NGES Supplier Instructions for the Electronic Request for Quotation (erfq)

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1 NGES Supplier Instructions for the Electronic Request for Quotation (erfq) Implementation February 16, 2015 Revision A

2 Mark pages according to the proprietary level of information (or remove) New Electronic Request for Quotation (erfq) is implemented On 02/16/15, NG Electronic Systems will implement the new electronic RFQ (erfq). Upon implementation, all NGES requests for quotation (RFQs) will be sent via to NG suppliers. The new erfq utilizes an Adobe interactive form which NGES suppliers will receive, complete and return to NGES via . Upon receipt of the quotation, pricing and lead time information will be automatically uploaded into the NGES Procurement System. 2

3 NGES erfq: What are the benefits?? New erfq is based upon an Adobe interactive form sent to suppliers via and will replace the current fax (paper) based transmission process Upon quotation receipt, pricing and lead time information will be automatically maintained in the NG Procurement System Order processing time will improve by providing real time pricing visibility to the NG buyer within the NGES Procurement System Our Success Depends On Your Participation!!!

4 erfq Supplier Instructions: Steps to Completing An erfq Step Description I. erfq Transmission and Supplier Receipt II. III. IV. Completing the erfq Adobe Form Submitting the Quotation to NGES Submitting No Bids and NRE Costs V. Helpful Hints VI. Contacts for Questions/Comments 4

5 Step I: erfq Transmission and Supplier Receipt NGES supplier will receive notification of the erfq via from a Purchasing representative Sample erfq Subject of will include the unique NGES RFQ number erfq Adobe form will be included as an attachment in the Content of will include standard erfq instructions 5

6 Supplier Instructions Standard Content Northrop Grumman Supplier: Attached please find the subject Request for Quotation (RFQ). Review the RFQ and contact the Buyer s Authorized Purchasing Representative if any additional information is required. Depending on the details of this RFQ, additional forms may be necessary. Upon completion, submit your Quotation by the Response Date stipulated within this RFQ. Instructions for Electronic Quotation Submittal: 1. For each line item provide the Unit Price; Promised Delivery Date; Standard Lead Time; applicable minimum order quantity and any Notes. 2. Should Delivery include multiple shipments, include the final delivery date as the Promised Delivery Date and set forth the delivery schedule within Item Notes. Do NOT enter a Promised Delivery Date equal to or before the RFQ Response Date. If delivery is possible prior to the RFQ Response Date, notate this within Item Notes. 3. Provide Vendor Quality Text Details: Point of Contact Name; Date; Phone Number; Address; and Validity Period 4. Click the GREEN Submit Button 5. Maintain the auto-populated distribution and click Send. Instructions for Manual Quotation Submittal: 1. Complete Steps 1-3 for Electronic Quotation Submittal. 2. Fax and/or the Quotation to the Buyer's Authorized Representative. This and any attachments transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you are not the intended recipient/named addressee you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. Please notify the sender immediately by if you have received this in error. 6

7 Step I: erfq Transmission and Supplier Receipt (continued) Reviewing the Request for Quotation: 1. Upon receipt of the erfq, the NG supplier should review the erfq instructions to understand how the quotation should be completed. SAMPLE erfq DOUBLE CLICK here on the attachment to open the erfq Adobe form. 2. Supplier should double click on the erfq attachment to open the Adobe interactive form. 7

8 Step II: Completing the erfq Adobe form Opening the erfq Adobe form : SAMPLE erfq Adobe Form 3. The Adobe erfq form will initially open to a blank Protected View. 4. To completely open the form, click on the Enable All Features button on the right hand side of the form to view the entire erfq document. Please note, there may be a slight delay as the form is opened. Click here to open the erfq completely. 8

9 Step II: Completing the erfq Adobe form (continued) Completing the Quotation : 1. The supplier should review the entire erfq document to understand the request for quotation. 2. All required fields are highlighted in red (except the minimum order quantity which is not required but is highlighted in red). 3. If the required fields are not highlighted in red, click the Highlight Existing Fields button to highlight the required fields. Number of Pages Sample erfq SAMPLE erfq Supplier can enter Line item Notes here (No Bids, NRE Costs, additional part info, etc.) Click Here if you do not see required fields highlighted in red 9

10 Step II: Completing the erfq Adobe form (continued) Completing the Quotation (cont.): 4. The supplier can simply click on the red required field to populate the field. Sample erfq 5. The supplier is expected to populate every required field on all line items. 6. A zero (0) value is an accepted response for unit price, minimum order quantity and standard lead time. If the supplier is submitting a $0 unit price, the field should be left blank ($0 = blank entry) Line item notes should be entered for No Bid responses and Non-recurring (NRE) costs.

