Evaluation For Suppliers:Responding to Tenders Via Online Reponse Form

TenderLink Documentation:

Evaluation For Suppliers 2

Contents3 OnlineeValuationProcessFlowChart

4 Introduction

4 OnlineTenderResponseForm

4 ViewtheRequirements 5 PrinttheRequirements 6 ManageResponses 6 Create/EditaResponseForm 7 ManageRequirementResponses 10 LockaSection(STL) 11 PrintResponse

12 ManageResponseFormSubmission(STL) 12 SubmityourResponseForm(STL) 13 ReviewyourResponseForm(STL) 13 Withdraw/RetrieveaResponseForm(STL) 14 UserAdministration(STL) 15 ManageResponseFormPermissions(STL) 15 ManageSectionPermissions(STL)

17 GlossaryofTerms

OnlineeValuationProcessFlowChart

Create Online Requirements

Form

Requirements Developed

Within

Requirements Form

Requirements Form

Weighted By

Procurement

Team

Weighting Finalised By

Procurement

Specialist

Requirements Form Approved

(One or More Procurement

Specialists)

Requirements Form

Attached to

Tender

TenderReleased

Tender

Created(By Tender

Owner)

Purchaser: Procurement Team

ViewTender

View Requirements

Respond to Requirements

Via Online Response

Form

ReviewResponse

Form Make

Submission

Supplier

TenderClosed

Keys Released For Electronic

Tender Box

SupplierResponses Scored By Evaluation

Team

ScoresFinalised By Evaluation

Team Leader

SuppliersShort-listed

Tender Awarded(Tender Owner)

Purchaser: Evaluation Team

Successful Supplier

Agreed to By Evaluation

Team

Evaluation For Suppliers 4

Introduction

UsethismanualtocreateandmanageOnlineResponsesviaResponseForm.SimplylogintoTenderLink.com.

OnlineTenderResponseForm

(Figure 1) The Tender Alert Email or Tender Summary.

TostartyourOnlineTenderResponseForm,inyourtenderalertemailclickonOnlineResponseForm(figure1),or,logintoTenderLink.com,aftersearchingforthetender,clickontheTenderIDandthenonOnlineResponseForm(Figure1).

!Note:IfyouarerespondingtoaTenderthathasdownloadabledocumentsattachedthenyou

willberedirectedfromtheonlineresponseformtothedownloadspage.

!Note:STL=SupplierTeamLeaderonlycanperformtask.

(Figure 2) View the Requirements

HereintheResponseFormyouarefreetoViewtheRequirementsorPrinttheRequirements,youcanthendecidewhetheryouwouldliketorespondtothetender,orifyouwouldprefernotto.

IntheeValuationareaoftheTenderLinksystemthereisa15minutetime-outfunctionforsecurityreasons,

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thismeansifyouleaveyoursessionidlefor15minutesormoreyouwillautomaticallybeloggedout.Youmustlogbackinasthesameuser(i.e.sameemailaddress/username)torestoreyoursession,yourdatawillnotbelost.Ifyouclickonanyothermenuorattempttonavigateawayfromtheloginboxdisplayed,youwillloseyoursessiondetailsandanyunsaveddataforeValuation.

ViewtheRequirements

ViewtheRequirementswithintheResponseFormbyclickingontheViewtheRequirementsbutton(figure2).ThiswilltakeyoutothecontentspageoftheResponseForm(figure3).

(Figure 3) The Response Form contents.

Toviewtherequirements,navigatetothefirstsectionoftheResponseFormbyeitherclickingonthesectiontitleintheResponseFormContents,orbyclickingthecorrespondingtab(figure3),hoveroverthetabtorevealthesectiontitle.

(Figure 4) View Requirements.

Expandeachsub-section,torevealtherequirements,byclickingontheplusicon totheleftofthesub-sectiontitle(figure4).

PrinttheRequirements

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(Figure 5) Print the Requirements.

BackintheRespondtothisTendertab,clickonthePrinttheRequirementsbutton(figure5).Thiswillgiveyouaprintappropriatepageofalltherequirementsyouwillneedtorespondtoforthetender.

SelectthePrintbutton orchooseFileandthenPrintfromyourbrowsermenu.

