Queensland Government Chief Procurement Office
Contents
1. 1 8 Saving your tender After you have added all the documents you have 3 options Save as Draft Save as Template Release Save as Draft this will allow you to save the information you have entered without publishing the tender The tender will be available in the Draft section of your Dashboard This tender will remain in this section even when it reaches the release date until you go to the edit tender action and then click the Release button Save as Template if you go out regularly for the same thing you can set up a template to cover this work Depending on the amount of data you re use you may only need to change the Tender Number Opening Date and Closing Time and Date Release when you click to release publish the tender the system will run some system check to make sure all the required data has been provided and that the dates match up Any problems with the tender and you will be taken to the Errors and Warnings page You will need to acknowledge by ticking the box for any warnings and fix any errors To fix errors you will need to go to the page with the error and make the correction Once the Errors and Warning is created you will always still be able to see it if you edit the tender but it will show no errors or warnings When this is blank you dont need to fix anything If everything is ok you will go to the Request Saved Successfully page Clic2. matthew beard qgcpo qid gov au When you click on the Show Contacts button you will see all the emails under that business registration If you see an email address that you don t want the tender invitation to go to simply untick that user If you have selected the wrong Queensland Government eTendering website Page 9 Government buyer user manual Create Tender supplier click on the white cross in the red circle to the left of the suppliers name and that supplier will be removed from the list Add Respondents Using Distribution Lists You can add respondents using distribution lists These lists are previously set up lists of commonly used suppliers The lists are either Public lists which are managed by QGCPO and are visible to all agencies or Private lists which are managed by the agency and are only visible by that agency Once you select a Distribution List please check to make sure the email addresses are the ones you require Add Respondents In this section you can search the system for registered users You have a number of different options when searching and you can search on more than one field to reduce the number of matches e Business Name or ABN In this field you can search for any word or part word in the name of the supplier If you know the ABN you can also search on this When inputting the ABN do not use any spaces between the numbers e First Name This will search for close matches of the
3. 2482 Brisbane QLD 4001 Hand Deliver to cio Decipha Pty Ltd 2 Duncan St West End 4101 QLD Order by agaga Collectat agag lt lt Previous Specification Documents v Go Release Save Done amp internet The system will check for any warnings and errors with the tender Warnings can be overridden by ticking the check box Errors require you to go to the page with the error and correct the problem Most errors will be the result of release closing or briefing dates Click on the link provided in the error and you will be taken to the page in question New Request Errors Warnings Errors Warnings Save as Draft You are attempting to Release a Tender that has Errors and or Warnings You will not be able to Release it until the Errors have been addressed Please take note of the Warnings and click the check box at the bottom of the screen if they are OK ERROR Briefing needs to have a date specified On page Briefing ERROR Tender must have at least one Contact specified On page Contacts WARNING Tender has a Closing Date which is less than 1 week in the future On page General WARNING Tender has no Specification Documents electronic or hardcopy specified for it On page Upload Specification Documents Mi accept the Warnings presented for this Tender You will not be able to Release Save this Tender until you tick this box or fix the Warnings Errors Warnings A Done
4. one region must be selected Note 1 Full description of Request Types e Invitation to Offer This is the most common type of tender where you are inviting suppliers to provide pricing for Works Goods or Services e Expression of Interest Queensland Government eTendering website Page 6 Government buyer user manual Create Tender This is normally used for the first stage of a multi stage tender Pricing is not normally requested at this point in the tender process The outcome of this process will normally be a short list of suppliers which should be published on the eTender system e For sale by tender This is used if you are selling goods or services to the public often used for surplus goods e Request for information This is used when you are not sure what the market place is capable of providing There will be no outcome published for this tender type in fact it is not possible to award this type of request This should not be used as a free consultancy service to write your specification e Application for Pre qualification This is used when you are setting up an arrangement for a list of pre qualified suppliers Please remember that if suppliers are able to join the arrangement over the life of the arrangement then how will suppliers o Get copies of the tender documents o Submit their replies as they can t go through either the Government Tender Box at Decipha or the systems electronic tender box as both of these req
5. the folder click on the Choose Folder button This will display all the files from that folder in the Upload Directory table These files will be highlighted in green with the Upload box ticked as they have not yet been uploaded Check to make sure that there are no additional files showing This may require you to use the scroll bar to see all the files If there is a file you don t want simply click on the Upload box to remove the tick and that file will not load Please note that the total file path including file name should not exceed 190 characters If it does move the files closer to the top of the file path Queensland Government eTendering website Page 18 Government buyer user manual Create Tender Once you are sure that the files are correct click the Go button to upload the files New Request Upload Specification Documents This page allows you to easily Upload tender specification documents If this is the first tire you are Using this feature we recommend that you read the detailed help Detailed Help Clicking detailed help will open a new browser window lt lt Previous Upload Specification Documents Go Next gt gt Save as Draft Save as Template Upload folder HiETender Testing Filename State Details Remove From T verse Test File dor Mew 634kb New 332kb r ne a oe RNE A zip New 22 046kb we 2 Applet tenders applet TenderUpdateapplet s
