Buyer: How do I send a RFP?

Page Contents:
What is a project brief?
How do I create a project brief?
Create RFP - Step 1: Project Brief
Create RFP - Step 2: Build Template
Create RFP - Step 3: Recipient List



What is a project brief?
A project brief is a web-based form in DOmedia that details upcoming campaign parameters. A project brief is sent by buyers along with their RFPs to communicate campaign parameters to vendors.

How do I create a project brief?
To create a new project brief, do one of the following -
1) After logging in, hover your mouse over 'RFP' in the white navigation bar across the top of DOmedia's homepage and click 'Create Project Brief' from the drop-down menu.  


2) Navigate to your RFP Dashboard and click on 'Create Project Brief' in the upper righthand corner.


By clicking 'Create Project Brief', you should arrive at the project brief form shown below. 


Completing a project brief​
Complete your project brief by filling in the details of your campaign. The more campaign specifics you provide, the better the results!  
Note: required fields are marked by red asterisks (*)

Create RFP - Step 1: Project Brief
Campaign Information  
RFP Type - assign your project brief to a specific client or campaign name
   
*If the RFP Type is Client, the following fields will be available:
-Client (Code) - use the drop-down menu to select the client that should be associated with the project brief

-Campaign Name - enter the name of your campaign
-Industry Segment - designate an industry segment for the campaign if needed

*If the RFP Type is Campaign, the following fields will be available:
-Campaign - use the drop-down menu to select the campaign name that should be associated with the project brief
-Client (Code) - use the drop-down menu to select the client that should be associated with the project brief
-Brand - select a brand from the drop-down menu if one is applicable to this project brief

-Industry Segment - designate an industry segment for the campaign if needed


RFP Information
-RFP Title - designate a title for this specific RFP campaign (ex. a more narrowed sector of your campaign)
-Budget - note the desired campaign budget if applicable 
-Start Date & End Date - designate the dates that you want the media to run 
-Does this campaign have flights? - indicate whether or not the campaign has flights
-Response Due - determine the deadline date and time for a response from the seller
-Objective & Strategy - add details about the goals and action plan for the campaign 


Markets 
-Market Type - select a market type, such as National, U.S. Various, CBSA, and markets) from the drop-down menu for the campaign
-Based on your market type selection, you will choose and select the relevant markets using the Select and Remove buttons to add one or more markets to be included
-Locations (and Venue considerations) - add additional information regarding the specific market environment desired
-Audience Demographic - Select the specific gender, age group, ethnicity, and household income of your target audience(s), based on Traffic Audit Bureau (TAB) data. If more than one demographic is selected, you will have the ability to calculate TRP and GRP for those demographics separately.  To learn more about calculating TRP and GRP from a proposal, click here
-I require a hold - indicate whether or not you require a hold


Media Categories Considered - select the specific media assets you are seeking for your campaign.  Media Categories include billboards, transit, managed media & technology services, street furniture, alternative OOH, digital OOH (place-based), cinema, social, and mobile.


Additional information
-Enter any additional notes related to the project brief that may be helpful to the buyer completing the RFP
-Attachments - upload relevant documents (client location lists, sample creative, etc.) to include with the project brief 
-Client Location Lists - select a related client location list (if available) to be included with the RFP if you think the list would be helpful to vendors for determining assets that fit the request
-Select Template - select from a list of existing templates (set up through RFP Template Management) used to gather the needed information from the vendor about their inventory.  The selected template will be noted on the View RFP page.



Once all campaign details are entered, click 'Save for later' or 'next'.

Create RFP - Step 2: Build Template
Using a template can make the RFP process much easier and more efficient for you, along with providing you with the following benefits:
  • Add an existing template for the RFP and customize, all within DOmedia, instead of manipulating a spreadsheet outside of the system and then attaching it to the RFP
  • Sellers can enter their proposal data into the template and share it with you in real-time
  • Pull all proposals into one grid (a.k.a. Compile)
  • Control who can edit proposals at any given time (i.e. only seller or only you)
  • Download some or all proposals and additional seller attachments (i.e. photosheets, maps, media kits) into one organized ZIP folder 
  • Real-time negotiation and tracking of all proposal changes
  • Build reports based on Vendor/Format/Market
For information on creating a RFP template, click here!

On the Build Template page, you will see a screen similar to the create new template page in Template Management.  A default set of fields (that were chosen to be default, because they are required to make reporting and contracting possible) are included columns in the template, unless you chose an existing template, in which case you will see those fields on the lefthand side of the page.

You can add Available Optional Columns, remove Included Columns, Add Headers to create custom columns, delete custom column headers, reorder columns, modify whether the field will be shown to vendors or not, and preview the template, all from this step.


The Preview Template button pops open the template in grid form (what the sellers will see):


Once you have the template the way you want it, click 'Save for later' or 'next'.

Create RFP - Step 3: Recipient List
This step allows you to select the selling companies you would like to receive the RFP. You can select to send it directly to a company or to any specific members of the selling team.

Note: You should add any new companies to this RFP prior to selecting individual recipients in order to save your selection criteria. 

 
  • Select existing company to add to this RFP - use the drop-down menu to select an existing vendor in the system that you would like to receive the RFP and click 'Add to RFP'
    Note: Typing in the drop-down menu will enable the autocomplete functionality. To add multiple vendors, repeat the steps listed above.
    • Once the company has been added, you can select additional contacts at the company to receive the RFP as well
    • To ensure that the vendor representative you work with gets the RFP, check the box to the left of the representative's name. You can check as many boxes as you'd like.
    • If you would like the RFP issued to a representative of the company, but he/she is not an option to select, you can contact support and request they be added in the system!
       
  • Click on Add a Media Seller - If the company you are wanting to RFP is not in the system, click this button.  After clicking on Add a Media Seller, the following box will pop up requesting you enter the details related to the new vendor.  Once you have entered all of the details, you can click Add Media Seller to get them created in the system.  You will then be able to select and add them as a recipient on the RFP.  They will receive an email notification requesting they claim their new account.


     
Note: If you do not know which company to add to the RFP, you can 'Save for later' and start a Search

After all desired recipients are added, click 'Issue'. Once the RFP has been issued, you can access it and track its status and progress from your RFP Dashboard

Forgot something?
Click here to learn how to edit/modify an existing RFP.
Click here to learn how to add additional vendors to an issued RFP.

Attachments

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