Team Leidos Supplier User Guide

Transcription

1 Team Leidos Supplier User Guide

2 Contents 1 Purpose: Guidance: View OJEU Contract Notice Obtain OJEU Contract Notice Number Obtain LSL esourcing Tender Reference Number Register for LSL esourcing (for first-time registrant only) Register Through LSL Supplier Self-Registration Receive Confirmation of Registration Receive Primary Contact Account Information Log in to LSL esourcing Login and Accept Terms of Use User Interface Examine Tender Documents Reviewing RFx Viewing Tender Documents Committing to Respond to a Requirement Clarification Questions Responding to a Tender Answering Questions Adding Attachments to Question Responses Placing Price Bids Single Bid Multibid Offline Bid Profile Management Amending Account Details Setting Preferences Password Reset Creating an Additional User Page 2 of 22

3 1 Purpose: This guidance document details key points for suppliers using Leidos Supply Limited s (LSL) esourcing platform. 2 Guidance: 2.1 View OJEU Contract Notice Obtain OJEU Contract Notice Number LSL will publish all notices on Tenders Electronic Daily (TED) (link and picture below). To find notices launched by LSL type Leidos into the search bar on the TED page, click into a notice and take note of the OJEU Contract Notice number as highlighted. ( ) Page 3 of 22

4 2.1.2 Obtain LSL esourcing Tender Reference Number On Section I: Contracting Authority, take note of our esourcing document reference numbers, which comprises of our Tender Reference Number. LSL/GS/0247/SSQ LSL is our corporate acronym. GS is abbreviation code for our General Supplies commodity category. The other commodity category codes you may see are: DC for Defence Clothing FOOD for Food MED for Medical OLG for Oils, Lubes and Gases 0247 is the control number. 2.2 Register for LSL esourcing (for first-time registrant only) Register Through LSL Supplier Self-Registration Our supplier self-registration link is: Page 4 of 22

5 The supplier registration link is also available on the login page using this link: Complete the form ensuring to complete the compulsory section which are highlighted in red on the form. You will have to indicate that you are responding to a specific contract opportunity, enter the OJEU Contract Notice number you obtained in Step and tick the corresponding commodity category guided by our codes stated in Step Receive Confirmation of Registration Once bidder s registration is accepted, bidders will get an notification. Use the LSL esourcing link provided to login after bidders receive their primary contact account notification for the login information. Page 5 of 22

6 2.2.3 Receive Primary Contact Account Information Shortly after receiving company registration approval, the LSL esourcing login information for the primary contact is ed. Watch out for an from LSL esourcing Supplier Registration Manager. Use the provided URL to login to our esourcing application. 2.3 Log in to LSL esourcing Login and Accept Terms of Use Use the credentials to login. Page 6 of 22

7 2.3.2 User Interface Once logged in, the landing page is the View RFxs or Bids page. This is under the Sourcing module and Bids menu group. Users will see live tenders they been invited to on this page. The other elements of the user interface are: Virtual Supply Master where users access the inbox and, for the organisation user (the designated primary contact by default) who was designated as the Supplier User Administrator, the user administration page. My Profile where organisation details are viewed. Bids where all invitations are received. This is also where users can accept a tender document. Messages where users send or receive messages with our Commercial Teams who are responsible for the tender exercise being participated in. Utilities where user can view helpful tutorials, data exchange, and organisation users. 2.4 Examine Tender Documents Reviewing RFx Bidders will have access to all the sourcing activities they have been invited to and can click on the View/Respond to RFX to confirm interest. Page 7 of 22

8 Bidders will now face a page similar to below. By pressing this icon questionnaires. Bidders can view the questions within the Viewing Tender Documents After the bidder has accepted they will be able to view all of the attached documents. To do this go to RFx Attachments as pictured below. From here the bidder will be able to view all documents attached to the tender. To view these documents click on the content link, this will begin downloading to your computer to view Committing to Respond to a Requirement Bidders can elect to Accept or Decline to Bid from here: Clarification Questions Once a Bidder has accepted and reviewed all of the documents, and has clear understanding of the requirements, evaluation model, price schedule, contract terms, and any associated attachments to questions. Page 8 of 22

