Monash City Council s etendering Portal - User Guide

Transcription

1 Monash City Council s etendering Portal - User Guide Section 1 Registering a User Account.. Page 2 Section 2 Registering for a Tender.. Page 4 Section 3 Downloading Tender Documents. Page 6 Section 4 Submit Communication/Review Responses. Page 7 Section 5 How to Lodge a Tender Submission Page 8 Section 6 Responding to an Invited Request for Quotation. Page 10 Section 7 etendering Portal References Page 12 Page 1

2 Section 1 Registering a User Account Before you are able to download documents or lodge an electronic response you must first create a user account. To create a user account: 1. Select the register button 2. Agree to the Open Windows Australia Terms and Conditions 3. Complete the respondent registration. All fields with an asterisk are compulsory. You must create your own password. Retain/secure login details for future use 4. Select submit. Provided all compulsory sections are complete you will be registered and will receive a confirmation . Click on the hyperlink to confirm registration details Complete the Respondent Registration form All fields marked with asterisk are compulsory Retain your login details for future use Start here Tick agree to conditions of use Select submit You will receive a confirmation Click on the hyperlink in the to confirm your registration Page 2

3 Once you click Submit the next screen instructs you to complete the process by opening your . The will provide you with a hyperlink to confirm your details. Dear Respondent, Thank you for registering on Monash City Council's etendering Portal. Before you are able to access the member section of the site you will need to click the link below to confirm your details. f5dv9mbx%2fdk2wqfphijjh3p3ovpe1gkchioinhuq1axdh%2bt1li1nszq%3d%3d Please do not reply to this . If you received this in error please disregard it. The hyperlink will confirm details and take you to the screen below. You may now login and download RFx documents and lodge submissions. Page 3

4 Section 2 Registering for a Tender To register for a Tender firstly view details by selecting the Current menu option The Proposed menu option will display proposed Tenders, Request for Information (pieces of work) The Current menu option will display all Tenders still open for submissions The Closed menu option will display all Tenders closed within the past 30 days The Archived menu option will display all closed tenders past 30 days from closure date. The Awarded menu option will display notices of awarded tenders Select the Tender by clicking over the description The next screen provides you with access to the RFx details. Use the tabs to register for the RFx, download documents, lodge communications and upload your RFx submission. Page 4

5 Details Tab provides an overview of the Tender Documents Tab Is where to Resister for the Tender To register, select the Register As a Respondent button. This tab will provide access for downloading Tender documents and submitting and receiving communications. Contacts Tab lists the Tender contact Communications Tab is where all Tender questions, clarifications and enquiries are to be submitted. The Tender communications shall be responded to within the etendering Portal and a response shared with all registered Respondents. Page 5

6 Section 3 Downloading Tender Documents Once you have selected the Register As a Respondent button, the Downloading all documents button will be active. Press Download All Documents (current screen) Press Download (next screen) You will have the option to open or save. Page 6

7 Section 4 Submit a Communication/Review Responses To submit an RFx communication, simply populate the query box and press Send Enquiry. An attachment may be forwarded with your enquiry if required. To upload an attachment press the Browse button and select your file before pressing Send Query. An similar to the example below will be forwarded to all registered respondents to advise when a response to a communication has been submitted. The response shall be available on the Communications tab along with any attachments if applicable. Dear RFx Respondent, Please note that a new communication has been recorded for the below tender: Quotation Number: Quotation Title: Test Process Quotation Category: Horticulture Maintenance Quotation Revised Closing Date: 01/02/ :00 PM Quotation Location: Council Quotation Description: Brief description/scope The details of the communication are: Date: 08/01/ :26 PM Title: Response to RFX Query Query: RFX (Not attachment) Page 7

8 Section 5 How to lodge a Tender Submission Please note: To lodge a submission allow ample time before the closing time. Council takes no responsibility for the time taken to upload a Tender submission. Tender submissions that are not complete in their upload at closing time will not be accepted. To lodge an RFx submission go to the details tab. Select the Update or Lodge a New Submission button. The next screen will reference Monash Council s Tendering Terms and Conditions to be read before submitting an RFx submission. Select Continue Page 8

9 The next screen will provide instructions of how to upload your RFx submission. It is important to note the maximum total file size is 2GB or 20MB. It is advisable to: Combine all your documents into a zip file first then upload only 1 file. Keep the total size of all files under the maximum size limit of 2GB or 20MG Make time allowances for computer glitches. Allow yourself plenty of time to upload your submission. If you need Technical assistance call the Open Windows etendering support team on If you have general enquires call Monash City Council s Strategic Procurement Team on (03) If you have a tender specific enquiry contact the RFx contact specified on the Contact tab. To Upload 1. Press Browse and select your file 2. Press Update or Lodge A New Submission The next screen will provide you with a Submission Receipt number. You may review your submission by selecting the Details tab then the My Submission button. Page 9

10 Section 6 Responding to an Invited Request for Quotation Upon receipt of an (similar to the example below) advising you have been selected to respond to an Invited Quotation, note down the unique access code and proceed to log into the etendering Portal with your registered login details. Dear Respondent, Monash City Council invites you to register for the following Request for Quotation. Important Note: The address and password that you set up in the registration process will be the only login details to have access to this tender. To submit your tender you will need to login with the same address and password. We suggest you store the login details where they can be accessed by other staff at your office if necessary. RFQ Details etender Number: etender Title: Test-contract Maree etender Category: Horticulture Maintenance etender Opening Date: 01/01/ :00 AM etender Closing Date: 12/02/ :00 PM etender Location: Test Invited Only etender Scope: Test Invited Only All times listed above are displayed in AUS Eastern Daylight Time (UTC+ 11) Accessing the RFQ If you are a first time user of etendering please click here and follow the registration process detailed below to access the Tender. Already registered users can login to Monash City Council's etendering Portal and enter your Access Code, provided below, to access the RFQ. Access code "lligoufb" (without quotes). Please do not reply to this . Any enquiries related to this tender should be directed to the contact person shown on the information for the tender. Tips: Note the unique access code from your to enable access to the quotation. To download the documents go to the Documents Tab click on the 'Register As a Respondent' button first then click on the 'Download all documents' button. To upload a submission, log back in with the same & password used for the initial registration. On the Tender Details Tab, click on the 'Upload or Lodge a New Submission' button. Page 10

11 Log into the etendering Portal then enter your unique code via the Access Invited RFx option on the home screen. To return to the home screen click the Monash Logo at the top of the page. Enter the unique code here and then the Quotation shall appear below. Refer to the sections below for details of how to Download documents, Submit Communications and Lodge a Submission. Section 3 Downloading Tender Documents. Page 6 Section 4 Submit Communication/Review Responses. Page 7 Section 5 How to Lodge a Tender Submission Page 8 Page 11

12 Section 7 etendering Portal References Please note Councils Disclaimer, Contacts Us and Links page is located at the bottom of the etendering Portal screen. Page 12