etendersni service is provided by CPD and will be available for all public sector organisations

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2 Tendering portal for the NI public sector etendersni service is provided by CPD and will be available for all public sector organisations NI central government departments, agencies and arm s length bodies NI local councils and the Ulster University Phased introduction since April 2015

3 So far 160 tender opportunities advertised and 60 contracts awarded Wide range of supplies, services and construction opportunities Registration and use is free of charge to all suppliers Previous portal esourcing NI is shutting down Tenders welcome from outside Northern Ireland

4 Supplier perspective: what does etenders NI do? Supplier database for registering, and completing supplier profile certificates Automatic notifications about relevant tenders Secure way to submit tenders Advertising for sub-contractors

5 Understanding the etendersni language... Suppliers are referred to as Economic Operators (EO) Tender opportunities are Calls for Tenders (CfT) Buyers are referred to as Contracting Authorities (CA)

6 Understanding supplier roles using the system The Economic Operator Administrator is able to: Edit the organisation details Add / delete other users Complete Supplier Profile Certificates Publish subcontracting opportunities The Administrator should carry out the registration process, and after this they can add multiple other users.

7 Understanding supplier roles using the system Economic Operator Users are able to: Express an interest in a Call for Tender Submit a request for clarification and view responses Prepare and submit tender returns Accept / reject contract awards

8 Registering your organisation for etendersni

9 Registering for etendersni Visit Supplier data was not transferred from esourcing NI To ensure there are no multiple registrations by the same organisation, the system requires a D-U-N-S number Once the D-U-N-S number is confirmed, organisation contact details will be completed automatically

10 Registering for etendersni Opportunity to register interest in all tenders published by a particular CA skip if not relevant Download Java Runtime Environment (version 1.6 or higher) Internet Explorer (version 7 or higher) or Mozilla Firefox (version 3.5 or higher)

11 Contact the helpdesk by or telephone

12 Setting up alerts

13 Select the EO management link from the left of the home page screen

14 Select the Edit CPV Codes option from the main options on this screen Select the EO management link from the left of the home page screen

15 Select the torch icon to beginning searching for relevant CPV codes

16 Selecting procurement categories: using a word search Type in the Search text box and select the Search button Select a CPV category from the results and the Add to List button Select Submit to save your categories

17 Using the category tree to find the exact category Use the + and symbols to navigate through the layers Double-click on a title you are certain you want to select but not a broad category heading

18 Categories selected will appear in the Selected Items list Select Submit to move on

19 On this screen select Finish to save your changes, and receive a success message alerts will now issue automatically

20 Adding additional users for your organisation

21 Select User Management from the EO Administration options on the left hand side of the home page Then select Add User on the following screen No limit to how many colleagues can be added

22 Using etendersni to browse for Calls for Tender

23 Browsing for tender opportunities Remember the new phrase Calls for Tender (CfT) etendersni offers suppliers an extensive range of search options Search by key word Use the Advanced Search functionality Read a list of all opportunities and re-order the results

24 Use the simple Search function Use the advanced Search function Use View current opportunities

25 Viewing a list of all current opportunities... Use the arrows in the table heading to re-order the titles in alphabetical order (this example is Z to A)

26 Examples of an Advanced Search Select either Supplies, Services or Works Search by Buyer Organisation Search by the CPV code

27 Completing Supplier Profile Certificates

28 For certain parts of the bid, rather than type in general information likely to be included in most bids, the supplier may tick a check-box to import one of their Supplier Profile Certificates

29 Completing Supplier Profile Certificates Designed to save time for tenderers Some of the certificates created cover: Supplier identity, key roles and contact information Financial information about the contractor Business and professional standing Health and safety Equal opportunity and diversity Environmental management Quality management Building information modelling Various exclusions for public sector work

30 Select the EO management link from the left of the home page screen The eattestations link refers to Supplier Profile Certificates - select add new certificate on the next screen

31 Browse the list and select any certificate to begin adding information and saving the draft certificate Any certificate can be downloaded as a zip file, or a group of selected certificates can be downloaded

32 Any certificates that are highlighted red are invalid, or not yet fully completed Use this option to start adding more information to a certificate

33 Select the pencil icon to start answering a question within the certificate

34 After answering a question, select submit and the question will be highlighted in grey to show that it has been answered

