Overview
You can use the Negotiation feature to effectively streamline negotiation management processes. This feature automatically keeps the Proposal record up-to-date as the negotiation process gets approved and allows for real-time collaboration among stakeholders. This results in more informed decision-making and overall improved contract management.
This document is a step-by-step guide on how you can use the Negotiation feature in your organization.
Audience
Pre-award Users
Prerequisites
Ensure that TechnoMile's Analytics package is installed and configured. The version of this package must be 2024.3 or higher.
Negotiation Process
Once you receive a response on your Proposal from the government, you can move to the Negotiation phase from the Solicitation record page.
Go to Solicitations using App Launcher.
Open a Solicitation record.
On the Solicitation record page, in the Related List Quick Links section, hover your cursor over Proposals and open a Proposal record.
In the Related List Quick Links section, hover your cursor over External POCs, click the Show Actions arrow icon against an External POC Record No, and then click Edit.
Select the Negotiator checkbox and click Save.
NOTE
The Negotiator is the individual representing the client in the negotiation process and must be tracked in compliance with government regulations. The checkbox helps easily identify the Negotiator in the system and can be selected for multiple individuals.
Click Create Negotiation.
NOTE
The Create Negotiation button is available only when the proposal record is approved.
Specify all the necessary details and click Save.
The Negotiation record is created. Refer to the following table for the list of fields and their description:Field Name
Description
Date Received
The date we received the response from the government with their adjustments.
Negotiated Labor Cost
The direct labor cost the government responded with as part of negotiations.
New Proposed Labor Cost
The new labor cost being proposed as a response to the most recent government negotiation.
Negotiated Material Cost
The material and services cost the government responded with as part of negotiations.
New Proposed Material Cost
The new material cost being proposed as a response to the most recent government negotiation.
Negotiated Travel Cost
The travel cost the government responded with as part of negotiations.
New Proposed Travel Cost
The new travel cost being proposed as a response to the most recent government negotiation.
Negotiated Indirect Costs
The indirect cost the government responded with as part of negotiations.
New Proposed Indirect Costs
The new indirect costs being proposed as a response to the most recent government negotiation.
Negotiated All Other Costs
All other costs the government responded with as part of negotiations.
New Proposed All Other Costs
The new all other costs being proposed as a response to the most recent government negotiation.
Negotiated Fee/Profit
The fee/profit the government responded with as part of negotiations.
New Proposed Fee/Profit
The new fee/profit being proposed as a response to the most recent government negotiation.
Total Negotiated Cost
The total cost the government responded with as part of negotiations.
Total New Proposed Cost
The new total cost being proposed as a response to the government negotiation. This field is required for approval. If there is no change in value for this negotiation, please populate this field with the same amount as Total Proposed Cost.
Negotiation Summary
A detailed summary of the negotiation discussions and changes proposed by the government and ourselves as part of this negotiation procedure.
IMPORTANT
Fields marked by the red asterisk (*) sign are mandatory.
The value in the Total Negotiated Cost field, if not specified, is automatically populated with the sum of Negotiated Labor Cost, Negotiated Material Cost, Negotiated Travel Cost, Negotiated Indirect Costs, and Negotiated All Other Costs field values.
Similarly, the value in the Total New Proposed Cost field, if not specified, is automatically populated with the sum of New Proposed Labor Cost, New Proposed Material Cost, New Proposed Travel Cost, New Proposed Indirect Costs, and Negotiated All Other Costs field values.
You can have only one open Negotiation record at a time and can create a new record, only once the current Negotiation record is submitted to the customer.
Open the newly created Negotiation record.
NOTE
The Total Cost Difference field is automatically populated with the difference between the Total Proposed Cost and Total Negotiated Cost field values.
Scroll down to the New Proposed Costs section and click an edit icon.
Specify details and click Save.
The Total New Proposed Cost field is updated based on the values entered above. 
NOTE
The Total New Proposed Cost field is the new total proposed cost as a response to the government negotiation. It is required for the approval process. If there is no change in value for this negotiation, populate this field with the same amount as Total Proposed Cost.
You can also click the Show More arrow icon to view the Key Fields of the Negotiation record.
Click the drop-down arrow in the upper-right and click Submit for Approval.
Specify your Comments and click Submit.
Specify an Approver and click Submit.
The Negotiation record is submitted for approval and the status of the Negotiation record changes to Submitted for Approval. 
The Approver can then click the Notification to go to the Negotiation record. 
On the Negotiation record page, the Approver can view the Approval Details and Submitter Comments sections. They can either approve or reject the Negotiation record by clicking the corresponding button, specifying Comments, and clicking Approve/Reject. 
NOTE
If a Negotiation record is rejected, then the user can set its status to Draft and repeat the process addressing the concerns raised by the Approver.
Once the Negotiation record is approved, go to the Proposal record by clicking the link under Proposal.
You can view the current proposed values and current negotiated values entered in the Negotiation record here. 
Once the negotiation response is submitted to the customer, go back to the Negotiation record and click Edit.
Choose Status as Submitted to Customer, specify Date Submitted, and click Save.
NOTE
After the record is submitted to the customer, you can create a new negotiation record to capture the customer's response. This process can be repeated as many times as needed.