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e-Procurement Pilot Programme

c

Office of the Government Chief Information Officer

Environmental Protection Department

Immigration Department

Agenda1. Progamme Overview

2. Benefits of e-Procurement System

3. The Projection of The Procurement Amount of the

Pilot Government Departments

4. Demo of Account Activation

5. Function Highlight for e-Submission

6. Demonstration of e-Submission and Receive

Purchase Order

7. FAQ

8. Q&A Pg.2

Programme Overview

3 Pilot Departments ：

Enhance the procurement process between Suppliers

and the Government

Details ：

e-Procurement Portal Launched in June 2008

e-Services Launched in September 2009

All Services were launched in March 2010

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The E-services Has launchedThe E-services Has launched

Programme Overview

Account Activation

Profile Maintenance

Account Management

Invitation for Quotation

Purchase Order

Enrolled to use the e-Procurement System

E-Catalogue

E-Submission

Activate User ID and PIN.

Can upload the company's products and services to the system.

For new suppliers.

Can read information about purchase order status and download records

• Master account can open up to 10 sub-accountMaster account - manage the subsidiary account information.

• subsidiary account - Upload the E-catalogue and submit the quotation.

To update the information relate to the company, account, product

s and services.

Notified via email.

Classified according to department or quotation date. Supplier can read the the information easily and download the invitation det

ails.

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Benefits of e-Procurement System

1. Communicate with the Government more effectively and

efficiently

2. Update company profiles and products and services

information which will be accessible to the three Pilot

Departments3. Extend business opportunity with the Government

4. Reduce the turnaround time for receiving invitation

requests, submission of quotations, ordering and

notification of acceptance5. Enhance capability in e-commerce

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The Projection of the total purchase of the pilot

departments for the coming year

Government DepartmentOver the past year

(Total purchases less than $ 1.43M)

Environmental Protection Department

$114M

Immigration Department $117M

Office of the Government Chief Information Officer

$58M

The Total procurement amount

(Including the three pilot departments)

$4,628M

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Download the “Application form for reissuing Activation ID and PIN”.

Click “Download Forms and Documents”.

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Click “Application form for reissuing Activation ID and PIN”.

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Please send the completed form to the e-Procurement Pilot programme Office

(Fax ： 28276646 or Email ： eppmgmtoff@ogcio.gov.hk)

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Account Activation

After the application data checking, you will receive information for account activation

By EmailBy Email

By PostBy Post

- Activation ID

- PIN [PIN will expire in 14 days]

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Demo of Account Activation

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Click here to activate the account

E-Procurement Pilot Programmewww.eprocurement.gov.hk

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Click here to activate the account.

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If the security warning window pop up, please click “Accept."

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Enter the code

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Click “Continue”.

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Please refer to the Email and the notification letter to enter the activation ID and PIN

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The sample of the Activation ID Notification Email

Activation ID

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The sample of the Activation PIN Letter Activation PIN

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Enter the Activation ID.

Enter the PIN.

Click “Continue”.

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You can use the User ID or the Digital Certificate to log in the account

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If you choose to use the User ID login, please enter the master account User ID.

Please enter your user ID

Use your own password to log in the master account ： New password must be at least eight characters and include at least the three characters in the following four categories.

• Capital letters ： (A-Z)• Small Capital letters ： (a-z)• Number ： (0-9)• Special characters: !@#%$

Please enter the password again to confirm

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If you use the Digital Cert to log in ， please click “Use Digital Cert for authentication”.

Click “Use Digital Cert for authentication”.

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Select the type of Digital Certificate.

For example ： If you want to use the “Personal Certificate”, please click here.

Enter the HKID number 。

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Click “Browse” to select the Digital Certificate.

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Select the Digital Certificate file

Click “Open”.

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Please enter the PIN of Digital Certificate

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Click “Upload”.

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Scroll down

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Please select the contact person for the master account.

Click “Continue”.

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Please read the Terms and Conditions of Use and Participation of the E-Procurement carefully .

Scroll down

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Tick “I/We have read, understood and agreed with all the above terms and conditions”.

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Click “Accept” to agree the terms and conditions.

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Scroll down

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Confirm the company details

Click “Confirm” to continue.

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You have successfully activated the account.You can choose login or exit.

Click here to exit.

Or, click “here” to login

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Please use the master account user ID and password defined during the account activation.

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The home screen after login

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Function Highlight for e-Submission

e-Submission

The e-Submission function has been progressively

rolled out by end March 2010

You can save your traveling time for submitting

paper quotation

Can submit quotation at anytime, anywhere

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Demo of e-Submission and Receive Purchase Order

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更新電子目錄示範Demonstration of e-Submission

1.Receive “Invitation to Quotation” Notification

2.Login to the system

3.Search Invitation to Quotation

4.Submit quotations

5.Receive Purchase Order

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(1) Receive “ Invitation to Quotation ” Notification

網上報價示範

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更新電子目錄示範Email Notification

Click this link to login to e-Procurement System.

Secret Code will be used when submitting quotation, details will be covered in Pg. 75.

In case you have any question about this Invitation to Quotation, please feel free to contact the following people.

Invitation to Quotation will be sent together with Email & Fax Notification

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更新電子目錄示範Fax Notification

The sample of Fax Notification

Department Name

The website link

If you have any questions about this offer invitations, please contact the following people.

Invitation to Quotation No.

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(2)Login to the system

網上報價示範

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Click “Login”.

The e-Procurement Pilot Programme websitewww.eprocurement.gov.hk

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Click “Accept”.

