This guide provides a complete walkthrough for creating a new project and, if required, an RFP using the Local Tender template.


The template is specifically designed for local or country buyers managing negotiations for Food, Near-Food, or Non-Food articles.


Important: Projects must be created from the RFX module, and all articles must be defined and maintained under Demand Specification. This step is a mandatory prerequisite for awarding.



Prerequisites: 

Before you begin, make sure you have:


Step-by-Step Process


1. Create the Project

  • From the Menu, navigate to:
    Sourcing → Project Management → RFX → Project List
  • Click New to create a new project.
  • Search and select the template Local Tender Template, then click Apply.



  • Define the Project Name.
  • Select the International Classification by clicking the “+” icon, then search and select the corresponding category.
  • Click Apply to confirm and Save.




2. Create the Project Team


  • Navigate to Project Team and click Add to invite colleagues from your country and internal users who need access to the project.
    (Note: They must have an eSourcing account.)


  • Search for the user, select them, and click Add to Project Team.


  • In the popup window, assign the appropriate Role and click Apply.



Common Roles:

  • OBM Lead: You, the project leader who created the project.
  • OBM Substitute: same rights as the project leader; assign to a colleague who can replace you.
  • Guest: View-only access.


Click Back to Project Team to review invited users.



Important Notes:

  • Roles can be changed anytime.
  • Users can be invited anytime.
  • Users can be deleted only if the project status is In Setup.
  • If the project is no longer In Setup, set the invitation status to Uninvited to remove a user.


3. Invite Suppliers

  • Go to Supplier Circle and click Add.
  • Search for the supplier (by company name, username, email, etc.), select them, and click Add to Current Project.


Onboarding Requirements:

  • All invited suppliers must be onboarded via MLP.
  • If the company is having an MLP Supplier ID, it is onboarded in Metro Link Plus
  • If the user has an SSO flag, they have eSourcing access via Metro Link Plus.


Click Back to Supplier Circle to review invited suppliers.



➡ See How to remove a supplier from the project if needed. 


4. Upload Documents

  • Navigate to Documents and click Mass Upload to attach files for buyers and suppliers.
  • Select files and wait for upload completion.


  • Set access permissions for buyers and suppliers as needed.
  • Before publishing the RFP, at least one document must be set as General Conditions (GC). 
    • To do this, select the document and click Set GC.


Important Notes:

  • Documents must not be marked as Restricted before upload.
  • GC documents cannot be replaced once the RFP grid is published.
  • After the project is no longer In Setup, you can upload additional documents and adjust access, but you cannot delete documents.


5. Define the Articles in Demand Specification


Navigate to Demand Specification and choose:
  • Insert Existing Article (for renegotiating existing items), or
  • Insert Empty Lines (for creating new articles).


If you choose "Insert empty lines": 
  • select the number of lines and click Apply.
  • Fill in article details and click Save.
    (Columns marked in red are mandatory.)

If you choose “Insert Existing Articles”:

  • Search for the articles you need to renegotiate, select them, and click Renegotiate Article.
  • You can also search by the previous Project ID to select multiple articles at once.

Important Conditions for Renegotiation:

  • The article status must be Active or Expired.
  • The article must not have any version marked as In Development.
    • If a version is In Development, it means the article was not yet awarded in a previous project and cannot be renegotiated.


Hints:

  • Use Export Grid to fill data in Excel, then Import Lines to upload.


  • Use Copy to replicate data across articles (e.g., contract dates, unit measurement).


6. Close the Demand Specification Grid

  • When all articles are defined, click Close Internal Phase.
  • Confirm the warning and wait for the grid to close (may take several minutes).




Important Note: 


Next step  is optional. If you plan to negotiate only via Auction, you can skip this step 7 (Create the RFP Grid) and proceed directly to auction creation.

Follow the instructions in the article:


7. Create the RFP Grid (Request for price)

  • From the closed Demand Specification grid, click the three dots or double arrow, then select Transfer to RFP.
    • The created RFP grid will include the same articles.


Options:

  • Edit Line Items: Modify article details.


  • Previewer: Check supplier view before publishing.


  • Open: Edit grid structure, delete or add columns.


You can also set up a competitive RFP, allowing suppliers to see their ranking position and/or the best price after submitting their own values. Suppliers can receive email notifications if their ranking changes.


8. Publish the RFP

  • When ready, navigate to RFP, click the three dots or double arrow, and select Publish.


  • In the popup, click Next, set Start and End dates, and click Apply.


After Publishing:

  • Project status changes to Online/Ready.



Additional Actions:

  • Use View Answers to check supplier responses.
  • Use Extend to change the end date.
  • After the end date, the RFP status changes to “In Analysis”, and suppliers will no longer be able to add or edit prices.


You can then:

  • Optional: Continue negotiations by creating an Auction from this project
  • Award the project and select the winning supplier 
        ➡ See how to award a Local Tender project.



If you need further assistance do not hesitate to Contact us.