TenderLink Documentation: Evaluation For you click on any other menu or attempt to navigate away from the login box displayed, you will

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  • 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,

  • Evaluation For Suppliers 5

    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

  • Evaluation For Suppliers 6

    (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).

  • Evaluation For Suppliers 7

    (Figure 7) The Response Form Contents.

    OntheResponseFormContentspageisalistofallthesectionswithintheFormnumberedfromone.

    AlsoaSubmissionOptionssectionwhichyouwilluselatertosubmityourresponseandaUserAdministrationsection,toallowyoutoaddotheruserstoeditorreviewyourResponseForm.

    TotherightoftheoptionsisthetendertitleanddescriptionandunderthatappearsanynotesorinstructionsthePurchasermayhavewrittentohelporguideyouinyourresponse.

    ManageRequirementResponses

    Expandasub-sectionbyclickingontheplusicon nexttothesub-sectiontitle.

    (Figure 8) View Requirements.

    Readeachrequirementandfillinthefieldsasappropriateforyoursubmission.

    Ifarequirementmustbecompliedwith,itwillbemarkedMandatory(Figure9).InabilitytocomplywithMandatoryrequirementsmayresultinyoursubmissionnotbeingconsideredbythePurchaser.

  • Evaluation For Suppliers 8

    (Figure 9) Mandatory Requirement.

    IfthePurchaserrequiresaresponsetoarequirementitwillbemarkedResponseRequired(Figure10).FailuretorespondtoaResponseRequiredrequirementmayresultinyoursubmissionnotbeingconsideredbythePurchaser.

    (Figure 10) Response required Requirement.

    IfyoudecidethatyouwouldnotliketorespondtoarequirementclickthecheckboxnexttoIchoosenottorespond(figure11).IndoingthishoweveryouriskthechanceofbeingeliminatedfromthetenderevaluationprocessespeciallyiftherequirementismarkedResponserequiredorMandatory.

    (Figure 11) No response.

    InthisexamplethePurchaserwantstoknowifyou,astheSupplier,areamemberoftheMotorTradeAsso-ciation,toanswerthisquestion(ieDoyoucomply?),youcancheckFullCompliance,PartialComplianceorNoCompliance(figure12).

    Partialcompliancemightmeanthatyouareintheprocessofbecomingamember.Nocompliancemeansthatyouarenotamember.ForthisexamplewewillchooseFullComplianceandaddsomecommentsthatmightsupportthesubmission.

    Asaskedintherequirementwewilluploadacopyofthecertificate.

  • Evaluation For Suppliers 9

    (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.

  • Evaluation For Suppliers 10

    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).

  • Evaluation For Suppliers 11

    (Figure 16) Navigate to the next section.

    AlternatelyyoucannavigatetothenextsectionofrequirementsbyclickingontheNextlinkatthebottomofthepage(figure17).

    (Figure 17) Navigate to the next section.

    UsethePreviouslinktonavigatetothecontents(ifyouareinsection1)ortheprevioussection.UsetheToplinktobetakenbacktothetopofthecurrentsection.

    PrintResponse

    IfyouwishtoprintyourResponseforreview,selecttheResponseFormContentstablabelledC.BelowthesectiontitlesclickonthePrintRequirementswithyourresponsesLink(figure18).Toprintjusttherequire-mentswithoutyourresponsesclickonthePrintRequirements.

    (Figure 18) Print Response Form.

    Thiswillopenapagewithallthesections,sub-sectionsandrequirementswithintheform.SelectthePrintbutton orchooseFileandthenPrintfromyourbrowsermenu.

  • Evaluation For Suppliers 12

    AlternatelytoprintasectionofaResponseFormclickonthePrinticon nexttothesectiontitle.

    ManageResponseFormSubmission(STL)

    SubmityourResponseForm(STL)

    Onceyouhavecompletedresponsestoallrequirements,sub-sectionsandsectionsyouarethenreadytosubmityourResponseFormResponse.

    ClickontheSubmissiontablabelledS.

    BeforeyoucanmakeyoursubmissionyoumustagreetothetermsofserviceofTenderLink.comLtdbyclick-ingthecheckbox(figure19).