11 Step II: Completing the erfq Adobe form (continued) Completing the Quotation (cont.): 8. Upon completion of all line item requirements, the supplier should complete the remaining fields at the bottom of the erfq form (Point of Contact, Quotation Date, Phone Number, RFQ Notes.). 9. Please note, there is an additional field entry requirement for erfqs in support of a NG proposal. The Pricing Basis field must be populated with: Constant or Future. The entry should indicate the supplier s pricing escalation method (Constant Year $ or Future Year $). All required fields are high-lighted in red. Enter Pricing Escalation Method Here. This field is only available on requests in support of a NG proposal. 10. Please note, only numeric values should be entered for the date and phone number fields. An error will be given if dashes, slashes or spaces are entered. 11. The final step to completing the quotation is to click the green Submit to Northrop Grumman button. Click Here to Submit the Quotation to NG 12. An error will be given if any required fields were left unpopulated. Errors must be resolved to proceed. 11

12 Step II: Completing the erfq Adobe form (continued) Required Fields Unit price (must be in US $ currency) Promised Delivery Date (can not be equal to or before RFQ Response Date) Standard Lead time (enter days only) Point of Contact Optional Fields Minimum order quantity Line Item Notes Header Note (found at bottom of form) Vendor Reference (external supplier reference) Quotation Date Phone Number (enter numeric values only, no spaces, dashes or slashes) Contact address Validity Date (end of pricing validity) Pricing Basis Indicator (available only on Request for Pricing Requests 6200 series requests 12

13 Step III: Submitting the erfq to NG Submitting the Quotation: 1. Once the Submit to Northrop Grumman button is selected, an will be presented. 2. The supplier should not remove any of the pre-designated contacts from the . Sample Quotation Response DO NOT REMOVE THESE ADDRESSES 3. The completed quotation will be included as an outgoing attachment. 4. Please note, if the supplier uses a free service (Gmail, Hotmail, Yahoo, AOL, etc.) the Adobe form should be saved and the attachment extension should be changed to.ngpdf prior to sending. If the file extension is not changed, the will not be received and uploaded by NG. 5. The supplier can add additional attachments to the before sending. 13

14 Step III: Submitting the erfq to NG Submitting the Quotation: 5. Once the Send button is selected and the transmission is received, the quote data will be automatically uploaded into the NGES system. The automatic upload will include any unit pricing, delivery dates, lead times, and line item/header notes submitted by the supplier. Sample Received from NG Supplier The completed quotation is attached here. If the supplier uses a free service, the.pdf file extension at the end of the file name should be changed to.ngpdf 14

15 Step IV: Submitting No Bids and NRE Costs A. Submitting a No Bid Response: 1. It is expected, the NG supplier might need to submit a No Bid response to a quotation request. 2. To submit a No Bid with the new erfq Adobe form, the supplier should: a) Enter in the Promised Delivery Date (must be day after the erfq response date) b) Unit price = $0 (leave field blank) c) Enter a 0 value for Standard Lead Time d) Enter a line item note of No bid. Sample No Bid Response erfq Response Due Date 15

16 Step IV: Submitting No Bids and NRE Costs (continued) No Bid Responses (cont.): 3. This is currently the only method of submitting a No Bid response with the new erfq. Sample No Bid Response 4. A future enhancement will provide a No Bid check box for the supplier to select which will automatically populate all of the required fields for the line item. 16

17 Step IV: Submitting No Bids and NRE Costs (continued) B. Submitting NRE Costs: 1. A supplier may need to add additional non-recurring costs (ex: Set-up Charge, Testing Fee, etc.) to a material price during the quotation process. There are two ways to submit a NRE Cost via the erfq Adobe form: a) Option 1: The supplier can include the additional cost in erfq line item notes via a text note which specifies the additional fees (see example #1 at right). b) Option 2: If the NG Purchasing representative adds a line item (ex: #101, #201, etc.) for NRE, the supplier can provide the cost of the NRE on the additional line (see example #2 on next slide). Example #1 -NRE Response 17

18 Step IV: Submitting No Bids and NRE Costs (continued) Submitting NRE Costs (cont.): 2. Please note, if the Purchasing representative adds a line, the additional line will be created as a service. The supplier would be responsible for populating: a) Promised Delivery Date b) Unit Price c) Item Note to define what the NRE cost covers (Engineering, Testing, etc.) Example #2 - NRE Response 18

19 Step V: Helpful Hints 1. The recommended method for transmission of the NG erfq is via Microsoft Outlook. If a supplier uses a free service, the file extension of the quotation attachment file should be changed to.ngpdf prior to submitting the quotation to NG. 2. Always, submit a line item note with NRE and No Bid responses. A note of No bid should be entered for a No Bid response and a description and $ price should be entered for a NRE fee. 3. Only enter numeric values in fields requiring number entries (phone number, date, etc.) 4. An entry of 0 (zero) is only an acceptable unit price entry for a No Bid response. 5. Do not alter the auto populated addressees for the sent back to NG. 6. Please note, there is an additional field entry requirement for erfqs in support of a NG proposal. The Pricing Basis field must be populated with: Constant or Future. 7. Do NOT enter a Promised Delivery Date equal to or before the RFQ Response Date. If delivery is possible prior to the RFQ Response Date, notate this within Item Notes. 19

20 Step VI: NG Contacts Questions/Comments Primary Contact Secondary Contact Tertiary Contact Point of Contact NG Purchasing Representative (NG Contact name on erfq submitting erfq) NGES eprocurement Help Desk com) Types Of Questions? Questions regarding the erfq and requirements Technical issues with erfq Adobe Interactive form Single Updates to Vendor Contacts Multiple Updates to Vendor Contacts 20

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