OPERATING MANUAL. JSC Sovereign Welfare Fund Samruk Kazyna Information System of Electronic Procurement. Request for price quotations by Customer

Transcription

1 OPERATING MANUAL JSC Sovereign Welfare Fund Samruk Kazyna Information System of Electronic Procurement Request for price quotations by Customer

2 Content Introduction... Error! Bookmark not defined. Request for price quotations... Error! Bookmark not defined. General... Error! Bookmark not defined. Analysis of applications for procurement... Error! Bookmark not defined. Creating announcement on RPQ... Error! Bookmark not defined. Monitoring of procurement... Error! Bookmark not defined. Opening and consideration of applications Signing of protocol of outcome by approver. Error! Bookmark not defined. Publication of protocol of outcome Request for price quotations by Customer.doc 2

3 Introduction Document distribution This document is designed for use by Customer employees. Buttons used on toolbar - Review - Update - Copy - Delete - Search - Date - Sign File with EDS Signs used in navigation [P] - Powers [B] Button of form [N] Navigation (way in navigation) [I] Insert [F] Form (window) Request for price quotations by Customer.doc 3

4 Request for price quotations Request for price quotations by the Customer consists of the following steps: 1. Analysis of Applications for Procurement 2. Creating the Announcement 3. Monitoring of procurement 4. Opening and consideration of applications 5. Signing of the protocol of the outcome by the authorized person 6. Publication of the protocol of the outcome. General 1. Follow the link to enter the system of electronic procurement (hereinafter System). Choose the interface language (Russian by default), enter a password and push the button Enter. 2. On the main page of the system, click Customer account Request for price quotations by Customer.doc 4

5 3. Click on the tab Procurement. This form displays the homepage of procurement management. Here are the main regions of the form: Region No 1. It displays the latest published procurements of your organization. In this section, procurements occur after the announcement has been published. Region No 2. It displays the announcement drafts. This section shows procurements made starting from the creation of the announcement until its publication. Region No 3. It contains the tools for project management and analysis of the suppliers. Request for price quotations by Customer.doc 5

6 Analysis of applications for procurement 1. Let us start with an analysis of applications for procurement. In this step, we will learn how to deal with applications. In customer account, go to the Applications section In the application form, search can be made based on the following criteria: Number of the application Unified Nomenclature Directory of Goods, Works and Services code Procurement starts on Procurement continues until Procurement method Description of the lot (lot name) Priority (preferred organization) Enter the filter value in the relevant field, click Go. For example, select the Procurement method PQ Request for price quotations and click Go. The form table displays the search results. Request for price quotations by Customer.doc 6

7 2. Select the applications for which procurement is necessary, and click Create procurement. When you click Create procurement the homogeneity of procurement methods is checked. If the selected applications have different procurement methods, the system will display an error To create procurement, applications with different procurement methods have been selected. Check the selected applications. 3. The system allows to select up to 100 applications for a simultaneous multi-lot procurement. To select a larger number of applications, use the Next button. Request for price quotations by Customer.doc 7

8 4. In the region of the document creator, confirm the creation of a new procurement with the Request for price quotations method. Creating announcement on RPQ 1. In the form for creating a new procurement, in the Title field, enter the following values: Short title Title in Kazakh Title in Russian To form the Commission members, in the Commission field, click on Add another row. Request for price quotations by Customer.doc 8

9 Note: For procurements arranged by Subsoil users, in the Procurement method information form, in the section Under the contract, select Yes, No. This value is used only for Subsoil users. 2. Click the icon to display the Employee handbook. The Employee handbook includes all the employees of the Customer, the Organizer (if he organizer is different from the customer), and Supervising Organizations ( Nur Otan, Atameken ). «Атамекен») 3. In the Employee handbook form, select the Type of search on the name, enter the search value (for example, Ashimbayev), click Go, select the row in the results table, and click Select Request for price quotations by Customer.doc 9