9 If a bidder has any questions on the requirement they can send these questions through the messaging centre by clicking on RFx Messages (pictured below). This will open a new window with three tabs (pictured below). All received messages are in the Received Messages tab. All messages sent are in the Sent Messages tab. All standard system related messages are in the Broadcast Messages ab. It is strongly recommended that Bidders review RFx messages before commencing with responding to the questionnaires. Bidders can send messages using the Create button in the RFx messages screen. Once Bidder clicks this a new window will open pictured below. Page 9 of 22

10 When sending a message, in the To field ensure to always send to All hosts. Within this window a Bidder can also add an attachment to the message if needed. To do this click on the Attachments hyperlink, this will open a new window (pictured below). Click Add, this will open a window (pictured below). Click Browse find the desired file, select it and click Open. Now name the file in the Name column as (pictured below). Finally click Save and the attachment has now been added to the message. 2.5 Responding to a Tender Answering Questions On the Questionnaires tab you can expanded view of the questions by clicking on the plus symbol. Page 10 of 22

11 This view enables bidders to quickly view the questions within each section. To answer the questions click on the Place Response button, this will open a new window for users to enter their responses as pictured below Adding Attachments to Question Responses If bidders run out of space when writing answers or are required to attach evidence you can do this by clicking the paperclip symbol next to Question Level how to add attachments. after this step refer to which goes through Placing Price Bids There are three ways to enter your bids: 1. Single Bid 2. Multi Bid 3. Offline Bid Single Bid Multiple Bid Offline Bid SingleBid allows bidders to bid on a single item at a time. MultiBid just displays multiple items in one screen allowing bidders to bid on more than one item at the same time (looks like a spreadsheet). (Both SingleBid and MultiBid contain the same items.) This will allow bidders to download a spreadsheet with all of the questions and items to price. Users can enter responses on the spreadsheet at their convenience, and then import the responses into the system when you are finished Single Bid To place bids with this method, click on the Single Bid tab. Then click on any of the red Place New Bid buttons beside the item name (pictured below) this opens a new window. Page 11 of 22

12 The data at the top of the window is information about the item (pictured below), this information can vary from tender to tender. Below this is the bid fields, enter the requested data into the Place Bid fields as highlighted below. Be sure to click on the Save or Save and Go to Next Item. Page 12 of 22

13 Multibid Bidders can also click on the Multi Bid tab to enter prices for all the line items at one time. Select Currency from Column Bid Currency then enter prices/requested data for all of the boxes that are in blank box in front of each Item. Be sure to click on the Save Bids button as pictured below ready to submit everything Offline Bid Note: Before following these instructions please read the below guidelines: Bidders cannot change the names of the column headers Bidders cannot move the columns in the spread sheet Bidders cannot add columns to the spread sheet Number of decimals may not excel the limit specified for the field (see cell comment) o If bidders enter more decimal places than allowed, even if bidders format the spreadsheet to only display 2 decimals this will fail during import because there really are more decimal places in the entry, it is just not displayed to the bidder. o The import will fail, message typically says something like error on row 10, too many decimal places o The value has to be truncated to 2 decimals Offline bidding spreadsheets cannot contain formulas, o If bidders use formulas to calculate bids, bidders must to a copy -> paste special -> paste values to replace formulas. o Importing a formula will cause the import to fail Some fields require very specific format o Date field has a very specific format, including the time of day o Multi select answers have to match the choices EXACTLY Users cannot just leave a row blank if you are not bidding on that item. Bidders select No Bid for the action. Bidders must use the offline bidding form that is specific for the RFP. By downloading it yourself. Bidders cannot use the offline bidding file used from a previous tender. The RFx name in the import file must match the RFx for which you are trying to import data. Page 13 of 22

14 Instructions First, bidders export the offline bidding template by clicking on the Respond Offline button (pictured below). In the next window, leave the choice Download offline response template selected and click OK (pictured below). On the next screen, bidders may keep the default file name or enter a new name for the file, then click the Export button. Page 14 of 22

