Managing Vendors on Procurement Management Portal

Transcription

1 Managing Vendors on Procurement Management Portal

2 Contents 1.0 Vendor registration Temporary Registration Registration Verification Terms and Conditions Full Registration Form Profile Status Password Recovery and update Bid Event Available Bid Closed Bid My Awards Vendor Bid... 9

3 Process Flow Description The proposed procurement outsourcing process flow starts by creating and managing vendors. A registration form will be made available for the vendors to complete and submit. On submission of the registration form, vendor s details will be validated before granted access to application for proposal and bid submission. Whenever a list of items is submitted for publishing either by the desk officer, the list is validated by the group head of respected groups before been published on the vendor outsourcing application. On submission, the respective vendors will be notified based on their registered categorization. The registered vendors will be able to bid for the published items over a specific period of time. At the close of bidding period, the bids will be received and reviewed by the respective desk officers and group heads before forwarding to the vendor selection committee who will be responsible for further negotiation and vendor selection approval process. After the vendor has been selected, a success or failure notification would be sent to both the successful and unsuccessful vendors respectively. On the receipt of the success message the vendor would then receive all necessary contract award documents including delivery date and location of items. After the items have been successfully tagged and supplied to the respected locations, the vendor will be expected to upload way bill and invoice needed for payment approval.

4 1.0 Vendor registration This module guides vendors through registration of their company on the PROCUREMENT MANAGEMENT PORTAL application. It guides vendors through the following process 1. Creating a company temporary profile on the portal 2. Complete creation of company profile for review and approval. 3. Searching for an available bids on the portal. 4. Uploading delivering document on the portal The URL to the Procurement Management Portal is Temporary Registration. Once the vendor click on the SIGN UP button, vendors will see a screen as shown below.

5 1.2 Registration Verification After temporary creation of company profile on the portal, the system generates an OTP and send the code to the vendors address for full registration on the portal. The bellow screen shot is the page where vendor will have to supply the OTP received. 1.3 Terms and Conditions After supplying OTP, the system checks if it corresponds with the company profile and moves to the company Terms and Condition page.

6 1.4 Full Registration Form Vendors are to accept or decline the company terms and condition. Below is the page where company full registration is being taken care of on the portal after accepting the company Term and Conditions. Below is the page where vendors are to upload their company document for review and approval.

7 1.5 Profile Status Below is the page that shows the current company workflow status after full registration on the portal before workflow final approval. 2.0 Password Recovery and update Below is the screen where vendors can update and recover their password.

8 3.0 Bid Event Below is the home page after final approval of vendor s registration from the workflow. 3.1 Available Bid Below is the screen where vendors view all available bid. 3.2 Closed Bid Below is the screen where vendors view all closed bid.

9 3.4 My Awards Below is the screen where vendors view all the bids that has been awarded to their company. 3.5 Vendor Bid Below is the screen where vendors can bid. To submit bid, kindly click on the Bid link. Once you do that, you will see a screen Similar to what is below. If fee is attached to the bid, the bellow fields will be enabled and payment will be validated, else it will not be enabled as it is in the bellow screen.

10 Below is the screen where vendors select bid item and input unit price. After inputting item unit price, kindly click on the Proceed to upload bid doc. button. Once you do that, you will see a screen Similar to what is below, this is the module where vendors upload bidding document.

11 Below is the screen where vendors upload bid document.