Putting an RFP to a Board Vote

When the choice of vendor belongs to the board rather than to management, you can run the vote from the RFP tab itself, on the same ticket as the quotes.

Starting the vote

Choose Start Voting Process in the RFP tab controls. You need at least one vendor for the option to be available, and it is unavailable once a winner has already been chosen, since there is then nothing left to vote on.

While a vote is running, the tab shows plainly that voting is in progress.

What board members do

Board members vote on the vendors from the ticket. Each vendor card carries the proposal, the price estimate, and the documents, so members are voting with the evidence in front of them rather than from a summary email.

A proposal that has expired cannot be voted on, and its card says so.

Pausing and resuming

A running vote can be deferred and later resumed. Use this when the board needs something before deciding, for example a clarification from a vendor or a site visit. Deferring is better than letting a vote drift, because the tab then says what is actually happening.

Once the associated board decision is closed, the vote can no longer be toggled.

The link to board decisions

Voting on an RFP ties into the same board decisions machinery used elsewhere in Kore, so the vendor choice is minuted like any other board decision rather than living only in a ticket. Once a winner has been chosen, and if no board decision is linked yet, the controls offer to create one from the result, which is the right way to produce the formal record after the fact.

Getting a good decision

• Post your comparison notes before starting the vote. Members vote on what is in front of them.
• Say what happens if the vote fails, and by when a decision is needed.
• Check proposal expiry dates first, so the vote does not outlive the prices.