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E-Tendering guide - The Universi

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					A Guide to the University of Liverpool e-tendering system
This beginner’s guide has been produced to help users to navigate through The University of Liverpool’s etendering system and provides step by step instructions on how to execute important processes. The topics to be covered in this guide are:  How to register your company details?  How to log in?  How to express an interest in a project?  How to complete the tender documents?  How to upload the documents and submit a return?  How to create a correspondence? The most important thing is the web site address which is a follows: https://in-tendhost.co.uk/liverpooluni If you experience any difficulties when working through any of the topics or if you have different outcomes than the guide illustrates or outlines, please contact the department below:

Procurement Department University of Liverpool Tel: 0151 794 2156

How to register your company details?
 Click on this link https://in-tendhost.co.uk/liverpooluni to access our website.

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Click on the “Current Tenders” button,

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Click on “View Tender Details” along side the name of the tender that you have an interest in.

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Click on the red “Express Interest” button

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When asked to confirm that you wish to express an interest, click “OK”

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Go to the “New User” section and click on “Register”

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Fill in as much information as possible, ensuring all the yellow fields are complete (you will not be able to move on to the next screen until all mandatory fields are completed). Please note the importance of the “Publish E-mail” field. The email address you add here will be the address that most correspondence is sent to, thus it may not be appropriate to put in a generic email address.

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Once you have completed screen 1, please click on the blue “next” button.

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Screen 2 allows you to input your business category details. Using the search facility identify the category which is applicable to your business. Click on it so it goes navy blue and you will notice that the blue “Add Selection” button becomes activated. Click on this button and your choice will move down to the bottom box. If you make a mistake you can highlight the category you want to take out of the 2 “Delete Selection” button.
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box and click on the

If you want to select multiple categories you simply click to highlight the first category and to add more “CTRL” and click any subsequent categories. This will highlight multiple categories and then you click on the “Add Selection” button. Once you have completed screen 2, please click on the blue “next” button.

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Screen 3 is where you add each individual who requires access to the system. Each person will receive a separate log in ID which the system will automatically generate and email to you. First you need to click on the blue “Add” button.

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This will take you to the screen where you add your personal details. Please note the yellow mandatory fields and in particular the email and password fields which are very important as they will make up part of your log-in requirements, along with the ID number which is mentioned above. Once completed click on the blue “OK” button. Repeat the above process until all individuals are added and once you have completed screen 3, please click on the blue “next” button.

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Screen 4 is the final “Complete Registration” screen and it will show you a summary of everything you have completed up to now. If you are unhappy with anything you have entered you have the opportunity to click on the corresponding “Change Details” button to make amendments. If you are happy with your registration details, please click on the blue “Register My Details” button which will submit your details to us. You will receive an on-screen message telling you that your details have been successfully registered and after a short space of time each individual contact will receive an automated email providing them with their unique log-in ID which is required each and every time you log into the system, (along with their nominated email address and password).

End of How to Register your company details?

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How to Log In?
 Click on this link https://in-tendhost.co.uk/liverpooluni to access our website.

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Click on the “Login” button.

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You will need to enter the User ID which was sent to you via an automated email. It will be a 10 digit number. You also need to provide your email address and password which you provided when you registered on to the system. Click on the blue “login” button which should then take you into your home page, displaying your details at the top and a welcome message.

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If you haven’t been able to successfully log in you can click on “Login Details Reminder”, on the login screen and a sub box will appear asking you to enter your email address and then the system will shortly send you an email with your entire log in details on it.

End of How to Log In

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How to express an interest in a project?
 Once you have logged into the system, click on the “Current Tenders” button and it will bring up all the tenders currently available at The University of Liverpool.

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If you see a project you are interested in please click on the corresponding “View Tender Details” button to take you to a more detailed screen.

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Once you have read all the information, if you are still interested in the tender then please click on the blue “Express Interest” button. What will then happen is a member of The University of Liverpool’s Procurement Team will accept your expression of interest and allow you to access the tender details. As mentioned above, this may take a day or two. Once this has been done an automatic email will be sent to your “Publish Email Address” (please refer to topic 1, How to Register Your Company Details? to understand which email address the email will go to), to inform you that the documents have now been released to you and are ready to view. To view the documents, please log into the system (as explained in topic 2, How to log in?). You must then click on the “My Tenders” button (not current tenders, as the information is now assigned to you). The next section will now explain what to do with the tender documents.

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End of How to Express an Interest in a Project

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How to Complete the Tender Documents?
 Once you have Expressed an interest in a project (Explained above in topic 3, How to Express an Interest in a Project) and received an automated email telling you that the tender documents are now available to view and download, then you log into the system (as explained in topic 2, How to log in?) and then click on the “My Tenders” button (not current tenders, as the information is now assigned to you) to see the tenders available to you.

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Please select the one you wish to work on by clicking on the corresponding “View Tender Details” button. This will take you in a more detailed screen. You then need to click on the red “View Documents” button to access all the tender documentation associated with this particular stage of the project.

