Government buyer user manual System Requirements and Administration Version 2.0

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1 Queensland Government etendering website Government buyer user manual System Requirements and Administration Version 2.0 July 2011 etender Help Desk phone

2 Table of contents 1 Introduction Communicating with potential suppliers (tenderers) Site management Role of the Queensland Government Chief Procurement Office Accessing the Queensland Government etendering website Homepage details Minimum system requirements Web browser compatibility Browser version Upgrade web browser Java plug-in Enable Java software through your web browser Registering as a Queensland Government buyer Logging in Forgotten password Dashboard (Administration) Actions Alerts Tasks Managing requests Editing personal details Queensland Government Chief Procurement Office (Department of Public Works), 2009.

3 1 Introduction Welcome to the Queensland Government Queensland Government etendering website. Released in September 2009, the Queensland Government etendering website enables government buyers to advertise tenders online and have potential suppliers (tenderers) respond via a secure online system. It provides suppliers with a single location to access and download tender information for the entire Queensland Government as per Section 9.1 of the State Procurement Policy ( Government buyers can navigate the Queensland Government etendering website via their dashboard. The dashboard provides government buyers with a range of features for management and administration of tenders/contracts online, such as, managing tasks, tender opportunities, tender alerts, and reporting. 1.1 Communicating with potential suppliers (tenderers) The Queensland Government etendering website includes the Ask a question feature which allows tenderers to post questions regarding a tender directly to the tender contacts. Questions and responses are then tracked through the system. This feature allows you to respond via to questions posted, and records the status of the question. You can also elect to have an online forum for your tender. Tenderers can post questions to the forum, which you choose to publish for public viewing. You can also post your own information and answers on this forum. Anyone who has downloaded any online tender documents/files or requested any hardcopy documents will receive notification when a forum post is published by the tender manager. Any government buyers who have been included in the contacts section of the tender will also receive notification whenever a forum post is published. If there are no individuals nominated in the contacts section to receive notifications then all government buyers in that business group will receive published notifications. The system can also be used to publish details of awarded contracts and standing offer arrangements (SOAs). Please refer to Section 9.2 of the State Procurement Policy ( for more information on requirements for publishing contract and SOA details. 2 Site management The Queensland Government etendering website is centrally managed by the Queensland Government Chief Procurement Office, Department of Public Works. Specific tender information is managed by the individual agency responsible for the tender opportunity. Queensland Government etendering website Page 1

4 3 Role of the Queensland Government Chief Procurement Office The Queensland Government Chief Procurement Office is responsible for the development and management of the Queensland Government etendering website on behalf of the Queensland Government and other public sector agencies. Tender information on the system is managed by the individual agency responsible for the tender opportunity. For further information contact: Queensland Government Chief Procurement Office GPO Box 123 Brisbane QLD phone: (helpdesk) Queensland Government etendering website Page 2

5 4 Accessing the Queensland Government etendering website 4.1 Homepage details The Queensland Government etendering website enables government buyers to advertise tenders online and potential suppliers (tenderers) to respond via a secure online portal. It provides suppliers with a single location to access and download tender information for the whole of Queensland Government. 4.2 Minimum system requirements To access the Queensland Government etendering website you will need: a PC or Mac computer internet access Java 1.5 plug-in. You will also require one of the following Internet browsers: Microsoft Internet Explorer version 6 or higher Mozilla Firefox version or higher Opera version 9.5 or higher. 4.3 Web browser compatibility The Queensland Government etendering website is best viewed in: 800 x 600 screen resolution or higher 256 colours or higher. This etendering website has also been tested using the following browsers: Internet Explorer version 6 Internet Explorer version 7 Mozilla Firefox version Browser version To check the brand and version of your browser: Open your browser If using Windows, select Help/About If using Macintosh, select Chooser Menu/About (browser). If you encounter problems when viewing or transferring secure information to and from the Queensland Government etendering website, you may need to update your browser to the latest version. 4.5 Upgrade web browser To upgrade to the latest version web browser check with your IT Helpdesk. If you have permission to upgrade your browser yourself, click one of the following links: Internet Explorer: Mozilla Firefox: Opera browser: Queensland Government etendering website Page 3

