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In-tend Organiser User Guide e-Tendering System

1. Projects A Stages ER Returns A Contracts Correspondence Suppliers L Help To access the requested document you need to be in the supplier summary screen and select Document Storage In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 79 In Tend Organiser Version 3 0 Procurement Solutions FLOWCHARTS In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 80 In Tend Organiser Version 3 0 Procurement Solutions Single Stage Tender e Create New Project Select Project Administration Add Project e Create ITT Stage From Project Summary select Project Stages Add ITT Stage Add Document Set From Stage Summary select Document Set Add Tender Documents Add any placeholders e Evaluation Setup Skip This part if not using the e evaluation module From Stage summary select Evaluation Set Up Create or copy evaluation questions Build Document Set From Stage Summary e Publish Project to Supplier site From Project Summary select Publish Manager Accept Expressions of Interest and From Project Summary select Expressions of Interest This step may Automatically Accept Expression of Interest amp e Run Opening Ceremony
2. In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 22 In Tend Organiser Version 3 0 Procurement Solutions Evaluation Tab Using e Evaluation requires comprehensive set up please consult the e Evaluation manual for guidance If e Evaluation is not being used this tab will not need to be completed Simply click the Ok button to save the stage g Create New ITT Stage T Overview Returns Opening Ceremony Envelopes Evaluation Details Evaluation Close Date 18 04 2013 14 v 17 v Default points for 5 questions Evaluation reason mandatory Remove evaluators responses once moderated vi Can the evaluators see the summary mode Questionnaire Name shown on the supplier website S Action message to be sent to evaluator empty for no action Standard Text Weighting Value Weighting Description OK Cancel The Evaluation tab should be used to set the preferences for the evaluation mod ule Evaluation Close Date sets a deadline for the Evaluators amp Moderators to com plete the evaluation process Value Weighting is used to set the percentage that the bid value is worth against the overall tender Value Weighting should be used in conjunction with either selecting Tender Value mandatory on the Supplier bid of the Returns tab o
3. on py Home IN Projects Stages ce Returns Contracts Correspondence Suppliers We Help To add the documents that will be sent to your supplier click on Document Set 2 From this area you can either Add Document or Add Multiple Documents and Add Questionnaires g Document Set Stage Administration Home Help AE Documents Search for in Project 1234 ABC Stationary Stage ITT Se Pen E Edit Link Add Document Click on the Add Document button 1 and the Browse window will appear Click on the Browse button to search on your network for the document you wish to add to the document set Click OK to load the document into the Add Docu ment window In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 25 In Tend Organiser Version 3 0 Procurement Solutions Description In the Description field you may type details about a document such as why it has been marked as pending Document pending Tick this check box if the document you wish to upload is not yet ready to be added to the document set This will create a space for the document and the system will not allow you to publish the docu ment set to suppliers until the pending document has been uploaded into the system Internal Document not published Tick the Internal Document not published check box i
4. When you have entered the questions click the Preview button to view the ques tionnaire The questionnaire can be previewed at any point during and after its creation If you want to amend a question click on the Edit Question button Please note that at present the system will not allow you to change the Question Type once it has been selected To change the Type the question will have to be removed using the Remove Button and entered again The sequence of questions can be altered by clicking on the Move Up or Move Down buttons Once you are happy with all the questions click Close to take you back to the Question naires screen In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 64 In Tend Organiser Version 3 0 Procurement Solutions To look at the questionnaire as it would be viewed by the supplier then you may click the Preview button g Questionnaire Questionnaire Question Summary 0 answered mandatory unanswered Unanswered Mandatory Questions Question 1 Question 2 Question 3 Question 4 Question 5 Go To Question DG Pre Qualification Questionnaire To be used for all PQQ stages Please note yellow denotes mandatory question 1 What is the name of your organisation DT 2 How many employees work for your organisation 1to 10 11 to 25 26 to 50 50 and abov
5. Correspondence Clarifications OJEU Contract Notice Publish Details G G i E p lt lt gt E Home Projects Stages wd Returns Contracts Correspondence Suppliers We Help The workflow pipeline 2 is a guide for taking you an OJEU tender It will only be visible if you tick Show workflow pipeline on project summary 3 when on the Type tab on create new project If you have already created your project then the workflow pipeline can be added by clicking Edit Project button and ticking Show workflow pipeline In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 46 In Tend Organiser Version 3 0 Procurement Solutions Allow suppliers to request documents until 25 01 2012 2 Workflow v Show workflow pipeline on project summary The workflow pipe uses colour coding to guide you through the process Green indicates the section of the tender is complete Yellow indicates the particular part of the tender is in progress Red indicates the particular part of the tender not started You can hover your mouse over the workflow buttons to display addi tional information Some buttons on the workflow such as PQQ Stage amp ITT Stage for example are short cuts that may be clicked to take you onto that part of the tender Hot Started Create POQ Stage Add Questionnaire Descripti 02
6. E mail project users when correspondence is re ceived the user will be sent an email to their work personal email address when any correspondence is received regarding the project In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 15 In Tend Organiser Version 3 0 Procurement Solutions Website tab continued Send Standard Correspondence messages Un ticking this option will disable the system from sending out automated system emails about the project To be used if entering a project into the system for inter nal records only Any suppliers attached to the project will not receive any emails relating to this project When disabling Send Standard Correspondence messages on a project the project will be identified on the project administration screen by a red cross against it Project Administration Project Templates Home Help E Project Data Filter Show All Project Summary Search for Search Advanced Project History Add Project Title PENCE Next Return Date Published to OJEU Awarded Mini Competition Portable Appliance Testing PREF 00000006 Edit Project Security Services Tender P REF 00000009 Lin i a Se Supply of Fresh Fruit Auction P REF 00000007 f EE ET ER Tender for Cleaning Services P REF 00000008 Tender for IT Services P REF 00000004 Tender for Supply of Wheelie
7. Edit Project Reference P REF 00000009 Project History Send standard Yes r correspondence Publish Manager messages Return Date None Project Stages Customer Name Procurement New Project Correspondence Main contact Damian Gillott Request Document Award Criteria None Document Storage Actions Final Award Value Supplier Information Di Expressions of Interest Pp Project Groups Attached Suppliers Opening Ceremony Users D Supplier Returns Documents Correspondence Clarifications Correspondence Trail a g 2 e lt gt u W Home Projects Stages ce Returns Contracts Correspondence gt Suppliers Wee Help Project Summary The Project Summary is the area where all the information relating to your tender will start to accumulate as you go through the process In the Supplier Information section you will be able to view all details relating to the supplier involvement from Expressions of Interest and Correspondence to their Supplier Returns From this area you can add Project Users 1 this will allow them to see the areas of the pro ject as per the rights allocated You are also able to attach the users who are expected to be present during the opening ceremony procedure 2 By doing this all users attached will be asked to enter their password at the beginning and the end of the Opening Ceremony to en sure they were present during the whole process and provide a thorough au
8. RE More Information 26 04 2013 10 57 Stage ITT Damian Gillott di Correspondence Ltd Safe amp Secure RE Question 26 04 2013 10 54 Project Tender Damian Gillott 0 Uk for IT Services Question 26 04 2013 10 52 Project Tender Safe amp Secure Uk 2 for IT Services More Information 26 04 2013 10 46 Stage ITT DG Services Ltd 2 CCH 2 Ce 2 D el 3 3 3 a 3 3 3 Showing 1 to 8 of 8 gt vy Home N Projects A Stages A Returns A Contracts Correspondence Suppliers Wee Help D To view the correspondence and any attachments click the View Correspondence button View Correspondence Viewing the message gives Details Attachments 4 Thread History access to Details Attachments Tab Damian Gillott Containing any attached DG Services Ltd Date 03 05 2013 13 54 documents Associated With Thread Tab Contains Project Tender for IT Services thread links for viewing replies etc Subject Contractual Documents Histo ry Ta b Contains Reference ee the audit information This This Correspondence Has 4 Attachment s will display the date amp time the correspondence was read and by whom Please review the attached docunfents which you are requested to download sign and return tous within the time specified Kind Regards lt When the correspondence contains any file attachments this will be shown as in t
9. Correspondence Clarifications Click on Award Project and tick each supplier and assign the relevant award status from the drop down box Award Project Select Supplier Select the award status for each supplier Supplier Current Status New Status DG Services Ltd Accepted Unsuccessful Bid Quality Services Ltd Accepted Unsuccessful Bid 9 Safe amp secure Uk Accepted Successful Bid 9 BerviceRus Accepted Unsuccessful Bid Award Project When awarding the project you ma i a SSS may enter a reference number if Project Reference P REF 00000009 Reference a P 003 re q u i re d Notes Tender Awarded based on results from evaluation matrix The notes section can be used if Standard Text required to enter any notes to Supplier Current Status New Status DG Services Ltd Accepted Unsuccessful Bid b h d i t t h d Th 1 Quality Services Ltd Accepted Unsuccessful Bid e e a ga l n S e a wa r k l S Safe amp secure Uk Accepted Successful Bid ServiceRus Accepted Unsuccessful Bid C information would be available ne mn ee for audit from the Project His tory screen Finally check the status for each supplier is correct before committing to clicking the finish button In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 43 In Tend Organiser Version 3 0 Pro
10. Project History Add Project Edit Project Project Award Criteria v Bl Reports v Y we w _ Actions Document Storage Close Showing 1 to 8 of 8 A Contracts Correspondence Suppliers Oa Help To create a new Project click on the Project Administration link found on the home page The Project Administration page allows the user to view all their projects in a table list 1 From here you can search for a specific project using the search bar or view details of a project by using the menu buttons found to the right hand side of the screen We are going to create a new project so click Add Project from the right hand side menu 2 In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 5 In Tend Organiser Version 3 0 Procurement Solutions Add Project The information you record in the Project setup forms the advert that is published to the In Tend web site Fields left blank are not show in the web advert Any fields that are a mandatory requirement will be highlighted in Yellow The Project title is the first mandatory field and must be unique 1 Reference 2 If the reference is greyed out the system has been configured to generate an automatic reference number otherwise the user may enter a reference number onscreen If the project is OJEU related
11. Return Pending Unknown Supplier Reject all late returns upon starting the opening ceremony If you allow the supplier to make a late return see option in the list below you can set the system to automatically reject any return that is sent after the tender closing date If you do not check this box you will have the option to manually reject the return after the Opening Ceremony In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 20 In Tend Organiser Version 3 0 Procurement Solutions Returns Allow multiple returns By ticking this box the supplier will be able to make modified returns if they need to amend or add to a previous submission The supplier resubmits the complete ten der response again and this will supersede any previous returns Allow returns after the stage return date time If you do not tick this box the suppliers will be unable to make a late return If a supplier tries to make a return 1 minute after the tender closing date they system will tell them that the time and date has passed and therefore they are unable to make a return Allow returns after the opening ceremony If you tick this box suppliers will be able to make a tender return even if the open ing ceremony has been completed Automatically open returns when received By ticking this box the system will automatically open a supplier return as soon
12. Previous Submissions tab You are also able to view or save the documents onto your Net work if need be by clicking on Save or Save to Zip File Note The Add button can be used to add a document into the suppliers return Doing so will prompt the user to explain the reason for this Subject to system settings In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 41 In Tend Organiser Version 3 0 Procurement Solutions You can accept the supplier returns individually or more commonly use the Accept Reject All button to accept all the returns at the same time Accepted suppliers re turns are the ones that are going to be evaluated this would give a status update within In tend for suppliers saying that their return is being considered lt amp Accept Reject All Wizard Select Suppliers Supplier Status 7 DG Services Ltd Accepted 7 Quality Services Ltd Accepted 7 Safe amp secure Uk Accepted v ServiceRus Accepted Im lt lt Back Reject All J Finish Cancel Note If you chose the Accept All option you may then choose to reject any sup plier individually if and as required afterwards You would only Reject a return that you are refusing to evaluate You must have accepted supplier returns to be able to award the tender or move suppliers through to further stages The Ret
13. always available for the supplier from the nies een View Tender History button permits sanii Submitted By Damian Gillot Submitted By e Mail Gginc2 emai com Documents Returned 2 item s Public Liability insurance docx Insurance Public Liability Tender Return Training docx Attached Document ORGANISER Viewing returns In the Organiser you will see the Supplier Messages area will keep updating as returns are made All the returns are listed in the Returns Administration screen which you can navigate to by either clicking on the Return from Supplier link in the Supplier Messages area 1 or through the Supplier Returns link found in the Project Summary 2 It is in the Returns Administration screen that you will be able to navigate to the Opening Ceremony Project Summary Projects Home Help Security Services Tender Description In Tend are currently out to tender for the provision of Security Reference P REF 00000009 Project History Send standard Yes correspondence Publish Manager messages Return Date ITT 18 05 2013 12 30 00 Project Stages Customer Name Procurement New Project Correspondence Main contact Damian Gillott Request Document Award Criteria None Document Storage Actions Final Award Value Supplier Information NS ro n faneencnnmdancn Tenil Supplier Messages Actions Date 22 04 2013 09 12 07
14. Accept Expression of Interest amp Automatically Publish e Run Opening Ceremony From Project Summary select Supplier Returns e Accept supplier returns for evaluation From Returns Administration select Accept Reject All Then click Accept All button e Evaluate Tender Returns e Reject the suppliers who are not going through to second stage From Returns Administration select Reject e Correspondence to Suppliers From Stage Summary select New Stage Correspondence Filter to Stage Accepted or Stage Rejected eate correspondence to suppliers to inform them their result of the fi age In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 82 In Tend Organiser Version 3 0 Procurement Solutions Multiple Stage Tender Stage Two e Create next Stage eg ITT From Project Summary select Project Stages Add ITT Stage e Create Document Set From Stage Summary select Document Set Add Tender Documents Add any placeholders e Evaluation Setup Skip This part if not using the e evaluation module From Stage summary select Evaluation Set Up Create or copy evaluation questions Build Document Set amp Publish From Stage Summary Automatic pop up screen will pull through the supplier who have been accepted through to the second stage e Run Opening Ceremony From Project Summary select Supplier Retu
