Government Electronic Tenders Service (GETS) Business ...... · Government Electronic Tenders...
Transcript of Government Electronic Tenders Service (GETS) Business ...... · Government Electronic Tenders...
Government Electronic Tenders Service
(GETS)
Business Process Guide – AGENCY
Last updated
23rd
May 2014
v1.0
Table of Contents
Glossary of terms ................................................................................................................................... 3
Introduction ............................................................................................................................................ 7
High Level Processes for Suppliers......................................................................................................... 8
High Level Processes for Purchasers .................................................................................................... 10
Create Procurement Officer ................................................................................................................. 12
Add Non-procurement User to GETS ................................................................................................... 14
Managing Questions on an RFx ........................................................................................................... 16
Create Third Party Purchasing Agent ................................................................................................... 18
RFx Compliance Management ............................................................................................................. 20
Contract Award .................................................................................................................................... 23
Glossary of terms
Acronyms and Abbreviations
Abbreviation Description
ACE Autonomous Crown Entity
APP Annual Procurement Plan
CRI Crown Research Institute
DIS Disposal
ETCO Electronic Tender Coordination Officer
GETS Government Electronic Tenders Service
ICE Independent Crown Entity
ITP Invitation to Participate (Competitive Dialogue)
ITQ Invitation to Qualify (Prequalified Supplier List)
ITR Invitation to Register (Registered Supplier)
NOI Notice of Information
NZBN New Zealand Business Number
PO Procurement Officer
Q&A Questions and Answers
RFC Request for Comment
RFI Request for Information (Market Research)
RFP Request for Proposals
RFQ Request for Quotations
RFT Request for Tenders
ROI Registration of Interest
UNSPSC United Nations Standard Products and Services Classification
Definitions
Term Definition
Child RFx An RFx which has a previous RFx in the same project flagged as a
Parent RFx (See below).
Close Date The date and time by which Suppliers are notified they must submit
their responses. No new subscriptions will be accepted after the close
date.
Electronic
Tender
Coordination
Officer
The officer in your Organisation responsible for managing the RFx
process in GETS. There is usually only one ETCO account in each
Organisation, however larger Organisations may have multiple ETCOs.
Your Organisation will advise you who is/are the ETCO(s).
GETS RFx ID A unique reference RFx number allocated by the GETS system.
Invitation to
Participate
(Competitive
Dialogue)
An RFx type which is used as a Competitive Dialogue is a specific
process used in complex procurements - Rule 31.
The system controls applied to this type are:
• Standard
• Not PO Publishable
Invitation to
Qualify
(Prequalified
Supplier List)
An RFx type which is used as a Registered Supplier is a defined term in
Rules of Sourcing - Rule 53.
The system controls applied to this type are:
• Streamline
• PO Publishable
Invitation to
Register
(Registered
Supplier)
An RFx type which is used as a Registered Supplier is a defined term in
Rules of Sourcing - Rule 52.
The system controls applied to this type are:
• Streamline
• PO Publishable
Late Date The latest date and time by which Suppliers must submit their
responses. For the duration between the close and late dates GETS
will continue to accept Supplier responses, but will flag those
responses as being late. However no new subscriptions are accepted.
Suppliers are not notified of this time and date.
Notice of
Information
An RFx type which is used as a general notice which may or may not
relate to procurement.
The system controls applied to this type are:
• Streamline
Term Definition
• PO Publishable
Open Date The date and time that the RFx will be published on GETS and made
available to the public or select Suppliers.
Parent RFx An RFx which logically precedes a subsequent RFx in the same project.
For example, a Registration of Interest (ROI) may logically precede the
detailed Request for Proposal (RFP) for the same project. In this case,
the ROI may be flagged as the Parent RFx of the RFP.
PO Not
Publishable
An RFx Type control that requires the responsible Procurement Officer
to request an ETCO to publish (or release) the set of approach to
market documents to the public or a select group of suppliers.
PO Publishable An RFx Type control that allows the responsible Procurement Officer
to publish (or release) the set of approach to market documents to
the public or a select group of suppliers.
Price Band An estimate of the expected value of the contract (or total for multiple
contracts) per RFx, expressed as a dollar range.
Procurement
Officer (PO)
An active role responsible for supporting the preparation of RFxs, the
evaluation of Supplier responses, and the awarding of contracts on
behalf of the Organisation. There can be as many Procurement Officer
accounts as required by an Organisation.
Registration of
Interest
An RFx type which is used as a Notice of Procurement defined in Rules
of Sourcing - Rule 31, 34-5
The system controls applied to this type are:
• PO Publishable
Request for
Comment
An RFx type which is used when Agencies use GETS as a means for
publicising documents released for public consultation.
The system controls applied to this type are:
• PO Publishable
Request for
Information
(Market
Research)
An RFx type which is used as a market research tool and is NOT a
Notice of Procurement as defined in the Rules of Sourcing - Rule 31.
