RFP Proposal Management Enhancement

Lessors can now edit their submitted RFP proposals. The system prevents them from creating duplicate proposals for the same RFP. This enhancement eliminates the manual rejection and resubmission process, reducing confusion during the bidding process.

Key Features

One Proposal Per Lessor

• After a lessor clicks Save & Review, the Proposal button disappears for that specific lessor .
• Each lessor can only create ONE proposal per RFP
• Other lessors in the same RFP are unaffected and can still create their proposals.

Edit Proposal Button

• After a lessor saves or submits a proposal, an Edit Proposal button appears in Deal History.
• Clicking "Edit Proposal" opens the proposal with all existing data pre-filled
• Modify and save changes to update the existing proposal
• Maintain a single proposal record without creating duplicates

Staff Notifications

When a lessor edits a proposal, an automated email is sent to LAC-customer-care@insightsoftware.com. The email includes:

• Subject: [RFP Number] - Proposal Edited - Review Needed ATTN: [Party Role] (Staff)
• Content: RFP details and notification that the proposal requires review

Time-Based Editing Restrictions

Proposal creation and editing are automatically disabled 2 hours before the RFP deadline (11:59:59 PM ET on the deadline date).

When editing is restricted:

• An info banner displays on the proposal page: No changes can be made to proposals within 2 hours of the RFP deadline. Deadline: [MM/DD/YYYY at 11:59:59 PM ET]
• If a lessor attempts to edit within 2 hours, a modal error appears: Editing not allowed - This proposal cannot be edited because the RFP deadline is less than 2 hours away. The deadline is [MM/DD/YYYY at 11:59:59 PM ET]

RFP Amendments

When an RFP is amended on the client side:

• Automatic emails notify all lessors who previously submitted proposals.
• Edit Proposal buttons reappear for all affected lessors, allowing them to update their proposals.

Workflow Changes

When a Lessor needs to correct a proposal

Now:

1. Click the Edit Proposal button.
2. Make corrections and save the changes.
3. LA Staff automatically receives an email notification.
4. LA Staff reviews the updated proposal.

Before this release:

1. Contact LA Staff to request changes.
2. Wait for LA Staff to manually reject the proposal.
3. Wait for LA Staff to email resubmission confirmation.
4. Create an entirely new proposal.
5. Wait for LA Staff to review the new submission.

Result: Faster turnaround, reduced manual coordination, and cleaner audit trail.

Deal History and Auditing

• Edited proposals display a "Proposal Edited" status in Deal History.
• Proposal documents update in real time in the Documents section on both client and marketplace sides.
• Core proposal attributes are tracked in the audit trail, including dates, costs, terms, contract details, and comments.

Important Considerations

Backward Compatibility

• Existing proposals created before this release continue to follow the previous workflow.
• Only new proposals created after this release have the Edit functionality.
• No migration or manual updates are required for existing RFPs.

Button State Logic

The proposal buttons change based on the following states:

• Initial State:Proposal button is visible.
• After Save & Review:Proposal button is removed and Edit Proposal appears.
• After Submit:Edit Proposal remains visible (until less than 2 hours before the deadline).
• Within 2 Hours of Deadline: Neither Proposal nor Edit Proposal are functional.
• After RFP Closes:Edit Proposal button is removed.

Note:

• Lessors can edit their proposal an unlimited number of times, provided the deadline is more than 2 hours away.
• Each edit triggers a notification email to LAC-customer-care@insightsoftware.com.

This enhancement improves operational efficiency for both lessors and LA Staff while maintaining data integrity and audit compliance.