15. E mail Telephone Fax Letter Web You can select if the message is out going or incoming if the message is being sent via Email Telephone Fax or Letter however it will be disabled if your chosen method is via Web and be defaulted to Outgoing Date The date defaults to today s date when the correspondence is cre ated The date field is enabled for Telephone Fax or letters Use the calendar con trol to change the date The date field is disabled if your chosen method is e mail or web Subject In the Subject field enter the subject of the correspondence Reference A reference number can be assigned to the correspondence The reference will be repeated throughout the thread Reference numbers can be searched for using the Advanced function from Correspondence Trail Message Type the message in the Message field If you have Standard Text relating to your correspondence which you wish to use then click on the Standard Text button and select from the list the text you want to insert into your corre spondence Click Next Attachments Tab If you wish to attach documents to your correspondence this step of the wizard allows you to browse your network or PC for documents to attach Click the Add button to browse for documents you wish to attach Click on the Next button You will now see the summary for your correspondence which will also confirm any attachments to the recipients Check that all
16. Qual Standard Timescales Notes Template Details Classification Customer Website Template Details allows access to user created fields that can be used within the project that are saved against a template These can either be internal fields useful in reporting or set to public private indicating whether the field can be seen in the public or private part of the supplier portal User created fields must be saved against a template in order to be used Select the template name from the list within the dropdown and the associated fields will be available onscreen Details about creating user defined fields amp templates can be found on page 71 New Project SSS Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Details Template Final Award Value Questions cut off Template Final Award Value Enter the final value of the awarded tender Clarification Question Cut 17 04 2013 Off Date In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 13 In Tend Organiser Version 3 0 Procurement Solutions The Classification Tab 4 New Project Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Select the classification types you wish to be associated with this project Category Code Sub Categor
17. as it comes into the system You will then have access to the supplier details and contents with no need for an opening ceremony Alias supplier name until return opened By ticking this box the supplier will remain anonymous until the opening ceremony takes place Standard Correspondence Send Stage Accepted Email After the opening ceremony has been completed you should either accept or reject the suppliers return By accepting the return the supplier will get a tender status update when he logs into In tend and views the tender history which will tell him that the tender has been opened and is now being considered By ticking this box the system will send an auto matic email informing the supplier of this in addition to the status update Send Stage Rejected Email You would only reject a supplier return if for some reason you are refusing to evalu ate their tender response By rejecting the return the supplier will get a tender status update when he logs into In tend and views the tender history which will tell him that the tender has been opened In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 21 In Tend Organiser Version 3 0 Procurement Solutions If envelopes are not required please skip this page Envelopes Electronic envelopes can be created and used in which to separate tender docu ments when the supplier submits a tende
18. certain information will be pulled through onto the OJEU form You can only click the OK button on the New Project window when you have completed filling in all the mandatory information Once you have pressed OK you are able to go back and edit the Project to New Project m Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Project Main project sponsor customer or department Procurement Main contact Damian Gillott OJEU notice when known Date OJEU notice 2 Allow suppliers to rgquest documents until 17 05 2013 Workflow Show workflow pipeline on project summary Associated Project Is this project associated with another project None Show associated projects on summary page De once You should only click the OK button after working through the tabs and after completing the final tab Website Complete all the relevant tabs details on following pages across the top of the New Pro ject screen once completed click the OK button to save your updates and create the Pro ject The Project will appear in the Projects Administration window but will not have been pub lished to the supplier site When you get to the point where you are publishing your project to the supplier website the project will stay visible on the supplier website until the date you entered in the Allow sup plier to request docume
19. has been set to Automatically accept expressions of interest amp Automatically publish first stage documents you may skip this page When the expression of interest comes through you will see an alert in Supplier Messages You can either click on the underlined Expression of Interest 1 or go through your project summary and view it from the Supplier Information section 2 Project Summary Projects Home Help Security Services Tender Description In Tend are currently out to tender for the provision of Security Edit Project Reference P REF 00000009 Project History Send standard Yes Publish Manager correspondence messages Return Date ITT 18 05 2013 12 30 00 Project Stages Customer Name Procurement New Project Correspondence Main contact Damian Gillott RB Request Document _ Award Criteria None Document Storage Actions Final Award Value Supplier Information Users uJ w Expressions of Interest Project Users Project Groups Attached Suppliers Opening Ceremony Users D Supplier Returns Documents n rail Supplier Messages Actions Date S 19 04 2013 14 01 58 a 19 04 2013 13 56 56 a 19 04 2013 13 14 00 A Contracts T Correspondence Suppliers We Help If more than one Expression of Interest is received you can Accept All Once you have accepted the Expression of Interest it will automatically bring up Publish Document Set and ask you to
20. most commonly used is the Standard Document Set which allows you to create folders within the system To add a standard document set select the Standard Document Set radio button This filters the list to your standard document sets Select the document set you wish to add and click the Next button The next window will list the documents in the set If you want to add these documents select the relevant tick box and then the Finish button Standard document sets are set up in the Look up Tables Instructions for how to do this can be found in the Advances guide In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 26 In Tend Organiser Placeholders Version 3 0 Procurement Solutions Placeholder are a way of specifying a document type for upload by the supplier Adding a placeholder is an excellent way of ensuring the suppliers return specific documents required as part of their tender submission The example below shows a placeholder created for the supplier to upload their Offer Submission Form When a placeholder is created a red upload button will be displayed along side the description instruction to supplier To add a placeholder click the Add Placeholder button In the pop up window create a description of the document you are expecting this forms the instruction to the supplier and th
21. select Accept Reject All Then click Accept All button e Evaluate Tender Returns e Award Tender e From Project Summary select Award Project e Correspondence to Suppliers e From Project Summary select New Project Correspondence e Create the correspondence for Successful amp Unsuccessful suppliers In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 84 Notes Notes Notes in tend www in tend co uk Disclaimer This document is correct to the best of our knowledge and belief at the time of printing and no liability is accepted for errors of fact or opinion that may be contained therein The copyright in this document is retained by In tend Ltd In tend Ltd 2012 RRP 50 00
22. set the maximum length of text a supplier can enter into the box 1 Sets the length of text to unlimited Selection Invites suppliers to choose answers that are either Single Selection or Multiple Selection answers There are pre defined Parameters choices or alternatively you Single Select Multiple Select can add your own options Predefined Aaa Deseripts by pressing the Add but Dempo ton and inputting each of your relevant answers In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 63 In Tend Organiser Version 3 0 Procurement Solutions Description Type This acts as a heading on your questionnaire In the Question tab you may type Company Details and then in the Types and Parameters tab select Description All the following questions would then relate to Company De tails There are no Parameters for a Description heading Mandatory Tick this check box to make the answering of this question manda tory If ticked the supplier will be unable to submit the questionnaire without answering this question When you have completed your question setting the required type and parame ters click OK to save and return to the Questionnaires view Alternatively click on the Another button to save the current question and create a new one with out leaving the Add Question window
23. the Description field type in a description of the ac tion This field is mandatory Step 4 In the Due Date field select a date when the action must be completed by This field defaults to today s date If you wish for a copy of the action to be sent to the actionee by email ensure that the check box Send a copy of the action via email is ticked Click on the Reminders tab Change the settings here to reflect your preferences 1 Click the Finish button to accept the action gt B Actions Data Filter Show All od Show All Search for outstanding Actions Raised By Me P y Seach Clear Search _ Advanced Outstanding Actions All Completed Actions Completed Raised By f Messages ntract Supply of Desktop PC s Extensive 28 10 2011 28 10 2011 ADMINISTRATOR Enterprises ADMINISTRATOR Testing Description 31 10 2011 ADMINISTRATOR ADMINISTRATOR Testing Message 31 10 2011 ADMINISTRATOR ADMINISTRATOR KPI Instance Contract 2 Contract 2 Buget Spend Information 01 11 2011 01 11 2011 ADMINISTRATOR KPI Instance Contract 2 District 9 Contract 2 Buget Spend Information 11 01 2011 ADMINISTRATOR KPI Instance Re Surfacing of Road 16C Re Surfacing of Road 16C 01 11 2011 01 11 2011 ADMINISTRATOR KPI Instance Re Surfacing Buget Spend of Road 16C Re Surfacing of Road 16C Buget Spend ADMINISTRATOR Associated With Supplier Return 01 11 2011 01 11 2011 ADMINISTRATOR Supplier Return Eval QV
24. the contents if this is not necessary at this stage X Opening Ceremony Returns Supplier Status Received Method DG Services Ltd Opening Ceremony 19 04 2013 13 56 07 Web In Progress Site Quality Services Ltd A Opening Ceremony kA 19 04 2013 14 00 22 Web z gt Dracon Site Opening Ceremony ony ia 22 04 2013 09 37 36 Web Site Pe Enter Password s Damian Gillott Password Notes Matthew McKeown Password s o Notes You may be able to Accept or Reject the return individually subject to system cancel settings within the opening ceremony the most common practice would be to Click Next and the users will be prompted for their passwords for a Accept Reject returns after the Opening second time which will conclude the Ceremony has been completed from the opening ceremony Returns Administration screen details on following page In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 40 In Tend Organiser Version 3 0 Procurement Solutions Once opened the suppliers name amp submitted bid value is displayed onscreen subject to settings Note The value can be amended subject to rights amp permis sions if needed by clicking View Return and selecting Modify Bid but
25. the details are correct and when you are Satisfied click Next to finish The correspondence will be delivered by your chosen method to the selected recipients In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 55 In Tend Organiser Version 3 0 Procurement Solutions New Project Correspondence Message Details Recipients Attachments Distribution Details Date Associated With Associated With Project Security Services Tender P REF 00000009 Subject fr ender Award Reference aro124 Message Dear Supplier nk you for taking part in this tender process We are pleased to tell you that your company has been successful in winning this tender ou will receive a purchase order in due course alongside any further information as required eee Hint The recipients tab can be used to verify the supplier s that will receive the correspondence Correspondence View The correspondence that has been sent will list individually against each supplier If you click on View Correspondence you can see what was sent you can also view the History select History tab where you are able to view if the supplier has read the message and the Customer Name Procurement 2 Project Correspondence Main contact Damian Gillott Request Document Z P j tS Projects Home Help individual within Sr Secur
26. used to create a quick instruction for a sup plier to upload a specific document This appears as an i link on the supplier home screen that a document is pending Request Document button is available in dif ferent areas of the system Projects Home Help Project Summary Tender for IT Services Description In Tend are currently out to tender for the provision of IT Edit Project Reference P REF 00000004 Project History Send standard Yes Publish Manager Request Document m roject Stages ea 5 Details Reminders New Project Correspondence Document Document Storage Actions Safe amp Secure Uk v Please upload your signed non disclosure agreement Supplier Description Select the supplier from Document type General the drop down list Only suppliers attached to the project will be visible When the supplier uploads the document it can be found in the suppliers company document storage area The message onscreen reminds the buyer where the docu ment can be found n To 4 d procurement solutions Home Buyers Profiles Messages Contracts Company Details Help Logout User Matha Mews Company Safe amp Secure Uk 2 pieces of unread correspondence in community Company Documents Welcome to the secure area of the web site The supplier can see a link 1 documents awaiti
27. view the full history of the tender from creation of the Project right through to Award Project History Project Filter DG OT Tender For Alarm System Main Event Attached To Project Stage Created Stage Built Project Published To Web Site Supplier Attached Stage Published Return Received User Added To Opening Ceremony Attempted To Start The Opening Ceremony Started The Opening Ceremony Return Opened 28 11 2011 11 34 28 11 2011 11 37 30 Stages 28 11 2011 11 39 16 Stages 28 11 2011 11 39 32 Details 28 11 2011 11 45 32 Supplier Administration 28 11 2011 11 45 33 Publications 28 11 2011 15 15 07 Returns 28 11 2011 15 48 27 Opening Ceremony 28 11 2011 15 48 41 Opening Ceremony 28 11 2011 15 48 42 Opening Ceremony 28 11 2011 15 48 44 Returns 28 11 2011 15 48 44 Returns Attempted To Open Return 28 11 2011 15 52 56 Opening Ceremony 28 11 2011 16 56 57 Opening Ceremony 28 11 2011 16 57 22 Returns Suspended The Opening Ceremony Completed The Opening Ceremony Return Accepted 28 11 2011 16 57 51 Award Successful Bid In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 33 333333 49 ADMINISTRATOR DG Incorporated2 Attached By ADMINISTRATOR DG Incorporated2 Via Web DG Incorporated2 User ADMINISTRATOR added by ADMINISTRATOR User logged in was ADMINISTRATOR Attendee s ADMINISTRATOR ADMI
28. 11 2011 00 00 28 12 2011 09 35 Add Auction Stage Edit Stage Returns Retums Evaluation Evaluation Actions Close Showing 1to 10f1 Supplier Messages Actions Date Type 28 11 2011 10 08 11 ITT 24 11 2011 16 16 48 Return From lier IT ur p lt gt u i 5 Home Projects Stages G Returns Contracts Correspondence gt Suppliers Wee Help This will then take you into Stage Administration where all stages relating to your current tender will be listed To view further details for individual stages highlight the stage and select Stage Summary 1 from the right side menu In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 24 In Tend Organiser Version 3 0 Procurement Solutions A Stage Summary Stage Administration Home Help Stage Start Date 28 11 2011 00 00 Return Date 28 12 2011 09 35 Publish Document Set Lock Date Not Locked Description Information Purposes No Only Supplier Information Evaluation te Expressions of Interest Evaluation Users Attached Suppliers Evaluation Setup Supplier Returns Documents Correspondence Clarifications Supplier Messages Actions Date Type A 28 11 2011 10 08 11 Return From Supplier DPS Gas Suppliers 24 11 2011 16 16 48 Return From Supplier DG Tender for IT Equipment E G en i 2 s lt