15 This will open the Data Manager in a new window (pictured below). The most recent export/import request will always be at the top. The export that has been requested is currently Running as highlighted above, wait a couple of seconds and then press the refresh button in the righthand corner. Repeat this until the Status changes from Running to Done Click here to download results... Once the status has changed it will also change colour to blue, click on this to download the file onto your device. After download is complete open the excel file, it is best to ensure that no other excel files are open when opening this for the first time, as it can cause an error in some cases. Once open you may carry on as normal. When opening the document you will need to click Enable Editing. Once opened the bidders will first see Template Instructions this goes through in detail the different sections of the document. Across the bottom you will see three different tabs tab that bidder will be in first, Question Response tab, and BID_RFP tab.. The Instructions In Question Response tab users can complete the questions in excel and import these answers along with the bids. Doing this means that any attachments will need to be added manually to the questions once imported. Page 15 of 22

16 In BID_RFP bidders are able to complete their pricing and any other requested data into an excel spreadsheet (picture below). Purple boxes are information about the items bidders are bidding on, bidders are only able to enter/change data in the white boxes. The amount of purple and white boxes can vary from tender to tender. As highlighted in the picture above, bidders must define what Action is being taken with that item from the drop down. The options are: New: First time bidding on the item Update: Updating an existing bid Cancel: Cancel on existing bid No Bid: Not bidding on that item After entering the responses in the spreadsheet and saving it, bidders are ready to import responses. To do so, once again click on the Respond Offline button on the esourcing Portal as shown at the start of the Offline Bid Instructions. This time choose the 1 st option Import Responses and click OK. In the next window, click on the browse button and find the file on the bidders hard drive, then click on Import as highlighted below. Page 16 of 22

17 The Data Manager will open again, the status of the import will say Running, as before press refresh Until the status changes. This should change to Done or Failed if the system finds an error in the data. When failed this will be in blue, if you click on it a new window will open describing where the error is on the document and guidance on how to resolve it. Go back into the document correct the error and start the import process again. Note: Error Message Important Note: If bidders don't want to bid on an item, instead of leaving it blank, it is required to select No Bid for that Item. Otherwise, when importing, you will get below Failed, error message: Sometimes the template can become corrupt, to resolve this copy and paste the RFP_BID sheet into a new document and upload that. The same can be done on the Question Responses sheet Profile Management Amending Account Details The account owner can make changes to the account by going into Virtual Supply Master Page 17 of 22

18 in the top left. Click on the users screen name in the top right and select Profile. In this window bidders are able to amend all details apart from Username by clicking Edit right hand corner. This will make all fields editable as pictured below, make any required changes then in the click Save in the right hand corner Setting Preferences Bidders are able to set up defaults and settings for their account. To do this, click on the user screen name and select Preferences. On this screen there are various settings that can be set and personalised. Page 18 of 22

19 These can be changed at any time, once bidders become more familiar with the portal this can be revisited. If any changes are made to this screen ensure to click OK in the bottom right of the screen Password Reset In the preference screen bidders are also able to set there password recovery question. This is located at the bottom of the Edit Preferences screen as pictured below. Select from five different question, input the answer and click OK in the bottom right of the screen will save the changes that you have made., this Creating an Additional User Bidders have the capability to create additional users for the organisation. To do this go to Virtua Supply Master (VSM) as pictured below. Once in VSM go to Users and click the External Users folder. This will take bidders to a new page (pictured below). Page 19 of 22

20 In this screen now click Create... in the right hand corner, bidders will now need to populate the new users information. All fields with a * next to it are compulsory in order to create a user account. Once the relevant fields have been created click Save in the right hand corner. Now the users is created bidders need to activate there account by clicking Activate User in the left hand corner. After this a box will pop up in the centre of the screen (pictured below) displaying the users screen name and their login password, nothing needs to be done with this these details, they will be ed to the user. Click OK to continue. Page 20 of 22

21 Bidders will now need to give the new user access to the Sourcing module in the portal. To do this click on Applications on the tabs that run above the User Info (pictured below). This will show a new screen (pictured below). Check the Sourcing box and assign the user as a Supplier Agent select the relevant language and date format settings (pictured below). Finally click Save on the right hand side. Note: Creating a User With Admin Rights If bidders wants to create another user that has admin rights the process is the same apart from, instead of assigning the role of Supplier Agent this needs to be Supplier Application Manager. Alongside this in the Roles tab move External User Administrator from Available Roles to Assigned Roles (pictured below) and click Save in the right hand corner. Page 21 of 22

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