6 4.6 Java plug-in The Queensland Government etendering website uses Sun Microsystems Java technology for government buyers to upload and download documents. The Queensland Government etendering website requires that the Java plug-in version 5 or greater be installed. Visit the Sun Microsystems, Inc website ( to check the version on the Java plug-in on your machine. If you need to install or upgrade your current version, please contact your IT Helpdesk. If you have permission to install or upgrade this yourself then please refer to the FAQ section of the etender website and look for the question Do I have to install Java software? This will provide step by step instructions for installing Java. We do recommend to install the latest version of Java plug-in. The Java runtime environment may require you to verify the authenticity of the applet before it will run. You can either select Yes, No or Always selecting Always is the recommended choice. This will save time from being prompted each time that you wish to upload specification documents. 4.7 Enable Java software through your web browser If you have already installed the Java 2 Runtime Environment, Standard Edition (JRE), but the applets do not work, you may need to enable the JRE through your web browser. Please follow these instructions to enable the Sun JRE through your web browser: Internet Explorer 4.x and later: a) Click Tools Internet options. b) Select the Advanced tab, and scroll down to Java (Sun). c) Check the box next to the Use JRE version. d) Next, select the Security tab, and select the Custom Level button. e) Scroll down to Scripting of Java applets. f) Make sure the Enable radio button is checked. g) Click OK to save your preference. Mozilla 1.x and up: a) From the menu bar, choose Edit Preferences. b) Select the Advanced category. c) Check the box labelled Enable Java. d) Click OK to save your preference. Queensland Government etendering website Page 4

7 5 Registering as a Queensland Government buyer You need to register as a Government buyer before accessing the Queensland Government etendering website. New users will be added by QGCPO, who will require the following information to successfully complete your user registration: existing agency/sub agency that they are to added to first name last name position phone address. Each Queensland Government department and agency will have an agency coordinator to manage user registration. Contact the Queensland Government etendering help desk on to find out the contact details of your agency coordinator. To register: your agency coordinator with information outlined above for their endorsement the agency coordinator will then forward the request to QGCPO your user ID will normally be provided to you by QGCPO within 24 hours of QGCPO receiving the request from your agency coordinator. If the business group (sub agency) has not been previously set up then an agency/sub agency creation form will need to be filled in. These are available either from your coordinator or from QGCPO. Queensland Government etendering website Page 5

8 6 Logging in After your registration has been approved you will receive a system generated containing your login details (username and password). To log in to the system, from the home page you can either click on Existing Users under Log in on the left-hand menu bar or click the Log In link on the top menu bar. Enter your username and password from the and click on the Sign in button. The system is case sensitive and you will also need to ensure that there are no spaces at either the beginning or the end of either field. Queensland Government etendering website Page 6

9 The first time you log into the system you will be asked to accept the Terms and Conditions. To accept the terms and conditions, click the I AGREE button at the bottom of the screen. For security reasons, you will be asked to change your password from the one ed to you. Enter the password from the into the current password box and then type your new password into the new password box and then type the new password again into the confirm password box. The new password: must contain at least one alpha and one non-alpha character (made up of both letters and numbers and/or symbols) must be at least six characters long When you have finished, click the Save Changes button at the bottom of the screen. There are some other combinations that may cause errors, a message in red text will appear to advise what the error is. If you have any problems please contact the Helpdesk. Queensland Government etendering website Page 7

10 You will then be diverted to the following screen indicating that your password has been successfully changed. Please note: you will not be ed this password. Queensland Government etendering website Page 8