29. 19 04 2013 14 00 22 19 04 2013 13 56 07 wi Returns A Contracts Correspondence Suppliers We Help In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 38 In Tend Organiser Version 3 0 Procurement Solutions You will see the returns that have been made will all be listed as Unknown Sup plier 1 The supplier details will not be visible until the Opening Ceremony has taken place Any supplier that has failed to make a submission will be displayed as Pending 2 Select the Opening Ceremony button on the right hand side 3 to start the opening of the returns Based on the opening ceremony setting Alias Sup plier Name until return is opened Z Returns Administration Home Help Ei Openin Project Filter Security Services Tender an Data Filter Show All x Search for in Supplier Search Advanced Receipts Add Receipt Received amp Unknown Supplier 19 04 2013 14 00 22 Security Services ITT Web Site Sterling Tender GBP ba Received W Unknown Supplier 19 04 2013 13 56 07 Pound Security Services ITT Web Site Sterling Tender GBP Pending Unknown Supplier Security Services ITT Unspecified Tender 2 Retumed Documents Mana ge ___Accpreum Supplier Messages Actions Date Type 22 04 2013 09 49 59 lier is
30. 73 Build Doc Set for testing the new notices Contract Notice t Edit OJEU Contract Notice All Yellow fields are mandatory re a a nn f quirements A lot of the information re Official name will be pulled through from the Project fea Postal address ee e g Tender Ref and Title Description ven Rotherham CPV Codes Contract Dates etc rr EEE Country Great Britain GB x The information required in section I 1 Contact point s The ofice can be set against the User profile and stele Telephone will automatically pull through see Ad vanced Tendering User Guide The Contract Notice is a Wizard Template and you ee ee General address of the contracting authority URL should keep clicking Next to proceed through the Ji Se Sawer ee i Wizard In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 47 In Tend Organiser Version 3 0 Procurement Solutions The final screen within the Contract Notice relates to a tender will several LOTS you should press the Repeat button and you have up to 20 LOTS ift Edit OJEU Contract Notice Section ANNEX B INFORMATION ABOUT LOTS LOTNo 1 SHORT DESCRIPTION Standard Text 2 COMMON PROCUREMENT VOCABULARY CPV Code Description Supplementary Vocabulary 3 QUANTITY OR SCOPE Standard Text Once you have com
31. ALUES4_16 XML Supplier 2 QVALUES4_16 XML r ADMINISTRATOR Standard terms and conditions here ADMINISTRATOR El A ADMINISTRATOR KPI Instance Another Good Company 3 Year Cleaning Contract 02 11 2011 ADMINISTRATOR KPI Instance Another Good Monthly Meet Company 3 Year Cleaning Contract Monthly Meet S El A ADMINISTRATOR KPI Instance Another Good Company 3 Year Cleaning Contract 02 12 2011 ADMINISTRATOR KPI Instance Another Good Monthly Meet Company 3 Year Cleaning Contract Monthly Meet f Cer lt Previous L_Next gt Last gt gt Showing 1 to 20 of 35 Where the Supplier Messages come through at the bottom of the screen there is also a tab for Actions If you click on the Actions tab you can see Actions which are Supplier Messages Actions Due Date Description Who Raised By slal 02 12 2011 Associated With Project DG OT 1234 Contract Cleaning Tender Damian Gillott ADMINISTRATOR DG OT 1234 Please be available for the evaluation meeting on 02 12 2011 In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 71 In Tend Organiser Version 3 0 Procurement Solutions Project Templates To create a template to be used when creating a project we first need to create the fields to assign to the template Navigate to Contract Administration and select custom fields i 14 Contracts A Co
32. Bins P REF 00000005 Reports Raise Action on user when incoming correspondence is received The system will create an action within the system against the user specified for each incoming correspondence received from suppliers associated with the project The user that the action is against must click the Complete Action button when the correspondence has been dealt with Any incomplete actions will remain in the actions screen Show award criteria on supplier web portal If you have entered percentages into the Award Criteria tab you can choose whether to publish this information to the supplier website or not Finally click OK to complete the tender advertisement Now you have created your project it will list in the Project Administration view Select the project you wish to view and click on the Project Summary option at the top ofthe right hand side menu this is where you are able to manage your project In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 16 In Tend Organiser Version 3 0 Procurement Solutions Managing the Project from the Project Summary Screen From the Project Summary screen you can access and manage all of the Project information Project Summary Projects Home Help Security Services Tender Description In Tend are currently out to tender for the provision of Security
33. Denotes the fields defaulted value before user enters information or makes selection Edit Control Only available on a Selection for selecting radio buttons or drop down list In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 72 In Tend Organiser Version 3 0 Procurement Solutions 1 Add Custom Field G Contract Field Field Name Clarification Question Cut Off Date Description Suffix Mandatory Show On Summary Publish To Web Internal Private Public Type Date Whole Number Default Value Decimal Number Text 256 characters max Control Type Text unlimited characters Date Time Boolean Selection E mail k i OK Another Cancel When creating a custom field we can use the type selection to determine in what format the field willbe answered The following types are available Whole number User must input a numeric character Decimal Number User must input a numeric character shown with decimal place Text 256 Characters max User can enter field information on a single line limited to 256 characters Text unlimited characters User can enter field information with unlimited char acters into a memo style box Date User must select from the date format Date Time User must select from date amp time format Boolean User is presented with a radio button against the field name
34. From Project Summary select Supplier Returns e Accept supplier returns for evaluation From Returns Administration select Accept Reject All Then click Accept All button e Evaluate Tender Returns Award Tender From Project Summary select Award Project Successful amp Unsuccessful Bid e Correspondence to Suppliers From Project Summary select New Project Correspondence eCreate the correspondence for Successful amp Unsuccessful suppliers In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 81 In Tend Organiser Version 3 0 Procurement Solutions Multiple Stage Tender Stage One e Create New Project Select Project Administration Add Project e Create First Stage eg PQQ From Project Summary select Project Stages Add PQQ Stage e Create Document Set From Stage Summary select Document Set Add Tender Documents Add any placeholders e Evaluation Setup Skip This part if not using the e evaluation module From Stage summary select Evaluation Set Up Create or copy evaluation questions e Build Document Set From Stage Summary e Publish Project to Supplier site From Project Summary select Publish Manager e Accept Expressions of Interest and Publish Document Set From Project Summary select Expressions of Interest This step may be skipped if you have set the system to Automatically
35. In tend Organiser User Guide e Tendering System April 2013 Version 3 2 In Tend Organiser Version 3 0 Procurement Solutions Contents Organiser In Tend Homepage Navigation Page 4 Organiser Create a New Project Page 5 Project Administration View Project Summary View Add Project Users and Opening Ceremony Users Page 17 Organiser Create New Stage Page 18 Stage Administration View Stage Summary View Organiser Create Document Set Page 25 Organiser Build Document Set Page 29 Organiser Publish Project to Supplier website Page 28 View Supplier web site Page 31 Supplier Express Interest Page 33 Organiser Manually Accept Expression of Interest Page 34 Organiser Publish Document Set Page 34 Supplier Submit Tender Return Page 35 Organiser Opening Ceremony Page 39 Organiser Accept Reject supplier returns Page 42 Organiser View Return Page 41 Organiser Mass Downloading Documents Page 41 Organiser Award Tender Page 43 Organiser Publish Awarded Tenders Page 45 Organiser Project History Page 45 OJEU Page 46 Clarifications Page 51 Correspondence Page 54 Correspondence Trail Page 60 Questionnaires Page 61 Document Storage Page 68 Actions Page 70 Project Templates Page 72 Multiple Envelope Tendering Page 76 Flowcharts Page 80 Single Stage Tender Page 81 Multiple Stage
36. Incorporated Server SUPTEST1 The supplier can view the correspondence and any attachments they can also reply to the message 2 Message Attachments Reply Subject Tender Award Dear Sir Madam I am pleased to inform you that your tender submission for our Alarm System has been successful Please see attached award letter for further details 02 12 2011 10 30 Direction Message Recieved In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 58 In Tend Organiser Version 3 0 Procurement Solutions For general correspondence roll over Messages and then select New Corre spondence from the menu at the top of the screen You can also access this func tion from the Navigation bar at the bottom of the screen by clicking the Correspondence button and selecting the Create New Correspondence button to the right of the screen The Correspondence wizard is launched Select one of the following radio buttons to filter the list of potential recipients By Project Stage Contract User Group Project Users Approved Supplier List Specified Business Type or Specified suppliers When you ve chosen your filter criteria click the Next button Depending on the filter criteria chosen you will now be presented with a list of either users or suppliers filter
37. NISTRATOR ADMINISTRATOR Open Return From DG Incorporated2 ADMINISTRATOR Attempted To Open Return From DG Incorporated2 User logged in was ADMINISTRATOR Attendee s ADMINISTRATOR ADMINISTRATOR ADMINISTRATOR Accepted Return From DG Incorporated2 Award To DG Incorporated2 By ADMINISTRATOR Page 45 In Tend Organiser Version 3 0 Procurement Solutions OJEU Your OJEU notice can be completed and sent through the In Tend Organiser When creating a new Project you would select the OJEU Process from the Type tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Classification Customer Web Site Details Directive Supplies Procedure Restricted When your Project has been created you can view the Project Summary screen and you will then be able to view the OJEU section Click on the Contract Notice to complete the required information 1 Project Summary Projects Home Help BE DG OT 1234 Contract Cleaning Tender In Tend Description We are currentley out to tender for Contract Cleaning Documents and Reference DG OT 1234 Project History Return Date None Publish Manager Customer Name In tend Limited Project Stages Main contact Damian Gillott New Project Correspondence Award Criteria None Document Storage Actions Supplier Information Award N Expressions of Interest Attached Suppliers D Supplier Returns Documents
38. Organiser Version 3 0 Procurement Solutions Correspondence Communication with the suppliers There is a function called Correspondence within In tend which offers you the ability to send a communication to your suppliers and still have the Audit trail recorded within the system Correspondence created from Project summary will list all suppliers connected to the project Tip If used after the tender award this will show the suppliers Successful or Unsuccessful status Correspondence from Stage Summary will list all the suppliers connected to the stage This will also allow filtering to Stage accepted amp Stage Rejected Correspondence associated with Project Click on the New Project Correspondence link located at the right hand side within the Project Summary or the Correspondence link found below Supplier Information on the same page Within the Correspondence page you will be presented with any previous com munication with suppliers You can also filter the correspondence by project or stage using the search facility We are in the correct area so to create a corre spondence we shall click the Create New Correspondence link on the right hand side You will now be presented with a list of the suppliers linked to the project which can also be filtered Select the recipients from the list by placing a tick in the box boxes or click the Select All icon in the bottom lef
39. Standard Text button In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 11 In Tend Organiser Version 3 0 Procurement Solutions The Timescales Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Use the calendar control or enter dates manually to enter the contract timescales for this project This defaults to today s date when the project is created Check the tick box next to the date if you wish the date to appear on the supplier web site advert Contract award date Contract start date Contract end date Contract extension date Contract value The Contract value field is a free text field and allows you to give an indication of the contract value if applicable You can insert standard text by using the Standard Text button The Notes Tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Use this to enter any notes relating to the project You can insert standard text by using the Standard Text button In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 12 In Tend Organiser Version 3 0 Procurement Solutions Template Details Details Type Award CPV Description Pre
40. Tender Page 82 Closed Tender Page 83 In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 3 In Tend Organiser Version 3 0 Procurement Solutions IN TEND ORGANISER In Tend Home Page Report Writer Help Site Map Project Administration Contract Administration Shows a list of the projects you are currently attached to g Shows a list of the contracts you are currently attached to Expressions of Interest from your web site View Contracts Due For Renewal 1 suppliers have expressed interest in projects in the last 5 day s 4 Shows a list of the contracts which are due for renewal Supplier Returns from your web site Key Performance Indicator Schedule 1 suppliers have submitted a return in the last 5 day s Shows a list of the Key Performance Indicators KPI associated with the contracts you are currently attached to Supplier Registrations from your web site Auctions No suppliers have registered their details in the last 5 day s You currently have 4 live auction stages Correspondence from your web site j Project Templates No suppliers have sent correspondence in the last 5 day s X Display a list of the pre defined Project Templates i e Quick Quotes etc 4 Supplier Messages Actions Date Type a 24 11 2011 16 16 48 Return From Supplier inant ae ae 2 lt gt i 5 Home Projects Stages G Retur
41. an be found in the top navigation bar under Administration Main contact Enter the name of the person the suppliers will need to contact regarding the project OJEU notice when known Enter the OJEU Notice reference The date of the notice is entered in the associated date field which defaults to today s date when the project is created A new date can be in serted by checking the box next to the date field or by activating the calendar icon next to the date Allow suppliers to request documents until Enter the expiry date for expressions of interest request for documents When this date is reached the project will be automatically removed from the current tenders list on your supplier web site In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 7 In Tend Organiser Version 3 0 Procurement Solutions The Type Tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Process Choose from drop down e Directive Choose option from drop down e Procedure Choose option from drop down If the option isn t in the drop down list you can add one by clicking the green icon found to the right of the option box The Project creation date can also be en tered if different to the default setting Note When the project is first created these fields conta
42. are exactly the same click on the Contents tab highlight the Questionnaire and Run Assessment This must be done for every return In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 67 In Tend Organiser Version 3 0 Procurement Solutions Document Storage Project Level Document Storage is within the Project Summary at the right hand side The idea of Document Storage is that you can upload any other documents you have con nected to the tender which are not already in the system Evaluation Report Pur chase Order copy of signed Contract etc 5 Document Storage Home Help G E Documents Data Filter Show All Associated With Project DG OT Tender For Alarm System Main Add Document Search for in File J VERET Add Multiple Documents Document Wizard File Publish Rev Description Type C Desis You can click on Add Multiple Documents if you wish to upload more than one document at any one time or you click on Add Document where you can input further detail regarding the document as well as entering expiry dates where ap propriate which can then trigger reminders regarding the expiry 9 Add Document Details Notes Revisions Reminders Document Associated With Project DG OT Tender For Alarm System Main DG OT 009 Document Evaluation Report ITT doc Attached By Descri
