BIDDER SUBMISSION GUIDE ONLINE TENDER MANAGEMENT PROCON SYSTEM
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1 BIDDER SUBMISSION GUIDE ONLINE TENDER MANAGEMENT PROCON SYSTEM ABU DHABI NATIONAL ADNOC OIL ONSHORE COMPANY
2 BIDDER USER GUIDE CONTENT Introduction: - E-bidding (OTM) by ADNOC Onshore - Technical Requirements Access to ProCon E-Bidding (OTM) Login Screen Viewing and Downloading Tender invitations Viewing Tender Invitation Package Tender Communications Tender Messages Acknowledgement and Submission of formal bids: - Form of Tender Acknowledging Receipt of Tender invitation & Form of Tender - Technical Submission Acknowledging intention to make a Technical submission - Bid Bonds Acknowledging intention to make a Bid Bond submission - Commercial Submission Acknowledging intention to make a Commercial submission Retract Submissions Retracting a Submission 2 Adding Team Members Adding Team Members
3 TECHNICAL REQUIREMENTS S U B M I S S I O N V I A O T M S Y S T E M ProCon is a web base application and supports Microsoft Internet Explorer 8 & 9 only. Please do not use Firefox, Chrome or Opera as your browsers when accessing the ProCon site Preparation of soft copies of documents for online submission For tenders dispatched via ProCon Online Tender Management system, ADNOC Onshore requires bidders to prepare all formal submission documents to be in soft copies which are of Adobe Portable Document Format (PDF). It should be noted that all requirements as specified within the Tender Invitation Package (TIP) documents should be followed to prepare the submission documents. These documents should be scanned to soft copies which should include all relevant signatures and stamps as required by standard tendering guidelines in TIP documentation. Format and size of documents Please note that all your documents should be submitted in PDF format. For better handling of these documents, they can also be delivered in batches by using standard Windows compression methods. If submissions are made in this manner, the preferred format for compressed files is ZIP format. Other formats such as RAR, 7z, ISO, NRG etc. will not be accepted. Please also make sure that the size of a single compressed file does not exceed 50 Megabytes. Multiple files which are less than this limit can be uploaded successively but the files should be given proper names as specified in the following naming conventions section in this document. Naming Conventions Please ensure that you name all tender submission documents appropriately with the correct names of what the document consist of and with clear serial numbers as suffix. As a prefix, we recommend putting a short company abbreviation to all the file names of the documents. This will ensure that your documents can be easily identified and organised by those involved in the evaluation of submission. We have included some examples below. Sample submission files for a company known as ABC company: ABC-Form of tender.pdf, ABC-HSE Policy.pdf 3
4 E-BIDDING (OTM) LOGIN SCREEN 1 When invited to a Tender by ADNOC Onshore the Bidder will receive an similar to the one displayed here. Note: Final Submission Date is displayed in GMT time zone. 1 2 Click on the Link to view the tender invitation 2 1 4
5 E-BIDDING (OTM) LOGIN SCREEN 3 4 Enter the user name and Password previously to you by ADNOC Onshore Click on the Login button 5 If you have forgotten your password click on the link Password Reminder, enter your full address and click Submit 3 Note: You will be returned to the login screen and the password will be sent to you via
6 VIEWING TENDER INVITATION PACKAGE 1 If you log in normally i.e. not using the link in the then you will be brought to the overview page You will be able to see all ADNOC Onshore tenders you currently have tasks or messages for You can see that there are tasks currently awaiting action There is 1 unread message. Click on the tender name to go to the tender page. Click to Change your contact details Click to change your password Note: The number of tasks available for you will be dependent on the nature of the Tender. 6