10 4. In the procurement creation form, indicate the Commission member role. For a request for price quotations, it is required to have a commission member with the Approver role. If the announcement on RPQ is published without the approver, the system will display an error Approver not defined. Other roles are optional. 5. For a request for price quotations, it is required to have an attached draft contract. To attach a draft contract, in the Attached documents form, select the document type Draft contract and click Add file. The system will display an Applet for attaching and signing with an electronic digital signature. The loading of the applet may take some time. 6. In the Applet, click the icon Settings. Here are the settings of the Electronic digital signature. Request for price quotations by Customer.doc 10

11 7. EDS settings. They need to be set once. In the future, these settings are saved in the user profile for use. Default EDS key - specify the link and title of the location of the GOST certificate key for EDS. This setting is recommended to facilitate the use of EDS. Directory for file selection specify the default link for document selection. Always use the default key if you select this option the system will not offer you to select the EDS certificate key every time you enter the system. This setting is recommended to simplify the interface. Use one button for signature - when on, the signing and sending of a file to the server is done in one step. Turning it on is recommended because, according to the rules, the documents not signed with EDS are not legally binding. When you are finished, click OK. 8. Once the settings are customized, the EDS applet looks like the figure above. Click File to select the document to attach. Request for price quotations by Customer.doc 11

12 9. Select the file and click Open 10. Once the file has been selected, click Sign 11. In the password box, enter the password for the EDS certificate key, then click OK. Request for price quotations by Customer.doc 12

13 12. The attached and EDS signed document will appear in the list of attachments. To avoid the loss of the entered data, save the procurement regularly by clicking Save as draft. 13. Go to the Lines section by clicking on the link Lines. Check if the selected lines are correct. To view the details of the procurement lots, click on the icon Update. 14. In the Lot details form, review the procurement parameters. If a partial procurement is necessary, adjust the field Number (or the Planned price field). To return to the procurement form, click Apply. To exit the lot information page without saving, click Cancel. Request for price quotations by Customer.doc 13

14 15. Go to the Parameters section. Enter the following data: Opening date Immediately, or specify the date. Closing date the deadline for applications from potential suppliers. According to the rules, this date should be at least 5 business days after than the opening date. Otherwise, the system will not allow the potential supplier to publish the procurement. When selecting the date, you can use the icon to display the calendar. Click View to display the verification form before publication. 16. Check the entered data in the title Procurement, to view the data for the line, click on the header of the tab Lines. Request for price quotations by Customer.doc 14

15 17. Check the entered data for the line and go to the tab Parameters. 18. Check the RPQ opening and closing dates and click Publish. 19. In the publication confirmation form, click the link and go to the procurement monitoring form. 20. In the event of any errors during the creation of RPQ (sudden shutdown, other failures, etc.), your potential RPQ is saved as a draft and is available in your account for further editing. Request for price quotations by Customer.doc 15

16 21. If you are willing to delete the draft, click Drafts under the tab Management. 22. In the window Bid draft management, search your procurement draft based on the following criteria: - Number - Created (date of creation) - Bid name - Opening within X days Request for price quotations by Customer.doc 16

17 23. Based on the search results, a list is generated, where you select the necessary draft and click Delete, after which your draft is removed. Monitoring of procurement 1. The published procurement form includes the data for the request for price quotations. To access additional tools, expand the list of actions (in the upper right corner of the form, the Actions list). The list includes the following commands: View quotes history View user activity. Cancel procurement Cancel the procurement, due to reduction in costs. Interactive discussion a tool to obtain information on the procurement. Request for price quotations by Customer.doc 17

18 2. The quotes history form lets the organizer know what suppliers, through their representatives (contacts) and when placed their price quotations. Information on the amount of the application and its validity is not available before opening. In the absence of such applications, the application spreadsheet is empty. 3. The Interactive discussion form enables online communication between procurement participants. To create a message, click New post. Enter the subject and body of the message, send the message to the participants. Request for price quotations by Customer.doc 18

19 Opening and consideration of applications. 1. After the deadline for applications, the system automatically opens the applications from potential suppliers. During the automatic opening, before its completion, the top of the screen displays The system is performing an automatic opening of applications from potential suppliers. Return to the procurement page later. After the opening, the list of actions expands with the help of tools for the consideration and analysis of applications. In the actions list, select the command View applications history. 2. In the quotes history form, the fields Application and the Excel Bid on a spreadsheet quotes analysis tool are available. Click on the link with the number of the application from a potential supplier. Request for price quotations by Customer.doc 19