6. website Page 22 Government buyer user manual Create Tender Title changing the title will not change the actual file name just how it displays on the website Description you can add additional data to the description of the file You are limited to 200 characters in this field Revision is the version number of the file leave this as the system setting unless there is a compelling reason to change it Never change it to the same version of an already published document File will show the file name for this item The file name cannot be changed here If you do need to change the file name delete the file change the name on your system drive and then reload the file Apply Selections To All Documents this will allow you to make all of the electronic files available offline using the same methods without needing to mark each electronic file individually If you have a large number of files it would be better to add a single offline document covering all the original tender documents Collection tick this box if the supplier can collect this document Ticking this box will bring up a new box called Order Required Order Required only visible if Collection is ticked This box should be ticked if the supplier needs to contact you to arrange the documents to be ready before they turn up to collect them Post tick this if the document are available to be posted out to suppliers If ticked this will allow
7. will receive a task on their Dashboard to post the documents Once you have added in all the details click on the Add button to go to the next screen This screen will show the Published Documents not visible at this stage unless you are updating a previously created tender draft or template Unpublished Documents will show any document not yet saved to the tender if you log out without saving then these documents will disappear This section shows the Title in bold followed by the Version number and date in brackets the description and how the documents are available You will see to the left of each document an Edit and a Delete icon Clicking on the Edit icon will allow you to correct any data on the document Draft PVTTEST002 Specification Documents This page allows you to specify hardcopy specification documents and set accessibility options for specification documents Detailed Help Clicking detailed help will open a new browser window lt lt Previous Specification Documents v Go Unpublished Documents ax gt Full Test Plans Louise October 2009_UAT6 3 Ver 1 19 Nov 2009 a Available by Download gt Test 38 Create New Tender U6 3 yer 1 19 Nov 2009 36 Available by Download gt AHardcopy Document er 1 22 Feb 2011 Description of hardcopy document der requir Available by Collection or equired Mail Fax Add a Docume nt Collection Poin
8. 07 30157000 OF Contractual Contact People This section displays the details of the people selected from the Contact Person Search You can change which information fields are displayed but the information itself defaults from the details registered in the system and cannot be changed here To edit the details of a person that person will need to log in and update their details using the Edit My Details function You have the option to edit or delete an entry The deletion works the same as the Other Contacts however the edit feature is quite involved The Contact People section is broken up into four sub sections Optional Contact Functions Display What Details Display Contact Details Where and Tender Specific Privileges Contact People Optional Contact Functions Display What Details Display Contact Details Where Tender Specific Privileges Name Contact Role Email Phone Mobile Fax Company Website Receive Notifications Receive Forum Posts f x QLD Government Administrator Enquiries wv Y x x x v Y va f x Qld Gov Admin Qld Gov Admin Enquiries vd v x x x v x v Optional Contact Functions This section has two fields the Name which is defaulted from the registered users account and cannot be changed and the Contact Role The Contact Role is the only field in the Contact People section that its contents can be changed The default entry is Enquiries however this can be
9. 2340309 Tit Truck opening E at Seed eee Ea Actions for DPW12340309 Tender UNSPSC Tit trucks 100 Edit View spec doc recipients t Delete k View Questions Forward Procurement Advice 1 Request No Status amp Type Details UATO91135 jublic notification application for pre qualification with briefing with manual opening Future i 5 Mar 2009 Forward Issued by ld UAT High Agency closing Procurement UNSPSC Environmental control systems 100 29 Mar 2009 Advice Queensland Government eTendering website Page 25 Government buyer user manual Create Tender You will be presented with the last page visited on that tender in most cases it will be the Specification Documents page To release your tender click on the Release button Draft DPW12340309 Specification Documents This page allows you to specify hardcopy specification documents and set accessibility options for specification documents Detailed Help Clicking detailed help will open a new browser window lt lt Previous Specification Documents v Go Release Save 0 gt Hard Copy Document version 1 dated 18 Mar 2009 Hard Copy Document Available by Collection order required Oo O Test File version 1 dated 18 Mar 2009 Available by Download Add a Document Collection Point Y Head Office Level 15 41 George Street QLD 4000 The Queensland Government Tender Box Mail to GPO Box
10. Queensland Government Chief Procurement Office Better Procurement Better Outcomes Queensland Government eTendering website Government buyer user manual Create Tender Version 2 0 July 2011 eTender Help Desk phone 07 3836 0141 Queensland Government Table of contents TS NAEROGUIC HOI achat siesacie doting eee a eeguibancokewioleny 1 1 1 New tender requests general details ccccccseececeeeeeeeeeeeeseeeeeseeeeessees 2 1 2 New tender requests selecting respondent ceecseeeeeeeeeeeeeeeeeeeees 9 1 3 New tender requests DriefingS cccccssscccssececceeseeceeeeesseneeessneeesseeeeess 12 1 4 Contacts Agency GOMIACIS eisisctettet uct viadisti diecast eeusceetodder el diaienleuescesmawearee 13 15 Uploading specification GOCUMENTS cccccceeeeeceeeeeeeeeeeeseaeeesaeeeesnaeeeees 17 1 6 Specification Documents No Electronic Documents cccseceseeeeeees 20 1 7 Specification Documents With Electronic Documents c cseeeeeees 22 1 8 Savin YOUEN scsi tactile tea nae eae oats patel ea 24 2 Saving changes editing draft tender and publishing the tender 25 Queensland Government Chief Procurement Office Department of Public Works 2011 1 Introduction To create a tender you must be logged into the system and have your user profile set up to create new tenders On the Administration page under Actions select C
