tenderer manual eni s.p.a. electronic bids · if your user id is disable in eni global procurement...

ENI S.p.A.

Tender Manual for ENI S.p.A. Electronic Bids

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TENDERER MANUAL

ENI S.p.A. Electronic Bids

Global Procurement & Strategic Sourcing

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Index

1. System Access .................................................................................................................................... 3

1.1. Log In….. .................................................................................................................................... 3

1.2. Technical Requirements ........................................................................................................... 8

2. Electronic Bid ...................................................................................................................................... 9

2.2 Displaying Request for Quotation (RfQ) .............................................................................. 11

2.2.1 Economic Section .................................................................................................................. 12

2.2.2 Administrative and Technical Section ................................................................................. 13

2.3 Bid Creation ............................................................................................................................. 16

2.3.1 Economic Bid Creation .......................................................................................................... 18

2.3.2 Administrative and Technical Bid Creation.......................................................................... 21

2.3.3 Bid Submission………………………………………………………………………………………28

2.4 Bid Creation with Administrative Deadline ............................................................................... 32

2.5 Bid Return………………………………………………………………………………………………34

3. DIGITAL SIGNATURE ........................................................................................................................ 35

3.1 Bid Creation ................................................................................................................................. 36

3.1.1 Economic Bid Creation ........................................................................................................... 37

3.1.2 Administrative and Technical Bid Creation .......................................................................... 40

3.1.3 Submit Bid ................................................................................................................................. 41

3.1.4 Unlock Bid after bid submitting procedure ........................................................................... 45

3.1.5 Bid returned .............................................................................................................................. 46

3.1.6 Main error types during attachment upload .......................................................................... 47

4. LIVE AUCTION ................................................................................................................................... 49

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1. System Access

1.1. Log In

In order to submit tenders for “Global Procurement & Strategic Sourcing”, the supplier must access through

“STRONG AUTHENTICATION” to the following location in the ENI e-procurement Portal

(https://eprocurement.eni.it/): In the “SUPPLIERS” section, in the “Service to Orders Tenders and Auctions”

menu, expand the “Eni” item and select, in the “e-Catalog, e-Tendering, e-Auction” drop down menu, “Eni

Global Procurement”.

After this selection, the system proposes the following Log In page, in which User must insert mail address, password and select “Login”,

1

2

3

[email protected]

https://eprocurement.eni.it/

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System will propose a new page in witch User can click on the "OTP Request" to require One Time

Password (OTP) via EMAIL or SMS.

System will propose a new page about One Time Password reception. OTP can be sent by e-mail or SMS. OTP reception mode depends on your User ID configuration.

If your USER ID is allowed to receive OTP only by e-mail, you will see the following page:

If your USER ID is allowed to receive OTP by e-mail and SMS, you will see the following page:

[email protected]

[email protected]

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You have to choose how to receive OTP between the two reception modes proposed.

This is an example of e-mail with OTP.

You have to insert OTP in the field “One Time Password” without any additional space.

[email protected]

[email protected]

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OTP code expires after 10 minutes and it must be required every time you access to system.

Here two examples of SMS with OTP code:

[email protected]

Dear CO18651, here is the OTP: 84383724. Best

regards, Eni Strong Authentication Team.

Dear CO18651, here is the OTP: 84383724. Best

regards, Eni Strong Authentication Team.

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Example for Android Smartphone Example for Apple/iOS Smartphone

If OTP is correct, you will see the following page:

If your USER ID is disable in eni Global Procurement system, you will see the following page.

You have to contact service operations support in order to request the password “reset”.

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1.2. Technical Requirements

Prior to the first access is important to check the minimum system requirements for using the system,

especially the console version of Java is needed later for the 1.5.XX.