20 3. The application view form includes information on the lots for which the supplier is participating, as well as on the prices. Click on the link with the output form of a quotation (Price quotation No XXXXX) in the region Attachments to the title. Open the form in the pdf format 4. The output form of a quotation contains all the information about the application is EDS signed by the supplier s representative. Similarly, you can view all the supplier s attached documents. To go back to the quotations history form, click on the link Return to the quotations history. Go to the main procurement form. Request for price quotations by Customer.doc 20

21 5. In the actions list, select the command Consideration of applications. 6. In the consideration form, click on the link with the title of the lot. Consideration is made for each lot for all participating suppliers. 7. For each supplier (in the figure below there are 2 suppliers: INTER-Story-Construction and Labaz ), enter the approval value: Approved or Rejected. If rejected, Justification of reasons for rejection is a required field. The reason Potential supplier is included in the List of unreliable potential suppliers of the Holding is not Request for price quotations by Customer.doc 21

22 editable. This reason for rejection is considered automatically based on the register of unfair suppliers. 8. When considering applications, before viewing and sending the decline criterion Holding s goods producer, all suppliers should be approved. 9. When considering the decline criterion, the values indicated by the supplier can be changed. If changes have been made, the reason should be indicated in Justification. Note: Procurement organized by Subsoil users who specified Yes in Under the contract. If Yes has been selected, the field Share of local content in the product is active. If No has been selected, the field Share of local content in the product is not active. The subsoil user who specified No only has access to the Request for price quotations by Customer.doc 22

23 field Joined the Holding s TP register. After viewing the local content, click the button Apply. 10. After entering Approval on all items and sending the decline criterion, click Submit. 11. For each lot, repeat the consideration procedure. Then click Information about the presence of commission members to enter information about the presence of commission members for the consideration of a request for price quotations. Request for price quotations by Customer.doc 23

24 12. Enter information about the presence ( Present field) and data about the agreement with the Decision ( I agree with the decision ). If absent, the field Reason of absence is required. In the event of disagreement with the decision, the field Reason of disagreement is required. After entering all the data, click Apply. 13. After entering all the information about the presence of commission members, provided consideration has been made for all the lots, the button Complete consideration becomes active. Warning*, if consideration was not made for any of the lots, this button is not available (not active). Click Complete consideration. The procurement form is displayed. In the event of the user s wrong actions, it is possible to repeat the consideration procedure before the protocol of outcome is formed. To do this, go to the Consideration of applications form and click Resume consideration. Request for price quotations by Customer.doc 24

25 14. Upon completion of consideration, the command Protocol of outcome becomes available. Select this command and click Go. The system will generate the protocol of outcome and automatically attach it under Attached documents. 15. To verify the generated protocol, click on the link Protocol of outcome XXXXX. An output form of the protocol of outcome is displayed. Request for price quotations by Customer.doc 25

26 If a wrong decision for any of the lots has been found, the protocol can be removed (icon ), consideration can be resumed, and another protocol of outcome can be formed. To sign with the electronic digital signature, click on the icon file with EDS. - Sign the Request for price quotations by Customer.doc 26

27 16. Click the Sign button. Enter the password in the form that appears. The protocol of outcome has been signed. Signing of protocol of outcome by approver 1. Log in as the approver. Find the request for price quotations by the number of procurement. (Alternatively, find the name of procurement) 2. In the procurement outcome form, click on the link with the number of procurement. Request for price quotations by Customer.doc 27

28 3. Clink on the icon Sign file and complete the signing procedure. Publication of protocol of outcome. 1. After signing the protocol of outcome for a request for price quotations, log into the system as the Organizer. Find and open the procurement page. In the list of actions, selected the command Publish protocol. After the publication, this protocol becomes available to the suppliers and exported to an external portal of electronic procurement. 2. After the publication, all the data on the procurement are available in the system for review and further analysis. Request for price quotations by Customer.doc 28