7 VIEWING TENDER INVITATION PACKAGE 7 You are now in the tender page. 8 Here you will be able to action the current tasks Note: There are only two tasks: TIP- Form of tender and Technical Submission with the same Final Submission Date at this stage of the Tender. If the Technical Bid passes technical evaluation then ADNOC Onshore will request the Bidder to submit Bid Bonds (if required) and Commercial Bid Submission Click on the View Details button for TIP Form of tender Note: The Tender Invitation Package (TIP) can be found in the Task TIP Form of Tender. Note: The number of tasks available for you will be dependent on the nature of the tender whether it requires bid bonds or not. 7
8 10 This is the Final Submission Date VIEWING AND DOWNLOADING THE TENDER INVITATION PACKAGE The additional Information section contains important information please read fully All Tender package documents are displayed and can be downloaded by clicking on download Note: In ProCon you need to acknowledge each Task before you can complete it. This guide will cover all the steps required. 12 8
9 13 A File download pop-up screen will appear VIEWING AND DOWNLOADING THE TENDER INVITATION PACKAGE 14 To view the file click on Open To save the file to your PC or network drive click on save and save as normal
10 16 VIEWING AND DOWNLOADING THE TENDER INVITATION PACKAGE The file will automatically launch the required programme e.g. Microsoft word and the file will be visible Note: If you have any difficulty downloading, opening or uploading file please refer to the Troubleshooting guide available on the login screen
11 TENDER MESSAGES Note: ProCon can be used to receive and send messages regarding your tender e.g. requests for information Clarifications. When you are sent a message by ADNOC Onshore via ProCon you will receive an automatically informing you of a message in ProCon. 11
12 TENDER MESSAGES 1 To access the message in ProCon click on the link Note: This is an example of the notification via please ensure your SPAM filter is set to allow s from proconsupport@adco.ae 1 12
13 TENDER MESSAGES This will bring you to the ADNOC Onshore E- Bidding Portal Enter the user name and Password previously to you by ADNOC Onshore Click on the login button
14 TENDER MESSAGES 5 Once logged in you will be brought directly to the message 6 Click on the Mark As Read button Note: If you do not mark the message as read it will remain visible on the Overview screen. Some messages will not require a response such as this example however some will, in this case you will see a link titled reply
15 TENDER MESSAGES 7 8 A pop-up message will appear asking are you sure you want to mark this message as read? Click on OK to proceed
16 TENDER MESSAGES You are informed the message has been successfully marked as Read You can Navigate to the Tender by clicking on the Tenders Tab or By clicking on the link in the message
17 TENDER MESSAGES 12 To create a message navigate to the Tender screen Click on the Create message link 13 17
18 TENDER MESSAGES 14 Enter a descriptive subject 15 Enter the message body If you wish a response from ADNOC Onshore ensure Yes is selected Enter the date and time you would like a response by You can attach files if you wish Double check your message and click on send Note: Attaching files directly related to you submissions will lead to your disqualification
19 TENDER MESSAGES 20 You are informed your message has been successfully created Note: There is no need to choose a recipient as ProCon will automatically direct the message to the ADNOC Onshore Tender team for Action
20 TENDER MESSAGES Note: Sometimes you will receive messages from ADNOC Onshore which you must respond to. 21 To respond to a message from ADNOC Onshore click on Reply
21 TENDER MESSAGES 22 Enter a descriptive subject 23 Enter the message body If you wish a response from ADNOC Onshore ensure Yes is selected Enter the date and time you would like a response by You can attach files if you wish Double check your message and click on send Note: Please make sure you do not make formal bid submissions via tender messaging functionality. All submission shall be sent via formal process outlined in Acknowledgement and Submission of formal bids section of this guide
22 TENDER MESSAGES A pop-up screen will appear informing you that the message can be viewed by Authorised members of the tender within ADNOC Onshore Click on OK
23 TENDER MESSAGES 30 You are returned to the Message screen
24 ACKNOWLEDGING RECEIPT OF TENDER INVITATION & FORM OF TENDER 1 Click on the View Details Button for TIP Form of Tender 1 24