The document containing the technical requirements can be downloaded on the e-procurement website

by entering the following address: Technical Requirements

https://eprocurement.eni.it/int_eng/Suppliers/Tender/e-tendering-manuals-and-documentation/Eni-SpA/Technical-Requirements

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2. Electronic Bid

2.1 Process Bid TRANSACTION

Each Vendor shall receive an invitation to tender via e-mail.

The bid invitation shall contain all relevant information concerning the connection to the system being used,

state the date and time of the end of the electronic tender (date and time of start only for electronic auctions)

and specify the reference number and the description of the tender. (either a Request for Quotation and

Auction or both).

When logged in to the system, it will display a pop-up information about the last logged in to the system.

The following is an example of the displayed pop-up:

In order to create their bids, Vendors will have to launch the “Process Bid” Transaction.

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Vendors shall display the content of Bid Invitations with or without submitting their bids.

Before displaying bid invitation data, vendors will be requested to accept ENI’s Electronic Tendering Rules

& Regulations.

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By means of the Process Bid Transaction, Vendors will be able to look up for specific Auctions/Requests

for Quotation by filling the searching criteria fields and pressing the “Start” button. If the Vendor have many

credentials (User-ID), will be displayed only the Request for Quotation where the single user was invited.

2.2 Displaying Request for Quotation (RfQ)

To displaying RfQ Vendors will have to click on the Bid Number in the Search Results.

In the RfQ vendors can display some instructions to surf the documents and create the Bid in the

Warnings situated in General Data / Basic Data.

Vendors can process the Document print preview by pressing the “BR Draft” button and display text

details by selecting the “Information from Purchaser” tab.

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Request for Quotation contents are divided in two main areas:

- General data

This section is divide in:

- Basic Data: are shown general information about Bid, as Bid “End Date”

- Bid Request documents and attachments: are shown texts and attachments submitted by

buyer

- Partner/Delivery Address

- Item data

In Item Data there are the Items put in the Request for Quotation. In the Item detail (using the link

consisting of the number or by lens) Vendors can find all information about Items.

2.2.1 Economic Section

To display Economic attachments Vendors shall click on Bid Request documents and attachments tab

and select documents inserted in Economic Sect. Attachments by clicking on the “View” button.

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If the buyer changes a RFQ for which you have already created the quotation (regardless of whether this

has been submitted or simply saved), adding new attachments in the economic section, these will not be

visible to the offer until do not press the button "EDIT";

In this way, the system updates the RFQ with the data of the last version.

Entering in Item Data section Vendors can display the Bid Request Items and their attachments and

details.

2.2.2 Administrative and Technical Section

To display Administrative and Technical section Vendors shall enter in the Bid Request documents and

attachments tab and select Administrative/Tech Section link.

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Clicking on the Administrative/Tech Section link Vendors will enter in the c-Folders area.

Vendors can only access to public area (Richiesta d’Offerta / Bid Request), because Bid hasn’t been

created yet.

In this situation, under the folders tree, are visible the following notes.

These notes contain instructions useful to the section navigation.

“You are browsing the Bid Request. In this area it is possible to view the administrative and technical

documents and any public explanations referring to these documents.

To access the Bid area select the item concerning your Bid in the drop down menu at the top.”

Spreading out the “Folder” folder are visible:

a) Request for Quotation: it contains the folders where buyer can attach the administrative and

technical documents before the RfQ is published;

b) Public Updates: it contains the folders where buyer can attach the administrative and technical

documents while the Bid is running;

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In the 1.1 ADMINISTRATIVE and 1.2 TECHNICAL folders are present Administrative and Technical

attachments. To view and download the file, click on the “magnifier” icon, in the “Content” column.

2.3 Bid Creation

Vendors will be able to create bids by pressing the “Create” Button (as shown below).

If Vendors had previously pressed the “Create “button and closed the browser, by selecting the button again

may display the following pop-up:

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The system is still completing the bid creation, when Vendors log in again will find the bid correctly created.

After Bid creation, Vendors can insert Administrative, Technical and Economics data.

