Instruction digital offering

Transcription

1 Instruction digital offering Registration To participate in online tenders, you must register your organization once on the Negometrix platform. The Negometrix platform is web-based, therefore you do not need to install anything on your computer to participate. You can create an account by completing the steps described below: Go to and press Sign-up at the top of your screen. Fill out the organizational- and personal information, pick a username (for example your e- mail address) and password and enter the shown code. Press the Sign-up button and you will receive a confirmation by . Activate your account by using the link in the confirmation message. You are now able to log in. Participating in a tender There are two ways you can get access to a tender: 1. Published tenders: you can find these tenders at the menu item Published Tenders. Find the tender, press the name of the tender and then press the button Participate. Now the tender is accessible from the menu item My Tenders. 2. Private tenders: if the tender isn t published, the client/buyer will have to add you as a participant. Therefore, you must contact your client after the registration on the platform, and request to be added to the tender. Then the tender will be accessible from My Tenders. Content digital offering The purchasing process will take place in a digital/electronic format through an online tender. This digital way of offering means that your subscription, all communication and the entire procedure will take place on the Negometrix platform. This applies for both buyer and supplier. A digital purchasing process includes the following: Answering all questions in the survey(s) and pricing sheet(s). Downloading, uploading and linking all requested documents. Delivering your questions for the Question & Answer procedure and the distribution of the Answers by the buyer. All communication will be done through My Messages. The digital offer must be submitted before the deadline. 1

2 The procedure The platform refers to tenders. Each tender contains a digital request for a product or service needed by a client/buyer. Every tender you participate in, can be found at the menu item My Tenders. After pressing the name of the tender, you will get access to three tabs. These tabs tell you at what stage of the subscription you are. To submit a complete and correct subscription, you must follow the next three steps: 1. Start your digital offer. 2. Fill out survey(s) and pricing sheet(s). 3. Submit your offer. 2

3 Step 1: Creating a digital offer Tab 1> Information provides general information about the tender. It gives you access to the planning, questions & answers, documents, pricing sheet, tender options and surveys. Based on this information you can decide whether you want to continue participating in this tender or not. If necessary you can add colleagues, set BCC recipients and press Start, or you can remove your organization as a participant in the tender. If you decide, based on the information, that you want to submit a digital offer, press the button Start. Next you will see the second tab Fill out & submit and you will be able to fill out the survey(s) and pricing sheet(s). Note: For submitting the tender, you must be the tender contact person or company administrator. If you are not the tender contact person, please ask the correct contact person to press the button Submit, or ask him/her to make you the contact person. You can find out who the contact person is by clicking on the button Add colleague / colleague overview. 3

4 Step 2: Fill out survey(s) and pricing sheet(s). To submit a complete digital offer, you must answer all questions in the surveys displayed in the tab Fill out & submit. While answering the questions, the platform shows the extent to which the survey(s) are completed with a percentage bar. Depending on whether the buyer has enabled the options, the platform indicates weather a question is a KO (Knock Out) question, weather the question has a weight and, in case of a question that needs to be evaluated, which evaluation method the buyer will use. Linking attachments to questions To answer all questions it could be necessary to upload an attachment and link it to the question. You can link an attachment by clicking Select Document or Upload Document. If you choose Select document you are able to select a document that is already uploaded in the menu item My Documents. If you want to upload a document from your hard drive, choose the option Upload Document. Then select the appropriate document from your hard drive and click Open. The document will be linked to the question. Saving answers To save the answered questions, you have to click Interim save or the button Save answers in group that is displayed below the last question in the specific questions group. Answers can be deleted after they are saved by clicking the trash can. Filling in the pricing sheet In addition to the survey(s) you also need to fill out the pricing sheet (if applicable). After opening the pricing sheet you can enter your prices by clicking on Fill out prices on the right side of the pop-up. 4