25 2 ACKNOWLEDGING RECEIPT OF TENDER INVITATION & FORM OF TENDER After reviewing the Tender Invitation Package you should Acknowledge and Submit or Acknowledge and Decline. Note: This guide assumes you will be making a submission. If you do not wish to make a submission please click on Acknowledge and Decline button and repeat for all 3 remaining tasks giving a full description of why you wish to decline. You may retract your decision to decline any time before the Final Submission Date please see end of guide for retraction instructions. 2 25
26 ACKNOWLEDGING RECEIPT OF TENDER INVITATION & FORM OF TENDER 3 When Acknowledging and submitting the form of tender please use the text provided in the Tender invitation Package for the Acknowledgement Letter 4 Click on send when you have entered and modified the text correctly Note: You are required to Acknowledge receipt of Tender within 3 days of Invitation and you MUST fax a signed copy of the acknowledgement letter contained in the Tender invitation Package to ADNOC Onshore, again within 3 days
27 SUBMITTING THE FORM OF TENDER 5 You are returned to the tender page. Click on the View Details button for Tip Form of Tender Note: The following steps should only be performed when you are ready to make your submission to ADNOC Onshore. Note: Don t leave your submission to the last minute. ProCon is a web based application so if you have a slow web connection you will need longer to upload the files depending on their size. 5 Note: Submissions are not visible to ADNOC Onshore until after the Final Submission Date and you can retract your submissions and modify them at any time up until the final submission date. After this date and time you will no longer be able to submit or retract. 27
28 SUBMITTING THE FORM OF TENDER 6 Your Acknowledgement is visible 7 To make you submission for form of tender click in the Ready to Proceed now button
29 SUBMITTING THE FORM OF TENDER 8 To attach files Click on the Yes Button
30 SUBMITTING THE FORM OF TENDER 9 To find the file click on the Browse button on locate the file Note: A pop-up screen will appear explaining there may be a delay during upload. 10 Click on the Save button to attach the file
31 SUBMITTING THE FORM OF TENDER The attached file is visible The attached file can be deleted 13 To save your changes but not submit click on the Save button 14 To complete your submission click on the No, proceed to next step button Note: You may attach as many files as you need to
32 SUBMITTING THE FORM OF TENDER 15 Steps 2 and 3 are now available, Modify the text in step 2 16 When you have completed step 2 click on Submit Note: Ensure only the Form of Tender document and related documents are attached here
33 SUBMITTING THE FORM OF TENDER A pop-up screen will appear asking Are you sure you want to submit this response? Click on OK
34 ACKNOWLEDGING RECEIPT OF TECHNICAL SUBMISSIONS 1 Click on the View Details Button for Technical Submissions 1 34
35 ACKNOWLEDGING INTENTION TO MAKE A TECHNICAL SUBMISSION 2 Please read the additional information 3 Click on the Acknowledge and Submit button
36 ACKNOWLEDGING INTENTION TO MAKE A TECHNICAL SUBMISSION 4 Modify the default text if required Note: This is a default text, you can enter specific text when acknowledging the Technical submission. 5 Click on the Send button when ready. A confirmation note Your acknowledgement has been logged successfully will be displayed
37 6 You are returned to the tender page SUBMITTING YOUR TECHNICAL SUBMISSION 7 Click on the View Details button for Technical Submission 6 Note: The following steps should only be performed when you are ready to make your submission to ADNOC Onshore. Note: Don t leave your submission to the last minute. ProCon is a web based application so if you have a slow web connection you will need longer to upload the files depending on their size. 7 Note: Submissions are not visible to ADNOC Onshore until after the Final Submission Date and you can retract your submissions and modify them at any time up until the final submission date. After this date and time you will no longer be able to submit or retract. 37
38 SUBMITTING YOUR TECHNICAL SUBMISSION 8 Read the Additional information 9 10 Your Acknowledgement is visible Click on the Ready to proceed now button
39 SUBMITTING YOUR TECHNICAL SUBMISSION 11 To attach files Click on the Yes Button
40 SUBMITTING YOUR TECHNICAL SUBMISSION 12 To find the file click on the Browse Button on locate the file. Note: A pop-up screen will appear explaining there may be a delay during upload. Click Ok to proceed. 13 Click on the Save button to attach the file