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2.3.1 Economic Bid Creation

Information on the Bid economic aspects will be included in the reference sections:

General data and Item data.

In General Data Vendors can attach Economic Bid documents and Economic Format in Bid documents

and attachments tab.

Within this tab, in the Economic Attachments section Vendors can insert the documents using the "Browse”

and “Add" button

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The “Browse” button starts the search browser for uploading a local file.

N.b.: On the first access after installing the Java console or when its certificates expire, the system will pop

up with a message on the Digital Signature Java. To proceed Vendors should select the flag "Always trust

content on this page” and click on "Run" button. (See document "Technical Requirements" – Ref.

paragraph 1.2)

After selecting the files to be uploaded, the system displays it in the Overview of Attachments

N.b.: the Economic filename must start with "ECO". If the document does not comply with this requirement,

the system would return an error message after attempting to upload.

Once you select the document are possible the operations "Edit description" and "Delete". Deletion is

possible only before Bid submission. In case of bid return, only documents unread by the buyer can be

deleted.

In case of bid up it will only be possible to add new documents in addition to those already provided.

In Item Data Vendors can’t put the price because any field is not editable.

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If Vendors want to put the price for each position have to click on the “Download” button.

The system displays the following pop-up:

It’s necessary to rename the file as proposed by the displayed pop-up.

The file generated by the system has this structure:

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In the first two lines of the excel spreadsheet, there are instructions for the correct compilation of the file,

which must then be uploaded, as an attachment, in the economic section. The price of each bid position is

to be inserted in the "Price" column, using a comma as the decimal separator.

2.3.2 Administrative and Technical Bid Creation

To enter the Administrative and Technical Bid, Vendor need to access the link in the Collaboration Area in

Bid documents and attachments.

Once vendor have logged in to c-Folders have to select his offerings in the drop-down menu on the left,

which contains also the public area.

Under the folders tree are visible the following notes.

These notes contain instructions useful to the section navigation.

“You are browsing your Bid. In this area it is possible to enter the administrative and technical bid documents

and exchange private explanation between the bidder and the buyer.

To access the Bid area select the item "Bid Request" in the drop down menu at the top.

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Once selected, the Bid will display the folder 4.VENDOR, structured as follows:

a) 4.1 VENDOR BID

This folder contains the Administrative and Technical section in the folders:

- 4.1.1 ADMINISTRATIVE: contains the Administrative attachments;

- 4.1.2 TECHNICAL: contains the Technical attachments.

b) 4.2 PRIVATE CLARIFICATION

This folder can be used to manage the private communication between the buyer and the supplier during the race. The communication is handled with the following folders:

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- 4.2.1 ADMINISTRATIVE reserve to the exchange of attachments on administrative

clarifications in the folder reserved to Buyers, 4.2.1.1. BUYER, Vendors can only view the

contents, while in the folder reserved to Vendors, 4.2.1.2. VENDOR, the Buyer can only view

the contents.

- 4.2.2. TECHNICAL is reserved for technical questions and provides the same subdivision of

the folder 4.2.1..

A. Loading Administrative Attachment

Uploading a document relating to the Offer Administration provides the following step:

i. Move into the 4.1.1 ADMINISTRATIVE folder (the same actions is valid also in the

ADMINISTRATIVE folders situated in Private Clarification and Public Updates);

ii. Click on “Create”

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iii. Select the type of object to create (Document or Note). To upload an attachment it is

necessary to select Document

iv. Edit a description to be assigned to the attachment and click on “Continue” button.

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v. Using the browser search, select the local file you want to attach.

vi. Click on “Save” button.

vii. When the upload ends Vendors can check the success of the operation noting the presence

of the attached document in Folder Contents. To view/download the file, click on the

“magnifier” icon in the Content column.

The Download file P7M option lets you download any digital signed P7M file in its original format.

