NGES Supplier Instructions for the Electronic Request for …€¦ · Electronic Request for...

NGES Supplier

Instructions for the

Electronic Request for

Quotation (eRFQ)

Implementation February 16, 2015

Revision A

New Electronic Request for Quotation (eRFQ) is implemented…

• On 02/16/15, NG Electronic Systems will implement the new electronic RFQ (eRFQ).

• Upon implementation, all NGES requests for quotation (RFQs) will be sent via email to NG suppliers.

• The new eRFQ utilizes an Adobe interactive form which NGES suppliers will receive, complete and return to NGES via email.

• Upon receipt of the quotation, pricing and lead time information will be automatically uploaded into the NGES Procurement System.

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Mark pages according to the proprietary level of information (or remove)

Prepared by L. Toliver – 01/2015

NGES eRFQ: What are the

benefits?? • New eRFQ is based upon an Adobe interactive form sent to suppliers via

email and will replace the current fax (paper) based transmission process

• Upon quotation receipt, pricing and lead time information will be

automatically maintained in the NG Procurement System

• Order processing time will improve by providing real time pricing visibility to

the NG buyer within the NGES Procurement System

Our Success Depends On Your Participation!!!

eRFQ Supplier Instructions: Steps to Completing An eRFQ

Step Description

I. eRFQ Transmission and Supplier Receipt

II. Completing the eRFQ Adobe Form

III. Submitting the Quotation to NGES

IV. Submitting No Bids and NRE Costs

V. Helpful Hints

VI. Contacts for Questions/Comments


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Step I: eRFQ Transmission and Supplier

Receipt

• NGES supplier will receive notification of the eRFQ via email from a Purchasing representative

• Subject of email will include the unique NGES RFQ number

• eRFQ Adobe form will be included as an attachment in the email

• Content of email will include standard eRFQ instructions

5 Prepared by L. Toliver – 01/2015

Sample eRFQ Email

Supplier Instructions – Standard Email

Content

Instructions for Electronic Quotation Submittal:

1. For each line item provide the Unit Price; Promised

Delivery Date; Standard Lead Time; applicable minimum

order quantity and any Notes.

2. Should Delivery include multiple shipments, include the

final delivery date as the Promised Delivery Date and set

forth the delivery schedule within Item Notes. Do NOT

enter a Promised Delivery Date equal to or before the

RFQ Response Date. If delivery is possible prior to the

RFQ Response Date, notate this within Item Notes.

3. Provide Vendor Quality Text Details: Point of Contact

Name; Date; Phone Number; Email Address; and Validity

Period

4. Click the GREEN Submit Button

5. Maintain the auto-populated email distribution and click

Send.

Instructions for Manual Quotation Submittal:

1. Complete Steps 1 - 3 for Electronic Quotation Submittal.

2. Fax and/or email the Quotation to the Buyer's Authorized

Representative.

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Northrop Grumman Supplier:

Attached please find the subject Request for Quotation (RFQ). Review the RFQ and contact the Buyer’s Authorized

Purchasing Representative if any additional information is required. Depending on the details of this RFQ, additional

forms may be necessary. Upon completion, submit your Quotation by the Response Date stipulated within this RFQ.

This email and any attachments transmitted with it are confidential and intended solely for the use of the individual or entity to whom

they are addressed. If you are not the intended recipient/named addressee you are notified that disclosing, copying, distributing or

taking any action in reliance on the contents of this information is strictly prohibited. Please notify the sender immediately by e-mail if

you have received this email in error.

Step I: eRFQ Transmission and Supplier

Receipt (continued)

Reviewing the Request for Quotation:

1. Upon receipt of the eRFQ, the NG supplier should review the eRFQ email instructions to understand how the quotation should be completed.

2. Supplier should double click on the eRFQ email attachment to open the Adobe interactive form.


SAMPLE eRFQ Email

DOUBLE CLICK here on the email attachment to open

the eRFQ Adobe form.

Step II: Completing the eRFQ Adobe form

Opening the eRFQ Adobe form :

3. The Adobe eRFQ form will

initially open to a blank

“Protected View.”

4. To completely open the form,

click on the “Enable All

Features” button on the right

hand side of the form to view

the entire eRFQ document.

Please note, there may be a

slight delay as the form is

opened.


SAMPLE eRFQ Adobe Form

Click here to open the eRFQ completely.


(continued)

Completing the Quotation :

1. The supplier should review the entire eRFQ document to understand the request for quotation.

2. All required fields are highlighted in red (except the minimum order quantity which is not required but is highlighted in red).

3. If the required fields are not highlighted in red, click the “Highlight Existing Fields” button to highlight the required fields.


SAMPLE eRFQ

Click Here if you do not

see required fields

highlighted in red

Sample eRFQ

Supplier can enter Line item Notes here (No Bids, NRE Costs, additional part

info, etc.)

Number of Pages


(continued)

Completing the Quotation (cont.):

4. The supplier can simply click on the red “required” field to populate the field.

5. The supplier is expected to populate every required field on all line items.

6. A zero (0) value is an accepted response for unit price, minimum order quantity and standard lead time. If the supplier is submitting a $0 unit price, the field should be left blank ($0 = blank entry).

7. Line item notes should be entered for “No Bid” responses and Non-recurring (NRE) costs.


Sample eRFQ


(continued)

Completing the Quotation (cont.):

8. Upon completion of all line item requirements, the supplier should complete the remaining fields at the bottom of the eRFQ form (Point of Contact, Quotation Date, Phone Number, RFQ Notes.).

