Adco Bidder Gduide v

ProCon Bidder User GuideSupply Chain Management Division

Bidder User Guide Content

Introduction:

- E-bidding (OTM) by ADCO

- Technical Requirements

Access to ProCon E-Bidding (OTM) Login Screen

Viewing and Downloading Tender invitations Viewing Tender Invitation Package

Tender Communications Tender Messages

Acknowledgement and Submission of formal bids:

- Form of Tender Acknowledging Receipt of Tender invitation & Form of Tender

- Technical Submission Acknowledging intention to make a Technical submission

- Bid Bonds Acknowledging intention to make a Bid Bond submission

- Commercial Submission Acknowledging intention to make a Commercial submission

Retract Submissions Retracting a Submission

Adding Team Members Adding Team Members

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ADCO E-bidding (Online Tender Management)ADCO uses ProCon Online Tendering System to facilitate the submission of tender documents electronically. Bid submissions will be split into two stages.

•Stage 1: Form of Tender and Technical submissions

•Stage 2: Bid Bond and Commercial submissions

Please note that ADCO will request Bid Bond (if required) and Commercial submissions only in case the Bidder is technically accepted for the tender.

Form of Tender - You will find the Tender invitation package and all the documents sent by ADCO and it is required that you attach the Form of tender ONLY here

Technical Submission – It is required that you attach your technical submission documentation ONLY here

Bid Bonds – It is required that you attach your scanned bid bonds if they are required as part of the tender. Please note that you are still required to submit hard copies of Bid Bond documentation submitted as electronic submissions and failure to supply the required hard copies by the Final Submission Date will result in disqualification from the tender

Commercial Submission – It is required that you attach your Commercial submission documentation ONLY here

ProCon requires that you acknowledge all tasks first before you can make your submissions

IMPORTANT: Please note that the Bidder shall not use the tender messages to make formal bid submissions and the Bidder shall submit all bids before the Final Submission Date.

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Technical Requirements• ProCon is a web base application and supports Microsoft Internet Explorer 8 & 9 only. Please do not use Firefox,

Chrome or Opera as your browsers when accessing the ProCon site• Preparation of soft copies of documents for online submissionFor tenders dispatched via ProCon – Online Tender Management system, ADCO requires bidders to prepare all formal

submission documents to be in soft copies which are of Adobe Portable Document Format (PDF). It should be noted that all requirements as specified within the Tender Invitation Package (TIP) documents should be followed to prepare the submission documents. These documents should be scanned to soft copies which should include all relevant signatures and stamps as required by standard tendering guidelines in TIP documentation.

• Format and size of documentsPlease note that all your documents should be submitted in PDF format. For better handling of these documents, they can

also be delivered in batches by using standard Windows compression methods. If submissions are made in this manner, the preferred format for compressed files is ZIP format. Other formats such as RAR, 7z, ISO, NRG etc. will not be accepted. Please also make sure that the size of a single compressed file does not exceed 50 Megabytes. Multiple files which are less than this limit can be uploaded successively but the files should be given proper names as specified in the following naming conventions section in this document.

• Naming ConventionsPlease ensure that you name all tender submission documents appropriately with the correct names of what the

document consist of and with clear serial numbers as suffix. As a prefix, we recommend putting a short company abbreviation to all the file names of the documents. This will ensure that your documents can be easily identified and organised by those involved in the evaluation of submission. We have included some examples below.

Sample submission files for a company known as ABC company: ABC-Form of tender.pdf, ABC-HSE Policy.pdf

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E-Bidding (OTM) Login Screen

When invited to a Tender by ADCO the Bidder will receive an email similar to the one displayed here.

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Note: Final Submission Date is displayed in GMT time zone. 11

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E-Bidding (OTM) Login Screen

Enter the user name and Password previously email to you by ADCO

Click on the Login button

If you have forgotten your password click on the link Password Reminder, enter your full email address and click ‘Submit’

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55Note: You will be returned to the login screen and the password will be sent to you via email.

Viewing Tender Invitation Package

If you log in normally i.e. not using the link in the email then you will be brought to the overview page

You will be able to see all ADCO tenders you currently have tasks or messages for

You can see that there are tasks currently awaiting action

There is 1 unread message. Click on the tender name to go to the tender page.

Click to Change your contact details

Click to change your password

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Note: The number of tasks available for you will be dependent on the nature of the Tender.

Viewing Tender Invitation Package

You are now in the tender page.

Here you will be able to action the current tasks

Click on the ‘View Details’ button for TIP – Form of tender

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99Note: The number of tasks available for you will be dependent on the nature of the tender whether it requires bid bonds or not.

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Note: There are only two tasks: TIP- Form of tender and Technical Submission with the same Final Submission Date at this stage of the Tender. If the Technical Bid passes technical evaluation then ADCO will request the Bidder to submit Bid Bonds (if required) and Commercial Bid Submission.