5 Step 3: Submitting your offer When all questions and prices are completely filled out, the percentage bar turns green and will show 100%. The offer is ready to be submitted by the contact person of the tender. Once you press the button Submit, the platform asks you to confirm the submission by entering your password. This is the same password as the one you use to log in with. Then you must press Submit again to finalize your submission. In the third tab Submitted you can check if your offer is successfully submitted. After successfully submitting the offer the platform will also send you a notification by . The submitted offer will be visible for the buyer only after the expiry of the deadline of the selectionor offer phase. Note: the survey(s) and pricing sheet(s) can only be evaluated by the buyer if you submitted your digital offer by using the Submit button before the expiry date of the selection- or offer phase. 5

6 After submitting your digital offer the third tab Submitted will become available. This tab shows you the time and date of your submission. If you want to adjust/edit one or more of your answers, it is possible to Unsubmit your offer. After changing the answer(s) you have to submit your offer again before the deadline. Note: it is only possible to submit or to unsubmit your offer before/until the expiry date of the selection- or offer phase. After the deadline it isn t possible anymore to perform these actions. Lots If the tender includes multiple lots, you need to run all steps as explained in this document again in these sub-tenders. Next to the main tender, you should complete the following steps per lot: 1. Start your digital offer. 2. Fill out survey(s) and pricing sheet(s). 3. Submit your offer. Note: adding colleagues, changing the primary supplier contact or submitting the lot, should be done per lot. 6

7 Communication All communication concerning the tender must be done through the menu item My Messages. To send a message, open My Messages and click at the top left of the page on New message, select the tender it relates to and select the recipient. Fill out the subject, write your message and press Send. Question & Answer The buyer can allow you to submit questions and comments concerning the tender. The platform offers three options in which these questions and comments can be delivered. It is the responsibility of the buyer to inform you about the form in which they want to receive your questions. Option 1. Question & Answers module: the questions and comments should be delivered through an integrated module. You can approach this module in the following two ways: Open the first tab Information and click on Question & Answer. If you are working in the second tab Fill out & submit, at each question there is an option to click Pose a question. Next you can link your question to a specific question from the survey-list and send it to the buyer. The (Questions &) Answers will be provided by the buyer by publishing all the asked questions (from all suppliers) including the answers. Per survey-question you are able to view the asked question(s) and the response(s) from the buyer. It s also possible to open a list of all questions and answers by clicking on the module Question & Answer. Option 2. My Documents: a document containing your questions should be uploaded in the relevant tender folder. After pressing the menu item My Documents you are able to choose the relevant tender at the top of the screen. The document containing your questions should be uploaded in the folder containing the right tender number and name. The buyer will upload all asked questions, from all suppliers, including the answers in this tender folder. The timing will be mentioned in the planning. If your document with questions is uploaded in the wrong tender folder (containing a different tender number and name), the document will not be visible for the buyer. In that case the questions will probably not be taken into consideration. Option 3. My Messages: you are able to send a message with or without attachments to the buyer. The buyer will share all asked questions and the answers by sending a message back to all suppliers. Note: It is only possible to use one of the options mentioned to submit your questions and/or comments to the buyer. It s the responsibility of the buyer to inform you about the form in which they want to receive the questions and comments. 7

8 Liability and support The tenderer/supplier is responsible for the timely and complete submission of the tender. The risk of system- and internet failure is for the tenderer/supplier. Neither the client/buyer nor Negometrix will be liable for any mistakes made by the tenderer/supplier in the information submitted through the Negometrix software platform. Therefore, if you are in any doubt about how to use the software platform, please contact the Negometrix Servicedesk at: Telephone: + 31 (0) , or servicedesk@negometrix.com (or select Servicedesk as a recipient in My Messages ). For your information: The Negometrix software is web-based, you don t need to install it on your PC. Your Negometrix account is accessible at any time from any location with internet access. All data of tenderers will be saved on the Negometrix server. Security and performance are monitored seven days a week, 24 hours a day. 8