Tendersure User Manual
Contents
1. tender tenderis complete winning bid Bidder i Username it Refer ii Savein ii Refer System i Bidder receives iiand passwordit User ig order fo RR User HH ranks receives 5 alert i are issued to Manual HH submit youri Manual bidsand i competitive if registered bidderupon i 2 2 i dafaiofhe ii 22 25 if sends i report ifor category 1 registration i tio system if 27 28 1i reportio i E F SE H SP Client 5 i ReferUser il ReferUser ii ii Refer User ii Manual2 11 2 Manual29 SH Manual 2 2 333 E 22 i 25 zs it pe ee Ba nenne en E e ee NOTES Sentigol Dfrendersure Figure 1 Tendersure at a glance 1 Tendersure User Manual 1 Introduction 1 2 Conventions Wherever reference is made to labels or text in the Tendersure software the text is italicised For example Information is a reference to the text in Figure 2 7 it be Sentigol P tendersure Support 021 801 8295 ayn p s r se THE TENDER PROCESS oo i L SE Sentigol E Ffrendersure 5 Figure 2 Tendersure login screen 1 Tendersure User Manual 2 How do l 2 1 find my tender 1 2 3 Log in to the tendersure system at www tendersure tenderportal com Click on the Tender Bids icon and then the Bid Manager text If you have already loaded a digital signature then a screen as in Figure 3 will appear Else a warning message will take you2. o 4 02 150 mm to carriageways m3 EJ GARDEN CITIES CONTRACT NO 1 2009 4 03 100 mm crusher run G5 to o sidewalks m3 Figure 8 Showing one panel reduced and the second still visible Na NN 12 1 Tendersure User Manual How do I 7 check the status of my bids Log into the Account Information page In the bottom left see Figure 9 is a list of all the tenders you have bid on and their current status in the Bid View As you submit data by pressing the Save button in the Bid Manager window these indicators will update to reflect the status of your bid os KEE EEE Outlook 3 M information HH user Information Your IP 41 174 3 107 zen J Account information BP Tender Bios Customer Name Sentigol_Demo5 a fj Account Management Company Name Sentigol_Demo Account Expiration Date 2999 01 01 00 00 00 0 Password Period 14 days Last Logon 2009 10 25 16 59 03 Bids view T37 07 08 2 Completed 6 of 142 items SDays SHours 42Mins 23s WES 041741 CAPE fi Completed Sof 106 items TOWN TUYNHUYS Catering services Ratings test GARDEN CITIES CONTRACT NO GEORGE Figure 9 Bid status display 13 1 Tendersure User Manual How do 8 set my reminders At the log in screen click on the next to the Account management text Now click on the Alert Setup text Click on the alert you would like to setup Click the Activate this alert button to s
3. to the Bid File Management screen 4 Alist appears displaying the Tender Categories you are registered for Click on the applicable category 5 A list of open tenders in that category displays below the Tender Categories panel Select the tender that you are looking to fill in 6 The selected tender details now appear in the right hand window Disclaimer Tenderer Details Tender Appendix socar soQ Number of students in training at Your company Certified BEE rating 1 10 GARDEN CITIES CONTRACT NO 1 2009 CIDB rating 1 9 Date FE As issued by the CIDB Figure 3 Finding a tender Na NN 9 1 Tendersure User Manual How do I 2 download tender documents Click on the Tender Bids icon and then the Bid Manager text If you have already loaded a digital signature then a screen as in Figure 3 will appear Else a warning message will take you to the Bid File Management screen A list appears displaying the Tender Categories you are registered for Click on the applicable category A list of open tenders in that category displays below the Tender Categories panel Select the tender that you are looking to fill in The selected tender details now appear in the right hand window Click on the button at the bottom of the screen labeled Get Tender Document A box will appear that lists all the documents associated with the tender as in Figure 4 Click on the download button next to the doc
