Supplier User Guide for Responding to Atlantic

Lottery Tender Opportunities

Version 6 – Released September 2018

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TABLE OF CONTENTS OVERVIEW ..................................................................................................................... 3

Help & Support ....................................................................................................................... 3

Definitions .............................................................................................................................. 3

GENERAL FLOW OF SUPPLIER ACTIVITY TO ACCESS & RESPOND TO AL TENDER OPPORTUNITIES ........................................................................................... 4

Step 1 - Registration .............................................................................................................. 4

Step 2 – System Login & Navigation ...................................................................................... 4

Step 3 – Submit Response ..................................................................................................... 4

REGISTRATION ............................................................................................................. 5

SYSTEM LOGIN & NAVIGATION .................................................................................. 8

System Login ......................................................................................................................... 8

System Navigation ................................................................................................................. 9

RESPONDING TO A REQUEST FOR QUOTATION (RFQ) ........................................ 11

How to Locate, View and Download RFQ Information ...........................................................11

How to Submit your RFQ Response ......................................................................................13

RESPONDING TO A REQUEST FOR PROPOSAL (RFP) .......................................... 16

How to Locate, View and Download RFP Information ...........................................................16

How to Submit Your RFP Response .....................................................................................18

RESPONDING TO ANY OTHER TENDER TYPE (EOI, ITB, etc.) ............................... 22

ADDITIONAL ACTIONS WITHIN SOURCING ............................................................. 23

Online Discussions ................................................................................................................23

Acknowledge an Amendment (amendment issued prior to accessing the tender) .................23

Acknowledge an Amendment (amendment issued after accessing the tender) .....................24

Update a Draft Response ......................................................................................................26

Update an active Response ..................................................................................................27

Withdraw a Response ...........................................................................................................27

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OVERVIEW

The Atlantic Lottery Corporation (AL) Supply Chain Management team utilizes Oracle Sourcing, an online system, to manage its tender opportunity process.

HELP & SUPPORT For problems related to using AL’s Oracle Sourcing system or logging in, please email purchasing@alc.ca. To receive all email communication from AL’s Oracle Sourcing system, users should add - Workflow Mailer ebs.mail@alc.ca - to their safe senders list.

This icon notes items of importance. Please pay particular attention to the contents.

DEFINITIONS Procurement Analyst/Category Sourcing Manager – Each tender opportunity will include a specific named AL contact. This person is responsible for all aspects of the tender process and should be consulted if you have any questions or concerns at any point during the tender opportunity process. Request for Proposal (RFP) – RFPs are issued in situations where there is a general understanding of what is required and the supplier's expertise is needed to develop or perfect the desired end product or service based on information provided by AL. The RFP will include graded evaluation criteria, including price as predetermined by an evaluation committee. Request for Quote (RFQ) - RFQs are issued when the goods or service required are well defined and readily available. The primary deciding factor in an RFQ process is price and meeting mandatory requirements (if applicable). Request for Pre-Qualification (RFPQ) – RFPQs are issued to select prequalified suppliers to receive an RFP with respect to the required opportunity. Expression of Interest (EOI) – EOIs are issued in the early stages of the tendering process when feedback is sought from the supplier community for their interest in a potential future project. Invitation to Bid (ITB) – ITBs are invitations to suppliers, through a tender process, to submit a proposal on a specific project or to bid on products to be purchased. Tender – General industry term used to identify an RFP, RFQ, EOI, ITB, etc. Oracle – Name of the Enterprise wide system used by AL to manage all Financial, & Supply Chain information for the Corporation. Sourcing – Name of the module within Oracle used to manage tender opportunities (RFXs). Negotiation – The Oracle term for all tender opportunities.

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GENERAL FLOW OF SUPPLIER ACTIVITY TO ACCESS & RESPOND TO AL TENDER OPPORTUNITIES

STEP 1 - REGISTRATION Prior to responding to any tender opportunities, supplier registration must occur within the AL Oracle system. This is a one-time account creation and will provide access to all tender opportunities available and enable suppliers who are successful to manage their accounts on an on-going basis.

STEP 2 – SYSTEM LOGIN & NAVIGATION Once the registration step is completed, suppliers can now navigate existing opportunities, read and print any associated materials, participate in on-line discussion forums directly with AL Supply Chain team members and receive and acknowledge any amendments.

STEP 3 – SUBMIT RESPONSE Finally, once the tender submission has been created and validated, the supplier can now finalize the submission to AL prior to tender closing.