43. ate for your return will be 25 01 2012 Late Returns will not be accepted Contact Damian Gillott Date documents can be requested until Express Interest UserID N A Copyright 2011 In Tend Limited All Rights Version 03 01 00 43 User Guest Add In Tend to my favourites Date 16 11 2011 Company N A Server SUPTEST1 For suppliers any public Clarifications can be viewed from going through Current Tenders locating the tender of interest and clicking on Tender Details In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 52 In Tend Organiser Version 3 0 Procurement Solutions IN Ten d procurement solutions H ome Buyers Profile Messages Tenders Contracts Company Details Help Logout Your return has not yet been sent Tender Management Correspondence Clarifications 1 Historv DG OT 1234 Contract Cleaning Tender In Tend 1234 Contract Cleaning Tender In Tend Reference N34 d are currently out to tender for Contract Cleaning Documents amp ation will be sent to you upon your expression of interest The closing date for your return will be 25 01 2012 Late Returns will not be accepted Description Contact Damian Gillott Date documents can be requested until 25 01 2012 Criteria Weighting Price 100 User ID 1320150865296 Copyright 2011 In Tend Limited All Rights Version 03 01 00 43 Dat
44. confirm that you wish to send the supplier the stage documentation that you uploaded in your Document Set If you do not get the Publish Document Set screen and were expecting to it may be because you have forgotten to Build Document Set Check the Project Stages If you have a Red flag against the stage then the stage has not been built Click on Stage Summary and Build Document Set to complete the necessary step Once this has been completed you should get the prompt to Publish Docu ment Set In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 34 In Tend Organiser Version 3 0 Procurement Solutions SUPPLIER SITE in tend procurement solutions Buyers Profiles Tenders I 1 gt My Tenders Current Forthcoming Awarded Show all Customer All j lw J User ID 1366122093971 User Jane Smith Company ServiceRus Messages Awarded Current Forthcoming Security Se Status Description Customer Company Details Help Logout Date documents can be requested until 17 May 2013 Your retum has not yet been sent In Tend are currently out to tender for the provision of Security Services Suppliers that would like to take part in this tender process are invited to Express Interest upon which the will be given access to the full tender documentation delivery through this e t
45. curement Solutions The red status on the suppliers Tender Management screen will update once the project has been awarded The message will depend upon the awarded status Tender Management Unfortunately on this occasion you have not been successful in winning this tender Tender ITT Correspondence History Tender Management Congratulations you have been successful in winning this tender Tender ITT Correspondence History The suppliers do not receive any automatic notification after the award of the ten der therefore correspondence should be created to inform the suppliers of the out come of their participation of the tender process From Project Summary select New Project Correspondence The status of the supplier will be visible Select the supplier which you want to communicate with Project Summary Projects Home Help Security Services Tender Description Reference P REF 00000009 Project History Send standard Yes r correspondence Publish Manager messages Return Date ITT 18 05 2013 12 30 00 Project Stages Customer Name Procurement New Project Correspondence New Project C d Se ew Frojec orresponaence Request Document Mm Select Suppliers Document Storage Select the required suppliers from the list below Actions Data Filter By Project All v Supplier Status DG Services Ltd Project Unsuccessful Bid Quality Services Ltd Project Unsuccess
46. cx 1 Definition of propsal dox 2 10KB 09 11 2012 Document Wizard Contractual 3 10 KB 09 11 2012 Edit Link Information docx Offer Submission 4 10 KB 09 11 2012 Remove Form docx g Add Document Placeholder Document Placeholder Description Description 5 upload your technical proposal a Ef Add Document Placeholder Document Placeholder Description Description Please upload your offer submission form Standard Text Move Up Actions V This document must be included in the return Document Type General Envelope Technical Envelope Allow suppliers to upload non placeholder documents when us Envelope Financial Envelope v Document Type Offer Submission Form X V Allow suppliers to upload non placeholder documents when using placeholders When you create the placeholder you must allocate the envelope that the returned document will be uploaded to Note The envelopes are not shown to the suppliers on the submission screen and will upload all documents as a single submission The envelopes are an internal function for the buyer In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 77 In Tend Organiser Version 3 0 Procurement Solutions Request Document Button The Request Document button can be
47. dit trail Please note You are able to change the Users upon starting the Opening Ceremony if attendees alter The next step is to create the first stage to do this click on the Project Stages button at the right hand side 3 In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 17 In Tend Organiser Version 3 0 Procurement Solutions Setting up an In Tend Stage In the Stage Administration screen there are 3 stage options Add Stage can be used for any kind of stage giving full set up options Add ITT amp Add PQQ can be used to create a stage condensed to only the minimum setup requirements EY Stage Administration Home Help Stage Project Filter OG OT Tender For Alarm System Main v Data Filter Show All er E Project gt Besen corse aT Sag Project Stage Stage Start Date Return Date Add PQQ Stage Add Auction Stage Select the Add ITT Stage 1 button g Create New ITT Stage Overview Returns Opening Ceremony Envelopes Evaluation Stage Title IT Project Security Services Tender Stage Start Date 18 04 2013 27 Details Please see the tender documentation and submit your return Complete all the relevant tabs across the top of the Create New Stage screen once completed click the OK button to save your updates and c
48. dministration Data Filter Show All Project Templates Home Help E 29 Search for dg in DG A Supply of Fresh Fruit Auction DG MC Portable Appliance Testing DG Mini Comp 001 DG OT 1234 Contract Cleaning Tender In Tend DG OT 1234 DG QQ Memory Sticks DG QQ Titk i Ne Date 5 DG Tender for IT Equipment DG T 002 30 11 2011 Edit Project DG Eval Supply of Wheelie Bins DG Eval001 30 11 2011 DG OT Tender for Alarm System 15 12 2011 DG OT Tender For Alarm System Main DG OT 009 28 12 2011 Reports DG OT Security Services DG OT 009 30 11 2011 Add Project Project Award Criteria 3 A 2 gt W Home Projects A Stages fe Returns In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Showing 1 to 9 of 9 A Contracts Correspondence Suppliers We Help Page 50 In Tend Organiser Version 3 0 Procurement Solutions Clarifications ae Security Services Tender Clarifications can be found in two places nn ER 1 Project Summary view within the Supplier In mt Ir 4 05 2013 12 30 00 formation area to link correspondence to the over Main contact Damian clot Award Criteria None all project 2 Stage Summary view to link correspondence to ee aa Attached Suppliers Opening Ceremony Users a stage In Clarifications you are able to post amendments to a project s
49. dule doc 2 26 KB 19 04 2013 Document Wizard w Terms amp Conditions doc 3 26 KB 19 04 2013 Offer Submission Form xis 4 This form should be completed by supplier and 17 KB 19 04 2013 uploaded to the Offer Submission Offer Submission Form 5 Please upload you completed Offer Submission Form Tender Return 6 x Please upload your tender return Insurance Public Liability 7 Please upload your public liability insurance Placeholder ISO Accreditation 8 Please upload your ISO accreditation Op etfal Placeholder Edit Stage Document Details Document loffer Submission Form xls Description This form should be completed by supplier and uploaded to the Offer Submission Form placeholder E Document pending E Internal document not published Showing 1 to 8 TE Raise action on this document ntracts Correspondence Suppliers We Help Position If you need to alter the position of the document within the list this can be done by selecting Edit Link and changing the position number When you are confident that you have added all tender documents to send to suppliers as part of the current stage and have added any required Placeholders you are ready to build the document set By building the document set you are confirming that the documents are ready to be published to suppliers To do this you must be in the Stage Summary so you need to Close 1 the Docum
50. e 3 Please indicate your Public Liability Cover 1 000 000 3 000 000 5 000 000 10 000 000 4 How many years has your organisation been trading 5 Please give a summary of your business PT 6 Do you hold any of the following accreditations ISO 9001 ISO 1400 CHAS CONSTRUCTION LINE When you are happy that the questionnaire is finished and correct click the Complete button Completing a questionnaire makes it active in the system at which point you are able to create a score sheet if required and also link it to a tender stage Once the questionnaire is completed it cannot be modified if you do wish to modify it you must copy the questionnaire in full and then edit the copy The original should be made in active from the questionnaire view click on the Details button at the right hand side and click Not Active you will then not be able to attach it to a tender stage In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 65 In Tend Organiser Version 3 0 Procurement Solutions d Complete Questionnaire Questionnaire Header and Footer KPI Schedule Groups DG Pre Qualification Questionnaire Completing a questionnaire will make it active in the system but once completed it cannot be modified Are you sure you wish to complete it Available For Tendering Allow all users to use
51. e 16 11 2011 Server SUPTEST1 Reserved User Joe Bloggs Add In Tend to my favourites Company DG Incorporated If the Clarification has been made Private the supplier must be logged into the secure area of the website and be attached to the tender They would be able to view the Clarification by clicking on My Tenders view tender details any clarifica tions will be indicated in the Clarification tab 1 Alternatively you can click on the Clarifications from the Messages tab 2 This will view clarifications from all projects In ten d procurement solutions Home Buyers Profile Contracts Company Details Help Logout Clarifications A 7 r Search Title Project E 30 11 2011 Clarifica this tender OT 1234 Contract Cleaning Tender In Tend Read Unread 30 11 2011 Public Clarificat ander Show all Project DG OT 1234 Contract Cr Stage None DG OT 1234 Contract Cleaning Tender In Tend Name Clarification regarding this tender Please see the attached clarification document Description View Project User ID 1320150865296 Copyright 2011 In Tend Limited All Rights Version 03 01 0043 Reserved Date 16 11 2011 User Joe Bloggs Add In Tend to my favourites Company DG Incorporated Server SUPTEST1 In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 53 In Tend
52. e responses More information on e Evaluation can be found in the e Evaluation User Manual From the top menu roll over Administration then Questionnaires and select Questionnaires from the drop down menu To create a questionnaire select Add Questionnaire from the right side menu 1 a Questionnaires Data Filter All Active Questionnaires Search for dg in v Name Search Clear Search Advanced Details N 7 ipti fions OAC To be used with all ITT tenders P WA DG PQQ Questionnaire Please answer all the following questions ol r Ai Giastions P WW DG Supplier Registration Form To be used on all new supplier registrations 0 Copy Questionnaire Preview Score Sheets Test Scoring Actions Close Add Questionnaire Showing 1 to 3 of 3 In the Create New Questionnaire window complete the information that is re quired regarding the Title and Description please note that the information en tered here will be visible to suppliers completing the questionnaire In the Available For section tick the radio button that indicates it is a Tendering Ques tionnaire the others are required for other modules Ticking Allow all users to use this questionnaire will determine which users can access it Next click on the Header and Footer tab to enter information that will appear at the top and the bottom of your questionnaire KPI Schedule tab r
53. ed by the selections made in the previous step Se lect the recipients from the list by placing a tick in the box or click the Select All icon in the bottom left corner if the correspondence is to be sent to everyone listed Then click the Next button The next steps are as stated above on pages 37 to 39 File Project Stage Contracts Messages Administration Reports Help New Clarification Shows a lis Caticatons e currently attached to New Action E Actions r Expressior ur web site View Action Summary 2 suppliers t in projects in the last 5 day s New Message Supplier Returns from your web site 5 suppliers have submitted a return in the last 5 day s Supplier Registrations from your web site No suppliers have registered their details in the last 5 day s Correspondence from your web site No suppliers have sent correspondence in the last 5 day s Projects A Stages ER Returns g In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Report Writer Help Site Map Contract Administration Shows a list of the contracts you are currently attached to View Contracts Due For Renewal Shows a list of the contracts which are due for renewal Key Performance Indicator Schedule Shows a list of the Key Performance Indicators KPI associated with the contracts you are currently attached to Auctions You c
54. elates to the Contract Manage ment module and the Groups tab also determines who can view the question naire but is unnecessary at this stage Once the fields in the New Questionnaire window have been completed click OK The Questionnaire view is opened and your new questionnaire is displayed in the list In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 61 In Tend Organiser Version 3 0 Procurement Solutions To add questions to the new E Add Question Questionnaire DG Pre Qualification Questionnaire questionnaire highlight the questionnaire in the Ques Details Type and Parameters tionnaires list and click the Add Questions button lo cated on the right hand side What is the name of your organisation In the Questions window click on the Add Question button to start adding ques Question group None Footnote tions to your questionnaire Note Question Wizard will allow you to select any ques ea 777 tions previously entered onto other questionnaires Type your question in the Question field This field is mandatory The OK button will only be enabled when an entry has been made in this field Type the text you wish to appear as a footnote to your question Leave this field blank if no footnote is required Example Question Do you
55. en select the docu ment type from the drop down list before pressing OK Please note The document type is a way of labeling the document internally within the system Users of the system can create new document types if required See Administration Guide alternatively select the document type General if the document type you require is not listed in the drop down list Ticking the box This document must be included in the return creates a mandatory upload button and the supplier will be required to upload against the placeholder before they are able to submit their return Multiple Envelopes Note If using multiple envelopes the envelope drop drown can be used to determine which envelope the document will belong to Information on using envelopes can be found on page 75 Allow suppliers to upload non placeholder documents when using placeholders Un tick this box if you would like to prevent the suppliers from uploading anything other than the placeholders that have been cre ated This removes the generic Add Docu ments button from the suppliers submis sion screen Please note If you un tick this option you will need to make sure you have created the correct number of placeholders for the suppliers to upload their documents against as the Add Documents button will not be available This example shows the suppliers return screen showing four placeholders that have been created asking f
56. end System is called a Project Searching for and Accessing Projects There are a number of ways to navigate to Project Administration where your list of Projects can be found and from where you begin the procurement process Rollover Project on the top menu and then select Project Administration e Click on the Project Administration link on the Home Page Click on the Projects button on the menu found at the bottom of the page You will find this is often the case when accessing various sections of the Organiser We will be clicking on the Project Administration link found on the home page for this example Project Administration Data Filter Show All Search for in Title DG Tender for IT Equipment DG A Supply of Fresh Fruit Auction DG Eval Supply of Wheelie Bins DG MC Portable Appliance Testing DG OT Tender for Alarm System DG OT Tender for Cleaning Services DG OT Security Services DG QQ Memory Sticks Supplier Messages Actions Date Type a 24 11 2011 16 16 48 Return From Supplier e gt W tome Projects Create New Project v Clear Search Advanced Next Return Date 30 11 2011 Reference DG T 002 DG Eval001 DG Mini Comp 001 30 11 2011 15 12 2011 1 30 11 2013 F NOO1 30 11 2011 DG QQ DG Tender for IT Equipment g Stages ER Returns Published to OJEU Awa Project Templates Home Help G E Project Project Summary