11. Registered will show No until the supplier uses the link in the invitation email and registers with the system Once they have registered this heading will change to Yes Add Unregistered Respondent In this section you can add the details for a supplier that is not registered in the system The system will not allow you to use this feature if the Business Name is already registered in the system or if a match for all the words in the entry already exist in an existing registration What this means is if you were trying to add an unregistered respondent called Australian Minerals and there was a registered Queensland Government eTendering website Page 10 Government buyer user manual Create Tender supplier called Australian Minerals and Resources then you would get an error If you get an error you will need to register the supplier by contacting an existing user for that supplier if the supplier already exists or using the Register New Supplier function on your dashboard You will need to make entries for all the fields in this section including ABN number lf the supplier you are adding doesnt have an ABN then enter noabn in this field Once you have filled in the fields click the Add button and the company will appear in the Select Unregistered Respondents section Sender s Email The last section deals with you receiving the agency copy of any emails that the system sends to suppliers reg
12. Select Respondent page which will allow you to e Set the level of access to the details of the tender that the public can see Allows you to advise specific suppliers that the tender has been released Allows you to change who receives the senders copy of any system generated emails sent to suppliers during the tender process If this box is unchecked then all the tender information will be visible to everyone and the specification documents are available to any registered user If checked the following options are available for setting the level of access to the tender information Restricted Access is restricted to logged in invited respondents users only none of the tender details are visible to anyone else Invited Anyone can view the tender title but only the logged in invited respondents can view the rest of the Queensland Government eTendering website Page 3 Government buyer user manual Create Tender Field name Description Field Type Mandatory information or submit a response Tender visible to the public included on notification emails Supplier Notification Anyone can view the tender details and all registered users can download the specification documents and submit a response however the suppliers included in the notification list will receive an email specifically advising that this tender has been released whether or not it fits their normal notification
13. arding this tender This email will show exactly what the suppliers will see plus a section which shows all the people who were sent the email This list only appears on the Sender s Copy The default comes from the registered email address for the user who creates the tender but you can change the address to any email address you need When you have completed all the respondents and made any required change to the Sender s Email click the Next button to go to the next page New Request Select Respondents Some tenders must be restricted to certiain respondents This page allows you to specify which suppliers will have access to this tender Detailed Help Clicking detailed help will open a new browser window lt lt Previous Select Respondents V Go Next gt Save as Draft Save as Template Selected Respondents Add Respondents Using Distribution Lists Private Distribution Lists Public Distribution Lists Add List Private Distribution List 01 Add Respondents Business Name or ABN First Name Last Name Email Address Search Selected Unregistered Respondents Business Name ABN First Name Last Name Email Address Registered Add Unregistered Respondent Business Name O S ABN oo First Name LastName S S Email FT Add Sender s Email Enter an email address where a duplicate email will be sent This will give you a copy for recording what emalis have been sent to your Selecte
14. but with errors on page e Internet 100 Queensland Government eTendering website Page 26 Government buyer user manual Create Tender You will be presented with the following screen indicating that your request has been saved successfully Click the Close Tender Wizard button Request Saved Successfully Close Tender Wizard Your new tender will now be sitting on your dashboard under Pending Release unless it is being released today in which case it will be published directly to the web once the 10 minute refresh cycle has run Pending Release 1 Request No Status amp Type Details DPW12340309 Tit Truck opening 5 Pending Issued by Gd UAT High Agency 20 Mar 2009 Release UNSPSC Tit trucks 100 closing Tender 24 Apr 2009 Queensland Government eTendering website Page 27 Government buyer user manual Create Tender
15. changed to Technical Enquiries or Contractual Enquiries etc if required and this will display on the public view of the tender Contact People Optional Contact Functions Name Contact Role E GOLD Government Administrator Enquiries T Old Gov Admin Glad Gov Admin Enquiries Contact People Optional Contact Functions Display What Details Display Contact Details Where Tender Specific Privileges Name Contact Role Email Phone Mobile Fax Company Website Receive Notifications Receive Forum Posts Qld Gov Admin Qld Gov Admin Enquiries v v x x x v x v Update QLD Government Administrator Enquiries Vv iv E m E v 7 Display What Details This section shows what contact options will display on the public view of the tender Email is a default ticked setting and this means that unless changed to crossed inactive the email address registered for this user will display on the tender display page All registered users have an email Phone is the other default ticked entry and is taken from the user s registration If the user was created without an office phone number then on the public display of the tender it will have the icon for phone but a blank space next to it Queensland Government eTendering website Page 14 Government buyer user manual Create Tender Mobile is not ticked but can be selected if required If selected it will only display if a mobile number has been included on the government users account oth
16. d Help Clicking detailed help will open a new browser window zz Previous Specification Documents Si Go Release Save Unpublished Documents 4 x gt Full Test Plans Louise October 2009_UAT6 3 er 1 19 Nov 2009 fi Available by Download gt Test 38 Create New Tender U6 3 Ver 1 19 Nov 2009 Available by Download Add a Document If you have included a file by mistake please use the Delete icon to remove that file If you click the Delete icon on the wrong file use the Previous button to return to the upload page and upload that file again You also have the option to edit the title add a description update the revision number or make this file available offline for collection posting or faxing Draft PVTTEST002 Specification Documents This page allows you to specify hardcopy specification documents and set accessibility options for specification documents Detailed Help Clicking detailed help will open a new browser window lt lt Previous Specification Documents i Go Release Save Unpublished Documents gt Full Test Plans Louise October 2009_UAT6 3 ver 1 19 Nov 2009 m Available by Download Title Test 38 Create New Tender U6 3 Description P S ia Revision 1 File s Test 38 Create New Tender U6 3 xls Apply Selections To All f Documents Collection Post m Fax E Update Cancel Queensland Government eTendering