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Enter User ID and Password

Enter characters as shown in the picture on the left

In case you can’t view the Security Code clearly, please Click “Regenerate”

If you have registered to login by Digital Certificate, please press “Login by Digital Certificate” to enter the login interface. Details will be shown on Pg. 50

Click “Login”.

Login by User ID and password

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Enter User ID

In case you can’t view the Security Code clearly, please press “Regenerate”

Choose the type of Digital Certificate, Enter HKID No. or Certificate of Incorporation Registration No.

Select the file of Digital Certificate and enter password of Digital Certificate.

Click “Login” to login by Digital Certificate

Enter Security Code

Login by Digital Certificate(Only applicable to supplier that has registered

to login by Digital Certificate)

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(3) Search Invitation to Quotation

網上報價示範

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List of Invitation to Quotation

Invitation to Quotation No. Subject Matter Issue Date Closing Date

Search Invitation to QuotationInterface after Login to the System

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By Department

By Invitation to Quotation No.

By Closing Date and Issue Date

Searching Interface that you can enter different searching criteria

After entering searching criteria, click “Search”

By Subject Matter

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Search Result

If you select this Invitation to Quotation

Click “View”

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(4) Submit quotations

網上報價示範

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Basic information of the Quotation

Details for Invitation to Quotation

Subject Matter

Information of Contact PersonDelivery Address

Scroll Down

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Item Description

Quantity

Documents available for download

Download individual documents of Invitation to Quotation

Download editable document

Download full set of quotation document

Click “Prepare Quotation” to start

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Select “Offer” or “No Offer” for specific item.

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If you select “Offer”, please enter Proposed Item Description

Enter Quantity and Unit Enter Unit Price

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If maintenance service is provided, click “Input Detail”.

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Enter maintenance charge

Click “OK”

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The sum of maintenance cost

If there is more than 1 item, press “+ Sub-items”

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Enter details of the newly added sub-item.

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第 65頁

Scroll Down

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Upload additional document for quotation

Enter Prompt Payment Discount

If you want to submit later, press “Save As Draft” to save the document to your computer. Details will be shown in Pg. 66

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Press ‘Save As Draft”

If you want to submit later, you can save the draft to your computer

Click “Save”

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Select appropriate folder and click “Save” to save the draft to your computer

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Click “Close”.

Downloaded Successfully

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Enter file name of the draft file

Select the draft saved earlier

Or Click “Browse”.

Click “Open”

If you want to continue to edit / submit the draft saved before

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Click “Load Draft”

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Click “Continue” to submit quotation

After editing, confirm Terms and Conditions.

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第 73頁

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Please check if the quotation details are correct.

Scroll Down

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第 74頁

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Select proposal authentication method.

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You can select Digital Certificate as authentication.

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第 76頁

第 76頁

Or use the Secret Code as authentication. Secret Code has been sent to you before via email notification. For details, please refer to Pg. 44.

If you forget the Secret Code, press “Click Here”.

After you click “OK”, the system will resend the Secret Code to your registered email account.

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第 77頁

E-Submission

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Enter Secret Code

Enter Login Password

Click “Submit Quotation”

Select “Save and Submit” to save a copy in zip format (include attached document) and submit quotation.

If you select “Save and Submit”, please click “Browse” first.

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第 78頁

E-Submission

第 78頁Select the folder for saving the copy, then Click “Open”.

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第 79頁

E-Submission

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Click “Save and Submit”. Or Select “Submit” to submit quotation only and not to save a copy

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第 80頁

第 80頁

Acknowledgement will be shown if the proposal is submitted successfully

To save this acknowledgement , press “Save”.

Click “Save”.

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第 81頁

第 81頁

To print this acknowledgement, Click “Print”.

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E-Submission

Sample of Acknowledgement

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網上報價示範

(5) Receive Purchase Order

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更新電子目錄示範Purchase Order Number

Purchase Order Number

Click the website link to login to e-procurement system.

If you have any questions about this purchase order, please contact the this person.

Purchase order would be sent out by email and fax notification simultaneously

Department Name

The sample of Email Notifcation

Email Notification for PO

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更新電子目錄示範

The sample of Fax Notifiation

Purchase order number

Department name

Website link

If you have any questions about this purchase order, please contact this person

Fax Notification for PO

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The list of Purchase orders

Purchase Order number

Content

Login Home page

Issued date of invitation

Click the purchase order number

Or Click here to enter the home page of Purchase Order 。

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P.O search result

Home page of the e-Procurement Pilot system

Click here to download the purchase order file.

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Sample Purchase Order (Page1)

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Sample Purchase Order (Page 2)

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The Demonstrations of e-Submission and Receive Purchas

e Orderare completed

網上報價示範

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FAQ

FAQ

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FAQ

1. Will the Government send Invitation to

Quotation to all Suppliers or Suppliers of

related products/services only?

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FAQ

2. Apart from the three Pilot Departments, can

other departments also view the Suppliers’

information online?

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FAQ

3. When will other departments join in e-

Procurement System?

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4. Are Suppliers able to read the information of other suppliers in the e-Procurement system?

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FAQ

To help you more easily find answers for frequently asked questions ,they will be divided into 6 categories, general questions asked, digital certificate, account login, Downloading Quotation Specification , technical questions asked and E-submission. .

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e-Procurement Pilot Programme

Website:

http://www.eprocurement.gov.hk

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Enquiry

Tel: 8107 0608

Fax: 2907 0755

Email: eppmgmtoff@ogcio.gov.hk

Operation Hours :8:00am – 9:00pm

(Monday to Friday, excluding Public Holidays)

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Q&A

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Thank You!

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