57. endering system When the tender documents have been made available involved suppliers will receive notification via email and the tender documents can be accessed from the My Tenders area of this website and selecting the View Details button of this project Expressions of interest will only be accepted until 17 05 2013 and the deadline for submissions of the tender will be 30 05 2013 Please allow sufficient time to make your return as late returns will not be permitted Any questions relating to this tender should be made via correspondence on the website and can be addressed to the main contact as shown in the details above Procurement View Details Copyright 2012 In Tend Limited All Rights Reserved 03 03 01 06 Add In Tend to my favourites 18 04 2013 VBETA SUPWEB1 Once the Expression of Interest has been accepted the supplier would receive an email informing them that they have received tender documentation The supplier should navigate to Tenders and click the My Tenders area if they want to view the tender details They will now be able to see the stage information and a View Details 1 button which will take them through to the screen shown on following page In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 35 In Tend Organiser Version 3 0 in tend Home Buyers Pr
58. ent Set you may need g Stage Summary to scroll down to ent Project DG UN Medical Supplies age see the Close a m Stage Start Date 08 11 2012 00 00 Build Document Set button rn Information Purposes No Only In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 29 In Tend Organiser Version 3 0 Procurement Solutions Build Document Set aes Build Document Set Project DG OT Tender For Alarm System Main Stage IT Last Built Message from webpage You can only build the document set once It is suggested that this process is completed once all documents are uploaded and immediately prior to publishing the Project Stage Are you sure you wish to proceed Cancel lt lt Back Next gt gt Cancel Once you are back in the Stage Summary screen you must build the document set Click the Build Document button and you will then be presented with the above screen to complete and build the document set Please Note You are only able to build the document set once so please ensure that it is the very last thing you do and that you are sure that all documents have been added to the Document Set as you will be unable to amend after the docu ment set has been built NOTE If you are using e evaluation module then this will need to be set up BEFORE the documents are built See
59. ent Tenders List Supplier Informatic Visible On Awarded Tenders List Visible Only When Suppliers Are Logged In v Allow Online Tender Management v Allow Online Expressions Of Interest v Allow Online Correspondence ontracts Correspondence Suppliers We Help Publish Cancel You are given a number of options to choose Visible On Web Site should always be ticked as the project must be visible some where the options below will determine whereabouts it will be visible If you ever need to remove a project off the supplier site temporarily for reasons such as an error in the advertisement un tick this box Visible On Forthcoming Tenders List will publish your project information in the public area of the supplier website within the Forthcoming Tenders section e Visible On Current Tenders List will publish your project information in the public area of the supplier website within the Current Tenders section Visible on Awarded Tenders List will publish your project information in the pub lic area of the supplier website within the Awarded Tenders section o Visible Only When Suppliers are Logged In will publish your project information to the secure area of the supplier site only to suppliers that have logged in You must ensure that the Forthcoming Tenders List and Current Tenders List check boxes are un ticked In Tend Limited is a company registered in En
60. evaluation manual Once the tender is ready you must publish the Project to the supplier portal Remember that in the first instance you are only publishing the project the stage and document set will be sent to suppliers who express an interest in the tender and are accepted in the Organiser to publish the project you must be in Project Summary To get back to the Project Summary 2 R tage Summary IT screen click on the Project title underlined Project DG OT Tender For Alarm System Main In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 30 In Tend Organiser Version 3 0 Procurement Solutions Now click on Publish Manager to the right hand side 1 Project Summary Projects Home Help Security Services Tender Description In Tend are currently out to tender for the provision of Security Edit Project Reference P REF 00000009 Project History Send standard Yes Publish Manager correspondence messages Je Publish MELET GI k Return Date j ag Preferences Portals Project Stages Customer Name Preferences for displaying projects on the supplier web portal New Project Correspondence Main contact Request Document Award Criteria Project Document Storage v Visible On Website Actions Visible On Forthcoming Tenders List Final Award Valu v Visible On Curr
61. f the document you added is NOT to be pub lished to the supplier For example the document may be a control document for your purposes only Raise action on this document Tick the Raise action on this document check box to place an action on a user regarding the docu ment When OK is clicked this will bring up the Create New Action window Click OK to add the document to the document set Add Multiple Document To insert up to five documents to the Document Set click on Add Multiple Documents The Browse window is displayed which allows you to select five files individually Note The check boxes mentioned in step 3 are not available using this method Add Questionnaire If you wish to add questionnaires to the document set click the Add Questionnaire button on the right of the screen The Add Questionnaire window is displayed with a list of available questionnaires Tick the box boxes next to the Questionnaire s you want to add it to the document set and then click OK If the questionnaire you want to add is not listed then it may not have been created or com pleted Only completed Questionnaires will be shown in the Add Questionnaire window Document Wizard From the Document Wizard you can copy documents from other areas within the system Standard Document Set Existing Stage Project Documents Contract Documents or Customer Docu ments The
62. feel that we will not be able to meet the requirements We would kindly like eels gear atc mates sige L The correspondence trial allows you to view an expanded view of all the correspon dence for the project Any of the headings such as Subject Supplier name At tached files are underlined indicating a link that can be clicked filter the corre a advanced Search spondence ase Advanced Search To return multiple matches for a particular field separate them with a comma eg Expo rt b utto n Al lows th e d ata O n derby leicester Any empty fields will not be included in your search Please specify how different fields should be combined to perform your search screen to be exported l n excel All fields must match Any fields can match Criteria Advanced Search button This enable F Subject you to search for criteria against all cor a Message i Reference respondence fields z Co Jemen In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 60 In Tend Organiser Version 3 0 Procurement Solutions Questionnaires Electronic questionnaires can be saved within the system for use with tendering Contract Management KPI s and auctions This example will create a tendering questionnaire Please note These are different to e Evaluation questionnaires that require users to log in and score th
63. for selection Selection User can create options for the user to select more info on next page Email User can enter an email address Website User can enter a website address In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 73 In Tend Organiser Version 3 0 Procurement Solutions The custom fields that have just been created will be listed in the screen as shown below Notice that each field s publish to web setting is shown on screen and de notes the fields visibility when used on a published project Note Custom fields can be used on both projects amp contracts E Custom Fields Custom Templates Home Help AEJ Options Search for in Field Name v Clear Search Add Custom Field Edit Custom Field Type Decimal Number Internal Remove Custom Field Contracts Custom Templates Close Showing 1 to 2f 2 Projects A Stages ce Returns A Contracts T Cory espondence Suppliers Wee Help Now we have the fields we can create a custom template Select the Custom Templates button TA Custom Templates Custom Fields Home Help amp Options Data Filter Show All i Add Custorg Template a C ser Edit Custorf Template Template Name Description 22 Contract Template L Cont cts CustomfFields TA Add Custom Templa
64. ful Bid peppery More information of cre ServiceRus Project Unsuccessful Bid ating correspondence can be found on page 54 ID Next gt gt Cancel In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 44 In Tend Organiser Publish Awarded Project Optional To update the supplier website with the awarded tender status you should re publish the tender into the Awarded Tenders area To do this you should click on Publish Manager from the Project Summary view and se Version 3 0 Procurement Solutions e Publish Manager Preferences Portals Preferences for displaying projects on the supplier web portal DG OT Tender For Alarm System Main 7 Visible On Web Site Project visible On Forthcoming Tenders List Visible On Current Tenders List lect Visible on Awarded Tenders List 1 Please note This simply publishes the project along with its description therefore it is rec ommended to edit the project description and Include a state V Visible On Awarded Tenders List Visible Only When Suppliers Are Logged In El Allow Online Tender Management V Allow Online Expressions Of Interest L lt lt Back Back Pul bi is 14 Cancel ment that this has now been awarded Project History View Project History from the Project Summary window to
65. g footwear luggage articles and accessories 9 19000000 6 Leather and textile fabrics plastic and rubber materials 22000000 0 Printed matter and related products 24000000 4 Chemical products 3 30000000 9 Office and computing machinery equipment and supplies except furniture and software packages y 31000000 6 Electrical machinery apparatus equipment and consumables lighting G9 32000000 3 Radio television communication telecommunication and related equipment OK I Cancel In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 9 In Tend Organiser Version 3 0 Procurement Solutions Field Search To search select the Field Search button The search allows you to enter a key word which will then bring up all the codes with that word in the description Select the requested codes and press Insert before pressing OK ff CPV Codes a G CPV Codes Selected Code List Code Supplementary Vocabulary Main Object Showing 1 to 1 of 1 Remove CPV Selection Method Code Tree Field Search CPV Field Search Insert Search for office cleaning in Description Search Clear Search Advanced Code Description E 7 90919200 4 Office cleaning services OK Cancel The Description Tab Mandatory Field Details Type Award CPV Description Pre Qual Standard Timescale
66. ganiser Version 3 0 Procurement Solutions The Web Site Tab New Project a Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Response To Web User Actions Automatically accept an expression of interest v Automatically publish first stage documents upon receipt of an expression of interest Correspondence E mail project users when correspondence is received vi Send standard correspondence messages Raise action on user when incoming correspondence is received User Damian Gillott Please respond to the suppliers question promptly a Standard Text Award Show award criteria on supplier web portal OK Cancel Automatically accept an expression of interest By selecting the tick box next to Automatically accept an expression of interest any supplier will automatically be accepted into the tender process when they express interest in a project found on the supplier site Automatically publish first stage documents upon receipt of an expression of in terest By selecting the tick box next to Automatically publish first stage documents upon receipt of an expression of interest any supplier who expresses interest in a pro ject found on the supplier site will automatically be sent the documents from the first stage of the tender e g PQQ E mail project users when correspondence is received By selecting the tick box next to
67. ge details 1 If any mandatory documents have been requested they will be shown in the My Tender Return section against a Red button You will need to attach them using the Attach Documents button within the My Tender Return section to the bottom of this screen 2 If a Questionnaire is required to be completed it will be shown in Red and marked Not Started in the My Tender Return section It is mandatory that any Questionnaire s must be completed 3 To attach additional documents you wish to submit as part of your tender return click the Attach Documents button under the My Tender Return section if available These will then appear in the My Tender Return section the time remain ing is displayed to NOTE Large files may take some time to upload We advise you to keep the files under 5MB the supplier along 4 When you have completed all the above steps and are ready to submit your tender return click the red Submit Return at the bottom of this page side the stage re BE 052322 Apr 2013 10 00 06 MUTAS May 2013 12 30 0000 LTE Weeks 5 Days 2 Hours 29 Minutes 54 Seconds turn deadline Tender Details Stage Name nT Note All dates amp Locked Until Closing Date Description Stage Start Date Project Title 18 May 2013 18 May 2013 Please see the tender documents and submit your return 18 April 2013 Security Services Tender times are set against the server Project Description Download Tender Spec
68. ged in or logged out attached to project or not In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 51 In Tend Organiser Version 3 0 Procurement Solutions The Project title and reference will automatically pull through if the clarification is linked to a particular stage Choose the stage from the drop down list You also have the option to add a file attachment to a clarification To attach documentation to the clarification click on the Documents tab and click ADD You will be able to add multiple documents fs Add Clarification Details Documents Documents File Rev Type Expires Date Uploaded __ Clarificationdoc g E t e Remove All Cancel Ensure you have chosen the correct option as to who you want to be able to view the clarification If it s Public or Private the Clarification will be available to view on the supplier portal as soon as OK is pressed In ten d procurement solutions Home Buyers Profile Messages Tenders Contracts Register Help Tender Manacement m Clarifications 1 ntr aning Tender In Tend Title DG OT 1234 Contract Cleaning Tender In Tend Reference DG OT 1234 Description In Tend Itd are currently out to tender for Contract Cleaning Documents amp specification will be sent to you upon your expression of interest The closing d
69. gland and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 31 In Tend Organiser Version 3 0 Procurement Solutions Allow Online Tender Management will allow your suppliers to manage tenders and their tender responses e Allow Online Expressions of Interest will allow suppliers to register expressions of interest in tenders o Allow Online Correspondence will allow your suppliers to view and send correspondence through the system SUPPLIER WEBSITE IN Ten d procurement solutions Home Buyers Profile Messages Tenders Contracts Register Help Current e Mail Address Ol heater Forthcomin yp Desen Awarded Password From this web View a list of tenders contracts quotations View information on contracts that have already been awarded Express interest in a particular tender or quotation Receive tender and or quotation documentation Safely return your tender or quotation documents Forgotten Details Send and receive correspondence To browse the list of tenders and quotations select the Tenders option If you are interested in any of those listed click the View Details NOTE Please be aware that failure button for further information and to express your interest to provide correct login information To gain full access to this web site you must register your company organisation using the Register option three times will result in your When your regis
70. have insurance cover to the value of 5million Footnote You may be asked to provide the documentation at a later date The Question Groups can be used for two reasons 1 Weightings You need to assign each question into a Question Group if you wish to assign weightings to your questionnaire 2 Users When setting up users you can allow them to have viewing rights to certain groups so rather than a user viewing the whole questionnaire and suppli ers answers they may only have the right to an individual Group i e Technical Questions In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 62 In Tend Organiser Version 3 0 Procurement Solutions Next click on the Type and Parameters tab In this section you can determine how you wish your suppliers to answer the question Questionnaire Pre Qualification Questionnaire Details Type and Parameters Type Simple text Memo Selection Description V Mandatory Simple Text Can have either Parameters an alphanumeric or a nu Alpha Numeric Numeric whole Numeric rational Width 100 chars meric parameter You can change the default width setting as required Memo Allows for an extended reply You can change the default See ae Width 100 chars Height 5 chars Maximum length 1 chars width and height settings as re quired You are also able to