17. d Respondents Sender s Email louise carmody qacpo qid gov au Queensland Government eTendering website Page 11 Government buyer user manual Create Tender 1 3 New tender requests briefings If the Briefing check box was selected on the General page then the Briefing page will be available Choose the tender briefing location from the dropdown list of locations registered with your agency or select Other and manually enter the details for a location not listed in the system As with the Closing Date on the General page use the pop up calendar to firstly select month then the closing time and then the date for the briefing site visit Check the Site Visit check box if you require a site visit rather than a briefing lf respondents must attend the briefing site visit select the Mandatory check box Special Instructions gives you 200 characters to detail any particulars regarding the briefing site visit For example if safety clothing must be worn or there is a limit on the number of representatives from each supplier that may attend If you have multiple times and dates for briefing site visits then we suggest you don t use this page and detail the requirements in your tender documents Click Next when you have finished New Request Briefing This page specifies the details of the tender briefing session This page will only appear if a briefing has been selected for this tende
18. ders issued for a region s and or UNSPSC code s The supplier chooses Queensland Government eTendering website Page 7 Government buyer user manual Create Tender a top level Segment UNSPSC category and will be notified of any new non restricted tenders issued under the top level category or any of Its sub categories Family Class or Commodity levels that match their nominated profile You may select up to 3 UNSPSC codes for your tender To select a UNSPSC code either type the code directly into the UNSPSC Category 1 field if known or click the Add Edit button next to the right of this field On the Add Edit pop up window there are 2 ways of selecting a code 1 Use the dropdown boxes to drill down to the category you wish to use This works best if you are familiar with the UNSPSC After you find the category you wish to use click the Select button you will be returned to the General page You will see the code number in the UNSPSC Category 1 field repeat for fields UNSPSC Category 2 and UNSPSC Category 3 if required 2 Use the Select via Search option where you can search for a specific word for example computer You will see all the codes with the word computer in them in this case 61 matches If you don t find a match for what you are looking for try a different keyword If you use multiple words in your search it will find matches for any of the words Clicking on the code
19. dress Search Selected Unregistered Respondents Business Name ABN First Name Last Name Email Address Registered Add Unregistered Respondent Business Name O S ABN FO First Name Last Name S Email a EY Add Sender s Email Enter an email address where a duplicate email will be sent This will give you a copy for recording what emalis have been sent to your Selected Respondents Sender s Email louise carmody qacpo qid gov au This page is broken down into 6 sections with each section shown in Blue text These sections are Selected Respondents You can add respondents either by using a Distribution List or via the Add Respondent option After your have added registered respondents the suppliers name will appear in this section To see the email address s that will be sent the email you will need to click on Show Contacts to the right of the suppliers name Selected Respondents x Matthew Beard Brisbane Brisbane Show Contacts The email address will show up in the brackets We do recommend to suppliers to have one registration for each business address however the system does allow for multiple individual registrations for a supplier and you may need to select the company name several times from the list of respondents to get all the email addresses you wish to include Selected Respondents X Matthew Beard Brisbane Brisbane Hide Contacts MV Matthew Beard OFFICE 07 38980773
20. ender lt will default to today s date Use the pop up calendar to firstly select the month then the closing time and then the date This is a 24 hour clock if you manually enter 2 00 then the Queensland Government eTendering website Page4 Government buyer user manual Create Tender Text Yes Radio Yes buttons Date Yes Date time Yes a qD Field name Description Field Type Mandatory tender will close at 2am poe Published Date Only visible if Forward Procurement Date Yes Schedule FPS is selected as Request Type This is the date that the FPS is to be released to the public Unpublished Date Only visible if Forward Procurement Date time Yes Schedule FPS is selected as Request Type This is the date and time that the FPS is to be removed from the public view Estimated Advertising Only visible if Forward Procurement Text Yes Date Schedule FPS is selected as Request Type This field shows the public when the actual tender is expected to be released This allows for either an exact date 30 06 2011 an estimated date June 2011 ora rough estimate Late 2011 UNSPSC This field refers to the United Nations Number Yes first Standard Products and Services one only Coding system used by the Queensland Government eTender website It is an international coding system used to classify goods and services You can select up to three different codes to match the major W
21. ent buyer user manual Create Tender A Upload From Folder Ea Look In C ETender Testing Ra RE A File Hame HiETender Testing Please note The system will not allow executable files to be loaded but most other formats PDF MS Word MS Excel Jpeg Bitmap Zip etc are acceptable It is recommended that any file that suppliers don t need to edit and return be converted to PDF The system has a limitation of 115 individual specification files per tender This limit includes files added after the tender goes live A zip file is counted as one 1 file no matter how many files are contained in the zip file The system will allow individual files in excess of 100mb to be loaded and will allow the total size of files to exceed 500mb However please remember that suppliers need to download the tender documents so every effort should be made to minimise the total file sizes As a guide a 16mb file will take 95 minutes on a 28kb s modem 48 minutes on a 56kb s 21 minutes on a 128kb s and 5 minutes on a 512kb s In the case of very large files it may be worthwhile considering also making the files available offline on CD DVD or in hardcopy To upload files click on the Browse button and find the folder you have saved the tender documents in When located click on folder name and you will see the folder name appear in the File Name field You will not be able to drill down to the individual file names Once you have selected