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N.b.: the Administrative filename must start with "ADM". If the document does not comply with this

requirement, the system would return an error message after attempting to upload.

At the end of the attempt to upload, in the Folder Contents will be present only the description of the file

that you attempted to upload with the note “No document upload”.

The supplier shall select the content and delete it using the "Delete" button.

A. Loading Technical Attachment

Uploading a Technical attachment relating to the Technical Offer provides the same steps descripted

in the previous paragraph for the Administrative attachment, after moving in the 4.1.2. TECHNICAL

folder (the same actions is valid also in the ADMINISTRATIVE folders situated in Private Clarification

and Public Updates).

N.b.: for uploading Administrative attachments, Technical file name must start with "TEC".

If the document does not comply with this requirement, the system would return an error message after

attempting to upload.

N.b.2: When Vendors attach documents in the following folders the system will automatic sent an e mail to

the buyer

- 4.2.1.2 VENDOR (in the Administrative section in Private Clarification);

- 4.2.2.2 VENDOR (in the Technical section in Private Clarification).

N.b.3: After bid submission, documents attached to any section can be deleted only in case of bid return

by the buyer; attachments read by the buyer cannot be deleted.

In case of bid up it will only be possible to add new documents in addition to those already provided.

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At the end of the activities within the collaboration area, supplyer must click on "Logout" to adequately

perform the logoff.

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2.3.3 Bid Submission

At any time, by clicking on the button "Check", Vendors can check whether the offer document is

correct and there are no errors.

Upon completion of the Offer by entering the information, it seems appropriate, the supplier can submit

Offer by clicking on "Submit".

After Vendors have selected the “Submit” button, the system will display the following message about the

Summary Report generation:

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The Summary Report lists all the documents loaded in the Administrative, Technical and Economic

sections. The following document is an example of the Summary Report:

The vendors have to check all the documents listed in the Summary Report, in order to make sure the bid is completed.

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The action of submitting is irreversible. After Vendors have selected the “Submit” button, the system will display the following message.

If the supplier does not insert any attachments within one or more Bid sections, the system displays some

messages according to the following rules:

a. There are no attachments inserted in the different Bid sections (Administrative, Technical and

Economics) and prices are not valued on the bid items:

b. There are no attachments inserted in the Bid Administrative section:

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c. There are no attachments inserted in the Bid Technical section:

d. There are no attachments inserted in the Bid Economic section and prices are not valued on the

bid item:

N.b.: If there are no attachments in two Bid sections, the system will display the messages of both sections.

The selection “OK” allow the Bid submission, the selection “Cancel” will cancel the submission and allow

the supplier to edit the Bid.

When the bid is submitted, the system will send an e-mail information with attached Summary Report,

containing all the documents loaded in the Administrative, Technical and Economic sections.

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2.4 Bid Creation with Administrative Deadline

While displaying the Bid Invitation sub screen, Vendors will be able to create bids by pressing the “Create”

Button (as shown below).

If the Bid Invitation is created with Administrative Deadline, the system will display the following message.

The Administrative Deadline is visible on the bid created, in the “Basic Data” section.

The administrative deadline is always less than the date and time of the end of the tender.

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Administrative attacchements must be uploaded before the administrative deadline is passed.

The bid can’t be modified, if there are no file in the administrative section, after di administrative deadline si passed. The system will display the following message:

If bidder try to submit a bid without administrative attachments, the system will display the following error message

Buyer can see administrative files after administrative deadline is passed.

Upon completion of the Offer by entering the information it seems appropriate, the supplier can submit

Offer by clicking on "Submit".

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The action of submitting is irreversible. After Vendors have selected the “Submit” button, the system will

display the following message.

The selection “OK” allow the Bid submission, the selection “Cancel” will cancel the submission and allow the supplier to edit the Bid

2.5 Bid Return

In case of deadline, extension or bid up, the buyer can return bid to supplier so he can update it.