ManageResponses

Create/EditaResponseForm(STL)

IntheOnlineResponseFormcontentspageclickonCreateaResponseFormResponseorclickonthetablabelledR.

IntheCreateaResponseFormtabclickontheStartYourResponsebutton(figure6).

(Figure 6) Create a Response Form.

YourResponseiscreatedandreadytobeedited.YouarenavigatedbacktotheResponseFormContents(figure7).

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(Figure 7) The Response Form Contents.

OntheResponseFormContentspageisalistofallthesectionswithintheFormnumberedfromone.

AlsoaSubmissionOptionssectionwhichyouwilluselatertosubmityourresponseandaUserAdministrationsection,toallowyoutoaddotheruserstoeditorreviewyourResponseForm.

TotherightoftheoptionsisthetendertitleanddescriptionandunderthatappearsanynotesorinstructionsthePurchasermayhavewrittentohelporguideyouinyourresponse.

ManageRequirementResponses

Expandasub-sectionbyclickingontheplusicon nexttothesub-sectiontitle.

(Figure 8) View Requirements.

Readeachrequirementandfillinthefieldsasappropriateforyoursubmission.

Ifarequirementmustbecompliedwith,itwillbemarked‘Mandatory’(Figure9).InabilitytocomplywithMandatoryrequirementsmayresultinyoursubmissionnotbeingconsideredbythePurchaser.

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(Figure 9) Mandatory Requirement.

IfthePurchaserrequiresaresponsetoarequirementitwillbemarked‘ResponseRequired’(Figure10).FailuretorespondtoaResponseRequiredrequirementmayresultinyoursubmissionnotbeingconsideredbythePurchaser.

(Figure 10) Response required Requirement.

Ifyoudecidethatyouwouldnotliketorespondtoarequirementclickthecheckboxnextto‘Ichoosenottorespond’(figure11).Indoingthishoweveryouriskthechanceofbeingeliminatedfromthetenderevaluationprocessespeciallyiftherequirementismarked‘Responserequired’or‘Mandatory’.

(Figure 11) No response.

InthisexamplethePurchaserwantstoknowifyou,astheSupplier,areamemberoftheMotorTradeAsso-ciation,toanswerthisquestion(ie‘Doyoucomply?’),youcancheckFullCompliance,PartialComplianceorNoCompliance(figure12).

Partialcompliancemightmeanthatyouareintheprocessofbecomingamember.Nocompliancemeansthatyouarenotamember.ForthisexamplewewillchooseFullComplianceandaddsomecommentsthatmightsupportthesubmission.

Asaskedintherequirementwewilluploadacopyofthecertificate.

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(Figure 12) Responses to requirements.

TouploadafileatthebottomoftherequirementclickontheBrowsebuttonnexttotheFilefield(figure8).InthewindowsFileUploaddialogueboxfindthefileyouwishtoupload,selectthefileandclickontheOpenbutton(figure13).

(Figure 13) Windows File Upload dialogue box.

Touploadmultiplefilesyouwillfirstneedtocreateacompressed(zipped)file.Inyourwindowsbrowserselectthefilesyourequireforupload,clicktherightbuttononthemouseandselectSendtofromthemenuandthenCompressed(zipped)folderfromthefly-outmenu.Azippedfileofyourselectedfileswillappear,nowyoucanuploadthezippedfile.

ClickontheSaveicon atthebottomrightoftherequirementtosaveyourresponse.

Continuethroughthesub-sectiontothenextrequirement.Enteryouranswersbyeitherchoosingtheoptionsthatapplytoyourresponseorenteryouranswersinthefieldsprovided.

ClickontheSaveicon atthebottomrightoftherequirement.

!Note:TheSaveiconwillalwaysappearhighlightedwhenyourresponseshavenotbeensaved.

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Theremaybedifferentfieldstobecompletedforeachrequirement,thesearedefinedbythePurchaserandshouldbefullycompleted.FileuploadsareonlyallowedonrequirementsifspecifiedbythePurchaser.

Afteryouhaverespondedtoallrequirementsinasub-sectionclickonSaveAllChangestosaveallyourresponsesforthatsub-section(figure14).

(Figure 14) Save all changes in a sub-section.