    (Figure 19) Agree to terms of service.

    TosubmityourResponseFormclickontheMakeSubmissionbutton(Figure20).

    (Figure 20) Make Submission.

    Allfiles/documentsyouhaveuploaded(whereallowedbythePurchaser),andresponsesmadewhilecompletingthisOnlineResponseFormwillbeincludedinyoursubmission.

    Youwill,upuntiltheclosingdate/timeofthistender,beabletoreviewandedityoursubmissionbyselectingtheReviewSubmissionoption.YouMUSTresubmityoursubmissionPRIORtotheTenderCloseDate/Timeforanychanges/editstobeincludedinyoursubmission.

  • Evaluation For Suppliers 13

    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,clickonthesubmissiontablabelledS.

    (Figure 22) Withdraw a Response Form.

  • Evaluation For Suppliers 14

    ClickontheWithdrawSubmissionbuttonafterWithdrawyourSubmission(figure22).Yourresponsewillnotbesubmittedbutissavedandcanberetrievedifrequired.

    Toretrievearesponse,navigatebacktotheSubmissiontablabelledS.ClickontheRetrieveYourRe-sponsebutton(figure23).YourResponseFormisreinstatedwithallyourresponsedata.

    (Figure 23) Retrieve a Response Form.

    !Note:IfyouchoosetowithdrawyourFormafterithasbeensubmitted,itwillberemovedfromthe

    PurchasersElectronicTenderBox(ETB).

    IfyouwithdrawandthenretrieveaForm,regardlessofwhetheritwaspreviouslysubmitted,yourResponseFormwillnotbeinthePurchasersElectronicTenderBox.YoumustresubmityourResponseForminorderforittobemadeavailabletothepurchasers.

    UserAdministration(STL)

    NavigatetotheUserAdministrationtablabelledA(figure24).

    (Figure 24) The User Administration tab.

  • Evaluation For Suppliers 15

    ManageResponseFormPermissions(STL)

    Ifitisnotalreadyexpanded,expandtheResponseFormPermissionadministrationoptionbyclickingontheplusicon .HereuserscanbeassignedtotheFormforediting,contributingandreviewingyourResponseForm.

    ChecktheboxnexttotheuseryouwishtoassigntotheFormandclickthearrowpointingrighttomovethemfromtheNoResponseFormPermissionslistandaddthemtotheResponseFormPermissionslist(figure25).

    (Figure 25) Assigning Response Form Permissions.

    LikewisetoremovetheuserfromtheResponseFormPermissionslistclicktheleftpointingarrowaftercheckingthecheckboxnexttotheuser(s).

    ManageSectionPermissions(STL)

    Ifitisnotalreadyexpanded,expandtheSectionPermissionsadministrationoptionbyclickingontheplusicon .Hereuserscanbeassignednoaccess,readonlyorreadwriteaccessforeachsectionoftheResponseForm.

    !Note:UsersmustfirstbegivenResponseFormPermissionsbeforetheycanbeassignedSection

    Permissions.

    Findtheuseryouwishtoassignaccessto,selectfromNoAccess,ReadOnlyorReadWriteaccessforeachsection(figure26).ThenclickontheSaveicon .

    (Figure 26) Section Permissions.

  • Evaluation For Suppliers 16

    NoAccesswillmeanthattheusercannotview,addresponsesormakechangestothesection.

    ReadOnlywillallowausertoviewasectionbutnotaddresponsesormakechangestothesection.

    ReadWriteaccesswillallowausertoview,addresponsesandmakechangestothesection.

  • Evaluation For Suppliers 17

    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.

    SupplierASupplierorVendorcompletestheprocurementFormbyprovidingaresponsetoeachoftheFormsCriteria.

    Title PageContentsOnline Evaluation Process FlowIntroductionOnline Tender Response FormView the RequirementsPrint the RequirementsManage ResponsesCreate / Edit a Response FormManage Requirement ResponsesLock a SectionPrint ResponseManage Response Form SubmissionSubmit Your Response FormReview you Response FormWithdraw / Retrieve a Response FormUser AdministrationManage Response Form PermissionsManage Section PermissionsGlossary of Terms

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