every response in full — not just the score
IQ's score is a signal, not a verdict. A high-scoring response that makes claims you know are unlikely in this category needs flagging. A lower-scoring response with strong evidence of delivery in exactly this context deserves a note.
Does the price feel credible for this scope in this market?
Are the claimed SLA capabilities realistic, given vendor size and geography?
Are the case studies actually comparable — same sector, similar scale?
Are there any red flags in the T&Cs or exclusions not captured by IQ scoring?
4.2
Add your expert commentary to the platform
For each response, add a short evaluation note in the platform. One or two sentences per vendor is sufficient. The buyer sees IQ's score plus your commentary — together, these give them a complete picture.
Never write evaluation notes you wouldn't be comfortable showing to the vendor. They may be disclosed in a dispute or debrief.
Stages 5 & 6
Award and contract
5
Presenting the recommendation
Present the shortlist to the buyer with scores, your commentary, and a clear recommendation. Explain the reasoning — not just the number. If your recommendation differs from IQ's top score, explain why. The buyer decides — you advise.
Recommendation supported by IQ score AND your expert view
Alternative options clearly presented with trade-offs
Any risk flags noted before award
Buyer decision documented in platform
6
Contract and onboarding
Once the buyer awards, IQ generates the contract. Before it's sent for signature, review the SOW: scope matches the agreed brief, milestones are specific and measurable, SLAs are in the contract (not just the RFQ). Notify unsuccessful vendors within 24 hours of contract execution with specific feedback.
Contract scope matches the agreed RFQ brief exactly
Each milestone has a specific deliverable, due date, and acceptance criteria
Escrow funded before supplier notified to start
Unsuccessful vendors notified with score breakdown within 24h