RFx Vendor Response Authorizations
Find out which user roles are necessary to respond to RFx in PASSPort.
For a breakdown on which tasks each user role can complete in PASSPort, see Add Users and Assign Roles.
Before we begin
These roles can participate in the RFx response process:
- Vendor Admin
- Contributor
- Vendor Procurement Level 1
- Vendor Procurement Level 2
- Vendor Financials Level 1
- Vendor Financials Level 2
- Vendor Contract Signatory
Assigning contacts a specific user role allows vendors to customize who can work on an RFx response.
The following roles have global system access, meaning they can access and work on all RFx responses across the organization:
- Vendor Admin
- Vendor Procurement Level 1
- Vendor Procurement Level 2
Users assign the above roles may add additional PASSPort users to the vendor response team of an RFx. Note: Vendor response team members can only work on the RFx response for which they are added. This allows vendors to create customized teams on a case-by-case basis to work on specific RFx responses.
RFx Response Authorizations
Any vendor contact with a global system user role – Vendor Admin, Vendor Procurement Level 1, or Vendor Procurement Level 2 – can complete the following tasks related to submitting an RFx response:
- Receive automated RFx notification emails from PASSPort, including the PASSPort Weekly Digest listing upcoming contracting opportunities
- View RFx opportunities
- Start an RFx response
- Add contacts to the vendor response team to work on the RFx response
- Enter information for a response (completing questionnaire, item sheet, subcontractor and joint venture information and LL34 compliance details)
- Submit an RFx response
Note: All contacts added to the vendor response team can perform all RFx response actions.
For instructions on how to add users to the vendor response team, see the Add RFx Contributors section of the Respond to Contract Opportunities guide.
RFx Response Authorizations by User Role
| RFx Task | Who Can Complete This Task? |
|---|---|
| Add and modify contacts in the Vendor Profile | Vendor Admin |
| Receive direct invite to participate in RFx | Vendor Admin Vendor Procurement L1 Vendor Procurement L2 |
| Add users to Vendor Response Team | Vendor Admin Vendor Procurement L1 Vendor Procurement L2 |
| Can create RFX response (i.e., submit a proposal or bid) | Vendor Admin Vendor Procurement L1 Vendor Procurement L2 |
| Can create/edit a RFx response when added to the team in the Setup Team tab | Contributor Vendor Financials L1 Vendor Financials L2 Vendor Contract Signatory |
| Can sign the authored contract agreement at the Contract stage | Vendor Contract Signatory |
For a complete list of Task Authorizations by user role and instructions for Vendor Admins on adding contacts and assigning roles, see Add Users and Assign Roles.
Upon contract award, Setup Team functionality will also become available for contract submission actions. For more information on how to complete contract tasks, see the Complete Contract Award Tasks section of the Resources Library page.
Last updated: July 3, 2025