71. he link in the screen shot above Clicking the link is a shortcut to accessing the attachments In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 57 In Tend Organiser Version 3 0 Procurement Solutions View Suppliers Correspondence When the supplier logs into the secure area of the website they would see a mes sage in Red on the homepage informing them that they have unread correspon dence They can either click on the link or click on the Correspondence link from the messages tab at the top of your screen 1 procurement solutions Home Buyers Profile Messages w Contracts Company Details Help Logout Correspondence Correspondence Clarifications Actions m Subject Associated WY Tender Award DG OT Tender For Alarm System Main RE RE Congratulations you were successful 3 Test Grounds Maintenen Show all Project Subject Tender Award None Contract Dear Sir Madam None I am pleased to inform you that your tender submission for our Alarm System has been successful z essage E Please see attached award letter for further details Create Correspondence Date 02 12 2011 10 30 Direction Message Recieved User ID 1320150865296 Copyright 2011 In Tend Limited All Rights Version 03 01 00 43 Reserved User Joe Bloggs Add In Tend to my favourites Date 16 11 2011 Company DG
72. ic Liability Please upload your public liability insurance ISO Accreditation Please upload your ISO accreditation Optional Select documents you wish to add to the My Tender Return section above using the Attach Documents button below NOTE Large files can take some time to upload We advise you to keep file sizes under 5MB NOTE Document Placeholders have been uploaded by the Procurement Department Please upload a document for each mandatory placeholder before making a return Attach Documents Submit My Return Bidding Details Value Currency Pound Sterling GBP When you have completed all the above steps and are ready to submit you tender return click the Submit Return button Note You can make one or more returns on this stage Your last return will su sede any previous ret In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 37 In Tend Organiser Version 3 0 Procurement Solutions As soon as the supplier submits their return they will be able to view their Receipt this will confirm the tender reference and stage who within the organisation has made the return and will list all the docu ments questionnaires that have been up Return Receipt loaded and returned as well as the value they are bidding if asked to do SO This IS Here is the receipt of your Return Submission Please Print a hard copy for your records
73. ick Next 2 for it to give a summary page of what is about to be published once you are happy with the details click Publish The Contact Notice will be sent and a con firmation email will later be sent to you In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 49 In Tend Organiser Version 3 0 Je Publish MELET G Preferences Portals Preferences for displaying projects on the supplier web portal DG OT 1234 Contract Cleaning Tender In Tend 2 8 oO r Visible On Web Site Visible On Forthcoming Tenders List Visible On Current Tenders List Visible On Awarded Tenders List Visible Only When Suppliers Are Logged In Allow Online Tender Management Allow Online Expressions Of Interest Allow Online Correspondence OJEU Contract Notice Visible OJEU Award Notice Visible Ss 8 8 Bau 8 8 Ss Procurement Solutions When you are ready to Publish your Project to your In Tend e Tendering portal you would go through Publish Manager as al ways for OJEU Project you have the option to attached a copy of the Contract Notice with the Pro ject advert You will see the OJEU symbol against any OJEU Projects in the Project Administra tion view You can also see whether or not the OJEU Contract Notice has been published there will be a Green tick in the Published to OJEU column when it has been sent Project A
74. ification ITT doc Pricing Schedule doc Terms amp Conditions doc Offer Submission Formxis This form should be completed by supplier and uploaded to the Offer Submission Form placeholder In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 time Page 36 In Tend Organiser Version 3 0 Procurement Solutions From this area the supplier is able to view or download 1 any documents that have been sent out They should upload any Placeholders 2 with the documents requested The generic Attach Documents button 3 can be used by the supplier for any other documents they wish to include with their submission When the tender has been set making it mandatory for the supplier bid this must be inputted in the bid value box 4 They will be able to view the server time and the time remaining before the tender closing date The Submit Return 5 button will not allow the submission until they have up loaded all placeholders and answered any Questionnaires that they may have been sent They are able to upload any other documents that they feel are relevant to the tender Tender Documents Received Tender Specification ITT doc This is the ITT specification for suppliers Dr ee to the Offer Submission Form placeholder Please upload you completed Offer Submission Form Tender Retum Please upload your tender return Insurance Publ
75. in your company s de fault to change these select a different option from the drop down list associated with the field The Award Tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Project award criteria checkbox Tick this checkbox if you wish to set up award criteria When the checkbox is ticked the other fields on the tab become enabled and you are able to enter the relevant percentages against the criteria chosen which must total 100 You are able to choose whether the supplier can view the Award Criteria as part of the published project in the Web Site tab There are ten criteria fields available The user can customise up to ten award criteria in the Lookup Tables section of the Organiser for further details see the Advanced Tendering Guide Please Note The award criteria here is for information only It does not form any part of the calculation process for the e Evaluation module In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 8 In Tend Organiser Version 3 0 Procurement Solutions The CPV Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Common Procurement Vocabulary Clicking on the Manage button will open a new window which will allow you to search a li
76. ity Services Tender the organisation Description g Reference P REF 00000009 that has viewed n pasa erage messages the message ee asos 2013 5230 00 Award Criteria None Document Storage z 3 Final Award Value Supplier Information A Expressions of Interest Attached Suppliers D Supplier Returns J Correspondence Trail e 3 5 yp Home Projects g Stages A Returns A Contracts Correspondence Suppliers We Help In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 56 In Tend Organiser Version 3 0 Procurement Solutions All the correspondence messages for this project can be seen in the screen shot be low The Read column indicates how many times a correspondence message has been viewed 0 indicating the message has not been read yet Correspondence Home Help 3 Options Create New Correspondence Filter Tender for IT Services Data Filter Show All Search for in Clear Searc I Emails Associated With From pad Contractual Documents BE 05 2013 13 54 Project Tender Damian Gillott Ep Rey i for IT Services Award Letter A 0124 26 04 2013 11 07 Project Tender Damian Gillott oly To All for IT Services Tender Award A 0124 26 04 2013 11 06 Project Tender Damian Gillott for IT Services Actions No Submission 26 04 2013 11 00 Project Tender Quality Services for IT Services Ltd
77. licking Next In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 39 In Tend Organiser Version 3 0 Procurement Solutions Opening Ceremony If there are some re Receipts turns pending it will __Suppier Status Date show a warning and will give you the opportu nity to receipt any man N mere are currently 1 return s pending If you have manual returns to receipt you must do this now ual returns that may have been sent To do gt Create Receipt this you should click Details Add Receipt and choose the supplier Give the Project Title Project Reference receipt a reference and remember to alter the Stage Supplier Safe amp secure Uk Reference M R 001 date and time to the date the manual return was Notes we allowed the supplier to send the tender jsubmission by post es 307 OK Cancel received if you do not do this the return will show as a late return Once any manual returns have been receipted click Next 2 at which point all electronic returns will now open Optional By clicking on the Manage button you are able to view details regarding the individual supplier returns You have access to this same information outside of the opening ceremony so you do not need to go into each return and view
78. ng upload from the supplier home screen In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 78 In Tend Organiser Version 3 0 in tend Home Buyers Profiles Messages Contracts Company Details Details Documents Business Categories Contact Details Document Title Status Expires Date Added Awaiting Supplier Never Expires Upload 03 May 2013 Procurement Solutions procurement solutions Company Details Help Logout Options Upload Document Type Genera The supplier can see the instruction of what has been requested along with a red upload button Accessing the requested Document 2 Supplier Summary Safe amp Secure Uk Supplier Safe amp Secure Uk Address Line 1 123 Safe Street Address Line 2 Telephone 0845 112233 Company Number VAT Number 5 Document Storage Data Filter Show All Associated With Supplier Safe amp Secure Uk Request Document t Document Storage Actions New Correspondence Change Status Wizard Home Help G E Documents Add Document v File Search for in File Ell Non Disclosure Agreement docx Publish Rev Description frente 2a Type O B We tome y Search L Advanced Add Multiple Documents Document Wizard Expires Date Uploaded Details Add Revision Remove View Save
79. ns Contracts Correspondence Suppliers We Help All areas of the system can be accessed via the In tend Organiser The drop down menus located at the top of the Home Page 1 gives the user access to every area of the Organiser This menu is often used to alter administration preferences as well as for quick navigation to varied functions such as creating questionnaires reports and document sets A Navigation Bar is also located at the bottom of the screen 2 which displays links to key parts of the system whilst also allowing the user to refresh the screen and go back forward The main area found on the home screen 3 shows details of recent activities within the system along with links to relevant sections Supplier Messages At the bottom of the Home Page just above the Navigation Bar are two tabs 4 e Supplier Messages which acts as your inbox giving you further warning of recent communication from the In Tend web site such as new supplier registra tions expressions of interest supplier returns and new correspondence e Actions which highlights any Actions that have been placed on users or sup pliers that are due for completion or are outstanding In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 4 In Tend Organiser Creating a Tender Version 3 0 Procurement Solutions Any procurement exercise conducted through the In T
80. ntend2 aspw ITWebForm_Edit aspx Act NEWSTAGEQUESIZ Document Wizard A Add Questionnaire a Piaceholders p Select Questionnaire Select the questionnaire s you wish to add Title Description DG Pre Qualification Questionnaire To be used for all PQQ stages DG ITT Questionnaire To be used with all ITT tenders Manage DG PQQ Questionnaire Please answer all the following questions DG Pre Qualification Questionnaire To be used for all PQQ stages DG Supplier Registration Form To be used on all new supplier registrations Eggs Questionnaire monster faces questionnaire 5 Create New Action Tae eee T Actions Ira OK Cancel R100 v Close Once you have attached the Questionnaire to the Document Set you are able to add any other documents that you may wish to send out with the PQQ stage You should finally Build Document Set as before When the supplier makes their PQQ response the Questionnaire will be a manda tory requirement they must complete all mandatory questions and complete the questionnaire before they are able to make their return When the return comes back into the Organiser you can view as before in the Returns Administration section You must Run Assessment this can either be done by click on the View Return button within the Returns Administration if you are automatically opening the returns or within the Opening Ceremony by clicking on the Manage button both screens
81. ntract Administration Options Sear Field Name Default Click Add Custom Correspondence Suppliers We Help Stages This example will create a field to ender the final awarded value of a tender Field Name The name of the field onscreen 1 Add Custom Field wer ey Contract Field Description Can be used to give additional informa 5eme a ee Description tion about the field The description does not show onscreen when using the field Suffix Enter the final value of the awarded tender Mandatory Suffix This can be used to give information on how peace the field should be used Publish To Web Internal Private Public Type Decimal Number Default Value Mandatory Makes the field mandatory The project Control Type Edit Control would not be able to be saved until the field has a A been filled in Show on Summary Show information from the field within the project summary screen Publish To Web Internal means the field will only be used for internal purposes only Ideal for using with report writer and custom reporting Private means the field will be visible on the supplier portal ONLY to suppliers that are logged into the secure area Public means the field will be visible to anybody looking at the project on the supplier portal Type Specifies the format for the information to be entered against the field Addition Info next page Default Value
82. nts until date field 3 In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 6 In Tend Organiser Version 3 0 Procurement Solutions The date in this field automati cally defaults to the date the Allow suppliers to request documents until ae Br project is created Therefore you zn must ensure you enter a date in the future usually the date of the closing date of the 1 stage If you do not put a date in the future the pro ject willbe removed from the web site and suppliers will not be able to view the information The Details Tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Project title Mandatory Field Enter the title that you wish to give your project The Project will save in Project Admini stration against the title Reference A reference number you may have for the project Project sponsor customer or department This is the customer department the project is being administered for When the project is first created this field will contain your company s default customer To change the cus tomer open the drop down list of available customers and select the required customer from the list Click on the Green icon to be able to add to the Customers list or this can be done centrally through the Lookup Tables which c
83. o Step 3 Create New Action Create New Action Details iJ Description Remind When Associated With Project DG OT 1234 Contract Cleaning Tender a DG OT 1234 J Remind prior to action due date Please be available for the evaluation meeting on 02 12 2011 f Remind 5 days before Remind on the day the action is due vi Remind the day after the action is due Standard Text Remind who Due Date 02 12 2011 Send a copy of the action via e mail Send e mail reminder to the actionee Send e mail reminder to the person who created the action Associated With Project DG OT 1234 Contract Cleaning Tender DG OT 1234 lt lt Back Finish Cancel lt lt Back Finish Cancel Step 2 If you have selected By Group or All Users in a Group the next screen will list all the groups that have been set up in the system Check the box next to the group you wish to send an action to and Click the Next button In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 70 In Tend Organiser Version 3 0 Procurement Solutions Step 3 Select which user s supplier s you wish to place an action on by checking the box next to their name Click Next If you select by supplier you can select which individual contact to send to on the next screen before entering a description Click the Next button In
84. ofiles Messages Contracts Description Contact Date documents can be requested until Customer procurement solutions Company Detaite Help Logout Security Services Tender P REF 0000000 In Tend are currently out to tender for the provision of Security Services Suppliers that would like to take part in tender process are invited to Express Interest upon which the will be given access through this e tendering system When the tender documents have been made available invo nes uppliers v vill receive notification via email and the tender documents c Tenders area of this website and selecting the View is button of this project Expressions of interest will only be accepted until 17 05 2013 and the deadline for submissions of the tender will be 30 05 2013 Please allow sufficient time to make your return as late returns will not be permitted Any questions relating to this tender should be made via correspondence on the website and can be addressed to the main contact as shown in the details above Damian Gillot 17 May 2013 Procurement Procurement Solutions to the full tender documentation delivery Process Directive Procedure Clarification Question Cut Off Date This area the supplier can see the stage tab ITT On selecting the ITT tab will take them through to the stage details from which the supplier may submit their return Tender Management Correspondence History In the sta
