SEPTA eps FREQUENTLY ASKED QUESTIONS

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1 SEPTA eps FREQUENTLY ASKED QUESTIONS Can more than one person from my company register for the SEPTA eps? No. The Vendor Registration Form will register you under your Company Name so all employees should access the system using the same Username and Password. Only one registration form allowed for submission per company s tax identification number. You may include include an address for the system users of your company who will to receive 1) Company Address info 2) Remittance Address info 3) Bid Address info 4) E Purchase Address info 5) Notifications of Solicitations regarding activity on the system. The s entered must not exceed 80 characters. The Quote Submittal Form includes an area where you must provide the Contact Name and Title for the individual quoting. What do I do if I forget my Login ID or password? On the Login screen. Click on Forgot Password the system will generate a pop up requesting your and/or username (as shown below) and will then send an containing your login information. If you still have problems or forget your username feel free to send an to epsadmin@septa.org and an administrator will gladly be of assistance to you. What should I do if my registration has been suspended/ de activated? Usually an eps registration has been de activated/ suspended if the vendor has not updated their registration. SEPTA require all vendors to verify their eps registration accounts every 90 days. This is done to maintain working components in our server. Notifications that are sent to a non working address will backup SEPTA s main server causing the system to malfunction. To get reactivated you should send an to epsadmin@septa.org requesting reactivation of your account. Who should I contact if I have a question regarding a specific requisition? Please contact the Buyer referenced in the requisition. You can the Buyer by clicking on the Buyer Name on the Requisition in eps or you may reference the Procurement Directory by going to

2 select Business then select Business Directory. There you will locate SEPTA s Procurement & Supply Chain Management staff and telephone numbers. What is a Commodity code? Commodity Codes are SEPTA s unique codes which are used to organize and classify various commodities. Although the federal government uses NAICS codes for commodity classification; SEPTA has their own unique classification numbers for commodity identification and no longer use the government codes. Can I add more than one Commodity code? Yes... you can add as many codes as you would like to your registration form. First you will need to identify the code you would like to add to your registration. This can be done by performing a keyword search by typing in the service/ material or equipment your company offers then click the Search button. Once the list of codes and descriptions appear click the ADD button to add code to your registration profile. (see pictured below). This information can be updated as many times as needed as long as if the registration is active.

3 Why don t I receive notifications about the status of requisitions containing my listed Commodity codes? 1) Check the status of your Notify Via selection. This section is located by selecting Change Vendor Registration Information of the SEPTA eprocurement Vendor Main Menu screen. Make sure you have selected Yes I want to receive automatic notification of solicitations that match my selected Commodity codes as well as being notified 24 hours in advance of the closing of solicitations that match my selected codes. 2) Check your SPAM mail. Some servers may recognize the SEPTA eps notification s as SPAM; specifically AOL. 3) If these don t help, contact epsadmin@septa.org and an administrator will gladly be of assistance to you. How can I stop SEPTA eps notification s from being sent to my mailbox? After logging into your registration select Change Vendor Registration Information within the Notify Via section highlight No - I do not want to receive any automatic notifications of solicitations that match my selected Commodity codes. You may change this option at any time by updating your vendor profile.

4 What does it mean when I receive a Requisition Withdrawn notification ? The Requisition Withdrawn notifies our eps vendors informing that a requisition they have quoted on has been withdrawn from the system. If you have received this notification and have already submitted a quote, your quote is no longer valid and has been deleted from the system. If the requisition should be re posted you will need to re submit a new quote. Is there a No Quote option? Yes... After you have logged in; on the Vendor Main Menu you will select View Open Requisitions by Category and Submit Quote(s). Enter the requisition number (no other information) then click submit and there you will find the No Quote option. This will be displayed on the eps Requisition Detail screen in the top right side along with the Submit Quote and Print button as well. (See below) After the No Quote option has been selected, you will receive a confirmation number that will allow you to quote on the item if you should decide to at a later date before closing.

5 Can I submit a quote for an alternative to the item requested? Information regarding the alternative items MUST be entered in the EXCEPTIONS BOX on the Submit Quote screen. When submitting alternatives/exceptions for multiple line items, You MUST specify which line number the alternative will affect. Please note the buyer notes or instructions specifies whether alternatives will be considered. What should I do if I receive an error page while working on the SEPTA eps? Usually this is a strong indication that your session may time out. If the system is left idle for a long period of time it will time itself out resulting in you receiving an error page. You may try refreshing your browser and logging back into the system. If the problem persists, contact the SEPTA eps administration at epsadmin@septa.org. Can a vendor submit a price quotation to the buyer if the quotation date and time has expired? No, quotes are received after the specified close date and time indicated on the requisition. When can I expect to see the results posted on the eps Award Listing? This will depend on when the associated buyer of the procurement generates the actual Purchase Order. The award will appear the day after the P.O. is generated and remain on the Award List for approximately two (2) weeks. How can I search for a requisition on the Award Listing? To find the Award Listing for a specific requisition on eps you will go to / Business/ Procurement/ Electronic Procurement System eps and finally $100,000 and under eps award listings. Note: Most PC s can search specific terms by clicking Control + F keys on your keyboard. However, MAC systems searching methods differ.

6 How can I modify a Quote/No Quote from the RFQ Confirmation List? A quote/ No Quote can be modified by selecting Amend Requisition Quote from the Vendor Main Menu. This selection requires a Confirmation Number which can be found in the RFQ Confirmation List on the Vendor Main Menu as well. Copy the confirmation # in the box and the quoting screen will appear for modification. Do I have to quote on all of the items on a requisition? The Basis of Award for the requisition will indicate Each/Any or All. If it states Each/Any you do NOT have to quote on all the items only the lines you can provide. But, if the Basis of Award indicates All, you MUST quote on all items..