• You can view RFP headlines and summaries without logging in.  

• To view full RFP details, submit a new RFP, or respond to an existing RFP, you must log in with your ASAE member credentials.  

There are several possible reasons:  

• The RFP may be shared with a limited group that doesn’t include you.  

• The RFP may have been closed or removed by the creator.  

• You may need to log in to see the list of RFPs. 

• You may not have the proper permission to view RFPs. You must be an active member and be logged in or have a paid listing plan and be logged in to view RFPs.  

ASAE Association Professional members and Young Professionals have access to the RFP module. Industry Partners and Consultants should have a listing within SolutionsHQ, however only listings with a paid plan have access to view the full RFPs.

The RFP summary page includes basic information such as:  

• RFP Title 

• Summary 

• Created and Updated Dates  

• Status 

Full RFP documents include additional details such as:  

• Complete Project Requirements 

• Budget Information  

• Timeline with Specific Milestones 

• Evaluation Criteria 

• Submission Instructions with Contact Information  

• Any Additional Documents or Specifications  

1. Login to SolutionsHQ.  

2. Navigate to the RFPs page in the top navigation.  

3. Click the “Create New” button.   

4. Fill out the required information. 

5. Set your timeline milestones, budget and add any additional URL or documents. 

6. Select up to 5 (five) categories that apply to your RFP. 

7. Specify any sharing permissions.   

8. Click “Publish” to submit your RFP and send to any related listing contacts. 

Yes, you can save your RFP as a draft at any point during the creation process:  

1. Fill out the information you have available  

2. Select the “Save as Draft” button at the bottom of the form.  

3. Your draft will be saved in your “My RFPs” section of your profile.  

4. You can return to complete and publish it at any time.  

When creating your RFP, you’ll be prompted to select relevant categories:  

1. In the RFP creation form, step 2 (two) will allow you to set the respective categories.  

2. Select the primary category or categories that best match your proposal.  

Note: You may deselect or specify the list of companies that are contacted about the RFP in step 4 (four). Nobody will be contacted until you publish.  

Yes, you can attach additional supporting documents or a URL to provide additional details about your proposal.  

Supported file formats include PDF, Word, Excel, PowerPoint, and image files. 

Yes, the main RFP description field has a limit of 5,000 characters. 

1. Log in to your SolutionsHQ account  

2. Select your name in the top right navigation and select “My RFPs.” 

3. Select the three dots next to the RFP you want to edit.  

4. Select “Edit”   

5. Make your changes  

6. Select “Update” to publish the revised version.  

Note: Significant changes to deadlines or requirements should be communicated to those who have already expressed interest. 

Required Fields: 

• RFP Title  

• RFP Summary  

• Organization Name  

• Deadline for Indication of Interest  

• At Least One Related Category 

• You must use our terms and conditions or upload your own. 

• You must agree to the Terms and Conditions for publishing the RFP.  

• You must indicate who you want to be notified of your RFP.  

Optional Fields:  

• Description of the Project 

• Timeline with Key Milestones 

• Budget Information  

• Additional Files or Related URL 

Yes, you can delete an RFP.  

1. Log in to your SolutionsHQ account.  

2. Navigate to your profile in the navigation then select “My RFPs.”  

3. Select the three dots next to the RFP you want to delete.  

4. Select “Delete” and confirm when prompted.  

Note: Alternatively, you can mark an RFP as “Closed” if you want to maintain a record of it and not delete all of the data and insights permanently. 

No, the RFP module is included as part of your ASAE member benefits. There is no additional cost for an association professional to create, share, or view other RFPs on the platform. 

The RFP (Request for Proposal) module is a dedicated platform within ASAE SolutionsHQ that allows association professionals to upload, distribute, and respond to RFPs. This tool streamlines the procurement process by providing a transparent, centralized location for members to connect with potential vendors and service providers. 

Key benefits include:  
- Simplified RFP distribution 
- Access to a highly targeted audience of known service providers  
- Secure sharing options  
-  Complete visibility into who has been notified, who has viewed and who has responded to any RFP 

The RFP module has different levels of access:  

• Public Access: Anyone can view RFP titles and summaries on the main RFP page.  

• Member Access: Only ASAE members and paid listing contacts can view full RFP documents, terms and conditions, and respond to RFPs.  

