Frequently Asked Questions

Light RFP is a software solution for RFPs. Light RFP allows users to run an entire RFP process from start to finish all on one platform.

Procurement managers can post RFPs to specific properties, using Light RFP's helpful tools to include comprehensive materials regarding scope, vendor requirements and dealbreakers. Light RFP also helps organize site visits, providing an easy-to-use scheduling system with built-in reminders.

Once an RFP is posted, it is immediately visible to Light RFP's network of vendors. Vendors will come to review the RFP and create their proposals. RFP-related communications occur on the platform via both direct chats and RFIs ("Requests for Information").

A poster can view all submitted bids on their account. There they can compare bids, look at key bid documents, and refine scope for further rounds of bidding. When the RFP poster is ready, they can select the winning bidder, sign bid documents and retain signed documents for compliance purposes all in the platform.

To eliminate the administrative drudgery that comes with running an RFP, and to help link property managers with the perfect vendors for their projects.

Light RFP has radically simplified procurement processes by creating a platform where procurement managers can discover, trust, and sign with commercial services vendors without manual negotiation.

RFP stands for "Request for Proposal." An RFP is a formal document that organizations use to announce a project, describe what needs to be done, and solicit bids from qualified vendors.

Organizations can use the RFP process to lay out a project in detail, pointing out specific requirements, dealbreakers, and evaluation criteria. A detailed RFP scope will allow vendors to craft their bids and level-set them according to the poster's needs.

When an RFP is posted, vendors generally solicit more information about the project. They can submit RFIs (Requests for Information) or communicate directly with the RFP poster. Vendors also commonly perform site visits to learn more about the job.

Once all the proposals are in, the RFP poster selects the winner according to set criteria. This supports a transparent, competitive process.

Light RFP has two fee systems: Light RFP Unlimited and Marketplace Fees.

Light RFP Unlimited allows procurement managers to post an unlimited number of RFPs during a year term. Fees are charged quarterly.

Marketplace Fees are charged for properties not covered by an Unlimited plan. Procurement managers can post any RFPs they desire after forming an account, all for no charge. A marketplace fee of typically 2% of winning bid value is charged to the winning vendor at vendor selection, though this may vary depending on the property manager.

A 3% credit card processing fee also applies to all transactions and is charged to vendors.

All transactions are concluded directly between procurement managers and vendors. Light RFP acts as a software service and third-party marketplace.

Light RFP is incorporated in Delaware, USA. Our company headquarters are located at 69 Charlton St, New York NY 10014.

We primarily operate in the USA. We can procure services within Canada and Mexico as necessary.

Click the "Sign Up" button on our main page, or if you are a vendor click "Vendors." There you can input company information, your name, and materials for login.

If you would like, you can set up a time to be onboarded by our helpful staff. Light RFP's platform can only be used by incorporated businesses with commercial liability insurance.

Once your account has been created, you can log in to your own home page. There you can click the "Create RFP" button in the lower left. Creating an RFP is as simple as adding a little information, uploading documents, and clicking "Create RFP". A pop-up will ask you if you are ready. Then you can click "Confirm Post".

Yes. You can add the emails for preferred vendors at the bottom of the "Create RFP" page. Vendors will automatically be sent emails once the RFP is posted.

Price is often important, but procurement managers are free to choose from a number of factors including quality of the bid and adherence to RFP requirements.

Yes. Updating an RFP is simple via that RFP's page. All invited vendors will receive an automatic notification of the update.

RFPs can be saved as drafts. Put in the information you have, save the draft, and go back to it later. If necessary your peers can also fill in details and edit the RFP with additional information.

Yes. Light RFP is designed to help you conduct multiple rounds of bidding. This can be done to bring down price or to refine scope.

The best way for a procurement manager to level set is to be clear about the scope of work and potential line items they might want. Level setting can be accomplished by getting vendors to submit a second set of bids, or through making a new RFP.

Yes. Click and drag documents into the uploader, or use the browse function. Make sure documents have uploaded correctly before posting.

No. Many bids include Excel documents or other types of file formats.

Once you have created your account, you can find the "Market" tab on the left side of your home screen. After you click "Market," you can type the title of the job you're looking for into the text box.

When you've found the project you can click on it. This will open up the RFP page with more information. You can bid by clicking "Submit Bid" in the top right.

You can ask questions via our Request for Information ("RFI") system.

The RFI menu will request information about your name and your company. You are free to make an anonymous entry for both values. If you do provide your name and company, that information will be hidden from other vendors and only visible to the poster.

You may be bound by any bids you submit via Light RFP. Communications with the job poster can help clarify the circumstances of the bid and work out troublesome details.

Submitting multiple bids is sometimes useful to provide multiple options or different types of work at different pricing levels. Coordinate with the procurement manager when you want to do this.

Vendors should submit your certificate of insurance (COI) and full insurance policy as part of their bid documents.

Procurement managers can state on postings whether they want to engage with union or non-union firms.