Bid's economic section can be opened or not; the mail send to suppliers specifies if the economic section

has not been opened:

"Please note that:

- the economic section of the bid has not been opened"

Please note that the bid must be submitted again, even if the supplier don’t deem it necessary.

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3. DIGITAL SIGNATURE

Bids in digital signature have the field “Bid Inv. with dig.sign” flagged.

The email invitation about bid in digital signature has the following instructions:

“Please remember that the bid is in digital signature. This bid requires that for all attachments (included in

administrative, technical sections, economic and private clarification) is affixed digital signature and time

stamping. The formats provided for attachments are pdf (PAdES) and p7m (CAdES).

The minimum technical requirements to participate in the bid with electronic digital signature are published

on the portal e-Procurement eni.”

A tender created for a bid in digital signature requires the following two steps:

1) All the attachments included in administrative, technical and economic section and private

clarification must be uploaded in digital signature and with time stamped. The formats provided for

attachments are pdf (PAdES) and p7m (CAdES).

2) The tender presentation is concluded when vendor uploads, in the economic section, the Summary

Report document, automatically generated by the system, previously digitally signed and time

stamped (see section 2 paragraph 1.2.3)

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3.1 Bid Creation

The economic tender creation of a digital signature bid has the same operative steps of a traditional

electronic bid.

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3.1.1 Economic Bid Creation

Economic attachments of a tender in electronic digital signature, must be uploaded in a simliar way of a

traditional electronic tender (see. Section 2.3.1).

The main operational difference is the fact that all the documents of the offer, must be, previously, digitally

signed and time stamped. The formats provided are p7m or pdf signature.

The section where the files should be attached is the same, "Offer Documents and Attachments."

If vendors upload attachments without digital signature and time stamping, or with invalid certificate, expired

or revoked, the system will return an error message indicating the problem.

Bid submission will not be allowed in case of attachments in error. To make your offer presentation,

attachments in error should be deleted and replaced with attachments properly signed and time stamped.

If economic file has digital signature and time stamp, it will be displayed with a green symbol:

If economic file in not digital signed and time stamped, it will be displayed with a red symbol:

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“The further information” of the error will display the following pop-up

If the system can’t check bid digital signature during uploading phase, the document will be displayed with

a yellow symbol.

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In this case, the system will not check digital signature on-line, but the outcome will be available after few

minutes. The vendor will see the outcome of the check by clicking on the button “Refresh”.

As long as the bid submission procedure has not been started, the vendor will see, at the bottom of the

screen, a warning information on what to do.

Clicking on "Further information" a more detailed description is provided (see figure below).

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3.1.2 Administrative and Technical Bid Creation

Matches as well with digital signatures, integration of administrative and technical annexes is to be carried

out within the collaborative reference.

The area has the same structure of collaborative competitions that do not include digital signature.

The creation of Administrative and Technical annexes should be carried out respectively in folders 4.1.1

ADMINISTRATIVE and TECHNICAL 4.1.2. The folder 4.2. PRIVATE clarification is reserved

clarification and the inclusion of private exchange of attachments between buyer and supplier.

The maximum size of individual attachments is 30MB and the expected formats are p7m and pdf.

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Compared to the bid not involving the use of electronic digital signature, attachments

that are uploaded in Administrative and Technical section, must have a valid digital signature and time

stamped.

3.1.3 Submit Bid

At any time, through the "Check" button, vendor can check whether the offer document is correctly and without errors.

After entering all the information needed to submit the offer vendor must start the process of submitting bid.

To begin the submission procedure, vendor must "Hold" the document:

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After having saved the document, vendor has to click on “Submit Bid” button in order to start the

submission bid procedure. The system will display a pop-up that summarizes the steps to be taken to

successfully complete the procedure.

After clicking "OK" button, system will open a new browser page that displays a summary file

the economic offer, called "Summary Report".

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The "Summary Report" is attached automatically from the system in the Offer Documents and

Attachments.