22. erwise it will display the icon but no entry for it Fax is not ticked but can be selected if required If selected it will only display if a fax number has been included on the user s registration otherwise it will display the icon but no entry for it Company is not ticked but can be selected if required This is rarely used but would normally be used if you have selected a government user from a different agency It will show the agency or sub agency that the user is registered under Display What Details Email Phone Mobile Fax i Company hal W x x a yf W a hi a Contact People Optional Contact Functions Display What Details Display Contact Details Where Tender Specific Privileges Name Contact Role Email Phone Mobile Fax Company Website Receive Notifications Receive Forum Posts aix Qld Gov Admin Qld Gov Admin Enquiries s v x x x vd x v Update QLD Government Administrator Enquiries Vv Vv m m a 5 7 3 Display Contact Details Where The section only has one option whether you want this contact to be visible on the public display page of the tender The default setting for this is ticked displaying on the display page The next section details why you would select a contact but not display them on the website Display Contact Details Where Website W W Contact People Optional Contact Functions Display What Details Display Contact Details Where Tender Specific Privileges Name Contact Role Email Phone Mobile Fa
23. first name of the registered user e Last Name This will search for close matches using the last name of the registered user e Email Address This will allow you to search on email addresses of the registered users You can use the full email address or just part of it for example in the email address robert law agcpo qid gov au you could look for Robert Law or qgcpo qld gov au Once you have entered your search criteria and clicked the Search button you will see the list of matches You will see the Business Name in bold followed by the address then the registered user then the phone number and finally in the brackets you will see the email address s for that user Once you find the correct entry click on the Select button to add that supplier to the Selected Respondents section Check the Show Contacts button in the Selected Respondents section to ensure that you have all the required email addresses After you have finalised the first supplier continue searching for any additional suppliers until all of the email addresses you need that are registered with eTender have been included Selected Unregistered Respondents This section has the headings Business Name ABN First Name Last Name Email Address and Registered The first five of these headings will be populated when you use the below section Add Unregistered Respondent The last heading
24. k on the Close Tender Wizard button to exit back to your Dashboard Queensland Government eTendering website Page 24 Government buyer user manual Create Tender 2 Saving changes editing draft tender and publishing the tender Save as Draft Save as Template Release In order to save your changes to the tender click the Save as Draft button which will save the tender as a draft It will be available on your dashboard under Drafts Save as template allows you to save the tender as a template that can be used in the future Release makes the tender available to the public There is a 10 minute delay if the tender is being released today Otherwise it will be released at 12 05am on the specified release date lf you have saved your tender as a draft and now wish to release the tender to the public locate your tender under Manage Requests and Drafts on your dashboard Manage Requests Drafts 1 Request No Status amp Type Details DPW12340309 Tit Truck amp opening 5 Dratt Issued by Gld UAT High Agency 20 Mar 2009 Tender UNSPSC Tit trucks 100 ee 2009 PT You now need to edit your draft tender You do this by hovering over the actions icon on the right hand side of the screen near the opening and closing dates Select Edit from the dropdown list provided Manage Requests Drafts 1 Request No Status amp Type Details Date DPW1
25. orks Goods or Services component s that the tender is for This is one of the criteria suppliers use to be notified of new tenders Selecting an incorrect code may result in you justifying your choice to a supplier who missed out on responding because they weren t aware that the tender had been released See Note 2 for how to select a UNSPSC code Yo This field refers to the percentage Number Yes first allocation you have made to a one only UNSPSC category The total of these three boxes must equal 100 Electronic Tender Box Choose the electronic tender box Dropdown Yes location from the dropdown list to allow electronic responses and or alternatively choose a Physical Tender Box location You must select at least one tender box either Electronic or Physical If you don t see a tender box that matches your requirement please contact e Tender Helpdesk for assistance Physical Tender Box Choose the physical tender box Dropdown location from the dropdown list for hardcopy responses and or Queensland Government eTendering website Page 5 Government buyer user manual Create Tender Field name Ask a Question Online Forum Region Selector Description Field Type Mandatory alternatively choose an Electronic Tender Box location You must select at least one tender box either Electronic or Physical If you don t see a tender box that matches your requirement please contact e Tender Helpdesk for assi
26. ou read the detailed help Detailed Help Clicking detailed help will open a new browser window lt lt Previous Upload Specification Documents Go Next Save as Draft Save as Template Upload directory Browse Filename State Details Rem ove From Tender Upload Go lt lt Previous Upload Specification Documents Go Next gt gt Save as Draft Save as Template Py Applet tenders applet TenderUpdateApplet started B Internet If you don t have any electronic documents click the Next button to go to the next page It is possible to have both online and offline material such as CD DVD or hardcopies of the tender documents available When the Uploading specification document page first opens you should see a Java icon flash on the screen When Java finishes loading you will see the Upload directory Browse button and Go button appearing lf this does not occur it is likely you do not have the correct version of Java on your machine Please refer to the User Manual System Requirements and Administration section on Java It is recommended that you create a folder on your hard drive that will contain only those files you want uploaded to the tender If you need to add addition files such as addenda to the tender later on they should also be saved into this folder Make sure you don t have any of these files open when you go to upload the files Queensland Government eTendering website Page 17 Governm