4. your email address and press Save Now press Send This will generate an email to the selected email address showing all tenders currently bid on by you and your progress in the tender The email is time and date stamped and includes a unique identifier When the tender closes an indication that you requested such a confirmation email is also attached with your tender bid How do find out who won the tender Once a decision has been made about the awarding of the tender the tender issuer enters this decision into Tendersure Automated responses are then immediately sent to all bid participants email addresses alerting them to the decision I did not win the tender and I want to know why Who do I phone Once the tender decision has been made by the party issuing the tender a report is generated for you comparing your bid to the winning bid This report should illustrate why the winning bid outranked yours If your bid had a higher ranking then the winning bid provision is made for the tender issuer to explain why your bid was not chosen If the information provided is not to your satisfaction the tender issuing party should be approached for clarification If it is clear that a decision was made outside of the norm the feedback report issued by Tendersure should be sufficient evidence to challenge an unfair 18 1 Tendersure User Manual decision The feedback report also shows you that the information used to evaluate yo
5. Tendersure User Manual Table of Contents Part Tendersure User Manual 1 Introduction 1 2 Conventions 2 How do I 2 1 find my tender 2 2 download tender documents 2 3 upload my signature 2 4 check if my account is secure 2 5 fill in my tender 2 6 make my workspace more efficient 2 7 check the status of my bids 2 8 set my reminders 2 9 change my password 2 10 edit my attributes 2 11 edit my list of registered categories 3 FAQ Tendersure User Manual 1 Tendersure User Manual 1 Introduction 1 1 What is Tendersure Tendersure is a web based tendering tool that takes advantage of the many benefits that digital data offers Tendersure delivers improvements in efficiency both from a time and money point of view as well as offering numerous decision support tools The efficiency aspects lend themselves to a highly traceable and auditable system which in turn helps to combat corruption Bids are sealed and can only be viewed by authorised parties It is a vast improvement on the current system by cutting down on project time and reducing risk and cost The automation of the tendering process improves on current working practices by reducing tender periods Tendersure aims to bring transparency and equal unbiased consideration for all tendering parties PROCESS Download Bidder to i Tender Bidder Find documents ensure Tender Bidders are opens logs into Tender and fillin thatthe closes notified of system
6. dding a digital signature 1 Tendersure User Manual 2 How do l 2 4 check if my account is secure 1 At the log in screen click on the next to the Information text 2 Now click on the Account Information text 3 The top left window is the User Information window and displays your company registration information and the log in history 4 Click on the Last Logon link to open a listed history of all the previous logins as in Figure 6 KIER em Outicok c Information User Information Your IP 41 174 54 19 E Account Information a Ga f ee Bids Customer Name Sentigol_DemoS n Company Name Sentigol_ Demo I gg Account Management 8 ms 2 Accoun t Expiration Date 2999 01 01 00 00 00 0 Logon Date IPAddress Misc Information Password Period 14 days 2010 04 16 12 33 39 41 174 54 19 HOST 41 174 5 2010 04 16 12 20 54 41 174 54 19 HOST 41 174 5 2010 04 15 10 47 49 41 174 10 158 HOST 41 174 101 ai Im T Page BJ of 57 Figure 6 Checking the last logins Na NN 10 1 Tendersure User Manual How do I 5 fill in my tender Click on the Tender Bids icon and then the Bid Manager text If you have already loaded a digital signature then a screen as in Figure 3 will appear Else a warning message will take you to the Bid File Management screen A list appears displaying the Tender Categories you are registered for Click on the applicable category Alist of open ten
7. ders in that category displays below the Tender Categories panel Select the tender that you are looking to fill in The selected tender details now appear in the right hand window Each entry field is an item of information required by the tender Fill in each of these items as instructed by the tender document provided with the tender Press the Save button on each page in order to commit the information to the system Note 1 The information of your bid will not be saved unless the Save button is pressed Note 2 Bid items often have additional information included as a tool tip Hover the mouse over the entry field in order to see this information See Figure 7 Certified BEE rating 1 10 GARDEN CITIES CONTRACT NO 1 2009 CIDB rating 1 9 4 Date 2009 06 01 Hf an Figure 7 Tooltips provide additional information 1 Tendersure User Manual NO How do I 6 make my workspace more efficient 1 Once the desired tender has been located the navigation interface becomes redundant 2 Minimise the navigation panels by pressing the lt lt buttons in the top right on each panel Figure 8 shows the first panel reduced 3 Press the gt gt buttons to bring the panels back In Figure 8 the gt gt button is at the top left of the picture NO Cafeteria services EJ Electrical and electronic engineering Paper Products SUBBASE Refer pp36 37 4 01 125mm to carriageways m