85. on Purposes No Only A Edit Stage Stage Administration Home Help If you have added Placeholders you are then able to add an associated workflow the workflow tab of edit stage screen This allows you to set up actions against users which will generate an action sent via email and will be triggered once documents are received and opened either automatically or after the Opening Ceremony Click Add 1 to create the workflow specify a description of the action you want completing i e Please check this insur ance has the correct level of cover Select the user or group you wish to be ac tioned and how long they have to complete the ac tion Lastly select the docu ment type that you want to trigger the action In Tend Limited is a company registered in England and Wales Add Work Flow Template Item NS SSS SSS Work Flow Template Item Description Days to complete action Who should be actioned Group Document Type Insurance Public Liability Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 28 In Tend Organiser Version 3 0 Procurement Solutions g Document Set tage Administration Hom pr for in v File v Project Security Services Tender Stage ITT File A Tender Specification ITT doc This is the ITT specification for suppliers 6 KB 19 04 2013 I 2 Pricing Sche
86. or four documents Offer Submission Form Tender Return Public Liabil ity Insurance Policy amp ISO Accreditation In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 g Add Document Placeholder ey Document Placeholder Description Description Standard Text Vi This document must be included in the return Allow suppliers to upload non placeholder documents when using placeholders OK Cancel Supplier Site Supplier Viewing Return Screen My Tender Return Upload Document umeni Upload Document Document Upload Document on above using the Attach Documents button below e you to keep file sizes under 5MB led by the Procurement Department Please upload a document for each mandatory placeholder before making a return Submit My Return Bidding Details Value Currency Pound Sterling GBP E fender return click the Submit Return button Page 27 In Tend Organiser Version 3 0 Procurement Solutions Workflow Actions on returned documents g Stage Summary mT Project Security Services Tender Description Please see the tender documents and submit your return _ Document Set Stage Publish Manager Publish Document Set Opening Ceremony _ New Stage Correspondence Stage Start Date 18 04 2013 00 00 Return Date 18 05 2013 12 30 Lock Date Not Locked Informati
87. ou would highlight the placeholder and Add Revision to pull through the actual document Ss Document Storage Home Help Documents Data Filter Show All Associated With Project DG OT Tender For Alarm System Main f AADMA Search for S53 in v File Advanced Add Multiple Documents Multiple Documents Document Wizard Publish Rev Description Expires Date Uploaded Evaluation Report ITT doc Internal 1 1 Copy of Evaluation report with all nas 02 12 2011 associated scores and comments Details En Add Revision Remove View Save Move Up Move Down In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 69 In Tend Organiser Version 3 0 Procurement Solutions Actions You are able to set Actions against Users Groups and Suppliers which will trigger email reminders when the action is due To create an Action associated to a Project go into the Project Summary and at the right and side click Actions Step 1 In the Create New Action window select whether you want to attach the action to a user group all users in a group or by supplier supplier contact by clicking on one of the radio buttons You can place an action on all users in a group or just one person in a group Click the Next Button If you have selected to place an action on a user or a supplier go t
88. pleted all required information click on Finish As soon as the Contact Notice has been completed you will see in the OJEU section that the Publish OJEU Notice S link has become active In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 48 In Tend Organiser Version 3 0 Procurement Solutions Project Summary Projects Home Help BE 06 0T 1234 Contract Cleaning Tender In Tend Description We are currentley out to tender for Contract Cleaning Documents and Reference DG OT 1234 Project History Return Date None Publish Manager Customer Name In tend Limited Project Stages Main contact Damian Gillott New Project Correspondence Award Criteria None Document Storage Actions Supplier Information Award ba Expressions of Interest Attached Suppliers g Stages EA Returns E Contracts Correspondence Suppliers We Help By Selecting the Publish OJEU Notice s you will be taken to the Publication Wiz ard from here you are able to select whether you are publishing Project Details Prior Information Notice Contract Notice 1 or Award Notice oa Publication Wizard Select the type of notice to be published D Project Details Prior Information Notjce PIN Contract Notice Award Notice es nen een The official OJEU publishing email address is built into the system cl
89. ption Revision no Document type General Expiry date leave unticked gt for never expire Details Document pending OK Cancel In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 68 In Tend Organiser Version 3 0 Procurement Solutions Document Click on the Add button to browse and locate the document you wish to upload Attached By The Attached By field will automatically populate the details of the person logged in Description You can add a description to the document if you wish Revision no If you have multiple revisions of a document rather than add ing anew document each time instead you would Add Revision in this field it will tell you how many revisions there are against this document Document Type By clicking on the drop down list you can select the document type for this document Expiry date If the document expires you enter it s expiry date you will re ceive emailed reminders regarding the expiry date which you can set in the Re minders tab If you tick the Document Pending box you are able to enter a description of the document which will be required this creates a placeholder in document storage EG At the beginning of the tender process you may go into Document Storage and set a document pending for Evaluation Report Purchase Order etc then at the end of the process y
90. r response Envelopes are opened in se quence with a password after the opening ceremony has been conducted This allows for the for documents to remain locked an unavailable eg documents within a Financial Envelope whilst the contents of the first envelope are being evaluated eg contents of a Technical Envelope be Create New ITT Stage Overview Returns Opening Ceremony Re Evaluation Select the required envelopes for thi stage Note the order of the envelopes will determine the order in which they will be opened Add Envelope Order Name Ey Add Envelope Envelope Opening Users Description Name Description This evelope will contain all the technical responses 1 Show supplier names when this envelope is opened Envelopes are used in conjunction with placeholders Once you have created the envelopes you can assign any placeholders document that a supplier must upload you have created to the relevant envelope Note Placeholders are created within the document set after the creation of the stage more information can be found on page 22 Overview Details Receipting Notes Opening Ceremony Supplier Bid Workflow Auction Enpe Evaluation Select the required envelopes for this stage Note the order of the envelopes will determine the order in which they will be opened Order Name Description Add Envelope E U Edit Envelope 2 Financial Envelope Remove Envelope Move Up Move Down
91. r selecting Force the entry of value and currency against each return on the Opening Ceremony tab Default points for questions Sets the default value for the questions created in the evaluation questionnaire In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 23 In Tend Organiser Version 3 0 Procurement Solutions Evaluation reason mandatory Forces the evaluators moderators to sub mit a reason to justify their scoring Remove evaluator responses once moderated Hides the evaluators re sponse if a question has been moderated Can the evaluators see the summery mode Allows the evaluators access to the summary screen Action message to be sent to the evaluator empty for no action triggered by entering information in the text field this sets an automatic action against each evaluator and uses the Evaluation close date as the completion date for the ac tion The Users will receive an email informing them of this action Once completed click OK g Stage Administration Home Help E Stage Project Filter DG OT Tender For Alarm System Main v Stage Summary Data Filter Show All v Add Stage Search for in Project v Advanced Add ITT Stage Project Stage Stage Start Date Return Date Add PQQ St DG OT Tender For Alarm System Main AE jur Ve ee 100 E 28
92. reate the Stage The Stage will then appear in the Stage Administration window In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 18 In Tend Organiser Version 3 0 Procurement Solutions Overview Tab The Stage and Project titles will automatically populate The start date defaults to the day you are creating the stage but can be changed to a date in the future if required The Details and Notes sections can be used to enter relevant information relating to the Stage You can insert standard text by using the Standard Text button A Create New ITT Stage Retu rns Tab verview Returns Opening Ceremony Envelopes Evaluation Return Date 18 05 2013 12 30 v Lock Date Y 18 05 2013 12 30 e e Recei pti ng Supplier Bid Tender Value Optional Mandatory Not required Currency Must be specified in Specified by supplier Enter the end date and time Pound Sing P Notes Optional Mandatory Not required for the stage This field de faults to today s date and the ews Optional Mandatory Not required time the sta ge was create d Remind suppliers about return closing dates This will dictate the informa ean mae tion that suppliers see in the tender return section Suppli ers will see the current server time and will be able to view a countdown which will indicate the days hours minutes and seconds remaining
93. rm System Main Title DG OT Tender For Alarm System Main Reference DG OT 009 Description We are currentley out to tender for Alarm system Documents and specification will be available to suppliers upon receipt of the expressions of interest The closing date for this tender will be 28 12 2011 Contact Damian Gillott Date documents can be requested until 28 12 2011 gt Express Interest User ID N A Copyright 2011 In Tend Limited All Rights Version 03 01 00 43 Reserved Add In Tend to my favourites Date 16 11 2011 Company N A Server SUPTEST1 User Guest To be able to express an interest the supplier must either already be a registered supplier in which case they will need to enter their email address and password to log in or they must complete a basic registration form providing company de tails contact name and business categories Once completed it will confirm their registration and that it included their Expression of Interest An email would then automatically be sent when the supplier was approved this can be done either automatically or manually depend ing on the settings in the Organiser Further instruction can be found in the Advanced guide In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 33 In Tend Organiser Version 3 0 Procurement Solutions ORGANISER If the project
94. rns e Accept supplier returns for evaluation From Returns Administration select Accept Reject All Then click Accept All button e Evaluate Tender Returns e Award Tender From Project Summary select Award Project Successful amp Unsuccessful Bid e Correspondence to Suppliers From Project Summary select New Project Correspondence Create the correspondence for Successful amp Unsuccessful suppliers In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 83 In Tend Organiser Version 3 0 Procurement Solutions Closed Tender e Create New Project e Select Project Administration Add Project e Publish Project to Supplier site e Attach Supplier s e From Project Summary select Attached Suppliers e Create ITT Stage e From Project Summary select Project Stages Add ITT Stage e Create Document Set e From Stage Summary select Document Set Add Tender Documents Add any placeholders e Evaluation Setup Skip This part if not using the e evaluation module e From Stage summary select Evaluation Set Up Create or copy evaluation questions e Build Document Set e From Stage Summar e Publish Document Set e An Automatic with Suppliers Linked who were attached in Step 3 e Run Opening Ceremony e From Project Summary select Supplier Returns e Accept supplier returns for evaluation e From Returns Administration
95. s Notes Template Details Classification Customer Website The supplier will see the text entered in this field as the Description of the project on your supplier web site You can insert standard text by using the Standard Text button 1 which will take you into a new screen Click Insert to pull through existing text into your project or Add to create new text See the Advanced Training Guide for further details of how to set up Standard Text Synopsis A file attachment to support the description Click the Add button 2 to navigate to the synopsis document and browse your network Link the document to the project by clicking the OK button on the Add Document dialog The View buttons enables you to view the synopsis document from within the project and the Remove button will remove it from the Project In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 10 In Tend Organiser Version 3 0 Procurement Solutions New Project Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Description INSERT TEXT are currently out to tender for the provision of INSERT TEXT Suppliers that would like to take part in this tender process are invited to Express Interest upon which the will be given access to the full tender documentation deliver
96. s assign the name and add a description if required The tick box can box used if the supplier names need to be displayed after the open ing of this envelope Using the Opening Users tab select the users that are required to enter their pass words when opening of this envelope In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 76 In Tend Organiser Version 3 0 Procurement Solutions Mt Overview Details Receipting Notes Opening Ceremony Supplier Bid Workflow Auction Envelopes Evaluation Select the required envelopes for this stage Note the order of the envelopes will determine the order in which they will be opened Order Hame Add Envelope I 1l Technical Envelope Edit Envelope 2 Financial Envelope Remove Envelope Once envelopes have been created for the stage placeholders need to be created to assign document uploads against the relevant envelopes In the document set for the stage click Add Placeholder EY Document Set Stage Administration Home Help AEJ Documen ts Search for in File Search _Ciear Search _Advancee _ Add Document Project DG UN Cleaning Services Stage Request for Proposal Add Multiple Documents File Description Envelope Size Date Uploaded Add Questionnaire E Letter of Invitation dk t vitation do
97. st of CPV codes New Project Details Type Award cpy Description Pre Qual Standard Timescales Notes Classification Customer Web Site CPV Code Supplementary Vocabulary ee There are two search options the Code Tree or Field Search Code Tree To use the code tree click on the signs to expand through the tree 1 until you have reached the required code Select the required code and then click Add 2 to insert the codes to the Selected Code List Repeat this for allthe required codes You can edit the Main Object by selecting the code and clicking Main Object 3 Once done press OK this will pull through the selected codes into the New Project window If you forget to press Add and only click on OK it will lose your search and you have to go through the process again f CPV Codes CPV Codes Selected Code List Code Supplementary Vocabulary Edit Supplementary Vocabulary No Records Found Remove CPV Selection Method Code Tree Field Search CPV Code Tree 6 03000000 1 Agricultural farming fishing forestry and related products 3 7 09000000 3 Petroleum products fuel electricity and other sources of energy AY 14000000 1 Mining basic metals and related products 15000000 8 Food beverages tobacco and related products Fb 16000000 5 Agricultural machinery 18000000 9 Clothin