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Looking at the second box, titled “Tender Documents Received”, it is displaying the majority of the tender documentation which you need to read and/or return. As you can see, with each document you are able to “View Document” or “Download Document” by clicking the corresponding button. If you press the “View Document” button, you will get the following pop up box, to inform you that you cannot modify the document on-line, you must download it to your own hard drive when you are ready to start compiling your submission.

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Please note we will be dealing with how to upload your documents from your computer and submitting a return in the next topic, Topic 5, How to Submit a Tender? A useful tip for when you are completing the tender documentation is to create a separate folder on your computer so you have all the downloaded documents and any additional documents you wish to submit in support of your tender in one place so that it makes it easier to upload to documents when you wish to submit your return.

End of How to Complete the Tender Documents

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How to upload the documents and submit a return?
 Once you have read all of the documentation, downloaded the documents and created your tender submission, you firstly need to upload all your completed documents and then you need to submit them as a return. To do this you need to use the bottom 2 boxes on the “View Documents” screen (the same screen we were in whilst working through topic 4, above).

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Looking at the box titled “Upload Documents To My Return”, click on the grey “Browse” button which will open a pop up box, similar to below, in which you need to search for the applicable file which holds all your completed tender documentation.

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Once you have located the correct source file click on each document one by one (this can be a bit time consuming) and click on the “open” button. This will pull it through, ready for uploading.

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Then click on the “Upload” button. You will receive the following message to tell you that the document has been successfully uploaded. Pressing the “click to continue” link will take you back to the correct screen so you can continue uploading more documents.

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You will then see that the document has been loaded into the box titled “My Documents for Return” (the one where your completed questionnaire(s) already are. Please continue this process until all the documents you want to submit are correctly loaded up and awaiting return (as shown below).

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Once you are satisfied that all your tender documents are uploaded, you will see in column 2 that the documents are all successfully uploaded but the status of them, in column 3 is Awaiting Return. Next click on the red “Submit Return” Button in the bottom box to submit the documents back to us. You will be asked to confirm that you wish to submit. Once you are happy, click on OK and you should receive the following message which confirms your tender has been successfully submitted. It is advisable to print a receipt for your records.

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Click on View Receipt. It is advisable to print a hard-copy of the receipt for your records - click on Print Receipt.

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Once you have made a submission, it is possible to modify your return if necessary. To do this you must be in the main documents screen (the screen we were in whilst working through as above) and you will see the addition of a new red/grey box titled “Return Submitted”.

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Click on the Red “Modify Return” button and it will ask you to confirm that you want to modify your return. Once you have done this the system takes you back to the point where your documents are uploaded BUT NOT submitted.

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You must answer again to enable you to re-submit. If you want to replace or add a document: o remove the document that is no longer required (using the corresponding red “Remove Document” button) and upload the new document (as outlined above). o Upload any extra new documents (as outlined above). If you want to amend a document which you have already submitted: o download the document that you wish to amend (using the corresponding red “Download Document” button) o remove the document (using the corresponding red “Remove Document” button) that is no longer required (otherwise you won’t be able to re-upload the amended document as they share the same name). o Make the necessary changes to the document you have downloaded and then re- upload the amended document (as outlined above). Please understand that your previous submission does not get superseded so it is not necessary to resubmit everything, however we do request that if you need to modify your submission in any way, please send us a correspondence (which is explained in the next topic) to inform us of what changes you have made and why. This ensures that both parties are clear as to what the correct and final submission is. Please understand that your previous submission does not get superseded so it is not necessary to resubmit everything, however we do request that if you need to modify your submission in any way, please send us a correspondence (which is explained in the next topic) to inform us of what changes you have made and why. This ensures that both parties are clear as to what the correct and final submission is.

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End of How to upload the documents and submit a return 22

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How to Create a Correspondence?
  The preferred route for correspondence is through the e-tendering system so that there is a thorough audit trail of all correspondence throughout the tendering process. If you wish to raise a query or ask a question, in relation to the tender then please click on the “Create New Correspondence” button. This will bring up a pop up box (as below).

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The first thing you need to do is click on the drop down box by tender to ensure you create a correspondence against the correct project. Please note a new sub-box of “which stage?” may appear. This is for if a project has had numerous stages, for example a pre qualification stage and then a main tender stage. It gives you a further opportunity to specify what your query/question is in relation to. Once you have done that, please write your message in the blank text box and at the bottom there is a facility to add any attachments, if necessary. You would add an attachment in the same way that you uploaded your tender in the previous topic. An example of a correctly compiled correspondence is as below.

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Once you are happy with your message and are sure that all attachments are successfully uploaded. Please click on the “Send” button You will receive the following message as confirmation that the correspondence has been successfully sent.

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When you receive a reply from The University of Liverpool it will be in the format of an email to your “Publish Email Address” telling you that you have a new correspondence so please log into the system to view. On some occasions The University of Liverpool may find it necessary to send an email correspondence but it will still have been generated in the e-tendering system. In this situation the message will be in the

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email (as below) but please DO NOT reply to this message because it will not go to the author at The University of Liverpool, it will go to the IT support centre of our software provider.  The best advice is to always log into the system and create a correspondence whether it is new or in reply to an existing message.

End of How to Create a New Correspondence. END OF GUIDE.

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