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REGISTRATION

Registration is mandatory for all suppliers seeking access to AL tender opportunities. Click one of the following links to get started and follow the step by step instructions included below.

English – https://ebs-ext.alc.ca/OA_HTML/jsp/pos/suppreg/SupplierRegister.jsp?ouid=BDB7AF1018A39E4A&lang=US

French - https://ebs-ext.alc.ca/OA_HTML/jsp/pos/suppreg/SupplierRegister.jsp?ouid=BDB7AF1018A39E4A&lang=FRC

Complete all fields (use ALL CAPS) marked with an asterisk (*). You must also include one of the following: Tax Registration Number, Tax Payer ID or DUNS Number. Once completed, click the Continue button. You may now include additional detailed information to complete your company profile.

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To add an address, click the Create button in the Address Book area. The Create Address form appears.

At a minimum, complete all fields (ALL CAPS) marked with an asterisk (*). Enter the Address Name the same as the City Name. Click the corresponding checkbox next to “RFQ Only Address” for the address just entered then click the Apply button.

You must add at least one entry under the Products and Services section at the bottom of the page.

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Click the Create button.

Click at least one box under Applicable for the Product(s) or Service(s) you provide. Click Next 10 to move to the next page in the list. When done, click the Apply button. You are returned to the main screen. Click the Submit button.

You will then receive a message confirming that a request for registering your company has been submitted.

Once the registration request is approved (within 24 hrs. Mon-Fri), you will receive an email containing your username and temporary password.

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SYSTEM LOGIN & NAVIGATION

SYSTEM LOGIN Once registered, users can login to the AL Oracle system to respond to a tender opportunity. To login, go to URL: https://ebs-ext.AL.ca/OA_HTML/AppsLocalLogin.jsp Please add this link to your Favorites for easy access in the future.

Type in the Username and Password sent to you via email then click the Login button. Passwords are case sensitive. Do not copy/paste the password.

You will be prompted to change your password the first time you log in to the system.

If you forget your Username or Password, click the Login Assistance button and follow the instructions on the screen (response within 24 hrs. Mon-Fri).

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Login will reveal the following:

SYSTEM NAVIGATION

It is not recommended to use the Back button on your browser at any time while logged into the Oracle system.

The Sourcing Supplier responsibility provides users access to review and respond to AL’s tender opportunities (RFQ, RFP, EOI, ITB, etc.).

RFQs and RFPs are system labelled as RFQs; EOIs and ITBs are labelled as RFIs however, the exact type will be differentiated in the tender name.

Log in and click Sourcing Supplier > Sourcing > Sourcing Home Page in the Navigator.

Home Page

The Sourcing Home Page is the central point of access for all your tenders. From here, you can view and subsequently respond to all AL tenders. You can also monitor tenders in which you are participating and manage any draft responses you have.

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A – Search Open Negotiations

You can access any open tender. To find the tender you are looking for, use Search Open Negotiations at the top of the page. This is best accomplished by searching the Number instead of the Title (in the drop down list).

B – Active and Draft Responses

The Active and Draft section shows tenders in which you are participating either by having placed an active response, or by having a draft response that is in progress. Note that this section only displays the last five tenders you have worked on. To see the complete list, click Full List.

• The Response Status column shows whether you have an active response against this tender or whether you are in the process of drafting a response.

• To see information on the tender, click the Negotiation Number hyperlink. This takes you to the negotiation summary page.

• To see your current response or draft information, click the Response Number hyperlink. This takes you to the Details page.

C – Open Invitations

Your Company's Open Invitations section on the Home page identifies the tenders to which you have been invited. To access a tender, click its Number hyperlink. This will take you to the negotiation summary page from which you can perform additional tasks such as acknowledge participation, submit a response or view response history.

D – Quick Links

The Quick Links section of the Home page provides easy, one-step access to your most commonly performed Sourcing tasks. The links are organized by task and tender type so you can find the link for the task you wish to perform. Simply clicking the link takes you to the page where you initiate the action.

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RESPONDING TO A REQUEST FOR QUOTATION (RFQ)

HOW TO LOCATE, VIEW AND DOWNLOAD RFQ INFORMATION

Step Action

1. On the Home Page, search for the RFQ that you wish to respond to. Change the dropdown from Title to Number. Enter the RFQ number only in the blank field and click Go.

2. The Active Negotiations Page will open.

3. Click the Number hyperlink to view details of the RFQ.

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Step Action

4. From this screen you are able to view the RFQ details. An RFQ consists of Header, Lines, and Controls.

5. In Requirements, click the Show All Details link to expand and view all RFQ Requirements.

6. In Notes and Attachments, you will see Note to Suppliers and file attachments to the RFQ. You may be required to download these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title hyperlink and open the document.