98. t corner if the corre spondence is to be sent to everyone listed suppliers are blind copied Bcc so they are unaware of the other suppliers involved in the process Then click the Next button Select the delivery method of the correspondence by selecting one of the follow ing radio buttons E mail Telephone Fax Letter or Web It will automatically default to the Web option which will send an automated email to the supplier informing them that they have received a Correspondence and will give them the link to the supplier website to login and view it By sending the Correspondence via the web it means that the supplier can reply to the mes sage and the audit log stays recorded within the system In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 54 In Tend Organiser Version 3 0 Procurement Solutions New Project Correspondence eS Select Suppliers Select the required suppliers from the list below Data Filter By Project All Supplier Status DG Services Ltd Project Unsuccessful Bid Quality Services Ltd Project Unsuccessful Bid 7 Safe amp Secure Uk Project Successful Bid Create New Correspondence ServiceRus Project Unsuccessful Bid namen Details How is this message being sent lt lt Back Next gt gt Ekka
99. t when select ing the template we just created New Project Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Details Template Final Award Value Questions cut off Template u Final Award Value Enter the final value of the award ed tender O 17 04 2013 2 x cance In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 75 In Tend Organiser Version 3 0 Procurement Solutions Multiple Envelope tendering When using multiple envelopes in a tender please see the information below Envelopes are set up when creating a stage for a tender On the Envelopes tab click Add Envelope A Create New Stage Overview Details Receipting Notes Opening Ceremony Supplier Bid Workflow Envelopes Evaluation Select the required envelopes for this stage Note the order of the envelopes will determine the order in which they will be opened Order Name Description Add Envelope 4 Add Envelope Envelope Opening Users Description Name Technical Description This evelope will contain all the technical responses Show supplier names when this envelope is opened g Add Envelope m 2 ex Envelope Opening Users Description Name Financial Envelope Description When creating the envelope
100. tage Organiser users can create new Clarifications with the Internal option selected initially so that Clarifications are not published to suppliers straightaway The user can build up their clarification text over a number of sessions before publication Publication is effectively made when the Internal option is changed to either Public or Private 1 The name of the clarification must be unique per project fs Add Clarification Project Project Title Secunty Services Tender Project Reference Stage Details Name Supplier Questions amp Answers Descnpton Example Question Q Can we submit multiple pri S based on number a security personnel A Unfortunately not u abon has been agreed Please provide your bed based on thes inform Internal Private Public axe Internal Only Organiser users can view No suppliers can view the Clarification Private Only those suppliers who are attached to the project and or stage can view the Clarification suppliers must be logged into the secure area of the system before they are able to view Suppliers will get an email alert ing them of the Clarification If a supplier is already attached to a project or expresses their interest in a project after the clarification has been sent they will still receive an email alert informing them that there have been clarifications and to log into the secure area to view Public All suppliers can see them whether log
101. te Details Fields Template Name Final Award Value Questions cut off Template Description Adi Ce O to 1 of 1 This template has the fields Final Award Value n lt oondence Suppl ers We Help Clarification Questions Cut Off Date Contract Project Click the Add Custom Template button to create template Enter the template name and description if required In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 74 In Tend Organiser Version 3 0 Procurement Solutions Next select the fields tab and click the Add button TA Adi Custom Template Details Fields Field Name Type Publish To Web ee Edit O 3 TA Add Custom Template Fields Fields Select the fields you wish to be on the template You can edit individual Field Name Type Publish To Web Clarification Question Cut Off Date Date Public Final Award Value Decimal Number Internal Tick the custom fields to TA Add Custom Template Details Fields N Field If required the order of ARADA n reg Date the fields can be changed Final Award Value Decimal Number be used and select OK to suit using the Move Up Move Down but ton Click OK to finish creating the template The screen below shows how the fields are pulled through into a projec
102. this questionnaire Copy Questionnaire Click once on the questionnaire you wish to copy and click on the Copy Question naire button situated to the right of the screen in the Manage list Specify a new name for the copied questionnaire and click Copy J Copy Questionnaire Copy Questionnaire Original Name DG Pre Qualification Questionnaire Copy of DG Pre Qualification Questionnaire The copied questionnaire will appear in the questionnaires window in a format which can then be modified In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 66 In Tend Organiser Version 3 0 Procurement Solutions To link the Questionnaire to a tender stage from the Document Set view select Add Questionnaires 1 from options down the right hand side This will provide you with a list of all the active tendering questionnaires in the system Tick the check box alongside the questionnaire and then click OK This will then pull the questionnaire through to your document set g Document Set istration Home Help amp E Documents Search for in v File u _ Clear Search_ Advanced Add Document Project DG OT 1234 Contract Cleaning Tender In Tend Stage PQQ Add Multiple Documents Add Questionnaire Windows Internet Explorer provided by In Tend Ltd Add Questionnaire tti eta in tendorganiser co uk i
103. ton oe Returns Administration Home Help E Openin Project Filter Security Services Tender nn Data Filter Show All g y Search for in Supplier v Receipts Add Receipt Status _ Supplier Received Opened mu ServiceRus 22 04 2013 09 37 36 Pound Sterling GBP A Opened b Safe amp secure Uk 22 04 2013 09 30 00 37000 00 Pound Security Services Sterling Tender GBP A Opened amp Quality Services Ltd 19 04 2013 14 00 22 40000 00 Pound Security Services Sterling Tender GBP amp Opened ka DG Services Ltd 19 04 2013 13 56 07 35000 00 Pound Security Services Sterling Tender GBP Accept Return Reject Return Accept Reject All The contents of the return can be viewed by clicking View Return 1 to view or save the documents returned You also have the Accept Reject buttons again 2 lt View Return Details Contents Previous Submissions Current Documents Name Type __Open Emelope _ amp h offer Submission Form xs _ Public Liability Insurance doc Insurance Public Liability Tender Return doc Tender Return Save Save to Zip File Reports OK Cancel In the Contents tab you can view all documents that the supplier has returned including Questionnaires If you have allowed Multiple Returns the latest return will be in the Contents tab and any previous return would list in the
104. trati Safe amp secure Uk 22 04 2013 09 37 36 i i i 22 04 2013 09 12 07 Return From Supplier Security Services Tender fz Ga i lt lt gt y Home Projects Stages ce Returns Contracts Correspondence Suppliers Ya Help When you start the Opening Ceremony it will first give you the opportunity to change the settings 1 which were initially chosen when creating the stage and you will also be able to change the attendees 2 if aFormal Opening Ceremony was chosen Opening Ceremony ng Summary Details You are about to start the opening ceremony Please be aware that the following settings are enabled This stage will use a Formal Opening Ceremony Please ensure that all attendees are present to enter their passwords Pending returns will be ignored during this Opening Ceremony Late returns will be Opened when the Opening Ceremony is started X Opening Ceremony Enter Password s Damian Gillott The value of each return is optional and may be provided during the Opening Ceremony PEELA You will not be able to Accept and Reject returns during the Opening Ceremony Change Settings Change Attendees Password essees Notes lt lt Back Next gt gt Cancel Matthew McKeown Password eocccece When you click on Next all Opening Ceremony Users will be asked to enter lt lt Back their password before c
105. tration has been accepted you will receive an email containing your Login Information account being locked Once you have received your Login Information or if you are already a registered user select the Login option For more information on using the web site select the Help option Company procurement policies and initiatives For further information on Company procurement policies and initiatives please click on the following link https Awww in tend co uk User ID N A Copyright 2011 In Tend Limited All Rights Version 03 01 00 43 Reserved User Guest Add In Tend to my favourites Date 16 11 2011 Company N A Server SUPTEST1 This is the general area of the website that any supplier can view To view the ten der that you have just published click on Current Tenders In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 32 In Tend Organiser Version 3 0 Procurement Solutions You will be presented with basic project information on all projects found within the Current Tenders section To view further information on a project click the View Tender Details found to the right of the title From this area the supplier can then Express Interest as seen below n Te 4 d procurement solutions Home Buyers Profile Messages Tenders Contracts Register Help Tender Management Tender DG OT Tender For Ala
106. until the tender clos ing date This controls whether the return is on time or late depending on the settings that are chosen in the Opening Ceremony tab such as Accept late re turns By ticking the Lock Date box the Opening Ceremony users are unable to perform the Opening Ceremony until the lock date and time has passed so the supplier returns WILL NOT be opened early This field defaults to today s date and the time the stage was created OK Cancel Supplier Bid You can choose whether or not you would want the suppliers to enter their bid ding value as part of their return by selecting Optional Mandatory Not Required If you select Optional or Mandatory you can either set the currency in which the supplier must quote or allow them to choose You can also force additional notes if required In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 19 In Tend Organiser Version 3 0 Procurement Solutions Documents You can set the requirement for suppliers to return documentation as part of their tender return This defaults to Mandatory this is greyed out if the supplier bid option is Not Re quired Remind suppliers about return closing dates The In Tend system will automatically generate reminder emails for suppliers involved in the tender based on the information entered in this field For the example shown suppliers
107. urned Documents 3 will list all the documents returned by all suppliers The buyer can choose to zip up any number of documents from this view by ticking the checkboxes and download the zipped file to their Network e Evaluation If you are using the system from electronic evaluation then this proc ess can be started now Guidance can be found within the Evaluation Manual Addition stages If this tender process has additional stages then create the next stage by going back to page 18 and repeating the process Please note Any suppliers that you wish to prevent going through to an additional stage should first have their latest submission changed to Rejected by selecting Reject from the latest supplier return This will prevent them receiving any subsequent stages In Tend Limited is a company registered in England and Wales Company Registration Number 5845701 VAT Registration number GB 886 4167 79 Page 42 In Tend Organiser Version 3 0 Procurement Solutions Once all returns have been evaluated you should then complete the final step in the tender process by awarding the project To do this you need to be in the Project Summary you must have accepted suppliers to make the Award Project link avail able Supplier Information Award ta Expressions of Interest Project Users Award Project Attached Suppliers Opening Ceremony Users Award History A Supplier Returns Documents Contracts
108. urrently have no live auction stages Project Templates Display a list of the pre defined Project Templates i e Quick Quotes etc A Contracts Correspondence Suppliers Wee Help Page 59 In Tend Organiser Version 3 0 Procurement Solutions Correspondence Trial Supplier Information X Expressions of Interest Attached Suppliers A Supplier Returns Documents Contracts Stage Start Date Return Date Lock Date Projects Home Help Tender for IT Services Description n Tend are currenti nder for rovision of IT Advanced Search Reference P REF 00000004 Customer Name Procurement Edit Project a New Project Correspondence Project Summary Subject Award Letter Date 26 04 013 Reference A 0124 From Damia Gillott Associated With Project Tender for IT Services To DG Services Ltd Tender Award A 0124 Project Tender for IT Services 26 04 2013 Damian Gillott DG Services Ltd Dear Supplier Thank you for taking part in this tender process We are pleased to tell you that your company has been successful in winning this tender You will receive a purchase order in due course alongside any further information as required Kind Regards Procurement Subject No Submission Associated With Project Tender for IT Services Hi Thank you for this opportunity but after looking through the tender specification we
109. would receive a reminder 5 days 3 days and 1 day before the tender closing date Opening Ceremony tab EEE Overview Returns Opening Ceremony Envelopes Evaluation Settings Open using a formal opening ceremony Opening Ceremony attendees will be set up as users in the In Tend system and will be pre selected It will ask for all attendees passwords at the beginning and at the end of the opening ceremony to prove they were there throughout the whole process There will be an audit log of the attendees Force the entry of value and currency against each return If ticked this forms a mandatory field and will force an opening ceremony attendee to insert the suppliers bid This means going into each individual supplier return locating their bid and inserting that price The system will not allow you to complete the opening cere mony without inserting the bid for every return Reject all pending returns not yet received upon starting the opening ceremony If you have received 10 expressions of interest in a tender but only receive 8 tender returns when performing the opening ceremony it will open all 8 returns and give you the supplier details and attached contents By ticking this option it will also open up the supplier details for the two suppliers who have not returned but it will state that they are a No Submission If you do not tick this option it will only open up the 8 returns and the other 2 would stay as
110. y Code Title UF Security Services By using the Classification codes you are able to run reports for Projects linked to the category codes or send an automatic alert to suppliers that have registered against the business code that a new opportunity is available subject to this func tion being switched on To set up one or more Business Classifications for your project click on the Manage button 1 This opens the Project Classification view Enter a key word in the Search facility to locate the classification s you wish to attach Tick the clas sifications you require from the search results then select the Insert button to add them to the Selected Classification List Finally click the OK button to add them to your project When the screen refreshes the selected classifications will be displayed on your Classification tab This is very similar to the entering of CPV codes The Customer Tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Use this to attach any further customers or departments to the project you will already have chosen the lead department in the Details tab You only need to select further departments in this tab if you are running a tender on behalf of In Tend Limited is acompany registered in England and Wales Company Registration Number 5845701 e VAT Registration number GB 886 4167 79 Page 14 In Tend Or
111. y through this e tendering system When the tender documents have been made available involved suppliers will receive notification via email and the tender documents can be accessed from the My Tenders area of this website and selecting the View Details button of this project Expressions of interest will only be accepted until INSERT DATE HERE and the deadline for submissions of the tender will be INSERT DATE HERE Please allow sufficient time to make your return as late returns will not be permitted Any questions relating to this tender should be made via correspondence on the website and can be address the main contact as shown in the details above Standard Text Synopsis Search for in L Title Award Successful Text Non OJEU Example Dear Supplier Thank you for taking part in this tender process We are Dear Supplier Thank you for taking part in this tender process We would INSERT TEXT are currently out to tender for the provision of INSERT TEXT Award Unsuccessful Text Non OJEU Example Showing 1 to 3 of 3 The Pre Qual Standard Tab Details Type Award CPV Description Pre Qual Standard Timescales Notes Template Details Classification Customer Website Pre Qualification Standard The supplier will see the text entered in this field as the Pre Qualification require ments of the project on your supplier web site You can insert standard text by using the

In-tend Organiser User Guide e-Tendering System

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