Note: The Tender Invitation Package (TIP) can be found in the Task ‘TIP – Form of Tender.

Viewing and Downloading the Tender Invitation Package

This is the Final Submission Date

The additional Information section contains important information please read fully

All Tender package documents are displayed and can be downloaded by clicking on download

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Note: In ProCon you need to acknowledge each Task before you can complete it. This guide will cover all the steps required.


A File download pop-up screen will appear

To view the file click on Open

To save the file to your PC or network drive click on save and save as normal

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The file will automatically launch the required programme e.g. Microsoft word and the file will be visible

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1616Note: If you have any difficulty downloading, opening or uploading file please refer to the Troubleshooting guide available on the login screen.

Tender Messages

Note: ProCon can be used to receive and send messages regarding your tender e.g. requests for information Clarifications. When you are sent a message by ADCO via ProCon you will receive an email automatically informing you of a message in ProCon.

Tender Messages

To access the message in ProCon click on the link

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Note: This is an example of the notification via email please ensure your SPAM filter is set to allow emails from [email protected]

Tender Messages

This will bring you to the ADCO E-Bidding Portal

Enter the user name and Password previously email to you by ADCO

Click on the login button

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Tender Messages

Once logged in you will be brought directly to the message

Click on the Mark As ‘Read’ button

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Note: If you do not mark the message as read it will remain visible on the Overview screen. Some messages will not require a response such as this example however some will, in this case you will see a link titled reply.

Tender Messages

A pop-up message will appear asking are you sure you want to mark this message as read?

Click on OK to proceed

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Tender Messages

You are informed the message has been successfully marked as ‘Read’

You can Navigate to the Tender by clicking on the ‘Tenders’ Tab or

By clicking on the link in the message

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Tender Messages

To create a message navigate to the Tender screen

Click on the ‘Create message’ link

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Tender Messages

Enter a descriptive subject

Enter the message body

If you wish a response from ADCO ensure Yes is selected

Enter the date and time you would like a response by

You can attach files if you wish

Double check your message and click on send

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Tender Messages

You are informed your message has been successfully created

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Note: There is no need to choose a recipient as ProCon will automatically direct the message to the ADCO Tender team for Action.

Tender Messages

Note: Sometimes you will receive messages from ADCO which you must respond to.

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To respond to a message from ADCO click on Reply

Tender Messages

Enter a descriptive subject

Enter the message body

If you wish a response from ADCO ensure Yes is selected

Enter the date and time you would like a response by

You can attach files if you wish

Double check your message and click on send

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2626Note: Please make sure you do not make formal bid submissions via tender messaging functionality. All submission shall be sent via formal process outlined in ‘Acknowledgement and Submission of formal bids’ section of this guide.

Tender Messages

A pop-up screen will appear informing you that the message can be viewed by Authorised members of the tender within ADCO

Click on OK

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Tender Messages

You are returned to the Message screen

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Acknowledging Receipt of Tender invitation & Form of Tender

Click on the ‘View Details Button

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After reviewing the Tender Invitation Package you should Acknowledge and Submit or Acknowledge and Decline.

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Note: This guide assumes you will be making a submission. If you do not wish to make a submission please click on ‘Acknowledge and Decline’ button and repeat for all 3 remaining tasks giving a full description of why you wish to decline. You may retract yourdecision to decline any time before the Final Submission Date please see end of guide for retraction instructions.


When Acknowledging and submitting the form of tender please use the text provided in the Tender invitation Package for the Acknowledgement Letter

Click on send when you have entered and modified the text correctly

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Note: You are required to Acknowledge receipt of Tender within 3 days of Invitation and you MUST fax a signed copy of the acknowledgement letter contained in the Tender invitation Package to ADCO, again within 3 days.

Submitting the Form of Tender

You are returned to the tender page. Click on the ‘View Details’ button for Tip – Form of Tender

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Note: The following steps should only be performed when you are ready to make your submission to ADCO.

Note: Don’t leave your submission to the last minute. ProCon is a web based application so if you have a slow web connection you will need longer to upload the files depending on their size.

Note: Submissions are not visible to ADCO until after the Final Submission Date and you can retract your submissions and modify them at any time up until the final submission date. After this date and time you will no longer be able to submit or retract.


Your Acknowledgement is visible

To make you submission for form of tender click in the ‘Ready to Proceed now’ button

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To attach files Click on the ‘Yes’ Button

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To find the file click on the ‘Browse’ button on locate the file

Click on the ‘Save” button to attach the file

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Note: A pop-up screen will appear explaining there may be a delay during upload.


The attached file is visible

The attached file can be deleted

To save your changes but not submit click on the ‘Save’ button

To complete your submission click on the ‘No, proceed to next step’ button

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Note: You may attach as many files as you need to.


