Solicitation management
Draft, approve and advertise every solicitation in one workspace
Start from approved templates, draft with the requesting department in the same document, capture every approval on the record and advertise to your supplier list the moment it is ready.
1. Background and purpose
The City is committed to the safety, resilience and preparedness of its residents and infrastructure. This solicitation seeks a qualified managed services provider to maintain, monitor and secure core network operations across twelve facilities.
4. Insurance and indemnification
Contractor shall maintain commercial general liability coverage of not less than $2,000,000 per occurrence… Approved clause v2.1 · Legal
| Section owner | Department | Status | Last edit |
|---|---|---|---|
SS Sam SmithSections 1 to 3 | Procurement | Complete | 10:42 |
DR Dana ReyesSection 5, scope of work | IT | Drafting | 10:31 |
FN Felix NgSection 4, terms | Legal | Approved | Yesterday |
What Prokur replaces
Retire the Word template and the scoring spreadsheet
Every artifact your team currently maintains by hand has a home inside the solicitation. One record, one source of truth, nothing living on a shared drive.
Off your desktop
- Word RFP template, copied and renamed
- Excel scoring sheet emailed to evaluators
- Addenda as separate PDFs
- Timeline in a spreadsheet or Gantt chart
- Bidder questions across a dozen inboxes
- Final_v7_REVISED.docx on a shared drive
Inside the solicitation
- Approved templates and clause library
- Weighted criteria, scored in the workspace
- Addenda posted to every bidder at once
- Milestones set inside the request
- One question thread, one answer of record
- Full version history with attribution
Templates and clause library
Every solicitation starts from language that already cleared review
Legal approves terms once and they stay approved. Your best RFP becomes the starting point for the next one, with version numbers and approval dates travelling with the text.
Draft from your own precedent
Drafting time goes into the scope of work, which is the part only your team can write. Everything around it is reusable and already signed off.
- Reuse approved scopes, terms and scoring structures
- Track clause versions and who approved them
- Publish complete RFPs, RFQs, RFIs and ITBs from guided fields
- Standardize across departments without policing files
| Item | Type | Version | Reuse |
|---|---|---|---|
Managed services RFP9 sections · IT and professional services | Template | v4.2 | 14× |
Construction ITB12 sections · prevailing wage included | Template | v6.0 | 22× |
Insurance and indemnificationApproved Mar 2026 · Legal | Clause | v2.1 | 38× |
Technical 60 / price 40 rubricWeighted scoring structure | Criteria | v1.3 | 31× |
Prompt payment termsApproved Jan 2026 · Legal | Clause | v1.0 | 44× |
Security questionnaire18 sections · Infosec | Template | v2.0 | 25× |
Data privacy agreementApproved Feb 2026 · Legal | Clause | v1.5 | 40× |
Supplier code of conductApproved Dec 2025 · Compliance | Clause | v2.4 | 62× |
Software SLA requirementsStandard metrics · IT | Criteria | v1.1 | 19× |
| Section | Status |
|---|---|
1 Instructions to bidders | Approved |
2 Scope of work | Drafting |
3 Terms and conditions | Approved |
4 Pricing schedule | Queued |
5 Evaluation criteria | Locked |
Collaboration
Procurement, legal, finance and the requesting department in one document
The people who know the requirement write the requirement, in the same file, at the same time. No attachments, no reconciling comments, no wondering which copy is current.
One workspace, clear ownership
Assign sections by department, set who can edit and who can review, and let everyone see progress without a status meeting.
- Assign sections and work by priority and workload
- Draft with departments in the same document
- Review in place, with roles and permissions per person
- Follow each request from intake through award
| Member | Department | Access | Sections |
|---|---|---|---|
SS Sam Smith | Procurement | Owner | 1–3 |
DR Dana Reyes | IT · requester | Editor | 5 |
MC Maya Cole | Finance | Editor | 6 |
FN Felix Ng | Legal | Reviewer | 4 |
JA Jordan Ash | Finance · reviewer | Reviewer | 4, 6 |
Approvals, version control and audit log
Every review, every edit and every approval on the record
Reviews and sign-offs are captured as they happen, with a full version history behind them. When an auditor, a board or an unsuccessful bidder asks how the solicitation was built and approved, the answer is already assembled.
- Approval record. Who reviewed and signed off on each section, and when.
- Version control. View and restore any earlier draft.
- Attributed changes. Who changed what, down to the field.
- Audit log by default. Nothing to reconstruct after the fact.
- Sealed responses. Confidential until the due date.
| Event | By | Type | When |
|---|---|---|---|
Estimated value updated to $1.2MSection 6, budget | M. Cole | Edit | Today 10:42 |
Terms and conditions approvedSection 4 · clause v2.1 | F. Ng, Legal | Approval | Yest. 16:15 |
Weighted criteria lockedTechnical 40 / price 35 / past performance 25 | S. Smith | Lock | Yest. 14:02 |
Addendum 1 postedQ&A extension | S. Smith | Edit | Apr 4 11:30 |
Section 2 restored to v1.2Scope of work | D. Reyes | Edit | Apr 3 09:15 |
Draft created from Managed services RFP v4.2Library | S. Smith | Edit | Apr 2 09:00 |
Roles and permissions
Control who drafts, reviews and publishes.
Single sign-on
SAML, available on Enterprise.
Exportable audit log
The full record, ready for an auditor.
API and ERP sync
REST and webhooks to PeopleSoft, Workday and SAP.
Advertising and publishing
Advertise it the moment it is ready
Publish to your saved supplier list, invite by commodity code or open it to new suppliers. Responses stay sealed until the due date, and every addendum reaches every bidder at the same time.
One publish, full reach
Suppliers find the opportunity, download the documents and respond at no cost, which is the fastest way to widen a bidder pool without new outreach work.
- Advertise to your list, by commodity code, or publicly
- Free supplier access to opportunities and documents
- Sealed responses, confidential until the deadline
- Addenda posted once and delivered to everyone
| Channel | Scope | Suppliers |
|---|---|---|
Saved supplier listPrior bidders and awarded vendors | Direct invite | 86 |
Commodity code 920-05Managed IT and network services | Bulk invite | 214 |
Public bid portalOpen advertisement, free to respond | Public | Open |
MBE/WBE directoryMinority and women-owned businesses | Targeted invite | 42 |
Response handlingSealed until Apr 20, 2:00 PM | Sealed | On |
Also inside the request
Everything a bidder needs, in one place
01
Milestones in the request
Issue date, pre-bid meeting, question deadline and due date live with the solicitation. No separate timeline to maintain.
02
Any file, no limits
Specs, drawings, CAD, pricing sheets and prior agreements attach directly. No size caps and no second portal.
03
One question thread
Bidder questions, official answers and addenda in a single thread that becomes part of the record.
Built for how you buy
Private or public, Prokur fits the rules you work under
Private sector
Move fast without losing rigor
Build and publish in a fraction of the time, pull stakeholders into one workspace and run a tighter, more competitive process on every event.
- Publish in days, not weeks
- Legal, finance and end users in one workspace
- More competitive bids and shorter cycle times
Public sector
Run a process that holds up
Lock scoring before you advertise, keep responses sealed until the deadline and capture a complete, audit-ready record of every step.
- Sealed responses, confidential until the due date
- Weighted scoring set before publish, applied equally
- Required certifications, including diverse and small business
Run your next solicitation here
Bring one live RFP into Prokur and see the cycle time for yourself.