Vendor s Manual of the CIECH S.A. Procurement Platform

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1 Vendor s Manual of the CIECH S.A. Procurement Platform Version 1.0 Marta Mesjasz, Renata Jachnik

2 I. TABLE OF CONTENTS I. TABLE OF CONTENTS... 1 II. ACCOUNT REGISTRATION Step 1 - Contact details Step 2 - Product categories of the offered assortment Step 3 - Declarations Step 4 - Confirmation of registration Step 5 - Mail after registration... 4 III. LOGGING IN Correct log in to the application Log in problems - incorrect login or password Using the option - Restore password... 6 IV. MAKING AN OFFER FOR A REQUEST FOR QUOTES Step 1 - Open enquiries Step 2 - Adding an enquiries Step 3 - Offers made... 8 V. NEGOTIATIONS Step 1 - Receipt of information about the negotiations Step 2 - Making a proposal in the negotiations VI. CORRECTION OF THE OFFER Step 1 - Receipt of information with a request to correct the offer Step 2 - Correction of the offer P a g e

3 VII. PARTICIPATION IN AN OPEN ELECTRONIC AUCTION Step 1 - Open auctions Step 2 - Reporting the willingness to participate Step 3 - Decision on admission to the auction Step 4 - List of auctions Step 5 - Participation in the auction VIII. PARTICIPATION IN A CLOSED ELECTRONIC AUCTION Step 1 - Obtaining an invitation to participate in the auction Step 2 - List of auctions Step 3 - Participation in the auction IX. UPDATING CONTACT DETAILS Updating company details Updating your contact details Password change X. CONTACT WITH THE ORGANIZER THROUGH THE PLATFORM Using the Questions/Answers option On-line conversation XI. PRACTICAL TIPS ON THE FUNCTIONING OF THE PLATFORM Adding attachments Reasons and solutions for general lack of proper functionality: P a g e

4 II. Account registration In order to participate in a sourcing procedure one has to register an account on the Procurement Platform. Access to the registration form is possible via the Vendor portal at: ciech.logintrade.net/rejestracja. Registration consists of several steps: 1. Step 1 - Contact details In this step, one should complete the fields from the Contact details section with relevant and true data. Please note that the fields marked with an asterisk * are mandatory. 2. Step 2 - Product categories of the offered assortment The next step is the selection of product categories of the assortment offered by company. Three levels of categories may occur - selecting a last level category with a checkbox is binding. With the buttons "Check all" and "Uncheck all" it is possible to quickly select all of the currently visible last level categories. 3 P a g e

5 3. Step 3 - Declarations Acceptance of declarations is required to register an account. 4. Step 4 - Confirmation of registration Clicking on "Register" results in checking the correctness of filling of the registration form and if no error is detected, a screen will be displayed, containing a confirmation of registration, and an with further instructions will be sent. If an error was detected in the registration form, e.g. a mandatory field left blank, the system will indicate the problematic element. After correcting the error, click "Register" again. 5. Step 5 - Mail after registration A message containing login details will be sent to the address provided during the registration process. 4 P a g e

6 III. Logging in 1. Correct log in to the application The login panel is available at ciech.logintrade.net. To log in, enter the login and password received via , and then click the Log in button. If registration on a platform of another Merchant has been previously done, one should use the password which was sent in the first place or use the option of Restore password. 2. Log in problems - incorrect login or password When the message "Wrong login or password" appears, check if the entered details are correct. 5 P a g e

7 When entering the password one should pay attention to: distinction between upper and lowercase letters, additional characters, e.g. space, which can occur when copying passwords, virtually identical appearance of "l" (lowercase L) and "I" (uppercase i) characters. Please note that the login is not the address. 3. Using the option - Restore password To use the "Restore password" option, click on an available option on the login panel. Then, a window allowing to enter an address appears. Enter the address which was used to register an account in the system, then click the "Send" button. After sending, the message "Password change form was sent to specified address" will appear. If you do not receive the message, check your Spam inbox, and if it cannot be found there as well, contact Logintrade Helpdesk Department at phone number ; ; or helpdesk@logintrade.net. IV. Making an offer for a request for quotes To make an offer for a request for quotes, the User should log on to: ciech.logintrade.net. Adding a request for quotes consists of several steps: 6 P a g e

