Proposals
A proposal in TrueGrade is a Request for Quote (RFQ) package sent to one or more vendors or subcontractors. Vendors respond through a structured response form, producing structured line-item bids that can be compared directly.
Creating an RFQ
Define the scope
Navigate to Procurement → Proposals → New Proposal. Enter:
- Proposal title — e.g., “Insulation Package — 12 Meadow Lane”
- Project — the project this RFQ is for
- Trade — the trade or scope being bid
- Bid due date — deadline for responses
- Site visit date — if a pre-bid walk is required
- Scope narrative — written description of work, inclusions, and exclusions
Add line items
Build the scope into line items that bidders must price. Each line item has:
- Description
- Unit of measure
- Quantity
- Specification reference (optional)
Line items can be imported from the materials library or from an existing estimate. Vendors fill in their unit price for each item — TrueGrade calculates their total.
Attach documents
Attach drawings, specifications, and any other reference documents that vendors need to prepare their bid. Files are available to vendors via their bid portal link.
Select bidders
Choose vendors from your contacts list to receive the RFQ. Each selected vendor receives an email with a unique link to the bid portal.
Issue the RFQ
Click Issue. Vendors receive their invitation email. The RFQ is now in Open status — you can track who has viewed it, who has responded, and who has declined.
For passive house envelope packages (windows, doors, triple-pane glazing), build a standard RFQ template in your materials library. The same line items appear across all projects, making bid comparisons straightforward.
Vendor Bid Portal
Each vendor receives a unique link to a lightweight portal (no account required) where they can:
- Review the scope narrative and documents
- Enter unit prices for each line item
- Attach their own documents (product submittals, qualifications)
- Submit questions via the built-in Q&A feature (visible to all bidders if you choose)
- Decline to bid with an optional reason
Q&A / Addenda
If a vendor submits a question that requires a formal answer, issue an addendum from the RFQ page. Addenda are distributed to all invited bidders and recorded permanently with the RFQ.