41 14 The attached file is visible SUBMITTING YOUR TECHNICAL SUBMISSION The attached file can be deleted To save your changes but not submit click on the Save button 17 To complete your submission click on the No, proceed to next step button
42 SUBMITTING YOUR TECHNICAL SUBMISSION 18 Steps 2 and 3 are now available, Modify the text in step 2 19 When you have completed step 2 click on Submit Note: Ensure only your technical submission documents are attached here
43 20 21 A pop-up screen will appear asking Are you sure you want to submit this response? Click on OK SUBMITTING YOUR TECHNICAL SUBMISSION
44 ACKNOWLEDGING INTENTION TO MAKE A BID BOND SUBMISSION 1 Click on the View Details Button for Bid Bond 1 44
45 ACKNOWLEDGING INTENTION TO MAKE A BID BOND SUBMISSION 2 Please read the additional information 3 Click on the Acknowledge and Submit button Note: The Bidder shall submit Bid Bonds only if requested by ADNOC Onshore
46 ACKNOWLEDGING INTENTION TO MAKE A BID BOND SUBMISSION 4 Modify the default text if required Note: This is a default text, you can enter specific text when acknowledging the Bid Bonds. 5 Click on the Send button when ready. A confirmation note Your acknowledgement has been logged successfully will be displayed
47 SUBMITTING YOUR BID BONDS (IF REQUIRED) 6 You are returned to the Tender screen and informed the response has been successfully sent 7 Click on the View Details button for Bid Bond. Note: The following steps should only be performed when you are ready to make your submission to ADNOC Onshore. 6 Note: Don t leave your submission to the last minute. ProCon is a web based application so if you have a slow web connection you will need longer to upload the files depending on their size. 7 Note: Submissions are not visible to ADNOC Onshore until after the Final Submission Date and you can retract your submissions and modify them at any time up until the final submission date. After this date and time you will no longer be able to submit or retract. 47
48 SUBMITTING YOUR BID BONDS (IF REQUIRED) 8 Read the Additional information 9 Your Acknowledgement is visible 10 Click on the Ready to proceed now button
49 SUBMITTING YOUR BID BONDS (IF REQUIRED) 11 To attach files Click on the Yes Button
50 SUBMITTING YOUR BID BONDS (IF REQUIRED) 12 To find the file click on the Browse button on locate the file Note: A pop-up screen will appear explaining there may be a delay during upload. Click Ok to proceed. 13 Click on the Save button to attach the file
51 14 The attached file is visible SUBMITTING YOUR BID BONDS (IF REQUIRED) The attached file can be deleted To save your changes but not submit click on the Save button 17 To complete your submission click on the No, proceed to next step button
52 SUBMITTING YOUR BID BONDS (IF REQUIRED) 18 Steps 2 and 3 are now available, Modify the text in step 2 19 When you have completed step 2 click on Submit Note: Ensure only your Bid Bond documents are attached here
53 20 21 A pop-up screen will appear asking Are you sure you want to submit this response? Click on OK SUBMITTING YOUR BID BONDS (IF REQUIRED)
54 ACKNOWLEDGING INTENTION TO MAKE A COMMERCIAL SUBMISSION 1 Click on the View Details Button for Commercial Submission 1 54
55 ACKNOWLEDGING INTENTION TO MAKE A COMMERCIAL SUBMISSION 2 Please read the additional information 3 Click on the Acknowledge and Submit button
56 ACKNOWLEDGING INTENTION TO MAKE A COMMERCIAL SUBMISSION 4 Modify the default text if required 5 Click on the Send button when ready. A confirmation note Your acknowledgement has been logged successfully will be displayed. Note: This is a default text, you can enter specific text when acknowledging the Commercial submission
57 SUBMITTING YOUR COMMERCIAL SUBMISSION 6 7 You are returned to the Tender screen and informed the response has been successfully sent Click on the View Details button for Commercial Submission Note: The following steps should only be performed when you are ready to make your submission to ADNOC Onshore. 6 Note: Don t leave your submission to the last minute. ProCon is a web based application so if you have a slow web connection you will need longer to upload the files depending on their size. 7 Note: Submissions are not visible to ADNOC Onshore until after the Final Submission Date and you can retract your submissions and modify them at any time up until the final submission date. After this date and time you will no longer be able to submit or retract. 57