The system controls applied to this type are:
• PO Publishable
Request for
Proposals
An RFx type which is used as a Notice of Procurement defined in Rules
of Sourcing - Rule 31, 34-5.
The system controls applied to this type are:
• Standard
Term Definition
• Not PO Publishable
Request for
Quotations
An RFx type which is a Notice of Procurement defined in Rules of
Sourcing - Rule 31, 34-5. The system controls applied to this type are:
• Standard
• PO Publishable
Request for
Tenders
An RFx type which is used as a Notice of Procurement defined in Rules
of Sourcing - Rule 31, 34-5.
The system controls applied to this type are:
• Standard
• PO Publishable
RFx An approach to market (generic term)
RFx Categories GETS contains the UNSPSC (see below) list of categories. Suppliers use
this when searching GETS to identify tenders that are applicable to
their business.
RFx Regions An RFx field that describes where the deliverables (goods and/or
services) of the RFx are to be provided. The region can be
International, all of New Zealand or selected from the 17 NZ regions.
Standard An RFx Type control that requires a two key unlock (ETCO key applied
followed by the key of the assigned Procurement Officer) to view
responses.
Streamline An RFx Type control that requires a single key unlock (Procurement
Officer’s key only applied) to view responses.
Super ETCO An officer in the New Zealand Government responsible for
administering GETS. There are a limited number of Super ETCO
accounts.
Tender Coverage Indicates the types of contract to be placed as a result of the RFx.
Values are: Sole Agency; All of Government; Cluster; Syndicated
Opportunity and On behalf of a procurement agent.
United Nations
Standard
Products and
Services
Classification
An open global coding system that classifies products and services.
UNSPSC is used extensively around the world in electronic catalogues,
search engines, procurement application systems and accounting
systems.
Introduction
The processes provided in this guide are intended to assist Agencies in providing support to
all GETS users. They are not exhaustive and it is expected that over time Agencies will
develop and adapt them to meet their own specific operational requirements.
These processes are to be used in conjunction with:
• The Administrator (ETCO) guide
• The web based e-learning module for procurement officers
• Additional input from the GETS Administration team in the Government Procurement
Branch at MBIE.
In scope:
• Agency administration
o Procurement Officer administration
o Tender process administration
o Account management in the absence of an available ETCO.
Out of scope:
• System issues
• Specific advice on selection of tender watch codes
• Information relating to specific tenders
• Procurement practice and policy advice
• Agency eligibility assessment
• Agency creation.
Further information on GETS is available on the website www.gets.govt.nz
The government procurement website also has a comprehensive range of guides, tools and
templates which support purchasing organisations in ensuring that they apply good practice
to all their procurement processes.
High Level Processes for Suppliers
The following process map identifies the processes suppliers will follow when using GETS
The key activities are:
• Registration
• Creation of a RealMe account
• Subscribing and unsubscribing to tenders
• Questions and answers
• Submitting responses
• Searching for information
• Creating additional accounts.
Suppliers will have their own internal process for selecting and managing subscriptions and
responses. Supplier may wish to create an additional account if they are working for another
organisation as well as themselves. GETS accounts are associated with a unique ID and each
account will need to be separate.
High Level Processes for Purchasers
The following process map identifies the processes purchasers will follow when using GETS
The key activities are:
• Agency creation
• Electronic Tender Coordinator (ETCO) creation
• Procurement Officer (PO) creation
• Tender management.
Purchasers will have their own internal processes outside of GETS for approving access and
approving and initiating procurement process.
Create Procurement Officer
The process displayed on the next page is designed to ensure that you are able to manage
the creation of Procurement Officers in GETS and that the appropriate approvals are sought.
Procurement Officers are able to publish tenders and manage tender processes so it is
important that they are trained in the system and are suitably qualified and experienced.
The job of a Procurement Officer is to:
• Manage tender processes in GETS in line with all applicable rules, policies and
procedures
• Ensure that tender processes are effective and efficient through good use of any
relevant tools and templates.
It is up to each purchasing organisation to create and manage their own GETS user
community and ensure that suitable policies, procedures and controls are in place to allow
them to make effective use of GETS.
Objectives: To create a Procurement Officer for an agency
Inputs: Internal request for creation of a Procurement Officer
Outputs: Creation of a Procurement officer
Sub-processes: None
Systems and Tools Used: GETS, email
Involved: ETCO, Procurement Manager, GETS Helpdesk
Add Non-procurement User to GETS
Not all users will need to be Procurement Officers; there are others outside the
procurement function who have an interest in procurement activity. Their needs will usually
be met by accessing GETS through the public site using a RealMe login.
Non-procurement users:
• Require limited access
• Do not manage procurement processes.
To create a non-procurement user:
• The agency must exist
• There must be an ETCO for the agency.