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HOW TO SUBMIT YOUR RFQ RESPONSE

ALC strongly recommends using Internet Explorer (IE) to access Oracle Sourcing for submitting a response as the system performs optimally through IE. If using Google Chrome,

you may have to perform extra steps in order to properly submit a response. Contact the Buyer noted on the RFQ should you require assistance.

Step Action 1. From the Active Negotiations Home Page, select the tender and click the

Respond button to create a response.

2. If you receive a “Warning” message regarding the Negotiation having Amendments, proceed to the Acknowledge an Amendment section then return to Step 3 here.

3. The Create Quote page opens and the Header tab information is presented. 4. Click the Continue button. 5. Click the Validate button to validate your response.

6. Click the Back button to return to the RFQ Header tab.

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Step Action 7. If you have any questions in relation to the RFQ, please see “Online Discussions”

instructions. 8. If applicable, you can enter a short text note to the buyer. 9. You can click the Save Draft button at any point in time to save your response

and either keep working or complete it at a later point in time. 10. Click the Add Attachments button and use that page to attach your completed

“RFQ Response and Requirement” document, your completed “Conflict of Interest” form and to supply the buyer with any additional information on, or specifications about your response.

11. The Requirement Section Headers are listed in the Requirements section. The “RFQ Requirements and Response Document” must be downloaded, completed, saved and added as an attachment to your response.

12. Click the Continue button. 13. Click the Submit button to submit your response.

Step Action

14. You will receive a Confirmation Message that your response has been submitted.

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Step Action

15. Your response now appears on Your Active and Draft Responses list.

If the Response Status is anything other than Active, it means that your response has not been submitted to AL and you must click on the Response Number hyperlink and follow steps 12-14.

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RESPONDING TO A REQUEST FOR PROPOSAL (RFP)

HOW TO LOCATE, VIEW AND DOWNLOAD RFP INFORMATION

Step Action

1. On the Home Page, search for the RFP that you wish to respond to. Change the dropdown from Title to Number. Enter the RFP number only in the blank field and click Go.

2. The Active Negotiations Page will open.

3. Click the Number hyperlink to view details of the RFP.

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Step Action

4. From this screen you are able to view the RFP details. An RFP consists of Header, Lines, and Controls.

5. In Requirements, click the Show All Details link to expand and view all RFP Requirements.

6. In Notes and Attachments, you will see Note to Suppliers and file attachments to the RFP. You are required to download some of these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title hyperlink and open the document.

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HOW TO SUBMIT YOUR RFP RESPONSE

ALC strongly recommends using Internet Explorer (IE) to access Oracle Sourcing for submitting a response as the system performs optimally through IE. If using Google Chrome,

you may have to perform extra steps in order to properly submit a response. Contact the Buyer noted on the RFQ should you require assistance.

Step Action 1. From the Active Negotiations Home Page, select the tender and click the

Respond button to create a response.

2. The Create Quote page opens and the Header tab information is presented.

3. If you receive a “Warning” message regarding the Negotiation having Amendments, proceed to the Acknowledge an Amendment section then return to Step 3 here.

4. Click the Continue button.

5. Click the Validate button to validate your response.

6. Click the Back button to return to the RFP Header tab.

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Step Action 7. If you have any questions in relation to the RFP, please see “Online

Discussions” instructions.

8. If applicable, you can enter a short text note to the buyer.

9. You can click the Save Draft button at any point in time to save your response and either keep working or complete it at a later point in time.

10. Click the Add Attachments button and use that page to supply the buyer with your completed “RFP Requirements and Response” document pricing spreadsheet, Conflict of Interest form and any other documents to be submitted.

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Step Action 11. “Requirements” contains the various Requirement Sections for the RFP.

Some Requirements will be informational in nature and will not require a response. Mandatory Requirements will be will be responded to via the “RFP Requirements and Response Document” attachment, Graded Requirements Sections will be summarized in this section but will be responded to via the “RFP Requirements and Response Document” attachment. The “RFP Requirements and Response Document” must be downloaded, completed, saved and added as an attachment to your response. Expand All within this section to view the entire list of requirements. You may have to click “Next Page” if a requirement section contains more than 25 requirements.

12. As the Pricing Requirement in the RFP states to complete the attached pricing spreadsheet, it must be downloaded, completed, saved and added as an attachment on the header page.