Steps 2 and 3 are now available, Modify the text in step 2

When you have completed step 2 click on ‘Submit’

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Note: Ensure only the Form of Tender document and related documents are attached here.


A pop-up screen will appear asking ‘Are you sure you want to submit this response?’

Click on OK

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Acknowledging Receipt of Technical Submissions

Click on the ‘View Details’ Button

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Acknowledging intention to make a Technical submission

Please read the additional information

Click on the ‘Acknowledge and Submit’ button

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Acknowledging intention to make a Technical submission

Modify the default text if required

Click on the ‘Send’ button when ready. A confirmation note ‘Your acknowledgement has been logged successfully’ will be displayed.

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Note: This is a default text, you can enter specific text when acknowledging the Technical submission.

Submitting Your Technical Submission

You are returned to the tender page

Click on the ‘View Details’ button for Technical Submission

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Note: The following steps should only be performed when you are ready to make your submission to ADCO.




Read the Additional information


Click on the ‘Ready to proceed now’ button

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To attach files Click on the ‘Yes’ Button1111

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To find the file click on the ‘Browse’ Button on locate the file.


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Note: A pop-up screen will appear explaining there may be a delay during upload. Click Ok to proceed.






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When you have completed step 2 click on ‘Submit

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Note: Ensure only your technical submission documents are attached here.



Click on OK

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Acknowledging intention to make a Bid Bond submission

Click on the ‘View Details’ Button for Bid Bond

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Note: The Bidder shall submit Bid Bonds only if requested by ADCO.



Note: This is a default text, you can enter specific text when acknowledging the Bid Bonds.


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Submitting Your Bid Bonds (If Required)

You are returned to the Tender screen and informed the response has been successfully sent

Click on the ‘View Details’ button for ‘Bid Bond’.

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Click on the ‘Save’ button to attach the file

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When you have completed step 2 click on ‘Submit

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Note: Ensure only your Bid Bond documents are attached here.



Click on OK

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Acknowledging intention to make a Commercial submission

Click on the ‘View Details’ Button for Commercial Submission

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Note: This is a default text, you can enter specific text when acknowledging the Commercial submission.

Submitting Your Commercial Submission

You are returned to the Tender screen and informed the response has been successfully sent

Click on the ‘View Details’ button for ‘Commercial Submission’

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When you have completed step 2 click on ‘Submit’

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Note: Ensure only your Commercial Submission documents are attached here.



Click on OK

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Retracting a Submission

Click on the History expander icon

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Note: You may wish to make a change to your submission or even submit after earlier declining. You can do this in ProCon as long as the Final Submission Date has not passed.


The History menu is displayed

Beside each of your submissions or declines you will have the option to retract

Click on the relevant retract link e.g. you wish to update the technical submission

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Update the default text as required

Click on Send when ready

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Adding Team Members

You are informed your response/decline has been retracted successfully

The task is now visible and the ‘View Details’ button is available

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Note: If you had previously declined all 4 tasks you must retract all 4 tasks and then submit all 4 task as per instructions in the Tender Invitation package.

Adding Team Members

Click on the Company Tab

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11Note: It is possible to add existing company contacts to the tender to assist in the tender submissions or to complete in your absence. If the contact does not exist already they must be added to your company first.

Adding Team Members

You will be brought to the detail page by default

To add a contact click on ‘Contacts’ Tab

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Adding Team Members

Existing Contacts will be displayed and can be deleted or edited to update information.

To Add a new contact click on the ‘Add’ button

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Note: The ‘Edit’, ‘Delete’ and ‘Add’ buttons may not be visible due to your ProCon Permissions if this is the case please contact your companies ProCon Administrator or contact ADCO support.

Adding Team Members

Populate all field with valid information * denotes a mandatory field

Ensure Primary Contact is set to ‘Yes’ if you wish this person to be able to receive tender invitations from ADCO

Ensure ‘Use Extranet’ only is ticked or they may miss communications from ADCO

Enter the Username as the contact first name and last name with a _ e.g. Andrew_Kealy

Ensure the role Supplier is selected from the dropdown

Enter a simple password e.g. Password1

Double check all entered information then click on Save

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Note: Selecting the wrong role may result is loss of functionality available to the user so ensure supplier is selected.

Adding Team Members

You are returned to the Contacts Tab and informed the contact has been added

Contact is visible on the screen

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Adding Team Members to Tender

Click on Tenders

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Click on name of the tender you wish to add the new contact to

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Click on ‘Change Contacts’ link

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Current tender contacts are displayed

Available contacts are displayed

Ensure the check box for the contact you wish to add is ticked

Click on Add

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You are returned to the ‘Tender’ screen and informed Contact successfully added

Number of contacts in now 2

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THANK YOU!

Adco Bidder Gduide v

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