27. ountlsa amp North West Region The Central West South West amp Darling Downs l Townsville l Mackay Whitsunday Region Region Selector l Rockhampton l Gladstone Wide Bay Burnett South East Queensland I Interstate I International Queensland Government eTendering website Page 2 Government buyer user manual Create Tender Mandatory Yes EE Public Authority This will default to your registered Dropdown list agency business group based on your agency or business unit Briefing Site Visit Ticking the Check box enables the Check box O briefing screen to be displayed for this tender If not ticked then the briefing screen will not be shown later in the creation process For sale by tender Request for information Field names and entry requirements for the General Details page login details Depending on your agency setup you may have the Request Type Choose from the following options Dropdown list Yes Invitation to Offer Application for Pre qualification Forward Procurement Advice Field name Description Field Type option of selecting a lower level Expression of Interest Draft for comment See Note 1 for a full description of these terms Type of Work You can choose from Works capital Radio works or Goods amp Services buttons everything else Check box then select option using radio buttons Invitation List This option will allow you access the
28. ous Contacts Y Go Save as Draft Save as Template Other Contacts Name Position Email Address Phone Fax Mobile Type Fred Flintstone Manager louise carmody qgcpo qid gov au 07 33333256 07 33333257 Technical Please search for and select a contact person below Other Contact Details Add a Contact who is not a registered user of the system Name Posiionf EmailAddress O Phone PHONE vy 61 do Fax Fax vifer for 1 si Moble Contact Type Technical w Add Other Contact Contact Person Search Search for registered users of the system to add as a Contact Business Name or ABN First Name LastName Email Address Search lt lt Previous Contacts Y Go Save as Draft Save as Template 8 Internet Other Contacts This section displays contacts for the tenders that you have manually entered in the Other Contact Details section You can edit the details that you have entered by clicking on the Edit button page and pencil icon to the left of the name Or if you have made an error your can delete the entry by clicking on the Delete button white cross on a red circle icon These contacts do not have the option of receiving system messages regarding the tender Queensland Government eTendering website Page 13 Government buyer user manual Create Tender Other Contacts Name Position Email Address Phone Fax Mobile Type Q Contracts Officer Administrator RobertLaw qgcpo qid gov au
29. profile The tender visible to the public and is included on notification emails Title This is the title of the tender Text Yes This field is limited to a maximum of 200 characters Request No This is the unique tender reference Text Yes number within your agency s account and is aloha numeric You cannot include spaces or symbols in the request number otherwise you will get an error message This field is limited to a maximum of 20 characters Description This is a description of the tender Your description should provide enough information so that potential tenderers will know if they can provide the required works goods or services without having to download or request the tender documents You are provided with a number of formatting options for this field including the ability to cut and paste information from Word Occasionally some formatting options may result in an error message ICT Tender If your tender is for Information and Communication Technology products or services then choose the Yes option for all others choose the No option Release Date This is the date that the tender is to be released to the public via the eTendering site It will default to today s date If the tender is released today then it will publish within the next 10 minutes If a date in the future is selected then the tender will publish just after midnight on that date Closing Date This is the closing date of the t
30. r Detailed Help Clicking detailed help will open a new browser window lt x Previous Ce Co Next Save as Draft Save as Template Location Head Office 25 Albert St he Date amp Time Ej Site Visit Mandatory T Special Instructions lt lt Previous Briefing v Go Next gt Save as Draft Save as Template Done a Internet Queensland Government eTendering website Page 12 Government buyer user manual Create Tender 1 4 Contacts Agency Contacts This section has two purposes first is to add the contact details suppliers will use to seek clarification regarding the tender and second is to identify who should receive system messages regarding this tender System messages include any questions asked through the eTender system tender status updates such as tender closed and any new forum posts if that option is selected Please remember if you do not select a specific person or persons to receive the system messages then everyone in your business group will receive them When this page first opens you will see two sections Other Contact Details and Contact Person Search However depending on the entries you make there are two further sections available Other Contacts and Contact People New Request Contacts This page displays allows you to nominate contacts for the tender Detailed Help Clicking detailed help will open a new browser window lt lt Previ
31. reate New and this will open a pop up window If you don t see the Create New option it means that your profile is not set up to create tenders Contact the eT ender Help Desk to modify your account Queensland X 4 Queensland Government Chief Procurement Office Govern ment J a Better Procurement Better Outcomes HOME HELP LOGOUT Welcome Fred Nirk e Advanced Search How to Search a aN Administration Procurement Schedules This is the administration page where all tender management and system management activities are performed Detailed Help Clicking detailed help will open a new browser window Actions Agency Admin S Find or List Users b Create New a jew Tenders iew Awarded Contracts Tender Statistical Reports Create Contract ister New Supplier olicies amp Info kj Tender Audit Reports 4 Manage Distribution Lists Q Electrical Services Roma Street Station QGCPOTest04 closed on 21 Jun 2011 ontact Us Tasks dministration e No Tasks Manage Requests Drafts None Forward Procurement Schedule 2 Queensland Government eTendering website Page 1 Government buyer user manual Create Tender 1 1 New tender requests general details After you have chosen to create a new tender you will be presented with a new session called the New Request General page where you can begin entering your new tender details When you have fini