Continuewiththerequirementsinthenextsub-section.Expandthenextsub-sectionbyclickingontheplusicon nexttothesub-sectiontitle.

Closesub-sectionsbyclickingontheminusicon .

LockaSection(STL)

Onceyouhavecompletedresponsestoeachrequirementwithinasectionandallsub-sectionswithinasec-tion,youmayclickontheLockThisSectionbuttonatthetoprightofthescreen(figure15).ThiswillpreventanyfurtherchangesbeingmadetoyourResponseFormResponsesinthatsection.

(Figure 15) Lock this section.

Youmayunlockthesectionatalaterstageifrequired,byclickingontheUnlockbutton.

Tonavigatetothenextsectionofrequirements(oranyothersection)scrolltothetopandthepageandclickonthetabmenu,hoverovereachtabtodisplaythesectiontitle(figure16).

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(Figure 16) Navigate to the next section.

AlternatelyyoucannavigatetothenextsectionofrequirementsbyclickingontheNextlinkatthebottomofthepage(figure17).

(Figure 17) Navigate to the next section.

UsethePreviouslinktonavigatetothecontents(ifyouareinsection1)ortheprevioussection.UsetheToplinktobetakenbacktothetopofthecurrentsection.

PrintResponse

IfyouwishtoprintyourResponseforreview,selectthe‘ResponseFormContents’tablabelledC.BelowthesectiontitlesclickonthePrintRequirementswithyourresponsesLink(figure18).Toprintjusttherequire-mentswithoutyourresponsesclickonthePrintRequirements.

(Figure 18) Print Response Form.

Thiswillopenapagewithallthesections,sub-sectionsandrequirementswithintheform.Selectthe‘Print’button orchooseFileandthenPrintfromyourbrowsermenu.

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AlternatelytoprintasectionofaResponseFormclickonthePrinticon nexttothesectiontitle.

ManageResponseFormSubmission(STL)

SubmityourResponseForm(STL)

Onceyouhavecompletedresponsestoallrequirements,sub-sectionsandsectionsyouarethenreadytosubmityourResponseFormResponse.

Clickonthe‘Submission’tablabelledS.

BeforeyoucanmakeyoursubmissionyoumustagreetothetermsofserviceofTenderLink.comLtdbyclick-ingthecheckbox(figure19).

(Figure 19) Agree to terms of service.

TosubmityourResponseFormclickontheMakeSubmissionbutton(Figure20).

(Figure 20) Make Submission.

Allfiles/documentsyouhaveuploaded(whereallowedbythePurchaser),andresponsesmadewhilecompletingthisOnlineResponseFormwillbeincludedinyoursubmission.

Youwill,upuntiltheclosingdate/timeofthistender,beabletoreviewandedityoursubmissionbyselectingthe“ReviewSubmission”option.YouMUSTresubmityoursubmissionPRIORtotheTenderCloseDate/Timeforanychanges/editstobeincludedinyoursubmission.

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ReviewyourResponseForm(STL)

Ifyoudecideatalaterdatepriortothetenderclosing,toreviewyoursubmission,clickontheReviewSub-missionbutton(figure21).Youmaycontinuetomodify/edityourresponses.

(Figure 21) Review a Response.

!Note:WhilereviewingyourresponsesyourprevioussubmissionremainsinthePurchasersElectronic

TenderBox(ETB).Ifandwhenyouresubmityourreviewedresponsethiswillreplaceanyprevious

SubmissionyouhavemadetotheElectronicTenderBox.

Ifyouwishtoremoveyoursubmission(ie.nolongerwishtobeconsideredforthetender)youmustusetheWithdrawoption.

Withdraw/RetrieveaResponseForm(STL)

WithdrawingaResponseFormResponsemeanstheResponseFormResponsewillbecomeredundantandyouwillnotbeabletofurtheraddresponsestorequirementsorsubmittheResponseFormResponse.

Towithdrawaresponse,clickonthe‘submission’tablabelledS.

(Figure 22) Withdraw a Response Form.

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ClickontheWithdrawSubmissionbuttonafter‘WithdrawyourSubmission’(figure22).Yourresponsewillnotbesubmittedbutissavedandcanberetrievedifrequired.

