UNGM/In-Tend Supplier User Guide

Transcription

1 UNGM/In-Tend Supplier User Guide - How to use the UNGM/In-Tend e-tendering system Please Note: The e-tendering system is currently only available to suppliers registered with FAO and IFAD. August 2011

2 United Nations Global Marketplace (UNGM) and In-Tend Integration User Guide Introduction... 3 UNGM Home Page - Screen Shot Logging in - Screen Shot Your UNGM Profile - Screen Shot Searching for Procurement Notices - Screen Shot Navigation to Contract Management - Screen Shot Expressing Interest in a tender opportunity... 6 Expressing interest in a Procurement Notice - Screen Shot Expressing interest in a Procurement Notice - Screen Shot Managing a tender response- Screen Shot Navigating to My Tenders - Screen Shot Suppliers who are invited to tender Closed invitation to tender- Screen Shot Managing a closed tender- Screen Shot Returning Tender Documents Returning tender documents- Screen Shot UNGM/In-Tend Vendor User Guide Page 2

3 Introduction The integration of the United Nations Global Marketplace and the In-Tend e- tendering and e-sourcing applications of the FAO and IFAD enables suppliers registered with these agencies to manage the complete tender process electronically through the UNGM interface. This integration provides suppliers with; A single login to both systems Additional menu options under the Notices menu tab of UNGM allowing you to respond directly to a Request for Expression of Interest (REOI) of one of the above agencies. Please note; these functionalities are only available to suppliers registered and accepted by either FAO and/or IFAD. Procurement notices published by FAO or IFAD can either: be published in the public domain awaiting suppliers to express interest or suppliers may be invited to tender for a particular opportunity To view Procurement Notices click on the top drop down Notices menu option as indicated by the Blue Arrow (1) in Screen Shot 1 below. UNGM Home Page - Screen Shot 1 1 UNGM/In-Tend Vendor User Guide Page 3

4 You will need to log in to your UNGM profile to express interest or respond to a request for proposal of IFAD or FAO. To login to your UNGM profile, enter your and password as indicated by the Blue Arrow (2). (PLEASE NOTE IF YOU HAVE ALREADY BEEN REGISTERED ON THE IN-TEND WEB SITE YOU MAY USE YOUR EXISTING IN-TEND LOGIN CREDENTIALS.) Logging in - Screen Shot 2 2 Once you have logged in, your home page will indicate the Status of your registration with various UN Agencies, as shown in screen 3 shot below. Note the Agency Status as indicated by the Red Arrow (3) in the screen shot below and if not showing as Accepted click on the Edit/ Complete your application form button as indicated by the Blue Arrow (4). By clicking the Edit/Complete your application form you can nominate other UN Agencies that you can apply to do business with. For further information on the UNGM registration process please refer to Chapter 6 of the UNGM Interactive Guide for Suppliers UNGM/In-Tend Vendor User Guide Page 4

5 Your UNGM Profile - Screen Shot Once in your UNGM profile by clicking on the drop down Notice menu option as indicated by the Blue Arrow (5) in the screen shot 4 below you will now be presented with four options: Searching for Procurement Notices - Screen Shot 4 5 The four options are: Procurement Notices lists all the current available notices from United Nations Agency Contract Awards lists all the current awarded notices showing the supplier who has been awarded tenders UNGM/In-Tend Vendor User Guide Page 5

6 My Tenders clicking this option will take you through to a list of tenders that are associated to your company and are being managed using the intend electronic tendering system My Contracts clicking on this link opens up a sub menu listing the agencies that manage their contracts using the in-tend electronic tendering system. Clicking the appropriate agency will take you through to the in-tend contracts that you have won. Note the Blue Arrow (6) in the screen shot 5 below. Navigation to Contract Management - Screen Shot 5 6 Expressing Interest in a tender opportunity The screen shot 6 below indicates how to search for a Procurement Notice and view all the relevant information: Navigate to the web page Blue Arrow (7) Click on the Notices drop down menu at the top of the web page This will bring you to a Procurement Notice Search page with a list of the available Procurement Notices Blue Arrow (8) Click on the Magnifying glass icon to view more information about the Procurement Notice Blue Arrow (9) If you wish to Express Interest in a Procurement Notice then log in to your UNGM profile. UNGM/In-Tend Vendor User Guide Page 6