32. shed entering the details on this page click the Next button Once all the mandatory information has been filled in on this page it is possible to save the tender as either a draft or a template Please refer to section 1 8 on saving the tender for full details New Request General This page controls the basic properties of a tender See the detailed help for an explanation of each field Detailed Help Clicking detailed help will open a new browser window General v Go Next gt Save as Draft Save as Template Public Authority Queensland Government Admin vj Briefing Site Visit I Request Type Invitation to Offer vi Type Of Work C Works C Goods amp Services invitation List 7 Title Request No Description E Style X i dh ar icTTender C Yes No Release Date 22 02 2011 E Closing Date pazzo 11 32 UNSPSC 1 D E Adet 2 fF l AdE 3 fo E l Adet Electronic Tender Box None Physical Tender Box None s Ask A Question D Online Forum D Hover over Regions to see map of region Click on Region to Select it Selected Regions are highlighted in colour Cairns amp Far North Queensland Mount Isa amp North West Region Townsville The Central West sladstone SV Py South East South West amp Darling Downs usensiand SS State Wide l Cairns amp Far North Queensland M M
33. stance Allows suppliers to email the Check box No nominated contacts for the tender a question The nominated contacts must be a registered agency user will receive a task in their task list and will be able to respond via an email back to the enquirer supplier This is a one on one relationship and if the information should be advised to all suppliers an addendum or forum post should be added to the tender Please refer to the section guide Ask a Question for full details on how this works When this option is selected it allows Check box No suppliers to post questions to an online forum The registered agency users selected with Receive Forum Posts receives a task to review the Forum Post and can publish the post or create a new post with the answer If the question is specific to a supplier then that answer should be sent directly to the supplier rather than posted as a forum post The forum is available to anyone who has downloaded the documents Please refer to the section guide Online Forum for full details on how this works Allows you to select the region s that Check box Yes your tender covers i e where the works goods or services are to be delivered or carried out To select all regions in Queensland click the check box next to State Wide Your tender may also cover other regions such as interstate and international If this is the case click on the check boxes next to those options At least
34. suppliers to request the documents through the etender site and the nominated contacts or all users in your business group will receive a task on their Dashboard to post the documents Fax tick this if the document are available to be faxed out to suppliers If ticked this will allow suppliers to request the documents through the etender site and the nominated contacts or all users in your business group will receive a task on their Dashboard to post the documents After you have made your changes to the file you can either click on the Update button to save the file or click Cancel to discard the changes If you click Update and depending on the offline options you may have selected you may have the following fields Collection Point will display the list of registered addresses in eTender for your business group If you need an additional address added please contact the eTender Help Desk Order by is only visible if you have selected Order Required If so then this calendar drop down allows you to nominate the cut off date and time by which suppliers need to order the hardcopy documents Collect at is only visible if you have selected Collection If so then this calendar drop down allows you to nominate the first date and time that suppliers will be able to collect the documents Queensland Government eTendering website Page 23 Government buyer user manual Create Tender
35. t J Head Office Level 15 Mineral House 41 George St QLD 4000 I Disposals GPO Box 123 QLD 4001 l DPW Head Office Head Office 80 George St QLD 4000 Order by gg Collect at gg Add a Document button allows you to add an additional hardcopy document Queensland Government eTendering website Page 21 Government buyer user manual Create Tender Collection Point will display the list of registered addresses in eTender for your business group If you need an additional address added please contact the Help Desk Order by is only visible if you have selected Order Required If so then this calendar drop down allows you to nominate the cut off date and time by which suppliers need to order the hardcopy documents Collect at is only visible if you have selected Collection If so then this calendar drop down allows you to nominate the first date and time that suppliers will be able to collect the documents 1 7 Specification Documents With Electronic Documents When you get to this screen after uploading your electronic documents you will see the files you just uploaded in the Unpublished Documents section You also have the option of adding material available offline by clicking on the Add a Document button Draft PVTTEST002 Specification Documents This page allows you to specify hardcopy specification documents and set accessibility options for specification documents Detaile
36. tarted 2 Internet Queensland Government eTendering website Page 19 Government buyer user manual Create Tender 1 6 Specification Documents No Electronic Documents If you haven t loaded any electronic documents this is the page you will see If you have loaded electronic document then go to the next section 1 7 Specification Documents Electronic Documents This screen allows you to detail any tender material that is available offline such as hardcopies of the tender documents or CD DVDs Suppliers will then be able to request through the eTender system to have the material sent to them You can nominate how the offline material is available the options are posted faxed or available to collect the material from a nominated address Draft test666666 Specification Documents This page allows you to specify hardcopy specification documents and set accessibility options for specification documents Detailed Help Clicking detailed help will open a new browser window lt Previous Specification Documents v Go Release Save Title Description Revision 1 File s Collection E Post m Fax E It is possible to release a tender without electronic or hardcopy documents however you will receive a warning when you go to release the tender advising you that there are no tender documents This screen is broken down as follows Title this is the title for this manually issued item In most cases you