Toretrievearesponse,navigatebacktothe‘Submission’tablabelledS.ClickontheRetrieveYourRe-sponsebutton(figure23).YourResponseFormisreinstatedwithallyourresponsedata.

(Figure 23) Retrieve a Response Form.

!Note:IfyouchoosetowithdrawyourFormafterithasbeensubmitted,itwillberemovedfromthe

PurchasersElectronicTenderBox(ETB).

IfyouwithdrawandthenretrieveaForm,regardlessofwhetheritwaspreviouslysubmitted,yourResponseFormwillnotbeinthePurchasersElectronicTenderBox.YoumustresubmityourResponseForminorderforittobemadeavailabletothepurchasers.

UserAdministration(STL)

Navigatetothe‘UserAdministration’tablabelledA(figure24).

(Figure 24) The User Administration tab.

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ManageResponseFormPermissions(STL)

Ifitisnotalreadyexpanded,expandthe‘ResponseFormPermission’administrationoptionbyclickingontheplusicon .HereuserscanbeassignedtotheFormforediting,contributingandreviewingyourResponseForm.

ChecktheboxnexttotheuseryouwishtoassigntotheFormandclickthearrowpointingrighttomovethemfromthe‘NoResponseFormPermissions’listandaddthemtothe‘ResponseFormPermissions’list(figure25).

(Figure 25) Assigning Response Form Permissions.

Likewisetoremovetheuserfromthe‘ResponseFormPermissions’listclicktheleftpointingarrowaftercheckingthecheckboxnexttotheuser(s).

ManageSectionPermissions(STL)

Ifitisnotalreadyexpanded,expandthe‘SectionPermissions’administrationoptionbyclickingontheplusicon .Hereuserscanbeassigned‘noaccess’,‘readonly’or‘readwrite’accessforeachsectionoftheResponseForm.

!Note:UsersmustfirstbegivenResponseFormPermissionsbeforetheycanbeassignedSection

Permissions.

Findtheuseryouwishtoassignaccessto,selectfromNoAccess,ReadOnlyorReadWriteaccessforeachsection(figure26).ThenclickontheSaveicon .

(Figure 26) Section Permissions.

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NoAccesswillmeanthattheusercannotview,addresponsesormakechangestothesection.

ReadOnlywillallowausertoviewasectionbutnotaddresponsesormakechangestothesection.

ReadWriteaccesswillallowausertoview,addresponsesandmakechangestothesection.

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GlossaryofTerms

ComparisonValueAComparisonValueisavalue,descriptionandcodedefinedbyaProcurementSpecialist,usedtoestablishtheimportance,andhenceweighting,ofaRequirement/CriterionwithrespecttootherRequirements/CriterionwithinaFormSub-Section.

CriterionACriterionisasinglemeasureorrequirementusedtospecifythetargetproductorservice.AsingleFormwillcontainmanyCriteria.

DeclarationofInterestTheDeclarationofInterest,Confidentiality,andProbityisaformthatmustbecompletedbyeverystaffmemberandadviserwhoisdirectlyorindirectlyinvolvedinanyaspectoftheprocurementprocess.ItallowstheProcurementSpecialisttoidentifyandmitigateanyconflictsofinterest.

EssentialMinimumrequirement.

MandatoryCompulsory-mustbecompliedwith.

ProcurementSpecialistTheProcurementSpecialistisresponsiblefortheprocurementprocess.MayalsohaveadualroleasProjectmanager.

RequirementARequirementisasinglemeasureorcriterionusedtospecifythetargetproductorservice.AsingleFormwillcontainmanyRequirements.

RequirementsFormCreatedbytheProcurementSpecialist,completedbySuppliers,andevaluatedbytheProjectTeam.TheFormcontainsSections,Sub-sections,andCriteria/Requirementscomprisingthespecificationforaprocure-mentexercise.

ResponseFormCompletedbySuppliers,andevaluatedbytheProjectTeam.TheresponsecontainsanswerstoCriteria/Requirementscomprisingthespecificationforaprocurementexercise.

SupplierASupplierorVendorcompletestheprocurementFormbyprovidingaresponsetoeachoftheForm’sCriteria.