7 Expressing interest in a Procurement Notice - Screen Shot If you logged in from the expanded view of the Procurement Notice as shown above then you will stay on that page and you will see that an Expression Interest button has appeared at the top of the Notice. If you log in from a different screen then navigate to the expanded view as shown with the Blue Arrows (7 and 8) above. Screen Shot 7 below shows how to Express interest and navigate to where the tender documents are viewed and where you will respond to the buyers request for information Click on the Express Interest button Arrow (10) this will change the screen view and you will notice the button now says View in In-Tend Click on the View in In-Tend button Arrow (11) which will take you through to the agency that is conducting this tender exercise UNGM/In-Tend Vendor User Guide Page 7

8 Expressing interest in a Procurement Notice - Screen Shot Screen shot 8 below shows the area of the web site where you will manage this particular Procurement Notice. The amount of information shown in this screen will depend upon at what stage the process has reached and if you have received additional communications from the buyer You will notice that the title of the web page now indicates the agency you are dealing with. Blue Arrow (12) Arrow (13) indicates the tabs that are visible for this particular tender although this may vary Project Tab: The Procurement Notice Invitation to Tender (Stage): Where the current batch of tender document is located. The name of this tab is controlled by the buyer and there may be more than one Stage associated with this tender exercise in which case another tab will be shown Correspondence: The number indicates how pieces of correspondence have been received but not yet viewed UNGM/In-Tend Vendor User Guide Page 8

9 Clarifications: This tab will only appear if a clarification has been issued by the buyer the number indicates how many Clarifications have been received History: The Audit trail gives details of the progress of the tender Managing a tender response- Screen Shot The section below Returning Tender Documents (page 12) explains how to make a tender return. NOTE: THAT THROUGHOUT THE TENDER PROCESS THE SYSTEM WILL SEND YOU S ADVISING THAT INFORMATION HAS BEEN POSTED TO THE UNGM WEB SITE Note: When returning to the UNGM web site you can quickly navigate to all your tender opportunities by clicking on the My Tender menu option from the drop down Notice Menu at the top of the web page Blue Arrow (14) Navigating to My Tenders - Screen Shot 9 14 UNGM/In-Tend Vendor User Guide Page 9

10 Suppliers who are invited to tender Once you have been informed by the buyer that you have been invited to tender log in to the system and navigate to the My Tenders page as indicated above by Arrow (14) above. You will see the list of tenders that you are dealing with. To navigate through to the management screen for a particular tender click on the View in In-Tend link in the far right column of the My Tenders page as indicated by Arrow (15) in screen shot 10 below. Closed invitation to tender- Screen Shot Screen shot 11 shows the area of the web site where you will manage this particular Procurement Notice. The amount of information shown in this screen will depend upon at what stage the process has reached and if you have received additional communications from the buyer. You will notice that the title of the web page now indicates the agency you are dealing with. Blue Arrow (16). UNGM/In-Tend Vendor User Guide Page 10

11 Arrow (17) indicates the tabs that are visible for this particular tender although this may vary. Project Tab: The Procurement Notice. Invitation to Tender (Stage): Where the current batch of tender documents is located. The name of this tab is controlled by the buyer and there may be more than one Stage associated with this tender exercise in which case another tab will be shown. Correspondence: The number indicates how many pieces of correspondence have been received but not yet viewed. Clarifications: This tab will only appear if a clarification has been issued by the buyer the number indicates how many Clarifications that have been received. History: The Audit trail gives details of the progress of the tender. Managing a closed tender- Screen Shot UNGM/In-Tend Vendor User Guide Page 11

12 Returning Tender Documents Once you have navigated from the My Tenders page to the management page click on the Invitation to Tender tab as shown by Arrow (18) above. Note that the name of this tab may vary depending on how the buyer names this particular stage of the tender process. To make a tender return study the Screen Shot 12 below: Arrow (19) Tender documents received from the Buyer Arrow (20) Click this button to browse your network to upload tender document for return Arrow (21) This example shows an online Questionnaire that is filled in on line and must be completed before a tender return can be made. Note not all Buyers will use the online Questionnaire Arrow (22) Tender document already uploaded by the vendor Arrow (23) Time remaining to the tender close Arrow (24) When Ready click the Submit Return Button Returning tender documents- Screen Shot UNGM/In-Tend Vendor User Guide Page 12 22

13 PLEASE NOTE THAT THE EXAMPLE ABOVE IS A SINGLE STAGE TENDER. A TENDER MAY HAVE MORE THAN ONE STAGE IN WHICH CASE THE MOST RECENT STAGE IS ALWAYS COLOURED RED AS ABOVE -----END OF DOCUMENT----- UNGM/In-Tend Vendor User Guide Page 13