35 Once all questions have been answered, a green success message confirms the certificate has been validated

36 Returning to the list of chosen certificates, the completed certificate is now highlighted in blue to show it is valid

37 Using the Call for Tender menu options

38 Explore the CfT menu options Expressing an interest Viewing tender documents Clarifications Create & submit tenders Set reminders Decide who gets the reminders

39 Creating a Tender Always start by expressing an interest Wait for the Tender Preparation Tool to load The tool can only be open in one browser at a time

40 At the top of the Tender Preparation Tool, the tool bar shows the completion % for the tender The LEFT panel of the tool displays the envelopes for the contract type (e.g. Eligibility Criteria, Technical, Financial) The main panel of the tool displays the questions for the selected envelope

41 The Eligibility Criteria tab is the pre-qualification stage for the tender This will be the only tab that you will be able to complete and submit

42 Completing the bid may involve: completing check boxes inserting dates attaching files inserting text

43 Green colour means this section is now completed The completion status will change to reflect your progress

44 Read the instructions carefully before beginning to complete the PQQ information

45 Use the checkbox to import one of your supplier profile certificates rather than manually completing the answers

46 The questions below the check box (for manual completion if you prefer not to use certificates) will then grey out

47 Green ticks and 100% completion status give you confidence that all the PQQ information is complete

48 Next step is to validate your information using the Tools menu

49 If the validation is not successful, the screen will display the criteria which have not been properly provided using red Stop signs

50 Before submitting, select save and choose somewhere on your computer to save the tender If you don t it saves it to C:\Users\[whatever your name is]

51 Submitting the tender Check you have the right version of Java Runtime Environment installed (suggested version 0.7 or above), before you try and submit the tender If necessary uninstall your current version of Java and download the latest version (free of charge from the Java website) Then click the Submit Tender button

52 Once you ve sealed an envelope, you can t re-open it Once you ve submitted a tender, you can t look in your sent items to open it all up again, its encrypted

53 Submitting the tender Once the tender has been submitted, it will appear further down the screen in the List of Submitted Tenders with a tender receipt ID number, and green ticks Check that only green ticks appear and no red warning signs contact the Supplier Helpdesk if something went wrong with the tender submission

54 Submitting a tender when a number of colleagues have input to the bid

55 Multiple users completing a bid Where multiple users need to access the bid, the offline tender preparation tool is used Save it on your PC as a zip file and uncompress the contents

56 Multiple users completing a bid how it works? First user uses the online tender tool in the usual way, saving the draft bid to a location on their computer and logging out First user s the file to their colleague Second user must download the offline tender tool before they try and open the received file Second user works on the bid using the offline tool, saves it on their computer and s it on to the next colleague The final user checks the bid using the offline tool, and uses the pack function to convert the file and upload it to etendersni

57 Tips for using the offline Tender Preparation Tool At any time you can use the save button to save a partially completed tender, and return to it later. Remember not to let the document be saved in a temporary folder which the operating system may delete. Once you are ready to submit, use the Pack option to create a tender package ready for uploading The name of the package will include _TENDER

58 Uploading your tender documents (prepared offline) Use the CfT Menu to select the Tender option Use the Manual Upload of tender package option on screen Locate your package on your PC and upload it

59 Managing notifications about tenders you are associated with

60 If you have associated your organisation with a tender, you can use this option to specify when you want alerts: e.g. a reminder a week from the tender submission deadline If you have associated your organisation with a tender, you can use this option to specify which of your colleagues receive the alerts they must be associated to submit the final tender

61 Troubleshooting: when I clicked Submit Tender a message said not allowed to upload a tender Select Automated Notifications and then Associated from the drop-down list beside your name

62 Trouble shooting

63 Why am I having problems using etendersni? In order to submit a tender on etendersni, you will need the following software: Java Runtime Environment (version 1.7 or higher) Download the latest Java version One of the following web browsers: Internet Explorer (version 7 or higher) or Mozilla Firefox (version 3.5 or higher) Javascript must be enabled, session cookies enabled, and internet access through HTTP/HTTPS Enable javascript

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65 Select Help Download the Tender Preparation Tool Troubleshooting Manual

66 Practical tips to help you make the transition to etendersni

67 Questions?