Objectives: To add a non-procurement user to GETS
Inputs: Internal request for access to GETS
Outputs: Addition of a non-procurement user to the organisation’s
GETS client list
Sub-processes: Creation of an Agency if none exists
Creation of an ETCO if none exists
Creation of a Procurement Officer if that is a more
appropriate role
Systems and Tools Used: GETS, email
Involved: ETCO, Procurement Manager, GETS Helpdesk
Managing Questions on an RFx
Questions will be submitted by potential respondents during most RFx processes. It is
important that these are handled appropriately and in a timely manner.
• The question must be answered within a reasonable timeframe
• There may be a need to seek expert input to ensure the answer is accurate
• Where a supplier requests that an answer is kept confidential and the agency disagrees
the supplier should be given the option of withdrawing the question unanswered
• It may be necessary to modify the question prior to publishing the answer to preserve
the anonymity of the supplier – it is important that the substance of the question is not
altered
• Invalid questions need not be answered.
If multiple organisations ask a similar question a generic response can be used.
Objectives: Effective management of questions and answers in an RFx
process
Inputs: Question received on an RFx
Outputs: The answer to the questions is provided to all users who
have subscribed to an RFx unless the answer is confidential
Sub-processes: None
Systems and Tools Used: GETS, email
Involved: Supplier, PO, ETCO, Subject Matter Expert
Create Third Party Purchasing Agent
Purchasing organisations regularly make use of third party agents to conduct procurement
processes on their behalf. It is important that there is a formal agreement between the
purchasing organisation and the agent.
The purchasing organisation is accountable for the actions of their agent and should ensure
that the agent is aware of and applies all relevant rules and policies.
A purchasing agent can:
• Initiate and manage tender processes on GETS
• View agency tender activity within GETS.
A purchasing agent must not:
• Act without the authority of the delegated agency authority
• Enter into a contract with any successful respondent.
In order to ensure that GETS is being used effectively and that suitable controls are in place
the GETS administration team at MBIE may require copies of contracts with any third party
agents.
Objectives: Creation of third party procurement agent
Inputs: Request for creation of a third party agent
Outputs: Contracted third party account activated
Sub-processes: Creation of Contract with purchasing Agent
Systems and Tools Used: GETS, email
Involved: Purchasing Agent, ETCO, Procurement Manager
GETS: Create Third Party Purchaser
Start EndAlready on GETS Yes
Provide PO details
No
Existing contract
in place
Send training
modules
Yes
Create Third party
Contract
established
No
Relevant
information
provided
Yes
No
Final Version 1.0
GETS
RFx Compliance Management
The process displayed on the next page is a simplified process that ignores any specific
policies or process your agency may have in place. It is designed to ensure that any tender
published on GETS:
• Meets the requirement of the Government Rules of Sourcing (as applicable)
• Provides potential respondents with clear and succinct information to help them easily
decide whether to seek further information and/or subscribe to the notice
• That all information, including dates, times and contact details in the notice and tender
documents are consistent throughout.
Ensuring that the information is correct and that there is sufficient detail for suppliers to
assess their level of interest eliminates the need to issue corrections and reduces the
number of questions which will need to be answered.
Objectives: Provide a high level process for publication of tenders on
GETS
Inputs: RFx information including supporting documentation
Outputs: Tender Notices on GETS which comply with any applicable
rules policy and guidelines
Sub-processes: None
Systems and Tools Used: GETS, GETS - Tender draft information sheet, GETS - Tender
Checklist for PO/ETCO
Involved: Tender Manager, Procurement Officer, ETCO
Contract Award
Public sector purchasers are encouraged to publish information on the outcome of their
procurement processes; this is good practice and provides a level of transparency around
public expenditure. Publishing award notices is compulsory for agencies covered by the
Government Rules of Sourcing. There is detailed information relating to the process of
awarding contracts in the Rules and also the minimum information required in the award
notice:
• the purchasing agency’s name and address
• the successful supplier’s or suppliers’ name/s and address/s
• a description of the goods, services or works covered
• the date the contract/s was awarded
• the term of the contract/s
• the expected spend under the contract/s (or the highest and lowest offers the
agency evaluated to award the contract)
• the type of procurement process used – e.g. Open RFP, Select RFP, RFQ
• the details of any exemption from open advertising.
Objectives: To publish a contract award as per government rules of
sourcing
Inputs: PO/ETCO to load award notice
Outputs: Publish a contract award for tender
Sub-processes: None
Systems and Tools Used: GETS
Involved: Procurement Officer, ETCO
Support Request
The Help Desk will receive requests for support from multiple sources and will need to be
able to select an appropriate response:
The key success factor is all calls being managed to a successful close and there are no
orphan activities where the requestor has not been advised of the outcome.
Objectives: Manage requests for support
Inputs: Support request:
• Contact us
• Phone call
Outputs: All requests for support are completed to requestor
satisfaction
Sub-processes: None
Systems and Tools Used: GETS, email, Trac, Helpdesk call manager
Involved: Helpdesk, requestor, GETS Admin, eVALUA, MBIE IT