ECB E-TENDERING SUBMISSION OF A RESPONSE IN A PROCUREMENT PROCEDURE ( RFX )

Transcription

1 DG - Finance ECB-UNRESTRICTED 8 November 2016 ECB E-TENDERING SUBMISSION OF A RESPONSE IN A PROCUREMENT PROCEDURE ( RFX ) To submit a response in a procurement procedure (e.g. your (revised) Tender/Proposal, Expression of Interest or Application) in the ECB s electronic tendering system (SAP Sourcing), please follow the steps below. You can continue to make changes until you submit your final response. Contents I. Technical tips 2 II. Support 2 III. Overview of procurements 2 IV. Access to procurement documentation 5 V. Uploading documents 6 VI. Communication with the ECB 9 VII. Final submission of documents 10 Page 1 of 10

2 I. Technical tips Do not open more than one tab or window in SAP Sourcing. You will be automatically logged out of the previous tab or window and you may lose your work. Do not use the refresh button or the back button of your browser. You will be automatically logged out. When you click on Save, the system will show you red warnings if information is missing; if nothing is missing the system will save the entry. You are encouraged to click on Save as many times as you wish. When you click on Done, the system will save and close the entry. II. Support If you have any questions or require more information, please contact the support team at Monday to Friday, 08:30-17:30 CET. III. Overview of procurements 1. Log in to the system with your user ID and password. If you are having problems logging in to the system, please refer to the guide ECB e-tendering Supplier password changing. Page 2 of 10

3 2. On the home page, click on the RFx tab. The term RFx ( Request For x ) refers to any request to submit a response to the ECB in a procurement procedure. 3. Click on the RFx for which you would like to submit an offer ( RFx Response ). The name of an RFx is structured as follows: [Project ID]-[L for Lot and number of Lot, if applicable]-[r for Round and number of Round]-[short title of the procedure]. The Round refers to a new phase in the procurement procedure, e.g. the provision of a revised offer following negotiations. This means that for each phase of a procurement procedure (i.e. Application, Tendering and Negotiation), a separate RFx will be published in SAP Sourcing. For instance, if a procedure includes negotiations, you will be requested in a new RFx to provide your revised offer. You will be informed via when a new RFx is available for your attention. Page 3 of 10

4 4. Click on the Rfx Response ID (unique identifier). Page 4 of 10

5 IV. Access to procurement documentation 1. Download the attachments uploaded by the ECB. a) Click on Attachments. b) Select files and click on Download Selected Files. 2. The deadline for submission of documentation is displayed in the Schedule tab. The RFx will close automatically when the deadline has passed. Only RFx responses submitted before the deadline with the status Firm can be considered by the ECB. RFx responses with the status In Progress which have not been submitted before the deadline cannot be considered. 3. Any additional information provided by the ECB will be displayed in the Information tab. Page 5 of 10

6 V. Uploading documents 1. Upload documents to be submitted to the ECB. In case of any issues in the upload of your documents please contact the support team via a) Click on Attachments. b) Under Rfx Response Attachments, click on Attach File(s). c) Browse to the file(s) to be uploaded, then click on Open. Page 6 of 10

7 d) Add a description to the files, if required. e) Once all files have been added, click on OK in the top left corner f) Once all documentation is uploaded, go to the Questions tab and click on Attachment Confirmation. g) Answer the question, then click on Done. Page 7 of 10

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9 VI. Communication with the ECB To communicate with the ECB, click on Discussions. Queries will be answered by the ECB via this channel, not via . If you have a query of a technical nature, please send an to sourcing.support@ecb.europa.eu and do not use the Discussions forum. a) To add a question/remark to the Discussions forum, click on the corresponding topic (e.g. General Discussions ). b) To add a new message, click on New Message, add a Subject and Content, then click on OK. Page 9 of 10

10 VII. Final submission of documents 1. To submit your final documentation to the ECB, click on Submit then click on Final Response. You will not be able to make any changes after you submit your response. 2. Confirm whether you wish to submit your Final Response to the ECB. 3. Once submitted, the status will change to Firm. You will receive confirmation, which should be followed up accordingly. 4. In order to ensure that you have correctly submitted your response, please access your RFx response in the ECB s electronic tendering system again and check that the content is complete, and in particular, that all attachments you intended to upload are fully included. We advise to document the complete upload of your final RFx response e.g. by taking a screenshot of the list of your RFx Response attachments. If there is an error in your final submission, please contact the support team via sourcing.support@ecb.europa.eu Page 10 of 10