11 6.1 Forgotten password If you have forgotten your password, click on the existing user link in the left hand menu or Log In from the top menu bar and this will open the Member Login page, then click the Forgot Password? link. Enter your first name and last name and address and click the Reset Password button. Again the system is case sensitive and will read spaces at the beginning and ends of words. If you are unable to get this to work due to you not remembering how your name was set up in the system, please contact the Helpdesk. Your account information with your new system-generated password will be ed to your registered address within 20 minutes. Clicking Click here to continue will divert you to the homepage. Once you have received the follow the instructions in the Section 6 Logging In. Queensland Government etendering website Page 9

12 7 Dashboard (Administration) Upon logging into the Queensland Government etendering website as a Government buyer (Agency Officer), you will be presented with the following Administration screen or dashboard. The dashboard contains the following headings: Actions Alerts Tasks Manage Requests. Queensland Government etendering website Page 10

13 8 Actions Under the Actions heading you will find items associated with agency administration (shown in the image below) including: a) Find or List Users allows you to find users within the system, including the abilities to list all people in the system, to list all agency users, and to list all supplier users. b) Tender Statistical Reports provides a report of tenders by agency and also by UNSPSC coding c) Contract Statistical Reports provides a report of contracts by Organisation (Agency) and by date. d) Manage Distribution Lists is used to set up your own mailing lists so that when you are using invited tenders you can click on a list and it will automatically populate with the relevant suppliers and addresses e) Tender Audit Reports provides reports of tender information processes associated with your agency using a range of parameters for audit purposes such as events that have occurred during the tender process f) Create New is used to create a new tender g) Create Contract is used to publish the results of a tender that wasn t run through the Queensland Government etendering website h) Register New Supplier allows you to register a new supplier on the system. Queensland Government etendering website Page 11

14 9 Alerts Alerts are system notifications of an ongoing problem, warnings of future events or the occurrence of an event. Events such as the closing of a tender will be displayed as alerts. The default setting of tenders is that every one in your business group, either an agency or a sub agency, will receive all current system alerts, dependant on your user profile. To customise who receives alerts regarding a particular tender please refer to the Contacts section in Create Tender. Click on the alert to open and obtain more information about the event. 10 Tasks Tasks are generated automatically by the system, based on events caused by the passage of time, or by the action or inaction of other users. The default setting of tenders is that every one in your business group, either an agency or a sub agency, will receive all tasks, dependant on your user profile. To customise who receives tasks regarding a particular tender please refer to the Contacts section in Create Tender. These tasks will appear under the sub heading of My Tasks You will also receive an advising if you have a new task. To view a task, click on the task or the arrow next to the task. Please be aware that some tasks will disappear once they have been opened so please only open the tasks associated with your tenders. If you click on the link in the and you receive an error message Permission Denied this means that someone else has actioned this task and it has been removed from the task list. Queensland Government etendering website Page 12

15 11 Managing requests 'Manage requests enables you to manage tenders that have been added to the system, by your business group, such as: 1. Drafts - draft tenders that have saved in the system but are not ready for release 2. Forward Procurement Schedule - notice of future tenders for goods and/or services 3. Pending Release tenders that are approved to be published but have not reached their release date and time 4. Advertised current tenders 5. Closed (Under Evaluation) closed tenders that are currently under evaluation or have not been finalised in the system 6. Templates if you go to the market regularly for the same goods or services you can save the common details as a template. You then only need to fill in the details specific to the tender you are creating from the template. 7. Results awarded tenders. Queensland Government etendering website Page 13

16 12 Editing personal details To edit your personal information on the system, under Administration on the left hand menu bar, click Edit My Details. On this screen you can update personal details including your name, user id, password, addresses and phone number. You can also add additional addresses and phone numbers if required. When complete, click the Save Changes button. You will be presented with the following screen indicating that your details have been successfully updated. Clicking the Continue' button will divert you back to the home page. Queensland Government etendering website Page 14

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