Managing a simple procurement process on CityGrows

This article will walk you through an example of one way you might create a simple procurement process on CityGrows. Let's pretend you are procuring a new piece of software, and that you plan to evaluate those who apply in three core areas: technical ability, past work, and cost. You also plan to check references of the finalists in order to help decide who to award the contract to.

There are two different approaches you could take:

  1. Create a process template specifically for a single procurement
  2. Create a process template used for all procurement in your organization.

Which you choose depends on your preferences with respect to how your procurement data is saved and categorized. For the sake of simplicity, we'll go with Option 1.

Building the process

First, create a new template and give it a name. Let's call it Software Procurement. Once that's done, we can start adding our steps.

We want to make a step for each major action that needs to happen during the procurement process. For example, our steps could be:

  1. Submit qualifying info (Applicant)
  2. Qualifications under review
  3. Submit application (Applicant)
  4. Evaluate technical ability
  5. Evaluate past work
  6. Evaluate cost
  7. Score application
  8. Check references


Step 1: Submit qualifying info

This step will serve as a simple filter that will help applicants determine whether they're qualified to submit a full proposal. Including a step like this is usually a good idea, as it saves potential applicants the headache of submitting a full proposal if it turns out that they aren't qualified to win. Here's an example of what this might look like:

Step 2: Qualifications under review

Here we'll create a Require Review Step where we'll designate a specific person from our organization to be in charge of reviewing qualifications. To learn more about the different kinds of steps, see our article on step types.

Step 3: Submit application

Here we'll use another collect info step to gather all the information you need in order to evaluate your applicant. This could be anything from paragraph style responses to question prompts to complex plans and PDF documents to be uploaded using the File data type.

Step 4 - 6: Evaluate

For the evaluation steps, we'll use a basic step type. Though technically these steps could be combined into a single step called Review Submission, breaking them down into separate steps is helpful to the submitter because it keeps them better informed as to where their application is in the process.

Step 7: Score application

Since we probably want to assign a score to the application after reviewing it, we'll use another Collect Information Step here and give ourselves a field to enter the score into.

Step 8: Check references

We'll use another Basic Step here.

Done!

Here's what we built: you can see it for yourself!

https://go.citygro.ws:/flow_templates/113/initiate...Go ahead and publish your version!

Using your new template

Now that we've built our template, all that's left to do is tell your potential applicants how to start the submission process. The easiest way to do this is to include a link to the public submission page in the RFP you issue. All your applicants need to do is visit the page, click Launch, and they're on their way!

Disqualifying an applicant

If you decide at any point that an applicant will not receive the award (ex. The applicant did not meet the minimum qualifications in Step 1), you can simply halt their process.


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