58 SUBMITTING YOUR COMMERCIAL SUBMISSION 8 Read the Additional information 9 Your Acknowledgement is visible 10 Click on the Ready to proceed now button
59 SUBMITTING YOUR COMMERCIAL SUBMISSION 11 To attach files Click on the Yes Button
60 SUBMITTING YOUR COMMERCIAL SUBMISSION 12 To find the file click on the Browse button on locate the file Note: A pop-up screen will appear explaining there may be a delay during upload. Click Ok to proceed. 13 Click on the Save button to attach the file
61 14 The attached file is visible SUBMITTING YOUR COMMERCIAL SUBMISSION The attached file can be deleted To save your changes but not submit click on the Save button 17 To complete your submission click on the No, proceed to next step button
62 SUBMITTING YOUR COMMERCIAL SUBMISSION 18 Steps 2 and 3 are now available, Modify the text in step 2 19 When you have completed step 2 click on Submit Note: Ensure only your Commercial Submission documents are attached here
63 20 21 A pop-up screen will appear asking Are you sure you want to submit this response? Click on OK SUBMITTING YOUR COMMERCIAL SUBMISSION
64 RETRACTING A SUBMISSION 1 Click on the History expander icon Note: You may wish to make a change to your submission or even submit after earlier declining. You can do this in ProCon as long as the Final Submission Date has not passed. 1 64
65 RETRACTING A SUBMISSION The History menu is displayed Beside each of your submissions or declines you will have the option to retract Click on the relevant retract link e.g. you wish to update the technical submission
66 RETRACTING A SUBMISSION 5 6 Update the default text as required Click on Send when ready
67 ADDING TEAM MEMBERS 7 You are informed your response/decline has been retracted successfully 8 The task is now visible and the View Details button is available Note: If you had previously declined all 4 tasks you must retract all 4 tasks and then submit all 4 task as per instructions in the Tender Invitation package
68 ADDING TEAM MEMBERS 1 Click on the Company Tab Note: It is possible to add existing company contacts to the tender to assist in the tender submissions or to complete in your absence. If the contact does not exist already they must be added to your company first. 1 68
69 ADDING TEAM MEMBERS 2 You will be brought to the detail page by default 3 To add a contact click on Contacts Tab
70 ADDING TEAM MEMBERS 4 5 Existing Contacts will be displayed and can be deleted or edited to update information. To Add a new contact click on the Add button 4 Note: The Edit, Delete and Add buttons may not be visible due to your ProCon Permissions if this is the case please contact your companies ProCon Administrator or contact ADNOC Onshore support
71 ADDING TEAM MEMBERS Populate all field with valid information * denotes a mandatory field Ensure Primary Contact is set to Yes if you wish this person to be able to receive tender invitations from ADNOC Onshore Ensure Use Extranet only is ticked or they may miss communications from ADNOC Onshore 6 9 Enter the Username as the contact first name and last name with a _ e.g. Andrew_Kealy Ensure the role Supplier is selected from the dropdown Enter a simple password e.g. Password1 Double check all entered information then click on Save 7 8 Note: Selecting the wrong role may result is loss of functionality available to the user so ensure supplier is selected
72 ADDING TEAM MEMBERS You are returned to the Contacts Tab and informed the contact has been added Contact is visible on the screen
73 ADDING TEAM MEMBERS TO TENDER 15 Click on Tenders Note: The newly added Contact can now be added to the tender. You should notify the newly added contact and inform them of their username and password
74 ADDING TEAM MEMBERS TO TENDER 16 Click on name of the tender you wish to add the new contact to 16 74
75 ADDING TEAM MEMBERS TO TENDER 17 Click on Change Contacts link 17 75
76 ADDING TEAM MEMBERS TO TENDER 18 Current tender contacts are displayed Available contacts are displayed Ensure the check box for the contact you wish to add is ticked Click on Add
77 ADDING TEAM MEMBERS TO TENDER You are returned to the Tender screen and informed Contact successfully added Number of contacts in now
78 THANK YOU ADNOC ONSHORE
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