• Limited Listing Access: There is limited access for listing contacts, which allows listing contacts to view up to 5 (five) RFPs without paying for a subscription.   

RFPs are automatically matched with relevant suppliers based on sophisticated category
and listing integration:

Category Matching:
- RFPs are assigned to specific categories during creation
- Suppliers receive notifications only for RFPs matching their registered categories
- This ensures relevant opportunities reach the right suppliers
Company Listing Integration:
- Supplier profiles include detailed category preferences
- RFP notifications are filtered based on these preferences
- Suppliers can update their categories to receive more targeted opportunities

How It Works:
1. RFP Creation: You select relevant categories for your RFP
2. Automatic Matching: System identifies suppliers registered for those categories
3. Notification Delivery: Relevant suppliers receive email notifications
4. Response Tracking: System monitors which suppliers view and respond to your RFP

Best Practices for Creators:
- Select all relevant categories for maximum supplier reach
- Review category descriptions to ensure accurate selection
- Consider broader categories if you're not receiving enough responses
- Contact suppliers directly for highly specialized requirements

Best Practices for Suppliers :
- Keep your category preferences updated
- Review new RFP notifications promptly
- Ensure your company listing accurately reflects your capabilities

Our Rating's Promise:
We won't publish ratings or share any individual ratings with any supplier. We will only share aggregated data (averages etc) with suppliers to help them improve their service.

Why do we ask for ratings?
Ratings are confidential and we don’t share any individual ratings with suppliers. As an association, one of our goals is to work with our industry suppliers to help improve quality within our industry.

What do we do with the rating information?
We do NOT publish any rating information. We use the aggregated data to provide quantifiable data back to industry suppliers to help them improve their respective products and services.

For example, if a supplier had received 100 ratings for their support and their average rating was 4.1 out of 5, we would simply tell the supplier that their average member rating for service was 4.1 out of 5, based on approx.. 100 members.

Future Possibilities:
In the future, we may be able to provide additional data to help them improve their service. For example, we could provide them with their average score based on members who are new vs. experienced with their software, or we may provide trending data such as telling them that they have improved their service rating by 15% over the past 6 months.

What happens to recommendations or constructive feedback?
If a member gives a high Net Promoter Score (re. the likelihood to recommend), then we ask for a recommendation. Any recommendations are published on the supplier’s listing. On the other hand, if a member gives a low Net Promoter Score, then we ask for some constructive feedback that we can pass on, anonymously to the supplier.

To view your RFPs: 

1. Log in to your SolutionsHQ account using your ASAE login credentials.   

2. Navigate to your profile and select “My RFPs”  

3. This page allows you to create, manage and see insights about your RFPs. You can use the filter to display the number of companies the RFP was sent to, the author, and any that are in draft mode.  

You cannot reopen a closed RFP. You can however, create another RFP with the same content. 

RFPs remain visible as Open or Closed unless you delete them. 

Yes, you can extend deadlines and milestones:  

1. Log in to your SolutionsHQ account using your ASAE login credentials.  

2. Navigate to “My RFPs” and select the three dots next to the RFP you want to modify  

4. Update the milestone dates and proceed through the steps to Update your changes. 

Note: Consider notifying interested parties when extending deadlines. 

To update the status of your RFP to closed:  

1. Log in to your SolutionsHQ account using your ASAE login credentials.  

2. Navigate to “My RFPs” and select the three dots next to the RFP title.   

3. Update the status by selecting “Mark as Closed.” 

This will allow users to filter by open RFPs as well as see at first glance what RFPs are open, viewed, responded to or closed.

When agreeing to terms & conditions or responding to an RFP, your contact information will display to the RFP creator.  

When you express interest or respond to an RFP, your first name, last name, email and download date are shared with the creator. Information is not shared with other members or third parties without your consent. 

Members as well as paid listing subscribers can view your RFP details and contact information.  

To view RFPs in their entirety as well as respond and relay interest, you will need a paid listing subscription. A limited number of 5 (five) RFPs can be accessed without a paid listing, but then the system will prompt you to upgrade in order to view any other RFPs.  

To express interest in an RFP, select the thumbs up icon next to the RFP title. You must be logged in for this information to be relayed to the RFP contact.   

If you want to see details, ask questions or respond to the RFP, select the RFP, agree to the Terms & Conditions and navigate through the steps to “Respond to RFP” where you will see the contact information for the RFP contact.  