The procedure at this point, it is still reversible. By clicking "Unlock" you can make

new amendments to the Offer.

Unless the release of the Offer, the only operation that the system allows the supplier is to attach the file

"Summary Report" with digitally signed and time stamped (in. p7m pdf or signature).

As long as it was not concluded the process of submitting, the offer provider will appear in the bottom of

the screen, a warning information on what to do. Click on "More Information" provides a more detailed

description (see figure below).

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To conclude the procedure is necessary to place the digital signature on the "Summary Report" and attach

it to system. After selected “Summary Report” with digital signature and time stamp system will display the

following pop-up:

The system, in addition to checking that the file is signed and the signature to be valid, would also control

the content the file you are trying to attach is the same (unless the signature) and the "Summary Report"

produced in automatically by the system.

In cases where the file was not signed, signed with not recognized signature (or certificate), or if the

control over the content of the file fails or if you try to attach the file after the deadline for offers submission

a pop-up error will be displayed.

N.b.: In all the circumstances described above, the bid submission process was not completed correctly.

To conclude it is necessary to properly attach the file "Summary Report" generated by the system,

with recognized digital signature and time stamped.

At a time when the operation is successful (i.e. all controls are exceeded), the system will display a pop-up

confirmation of sending the offer.

The Summary Report, generated by the system and previously attached automatically, will be replaced by

the one attached by the supplier and the offer will be submitted in a definitive way.

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3.1.4 Unlock Bid after bid submitting procedure

After starting the process of submitting offers, but before completion, and attach the summary report

signed, the supplier may interrupt the procedure using the "Unlock".

Clicking on the “Unlock” button, systema will display the following pop-up:

If supplier click OK the process brings back the offer in a changeable state and the provider may reinstate

the desired changes. To send the offer will need to restart the procedure of bid submitting.

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3.1.5 Bid returned

In case of extension of the tender deadline, the buyer can return the bid to the supplier so they can, if necessary, update o amend it. The bid can be returned after opening it or without opening it.

The mail sent to the supplier has the indication if the bid has not been opened:

Please note that:

- the economic section of the bid has not been opened

After bid return, supplier can submit it in two way:

a) Bid submission without any change:

If supplier wants to submit bid, without changing it, can click on the button "Return Bid with no changes"

b) Bid submission with changes compared to the previous version:

If supplier wants to modify the bid, he has to click on the "Unlock" button (see paragraph 3.1.4)

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3.1.6 Main error types during attachment upload

If a digital signed and time stamped attachment is incorrect, the system will notify it with a red symbol.

If attachemet is incorrect, system wil display an error message on the botton of the screen.

In order to submit the bid, supplier has to delete incorrect file and upload a correct one, after seening the reason of the error in the further information of the message. Below there are main error types:

a) Attachment without signature

b) Attachment without time stamp

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c) If the signature check procedure detect an error for a signed and time-stamped attachment, system will display a generic error.

In order to see the reason of the error, supplier has to click on the button related to the certificate

details, after having saved the document by clicking on the button “Hold”.

System will display a document where in the "Signature Data" there is the error detail.

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4. LIVE AUCTION

In order to participate to an Auction, vendors shall click on “Live Auction” to display data and submit bids”.

Through the menu, if vendors shall access the Auction details before its start or at the Auction start up, they

will receive a notification through a specific pop-up.

Moreover Vendor shall see on line price trend through the charts available into the “Charts” Section.

Moreover it possible to comunicate with Buyer through the Chat Section.

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In order to submit a Bid, prices for units for each item has to be entered into the corresponding field (see

below). The value entered will be multiplied for the total number of units requested to calculate the Total

Bid Price.

Vendor shall click on “Submit” Button to issue the values.

A confirmation before submission will be requested (see below).

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The Auction closing will be notified with a pop-up as well.

To close the application, before closing Browser windows, please click on “Logoff” Button.