PCS-Tender Contract and Supplier Management Guide for Suppliers Version 2.1 May 2017

Transcription

1 PCS-Tender Contract and Supplier Management Guide for Suppliers Version 2.1 May 2017 Contents How do I view contracts I have been awarded on PCS-Tender?... 2 Contract Scorecards... 3 Responding to a Survey... 3 Viewing Closed and Scored Scorecards... 5 Where can I get additional help or assistance for Public Contract Scotland Tender?... 8 Page 1

2 How do I view contracts I have been awarded on PCS-Tender? Please Note: Not all contracts resulting from tenders you have been awarded through PCS-Tender will be visible in the Contracts area, only those contracts which the Contracting Authority is using PCS-Tender to manage. Once you have successfully logged in to PCS-Tender you will be presented with a simple screen that has some different menu options: Click Contracts in the leftmost quadrant to view a list of contracts, for which you are the main contractor, that are being managed on PCS-Tender. The contract records are displayed in a list form, in the same fashion as Projects and any PQQs or ITTs; These contract records can be accessed by clicking on the contract title, the search/filter functionality can be used to find a specific contract, clicking a column title will sort the records, and the list can be exported to Excel, for reference offline. Page 2

3 Contract Scorecards Some Contracting Authorities will also be using PCS-Tender to carry out supplier performance management. This will be carried out in the form of a contract scorecard containing Key Performance Indicators (KPIs). The buyer will inform you when using the system for this. The system will automatically alert you when you are required to complete any related tasks. Further instructions are provided below. Responding to a Survey The buyer can choose to allow you to provide information through the supplier survey. This allows you to rate your performance against the KPIs agreed in the contract or provide data related to the assessment of the contract KPIs. Once you login, navigate to your dashboard by navigating to the left hand side menu and selecting the Dashboard option: In the portlet My Running Surveys, select the survey you wish to respond to: Page 3

4 In the header you will find details of the contract scorecard this survey relates to as well as the deadline for providing your response. Below the header, there is a date and time stamp for when the Survey was last sent and the option to access the messages area for this Scorecard; Below this, you will find the Supplier Survey questions you are required to answer. These questions are all related to the KPIs in the contract. The Contract Manager will also evaluate your performance against these KPIs. To respond to any question, please read the survey question carefully and select your response from the dropdown box in the far right hand column; Page 4

5 Once all questions have been answered, ensure you Save your responses, and if you are happy with them, Save and Complete the Survey, returning your responses to the Contract Manager; Once the Survey has been returned to the Contract Manager, it cannot be edited further, so please review your answers to ensure you are happy with your response. Viewing Closed and Scored Scorecards Once a Supplier Survey has been returned to the Contract Manager, you will be taken to the Scorecards area of your profile. This is where you can view all In Progress Surveys, as well as any Contract Scorecards which have been completed; Note: this area is found within your Profile, which can be accessed from the main page and the menu side bar. To view any complete Scorecards which have been evaluated by the Contract Manager, click on Contract Scorecards, as highlighted above. This will display all Closed Scorecards in a list format; Page 5

6 Each scorecard can be accessed by clicking on the title. This table also displays the score from the most recent evaluation, the Target Score, and the average score over the last 12 months. The Trend, which the above table highlights, is a track of Scores over the lifetime of the Contract. This trend will either be Positive, Stable, or Negative, and appears when more than one round of evaluation has been completed. Once in any Scorecard, you can view the Settings, Scorecard Form, Survey Form (the Survey questions you answered), and any messages; Page 6

7 To view your individual KPI and Performance Category Scores, click on Scorecard Form; The Scorecard Form table displays the Target Score, Average Last 12 (months) and Total Score, as well as Current Scores for KPIs and Performance Categories, as highlighted above. The Reference Values shown above are the answers you provided when responding to the Supplier Survey. To get a printable, PDF version of this data, click Print Summary at the top of the page; If there has been previous periods of evaluation carried out on this Scorecard, these can be accessed by clicking First, or Previous Evaluation as seen above. This will detail overall, KPI, and Performance Category Scores in the same fashion as shown on the current view. Page 7

8 Where can I get additional help or assistance for Public Contract Scotland Tender? General System Help System Time Out For security reasons if you are inactive on the site for 20 minutes you will be timed out. This is part of strict Scottish Government requirements to maintain security and tender integrity and cannot be changed. Navigating through PCS-Tender Do not use the Back or Forward buttons on your browser, you could potentially lose your work. Please use the links on the site to navigate through the PQQ or ITT. Mac Users Mac users should use a Firefox browser (available free of charge at: as the Safari browser does not support certain Java scripts. If you experience any problems with Firefox or any other web browser please contact the BravoSolution helpdesk via the contact details previously highlighted. Legend Use the Legend to understand icons, note text responses are deliberately capped at 2000 characters (± 350 words). If the Buyer requires a larger response they will add an additional text box. Also note that Numeric fields will not accept text, spaces, symbols etc. Note the red asterisk indicates a mandatory field - all mandatory fields must be completed in order to submit your response to the buyer. Failure to complete and submit a response in relation to a mandatory question will result in your response being non-compliant and you will be excluded from the remainder of the procurement process. Managing additional users Bidder sub-users can be set-up to allow colleagues to be involved with various stages of a PQQ or ITT see the online help function for details (via the Help Files link on your landing page). If you are delegating completion of your response to a PQQ/ITT then please ensure that your colleagues are aware of all of the requirements and the details herein and are relatively PC literate (familiar with MS Office/Internet Explorer). Page 8

9 Security Please treat your login securely - if you believe that you have lost your password -please log onto the website and click "Forgotten your password?" and follow the instructions. Deactivation You must immediately inform the BravoSolution helpdesk in the event that a User leaves your organisation or no longer requires access to the System. The System Administrator retains the right to deactivate a Supplier User if there has been no access for a period of sixty (60) days, however deactivations will only take place once per quarter and you will be asked via to confirm you do not wish to have your account deactivated. To reactivate your account you simply need to contact the BravoSolution helpdesk, any answers stored in your profile will not be affected and any information submitted as part of as response to a procurement exercise will be retained for audit purposes. Single Sign On PCS - Tender has been designed to look and feel like PCS. Single Sign On through the existing Public Contracts Scotland workspace is live. Single Sign On allows buyers and suppliers to access the existing PCS suite of services and the new PCS-Tender suite through a single log-on. Access the user guides through the Help Files link on your landing page to find out more about PCS Single Sign On. If you have any software queries refer to PCS-Tender online help in the first instance. If you still have an issue or phone the BravoSolution helpdesk for technical help only. For queries regarding the PQQ/ITT, please contact the buyer through the PCS-Tender Message system. Please ensure that you leave plenty of time for issues to be resolved prior to any PQQ/ITT deadline dates and time. System Alerts Please be aware that PCS-Tender will issue automatic alerts in a number of circumstances, in all cases these will come from auto-alert@bravosolution.co.uk. Please add this to your safe list to ensure that alerts are not directed to your junk/spam folder. For help and assistance with PCS Tender please contact the BravoSolution helpdesk on: Telephone Number: help@bravosolution.co.uk The BravoSolution helpdesk is only able to provide technical support so if you have a query that relates to the content of a PQQ or ITT then you must contact the Buyer via the secure messaging system within the PQQ or ITT. Page 9