9. Please note, there is an additional field entry requirement for eRFQs in support of a NG proposal. The Pricing Basis field must be populated with: Constant or Future. The entry should indicate the supplier’s pricing escalation method (Constant Year $ or Future Year $).

10. Please note, only numeric values should be entered for the date and phone number fields. An error will be given if dashes, slashes or spaces are entered.

11. The final step to completing the quotation is to click the green “Submit to Northrop Grumman” button.

12. An error will be given if any required fields were left unpopulated. Errors must be resolved to proceed.


All required fields are

high-lighted in red.

Click Here to Submit the

Quotation to NG

Enter Pricing Escalation Method

Here. This field is only available on requests

in support of a NG proposal.


(continued)

Required Fields

• Unit price (must be in US $ currency)

• Promised Delivery Date (can not be equal to or before RFQ Response Date)

• Standard Lead time (enter days only)

• Point of Contact

• Quotation Date

• Phone Number (enter numeric values only, no spaces, dashes or slashes)

• Contact Email address

• Validity Date (end of pricing validity)

• Pricing Basis Indicator (available only on Request for Pricing Requests– 6200 series requests

Optional Fields

• Minimum order quantity

• Line Item Notes

• Header Note (found at bottom of form)

• Vendor Reference (external supplier reference)


Step III: Submitting the eRFQ to NG

Submitting the Quotation:

1. Once the “Submit to Northrop Grumman” button is selected, an email will be presented.

2. The supplier should not remove any of the pre-designated email contacts from the email.

3. The completed quotation will be included as an outgoing attachment.

4. Please note, if the supplier uses a free email service (Gmail, Hotmail, Yahoo, AOL, etc.) the Adobe form should be saved and the attachment extension should be changed to .ngpdf prior to sending. If the file extension is not changed, the email will not be received and uploaded by NG.

5. The supplier can add additional attachments to the email before sending.


DO NOT REMOVE THESE EMAIL ADDRESSES

Sample Quotation Response Email

Step III: Submitting the eRFQ to NG

Submitting the Quotation:

5. Once the “Send” button is

selected and the transmission

is received, the quote data

will be automatically uploaded

into the NGES system. The

automatic upload will include

any unit pricing, delivery

dates, lead times, and line

item/header notes submitted

by the supplier.


Sample Email Received from NG Supplier

The completed

quotation is attached

here.

If the supplier

uses a free email

service, the .pdf file

extension at the end of

the file name

should be changed to

.ngpdf

Step IV: Submitting No Bids and NRE Costs

A. Submitting a No Bid Response:

1. It is expected, the NG supplier

might need to submit a No

Bid response to a quotation

request.

2. To submit a No Bid with the

new eRFQ Adobe form, the

supplier should:

a) Enter in the Promised Delivery

Date (must be day after the

eRFQ response date)

b) Unit price = $0 (leave field blank)

c) Enter a “0” value for Standard

Lead Time

d) Enter a line item note of “No bid.”


Sample “No Bid” Response

eRFQ Response Due

Date


(continued)

No Bid Responses (cont.):

3. This is currently the only

method of submitting a No

Bid response with the new

eRFQ.

4. A future enhancement will

provide a “No Bid” check box

for the supplier to select

which will automatically

populate all of the required

fields for the line item.

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Sample “No Bid” Response


(continued)

B. Submitting NRE Costs:

1. A supplier may need to add additional non-recurring costs (ex: Set-up Charge, Testing Fee, etc.) to a material price during the quotation process. There are two ways to submit a NRE Cost via the eRFQ Adobe form:

a) Option 1: The supplier can include the additional cost in eRFQ line item notes via a text note which specifies the additional fees (see example #1 at right).

b) Option 2: If the NG Purchasing representative adds a line item (ex: #101, #201, etc.) for NRE, the supplier can provide the cost of the NRE on the additional line (see example #2 on next slide).


Example #1 -NRE Response


(continued)

Submitting NRE Costs (cont.):

2. Please note, if the Purchasing

representative adds a line,

the additional line will be

created as a service. The

supplier would be responsible

for populating:

a) Promised Delivery Date

b) Unit Price

c) Item Note to define what the

NRE cost covers (Engineering,

Testing, etc.)


Example #2 -NRE Response

Step V: Helpful Hints

1. The recommended method for transmission of the NG eRFQ is via Microsoft Outlook. If a supplier uses a free email service, the file extension of the quotation attachment file should be changed to .ngpdf prior to submitting the quotation to NG.

2. Always, submit a line item note with NRE and No Bid responses. A note of No bid should be entered for a No Bid response and a description and $ price should be entered for a NRE fee.

3. Only enter numeric values in fields requiring number entries (phone number, date, etc.)

4. An entry of “0” (zero) is only an acceptable unit price entry for a No Bid response.

5. Do not alter the auto populated addressees for the email sent back to NG.

6. Please note, there is an additional field entry requirement for eRFQs in support of a NG proposal. The Pricing Basis field must be populated with: Constant or Future.

7. Do NOT enter a Promised Delivery Date equal to or before the RFQ Response Date. If delivery is possible prior to the RFQ Response Date, notate this within Item Notes.

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Step VI: NG Contacts

Questions/Comments


Point of Contact Types Of Questions?

Primary Contact NG Purchasing Representative (NG Contact name on eRFQ – submitting eRFQ)

Questions regarding the eRFQ and requirements

Secondary Contact NGES eProcurement Help Desk ([email protected])

Technical issues with eRFQ Adobe Interactive form

Tertiary Contact [email protected] [email protected]

Single Updates to Vendor Email Contacts Multiple Updates to Vendor Email Contacts

mailto:[email protected]

mailto:[email protected]

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