Yes, you can modify milestone dates after publishing.  

1. Log in to your SolutionsHQ account  

2. Select your profile name in the top right navigation and select “My RFPs.” 

3. Select the three dots next to the RFP you want to edit.  

4. Select “Edit”   

5. Make your changes to the milestone dates.   

6. Select “Update” to publish the revised version. 

Note: When changing deadlines, consider notifying those who have already expressed interest in your RFP. 

When creating or editing an RFP, you can set specific deadlines:  

1. In the RFP form, step 1 (one) locate the “Key Goals & Milestones” section.  

2. Enter dates for each milestone and ensure all dates are logical and sequential. You may create your own milestones and deadlines.   

3. Save your changes by progressing through the form stages and selecting “Update.”  

Deadline for Indication of Interest: The deadline for when potential respondents must express interest.  

Deadline for Questions and Clarifications: Last day to submit questions about the RFP. 

Proposal Submission Deadline: When completed proposals must be received.  

Interviews or Demos: Period for interviewing or viewing demos of shortlisted candidates. 

Final Decision: When the final selection will be made.   

Project Start Date: When the work is expected to begin. 

In the search bar on the RFPs page, enter keywords related to the RFPs you’re looking for and press Enter or click the search icon.  

Search based on category by selecting the respective category to view the RFPs in that specific category.  

Find RFPs using the filter dropdown that will allow you to view Most Recent, A-Z, Z-A, Most Interested.   

All companies within the respective category will be notified of your RFP. You may deselect any specific companies within a category in step 4 (four) by Editing the Supplier list and unchecking any companies you do not wish to be notified.      

You can also send to an exclusive list of companies, regardless of categories selected. Under your profile, select “My Lists” and create a unique list of companies then select that list in step 4 (four) of the RFP form. 

Note: Any paid company listing or ASAE member will be able to view your RFP, but only the contacts for the categories or list you select will be notified of your published RFP.   

Yes, you can communicate with interested parties by copying and pasting the email address, then using your own email account. Or by finding the listing of the interested contact then navigating to the “Contacts” tab on the listing page and selecting the envelope icon. Draft your message and send to the listing contact. 

For sensitive information, consider what information is truly necessary for the RFP. For highly sensitive details, mention in the RFP description that interested parties can request additional information.  

When someone expresses interest, you’ll receive an email notification. You can also view insights on who has engaged with your RFP.  

1. Log in to your SolutionsHQ account  

2. Navigate to “My RFPs.”  

3. Select the three dots next to the RFP.  

4. Select "Insights.”  

Insights Include:   

• Number of Companies Notified  

• Number of People Who Have Viewed the RFP 

• Number of People Who Have Viewed and Agreed to the Terms & Conditions of Your RFP  

• Contact Information of People Who Have Agreed to the Terms & Conditions of Your RFP 

• Number of Downloaded Files  

• Contact Information for People Who Have Downloaded Files 

• Average Interest Level on 1-5 Stars  

• Respective Categories Associated with the RFP 

Note: You can export RFP information by selecting the data set you want to export then selecting the three dots in the top right of the data set. Select “Export to CSV” or “Export to Excel.”  

If your RFP isn’t displaying correctly, try refreshing your browser. If the RFP issue persists, contact us here: ASAE - Contact Us

For attachment upload issues:  

1. Ensure your file is in a supported format and if not try converting the file to a different format and uploading.   

2. Check that your file size is within the allowed limit, up to 500MB.  

3. Ensure you have a stable internet connection  

4. If problems persist, contact us at here: ASAE - Contact Us

For assistance with the RFP module, please contact us here: ASAE - Contact Us

To report inappropriate content, please send a message here: ASAE - Contact Us and the team will review reported content promptly. 

The RFP system sends three types of automated email notifications during the RFP process:

1. RFP Notification to Suppliers

Sent when a new RFP is published and matches supplier categories. This notification alerts relevant suppliers that a new opportunity is available for their review and response.

2. RFP Response Notification

Sent when suppliers submit responses to your RFP. This keeps you informed about incoming proposals and helps you track response activity.

Who receives these notifications?

- RFP creators receive response and completion notifications

- Suppliers receive new RFP notifications based on their category preferences

- All participants receive relevant process updates

Note: Email notifications are automatically managed by the system. If you're not receiving expected notifications, please check your email settings and spam folder, or contact technical support.