8 1. Step 1 - Open enquiries The first step after logging in is to go to the Your auctions and enquiries tab, and then to the Open enquiries tab. 2. Step 2 - Adding an enquiries After clicking on the name of the request, a window with additional options appears. Select "Add to your enquiries" and then click on "next". The request automatically moves to the "Your enquiries" tab. 7 P a g e

9 3. Step 3 - Offers made In the Your enquiries tab, on the list of requests, if you see an interesting request, click on its name / title. A window containing options then appears, in which we choose Enquiry details. 8 P a g e

10 After going into the details of the request its content appears and all the parameters provided by the Organizer. At the bottom of the page there is a Make an offer button, which allows you to jump to the proposal wizard and complete the offer price, select the formal criteria and optionally add attachments to your proposal. After completing the wizard, use the "Send" option. The proposal will be sent automatically by the platform to the Merchant and will be saved in the "Send offers" tab. 9 P a g e

11 V. Negotiations 1. Step 1 - Receipt of information about the negotiations Information about ongoing negotiations within the framework of a request for proposal is sent by e- mail. The message indicates the request for proposal to which the negotiations pertain to. To update the proposal, log in to the ciech.logintrade.net. application 2. Step 2 - Making a proposal in the negotiations After logging in, go to "Your auctions and requests," and Send offers". Then go to the details of the proposal, which is subject to negotiation. At the bottom of the details of the proposal there will be the "Update quote" button available. After the timeframe specified by the organizer for the submission of proposals after the negotiations, the "Update proposal" option will disappear. After clicking on "Update quote", the "Offer creator" will appear, where you need to update your offer. Then, for the offer to be sent, click on "Update". 10 P a g e

12 VI. Correction of the offer 1. Step 1 - Receipt of information with a request to correct the offer A request for correction of the offer within the framework of a request for quotes is sent by . The message indicates the request for quotes to which it pertains to. To update the offer, log in to the ciech.logintrade.net. application 2. Step 2 - Correction of the offer After logging in, go to "Your auctions and enquiries," and then "Your enquiries". Then enter the details of the request. At the bottom of the details of the request there will be the "Correct offer" button available. After clicking on "Correct offer" a "Offer creator" will appear, where you should correct the previously sent proposal. Then, for the proposal to be sent, click on "Send offer". VII. Participation in an open electronic auction To participate in an electronic auction, the User should log on to: ciech.logintrade.net. Reporting the willingness to participate in an open electronic auction takes place in several stages. 1. Step 1 - Open auctions The first step after logging in is to go to the Your auctions and enquiries tab, then find the Open auctions tab. 11 P a g e

13 2. Step 2 - Reporting the willingness to participate After clicking on the name of the auction, a window with options appears. Select "Add to your auctions," and then click on "Next". The Organizer of the auction will receive a message regarding a willingness to participate in the auction. Auction application will be visible in the Applications to e-auctions tab, along with appropriate status of the application. 3. Step 3 - Decision on admission to the auction The Organizer may make a decision in relation to reporting the willingness to participate - a positive or negative one. If the Organizer has accepted the application, the User is sent an invitation to the auction in the form of an , and the auction itself appears in the application, in the "Your e-auctions" tab. Additionally, in the mail, along with an invitation to participate in the auction, instructions regarding the auction are sent. If the decision is negative, the User is informed about it by and can not participate in the auction. 12 P a g e

14 4. Step 4 - List of auctions If the Organizer has admitted the user to the auction, they will find it in the "Your e-auctions" tab. After clicking on the name of the auction, in which the User wants to take part, they have the following options: Auction details - displays an auction card, which contains its details and rules Main auction - choose this option at the start of the auction. It opens a panel for proposals at the auction. Test auction - enables to participate in an auction with the same assumptions as a proper auction, with the difference that the proposals made are not binding. At the test auction, the User's competitor is a virtual User, making automatic proposals. Chat on-line - allows to contact the Organizer. A tool working like a communicator. 13 P a g e

15 5. Step 5 - Participation in the auction To access the electronic auction and make proposals, click on the "Main auction" option in the menu accessed by clicking on the name of the auction. Making proposals will be possible after the start of the auction, i.e. after the date of its start. VIII. Participation in a closed electronic auction 1. Step 1 - Obtaining an invitation to participate in the auction For a User to take part in a closed auction, they must receive an invitation to participate in the auction. The message indicates the address to which the invitation was sent. The auction will be visible only in the account assigned to this . Only the person invited will see the given auction in their account. Additionally, in the mail, along with an invitation to participate in the auction, instructions regarding the auction are sent. 2. Step 2 - List of auctions All closed auctions are visible in the "Your e-auctions" tab. After clicking on the name of the auction in which the User wants to take part, the User has the following options: Auction details - displays an auction card, which contains its details and rules. Main auction - choose this option at the start of the auction. It opens a panel for proposals at the auction. 14 P a g e

