MERAK Intelligent MICE Procurement System

MERAK Intelligent MICE Procurement System

www.merak.com

Hotel Proposal & Bidding

Proposal Management Bidding Management

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1. MCalendar

After logging in Merak system, exclusive Merak calendar will be showed on the front page. Whenever hotel receives a new RFP, or client has any related operation, these reminders will be automatically sent to MCalendar.

Besides, user could also view [EVENTS] [REPORTS] [PROFILE] [ANNUAL RFP] by clicking on the front tag.

[MERAK REMINDER] and [MERAK ANNUAL RFP REMINDER] will send messages about hotel events. Just click on the related RFP name link, it will redirect to that RFP accordingly.

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2. Hotel Proposal

If client choose to send its RFP to hotel, user will receive a notice email sent from [email protected], and also receive directly on Merak Reminder.

2.1GeneralRFPInformation

On the event [PROPOSAL] page, find the corresponding event name & date, click on the event name and detailed information will be showed on the website - name, client, scheduling, value score, and hotel revenue.

Please enter [Space Held Until] & [Proce Reserved Until] time accordingly.

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2.2FillinGuestRoomRequirements

Next part is client’s room requirements. For example: The following picture shows clients requires 100 king rooms for single occupancy, and 200 twin rooms for double occupancy. Both April 19th and 20th needs these 300 rooms. Clicking [Quote] on the right, user need to choose the [Bed Type] and [Room Type], enter number of [Room Propose], enter proposal rate of [Room Rate] [Breakfast] [WiFi]. Note: Enter taxes & service fees in front of “%”; if the price includes WiFi and breakfast, please enter 0 on WiFi and breakfast.

After entering room proposal, please do not forget to click save button � If there are more than one days for same requirement and same proposal, just click

the button . After finishing one day’s proposal, it will automatically copy this proposal to all days.

2.3FillinMeetingRoomRequirement

In the meeting room requiremnent, client’s meeting room arrangement will be showed on MCalendar. Meeting Room Requirement is divided into 3 types- Meeting, F&B, Meeting Packages. Please click the boxes one by one and fill in proposal.

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� Meeting Proposal� After clicking on meeting box, y client’s requirement is listed on the left side. Choose accordingly on the right, and enter room rate.

Type sentences on [Note] if there is additional reply for client. If a same proposal for same meeting requirements on several days, user could directly

copy to some or all otherdays.

After successully proposed, this meeting will be marked as F&B� Similar as meeting requirement, user could view client’s F&B needs and enter proposal accordingly. �

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Meeting Package� If client have both meeting and F&B needs, they may choose meeting package. Please choose accordingly and enter proposal.

Note: at least one rate of [Meeting Package Proposal] or [Item Cost Proposal] must be filled. User could also propose both.

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2.4ChooseConcessions

In [Concessions], user could choose exsiting concessions or add new consessions

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2.5ViewCompanyFile,UploadHotelFile

If both sides have related file to share, post it at [File] sectors. (Unnecessary)

2.6ProposalHistory

Merak system will record all the proposal history for hotel & client.

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2.7Notes

Enter hotel reply on the bottom box to communicate with decision makers.

2.8SendProposal

After finishing all the above mentioned information, user could get back to the top of this page and send proposal to client.

If the proposal is the final rate, please choose the [Final Rate. Non-negotiable] button. There will not be rebidding request sent to hotel.

All the requirements must be filled before sending proposal.

After successfully sent the proposal, Merak will offer hotel winning tips and value

score for reference.

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2.9RefuseProposal

If hotel couldn’t hold this event, please directly click on the button , and enter refuse reason to tell clients.

How to share this RFP to other staff in hotel?

Click [+] to add event manager.

3. ��

Related notice will be reminded on Merak Reminder if the clients wish hotel to rebid, or reject proposal, or choose hotel as there event place.

By reentering the proposal, Merak will offer detailed guidance for rebidding.

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4. Contract

In the contract stage, detailed information of the client will be visible. At the same time, hotel contact info is available for clients as well.

Price info�

Click on , there is the proposal rate for this event. This price is already confirmed by client. If hotel wish to change, please click [Edit], and waiting for client’s reconfirmation.

3rd Party Info�

Click on , hotel will find whether client needs a third party or not.

Contract�

Click on , there will be event’s contract information. Hotel could choose [Offline Contract] or [Online Contract]. � Offline Contract Download contract’s pdf version and upload contract scanning copy.

� Online Contract

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If client choose to use online contract, please view and edit contract on Merak system.

After 100% confirmation, please upload scanning copy with company steal. Actual Cost�

After the event is successfully held,� this tage will become green and editable. Please enter real cost for this event.

MERAK Intelligent MICE Procurement System

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