Note: The pricing spreadsheet MUST be password protected and the password must be sent to the Buyer via Online Discussions. DO NOT include pricing details of any sort in any other attachment or requirement response other than the pricing spreadsheet.

13. Click the Save Draft button. 14. Click the Continue button. 15. Click the Submit button to submit your response.

Step Action 16. You will receive a Confirmation Message that your response has been

submitted.

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Step Action 17. Your response now appears on Your Active and Draft Responses list.

If the Response Status is anything other than Active, it means that your response has not been submitted to AL and you must click on the Response Number hyperlink and follow steps 14-15.

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RESPONDING TO ANY OTHER TENDER TYPE (EOI, ITB, ETC.)

To respond to an Expression of Interest (EOI), Invitation to Bid (ITB) or any tender type other than a RFP or a RFQ, follow the steps for Responding to a Request for Proposal with the acronym RFP being replaced with the corresponding tender type (i.e. EOI, ITB).

Note that there may or may not be a Pricing Requirement (Step 12). If there is not, simply skip that step.

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ADDITIONAL ACTIONS WITHIN SOURCING

ONLINE DISCUSSIONS AL uses the Online Discussions exclusively to communicate with prospective suppliers during the entire tender process. The following are step by step instructions to request further information or ask questions pertaining to the tender:

Step Action 1. Locate your response on Your Active and Draft Responses list and click the

Response Number hyperlink. 2. In the Actions dropdown, choose Online Discussions and click the Go button.

3. Enter a Subject and a Message and click the Send button

4. The message is delivered to the Procurement Analyst/Category Sourcing

Manager and will be responded to either via the Online Discussions page, or if relevant to all respondents, via an Amendment.

ACKNOWLEDGE AN AMENDMENT (AMENDMENT ISSUED PRIOR TO ACCESSING THE TENDER)

In order for suppliers to remain compliant with the tender process, Amendments must be acknowledged using the following step by step instructions.

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Step Action 1. If an Amendment(s) was issued to the tender prior to the user accessing it, the

following Warning Message will appear.

2. Click the Yes button to proceed to view and acknowledge the Amendment(s).

Step Action 3. Click the checkbox for “I accept….” and click the Continue button.

Repeat for each Amendment (if more than one) then click the Acknowledge button.

4. The following Confirmation message will appear:

Click the Yes button.

5. Return to the Step by Step instructions for submitting your tender response.

ACKNOWLEDGE AN AMENDMENT (AMENDMENT ISSUED AFTER ACCESSING THE TENDER)

In order for suppliers to remain compliant with the tender process, Amendments must be acknowledged using the following step by step instructions.

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Step Action 1. If an Amendment to a tender has been issued after you have accessed it, a

notification will appear in your Worklist and you should receive an email from Workflow Mailer notifying you as such.

2. Click on the Subject link from the Worklist. An information message appears.

Step Action 3. Click the Review Changes link. The Review Changes page opens. You are

then presented with buttons to each version of the tender.

4. Click on the View button for the latest version (i.e. View RFQ 31, 1). 5. A Warning Message appears “RFQ xx,x has been amended”. Click on the View

Amendment History link. 6. Click the Acknowledge Amendments button.

7. If you wish to be considered for award of the tender, click the checkbox and

click the Acknowledge button.

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Step Action 8. A Confirmation message appears. Click Yes.

9. If required, make any necessary changes to your tender response and submit. A resubmission will overwrite your previous response.

10. You are also able to view the Amendment History at any time to see the summary changes. From the Actions dropdown list, select View Amendment History and click the Go button.

Click on the symbol under Review Changes to see the changes from the previous version to latest.

UPDATE A DRAFT RESPONSE The following are step by step instructions for updating a draft tender response:

Step Action 1. Locate your response on Your Active and Draft Responses list and click the

Response Number hyperlink. 2. Make the necessary changes to your tender response, validate and submit.

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UPDATE AN ACTIVE RESPONSE The following are step by step instructions for updating an active tender response:

Step Action 1. Locate your response by clicking the Active button under the Quick Links

section.

2. Select the response number and click Revise button from the actions bar.

3. Make the necessary changes to your tender response, validate and submit.

WITHDRAW A RESPONSE The following are step by step instructions for withdrawing a tender response any time before the tender closes:

Step Action 1. Locate your response by clicking the Active button under the Quick Links

section.

2. Select the response number and click Withdraw button from the actions bar.

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Step Action . You will receive a Warning Message. If you still want to withdraw your quote,

enter a Withdrawal Reason and click the Submit button.