16 Test auction - enables to participate in an auction with the same assumptions as a proper auction, with the difference that the proposals made are not binding. At the test auction, the User's competitor is a virtual User, making automatic proposals. Chat on-line - allows to contact the Organizer. A tool working like a communicator. 3. Step 3 - Participation in the auction To access the electronic auction and make proposals, click on the "Main auction" option in the menu accessed by clicking on the name of the auction. Making proposals will be possible after the start of the auction, i.e. after the date of its start. Note: To avoid expiration of the browser s session during an auction, you should enter the Main auction no earlier than 5 minutes before it starts. IX. Updating contact details 1. Updating company details To update the company details, go to "Preferences" and then "Your company". Then the company details will be displayed; every person registered at the company can update them. 15 P a g e

17 1. Updating your contact details To update your details, go to "Preferences" and then "Your data". Upon entering, the supplemented account details will be displayed. They can be updated and supplemented. All fields are editable except the address. The account is verified through the . You can only change it by contacting our Helpdesk. Changes can be made only under an address which has not yet been registered in the system. 16 P a g e

18 2. Password change To change the password, go to Preferences and then Change password. After entering the "Change Password" item, a place to enter the current password and enter a new password will be displayed. Then click "Save". X. Contact with the Organizer through the Platform 1. Using the Questions/Answers option This option allows us to ask a formal question directly to the request Organizer. Deadline for asking questions is specified by the request Organizer. It means that we can use it only until this deadline, which never exceeds the deadline for making proposals. To ask a question, enter the Your Enquiries tab, then click the title of the request about which you are going to ask a question. Select Questions/Answer in the options. 17 P a g e

19 NOTE: The option of asking the Purchaser questions does not include adding of attachments. In the Questions to the buyer tab, select the option Ask a Question, then enter the title and content of the question and send it to the Organizer, who will be notified about receiving a question in the form of an . Information on the Merchant s sending of an answer to the asked question can be found in section Answers in Your enquiries tab. The answer will be marked with an asterisk. To see the answer, use again the option Questions/Answer after clicking on the title of the request. 2. On-line conversation On-line conversation is an unofficial form, used for contacting with the request Organizer after the making of proposals is complete and in a situation when it is necessary to send an attachment. 18 P a g e

20 To start an on-line conversation, click the title of the request/auction in the Your enquiries or Your auctions tab, and then select the option Chat on-line. To start a conversation, select the New thread option. After entering the title of the thread and the content of the message, click Send. When a thread is started, the conversation is arranged in a chat view. 19 P a g e

21 XI. PRACTICAL TIPS ON THE FUNCTIONING OF THE PLATFORM 1. Adding attachments If proposal concerns an open request (visible in Open requests tab), first transfer the Requests to the Your Requests tab using the option Add to your requests (instruction - page 2). Then, proceed in the same way as when making a proposal in a closed request (instruction - page 9): in the proposal making form, under the content, select the Choose Files button. If the button used for adding of attachments is named Browse, update the Adobe Flash Player plugin (can be downloaded from the browser). Other reasons for impossibility of attaching a file to proposal: more than one Logintrade tab in the browser file too big; attachments to proposal should not exceed 50 Mb in total damaged plugin - check if the problem also exists in other browsers 20 P a g e

22 Incorrect file format A successfully added file should be uploaded in 100%. No icon means that the file has not been added correctly. 2. Reasons and solutions for general lack of proper functionality: I cannot log in. The following information is shown: Login or password incorrect. Solution: Make sure you enter your login, not the entire address. Login and password are half-shown, data disappears after entering, I cannot add an attachment (or other errors). Solution: Remember to log out every time you close other Merchant s Logintrade tab. Close all Logintrade cards in the browser, then clear browsing history and cookies in the browser settings, then reopen the site to log-in. Data overlaps, site view is not correct, I cannot log in Solution: Make sure that only one Logintrade tab is open in the browser. 21 P a g e

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