37. to be changed unless their eT ender profile is updated Unless the Online Forum box is ticked on the General page the Receive Forum Post option will not do anything If the Online Forum box is ticked any contact with the Receive Forum Post option ticked will receive email notification and a task on their task list to review posts made to the forum by suppliers These users will be able to create publish and unpublish forum posts from the public view of the forum When you have added all the required contacts click the Next button to go to the next page ee Tender Specific Privileges Receive Notifications Recemve Forum Posts W W 4 W Contact People Optional Contact Functions Display What Details Display Contact Details Where Tender Specific Privileges Name Contact Role Email Phone Mobile Fax Company Website Receive Notifications Receive Forum Posts i x Qld Gov Admin Qld Gov Admin Enquiries vA v x x x s x v Update OLD Government Administrator Enquiries Vv iv m E a v F 7 Queensland Government eTendering website Page 16 Government buyer user manual Create Tender 1 5 Uploading specification documents This page will allow you to upload electronic tender documents for this tender New Request Upload Specification Documents This page allows you to easily upload tender specification documents Ifthis is the first time you are using this feature we recommend that y
38. uire a set closing date e Forward Procurement Schedule Is used when outlining anticipated significant procurements as required in Section 9 1 of the State Procurement Policy e Draft for comment Is used when you have a specification or requirement that you want to release to the market for public comment Note 2 Adding a UNSPSC code The UNSPSC is made up of four levels of codes Segment Family Class and Commodity each more specific than the one above Each code has an eight digit code number The first two digits are the Segment the next two are the Family and so on For example Segment 22000000 Building and Construction Machinery and Accessories Anywhere you see a number ending in six or seven zeros it means it is a Segment level code highest and broadest level code Family 22100000 Heavy construction machinery and equipment Anywhere you see a number ending in four or five zeros it means it is a Family level code Class 22101900 Building construction machinery and accessories Anywhere you see a number ending in two or three zeros it means it is a Class level code Commodity 22101901 Concrete mixers or plants Anywhere you see a number not ending in two zeros means it is a Commodity most specific level code Suppliers have the option of using a free notification service that emails the supplier a list of tenders that match their profile The normal supplier s profile is configured to notify of ten
39. will bundle all the original documents and any supporting material such as CD DVDs under the one title If you need to you may list each document separately with its own title Description here you can list a brief description of the document or documents included in this title Revision If you need to issue updated versions of the documents you can update the revision number to a new version Queensland Government eTendering website Page 20 Government buyer user manual Create Tender File s this refers to the file type with hardcopy documents it will always be blank Collection tick this box if the supplier can collect this document Ticking this box will bring up a new box called Order Required Order Required only visible if Collection is ticked This box should be ticked if the supplier needs to contact you to arrange for the documents to be ready before they turn up to collect them Post tick this if the document s are available to be posted out to suppliers If ticked this will allow suppliers to request the documents through the eTender site and the nominated contacts or all users in your business group will receive a task on their Dashboard to post the documents Fax tick this if the document s are available to be faxed out to suppliers If ticked this will allow suppliers to request the documents through the eTender site and the nominated contacts or all users in your business group
40. will return you to the General page You will see the code number in the UNSPSC Category 1 field Repeat for fields UNSPSC Category 2 and UNSPSC Category 3 if required If you are having trouble choosing the correct UNSPSC category please contact the e Tender Help Desk for assistance Add an UNSPSC Category Select via Drop Manual Selection uNsPsCleveld 0 UNSPSC Level 2 Unassigned UNSPSC Level 3 Unassigned UNSPSC Level 4 Unassigned Select Reset Select via Search UNSPSC Code Keyword Search List ll Search returned results Queensland Government eTendering website Page 8 Government buyer user manual Create Tender 1 2 New tender requests selecting respondents If you checked the Invitation List box you will then be presented with the following screen for selecting respondents for your tender New Request Select Respondents Some tenders must be restricted to certiain respondents This page allows you to specify which suppliers will have access to this tender Detailed Help Clicking detailed help will open a new browser window lt lt Previous Select Respondents V Go Next gt Save as Draft Save as Template Selected Respondents Add Respondents Using Distribution Lists Private Distribution Lists Public Distribution Lists Add List Private Distribution List 01 Add Respondents Business Name or ABN First Name Last Name Email Ad
41. x Company Website Receive Notifications Receive Forum Posts Qld Gov Admin Qld Gov Admin Enquiries v v x x x v x v Update OLD Government Administrator Enquiries iv Vv E m r 5 iw 7 Tender Specific Privileges This section is broken down into Receive Notifications and Receive Forum Posts Receive Notifications Previously all agency officer users registered under the same business group on the e Tendering website received system generated emails regarding tasks and updates relating to a tender e g tender closing in 5 days tender has closed etc Queensland Government eTendering website Page 15 Government buyer user manual Create Tender This option s default is crossed not active and if all of the users listed in the Contact People section remain this way every user in the business group issuing the tender will receive the system emails regarding this tender as per the previous functionality lf one or more users in the Contact People section have this ticked active it means that only those users ticked will receive the system emails regarding this tender Receive Forum Posts This option s default is ticked active This option s default is based on whether the contact has the activity to edit forums Users with the Agency Officer eTender role most users will have this option ticked Users with the Review Panel eTender role will be crossed not active and will not be able
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