RFQ Bid Review: Scores and Category Awards That Hold Up Through Every Change

A scoring sheet that drifts from the bids it scores

An RFQ ends in a decision per category: which eligible bid wins, and how the category budget is spent. Getting there takes a scoring sheet that matches the submissions, an eligibility call for every bid under the sourcing policy and the supplier's status, and an allocation that respects each budget. Then a supplier's status is reversed, the committee changes the weights or a certificate is renewed, and the decisions have to be made again.

The bid submissions are files in Box. Supplier records and their status live in Salesforce, the scoring sheet and the policy sit in Google Drive, and the compliance team's questions arrive on one Outlook thread. Under time pressure the sheet gets patched instead of checked, a reweighting gets applied to the leading bids only, and the compliance thread gets an answer before the last certificate has settled.

Who works in the room

Bids and allocations are Nova's: as the default agent, it leads every thread about them. The room guidelines give Ryan an independent rerun after any change, so Nova mentions Ryan once a proposal is ready and waits for the comparison before asking for approval. Ada sends nothing until the procurement manager says the decisions are final. At that point Nova opens a thread for Ada with the outcomes as the brief, and Ada leads the letters from there.

An RFQ from scoring sheet to award

Nothing below is written or sent until the person in the last column says so.

Reversals, new weights and the thread that waits

A reweighting changes every eligible bid's score, which can change the ranking in any category. Nova rescores all of them and reruns every category allocation, not only the ones near the line, and Ryan's independent rerun has to agree before the procurement manager sees it. A status reversal or a renewed certificate is narrower. It re-runs that supplier's bids, but any category they sit in is reallocated in full.

The compliance thread gets one reply, and it goes last. Answering after each change would mean correcting the answer two or three times on a thread the compliance team reads closely. Ada drafts a single combined reply once the procurement manager marks the decisions final, and nothing is posted on any other thread in the meantime.

What the checks catch

• A sheet line whose supplier ID differs from the submission in Box, even when price and lead time match
• A bid from a supplier suspended in Salesforce still counted in its category
• A reweighting applied to the leading bids only, leaving other eligible bids on old scores and the allocations unchanged
• A compliance reply drafted before the certificate renewal settled, or a second reply on the same thread

What stays with people

• Setting the scoring weights, which belongs to the sourcing committee
• Approving sheet corrections, eligibility calls and every category allocation
• Confirming supplier certificates, which belongs to the compliance lead
• Awarding the business, and sending the compliance reply and every supplier letter

Integrations in this workflow

Kylon is not a sourcing suite or an e-procurement tool, and it does not replace one. It sits across the submissions, supplier records and mail the team already uses, and holds the coordination between them.

• Box
• Gmail
• Google Drive
• Outlook
• Salesforce
• Slack

• Box holds the bid submissions and supplier certificates, which agents read and never change
• Salesforce holds supplier accounts and their status, and the award records at closeout
• Google Drive keeps the sourcing policy, the scoring sheet and the category budgets
• Outlook carries the compliance thread, where the one combined reply waits as a draft the procurement manager sends
• Gmail carries award and regret letters to suppliers as drafts a person sends
• Slack is where category owners confirm budgets and the committee announces weight changes

Where to start

Run one RFQ end to end, even a small one. Connect the Salesforce supplier object and the Box folder of submissions, put the scoring sheet in the room's folder, and write one rule into the room guidelines: any change to weights, status or certificates reruns every affected allocation, and the compliance thread gets one reply after the decisions are final.

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.