8. ibutes 16 2 How do l p N 1 Tendersure User Manual 11 edit my list of registered categories Click on the Account management icon and then the Edit categories text The list of available categories and your current categories now appear in the right hand window a3 categories list 6 Click on the lt icon to remove it Tick the category that you want to add to your current categories Click on the gt icon to add it Categories can also be removed tick the category in the current Press the Save button in order to commit the information to the system Qutiook Information B Tender Bids 3 B Account Management Alert Setup Change Password Edit Attributes Edit Categories Service Navigator ksa Sentigel Edit Attnbutes TRES Available Categories Categories m m El AAA JE j202020202 iG Test Catering amp Test iT a Test Construction 7 Test Stationary Accounting and auditing Banquet and catering services Decontamination services Fabrics and leather materials General building construction Hazardous waste disposal industrial refrigeration Lamps lightbulbs and lamp components Masonry stonework and tile setting Noise pollution F Affrica marhinee their sunnlies and ace i Figure 13 Edit categories ual BEEEBEEBEEEE E88 Categories Test Tenders Cafeteria services Current Categ
9. ories Electrical and electronic engineering Building Construction Soft Services Pest Control Mechanical Electrical Mechanical Electrical Mechanical Electrical Mechanical Electrical Mechanical Electrical Lift amp Escalator Sup Sprinkler Inspection Sprinkler Maintenan Air Conditioning Sup Access Control Building and Civil Small works Tenant Installation Product suppliers Hygiene i 17 1 Tendersure User Manual 3 FAQ 3 1 FAQ I have entered my user name and password and get a message incorrect user name and password What is wrong Check if the capslock key is on Your user name and password are case sensitive How do I submit my bid Once all of the information fields have been filled in your tender bid is complete At the designated time your access to the bid will be removed and the information provided ranked and graded and submitted to the entity who issued the tender in a report In order to submit your bid simply ensure that all fields have been filled in before the tender expiry time have completed my tender ahead of time and want the system to provide proof that my tender was complete How do do this Go to the Information Account Information window and have a look at the bid view window to ensure that the system displays your bid as complete Now go to the Account Management Alert Setup window and click on the Bid Status Notice Alert Activate the alert enter
10. ssword box and details now appear in the right hand window 3 Each entry field is an item of information required by the system Fill in each of these items 4 Press the Submit button in order to commit the information to the system Sentigol Account Information Alert Setup Bid Manager 2 STS 2 7707 72 bd Outlook 8 Information a Tender Bids Change Account Management re Password Change Password Change yi vord pl Edit Attributes er a Ene Edit Categories User Name gt a Old password New Password Confirm Password submit Figure 11 Change password box 15 1 Tendersure User Manual 2 How do l 10 edit my attributes 2 1 Click on the Account management icon and then the Edit attributes text 2 Your company details as registered on the system will now appear categories 3 Details can now be edited Press the Save button at the bottom of the screen in order to commit the information to the system sense rt sene i Information F 2 Tender Bids Cell Number Account Management VAT Reg Number Alert Setup Co R jibes r 1 Change Password 0 Reg Number _ J Edit Attributes Tel Number 0218018295 Benene Fax Number EMail Address info sentigol co za Biling Address Unit 6 Vredekloof Centre Brackenfell 7560 BEE Status COIDA Company Name Sentigol Figure 12 Edit attr
11. tandards uncompliant and represents a security threat and significant additional investment For these reasons and specifically the security vulnerabilities Tendersure does not support IE6 End
12. ument you require Follow the browser instructions and download the documents sev Annexure E Additional Document List Illovo water tank installation pdf 169 82KB Additional Annexure A pdf 107 55KB Refurbishment Agreement for Illovo Santam Save Get Tender Doaument Figure 4 Downloading tender documents 1 Tendersure User Manual How do 3 upload my signature Use a scanner to capture your signature at 200 DPI Save the file as a jpg image at approximately 210 by 150 pixels Click on the next to the Tender Bids text at the log in screen Click on the Bid File Management text Click on the Add Signature button visible in Figure 5 Click on the New Signature 1 entry in the list as shown in Figure 5 and fill in the details Now click on the Browse button You will be prompted to navigate to the jpg file prepared earlier 8 Once selected press the Submit button as shown in Figure 5 ounnun N N rss Service Navigator z Sentigol Bid Manager A L LE ae 23 File Management Signature File Management Section B Tender Bids Bid Manager Bid File Management P Account Management Signature File List RT H Signature Details Add Siar Initials Init Signat mare Last Name New Signature CEO C Mainaman 0901011234086 Managing Director SC Notamainaman ie JRE New Signature 1 IDNumber IDNumber Description Description Figure 5 A
13. ur bid was the information you supplied and has not been tampered with I do not want to be bombarded by emails and SMS s How do I de activate this The automatic alerting system in Tendersure provides notifications at each stage of the tender process when a tender opens if a tender is incomplete shortly before the tender closes when a tender closes and when a decision is issued about the awarding of a tender These alerts are meant to keep you informed during the tender process but you may find the number of alerts to be intrusive Go to the Account Management Alert Setup window and deactivate the individual alerts Or supply someone else s email address preferably in your company Tendersure only supports Internet Explorer 7 and 8 and Firefox 3 How do I know what kind of browser I have and what the version is Go to the tab menu in your browser and click on Help About This will tell you what browser you are using as well as the version number If you are using Internet Explorer 6 you will need to upgrade free of charge to one of the other browsers They can be found at www microsoft com or www firefox com Why don t you support Internet Explorer 6 Everyone else does Actually Google Facebook and YouTube three of the biggest players in the web services market have stated publicly that Internet Explorer 6 is no longer supported In a nutshell IE6 is a ten year old browser that is slow running on outdated technology is s
14. witch the alert on If desired click the box that will ensure that reminders are only sent during the week i e if a tender were to close on Monday you would be alerted Friday 6 Select the number of hours before the event you wish to receive your reminder 7 Inthe Email tab provide a list of email addresses separated by commas as in Figure 10 8 In the SMS tab provide a list of cell numbers separated by commas 9 When finished press the Save button akona N N Note 1 If no email addresses or cell numbers are provided the system will default to the numbers and or addresses provided as part of the company information Note 2 The alerts will not be set unless the Save button has been pressed seracemaugster ee As _ _ _ _ _ _ _ _ _ _ _ _ _ _________ outlook Alert Setup ern Alert List 3 Notifies the user of impending tender closure Alert Type Alert Configuration Form Tender Close Edit Attributes Incomplete Bid F Activate this alert Edit Categories Bid Status Notice Tender Open Only send notification on Monday to Eal Friday Notify me this amount of hours before the 1 tender closes Tema E The comma seperated list of email youremail domain com addresses to be notified Figure 10 Setting up an alert 14 1 Tendersure User Manual 2 How dol 2 9 change my password 1 Click on the Account management icon and then the Change password text 2 The change pa
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