On line tenders guide
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1 Ariba system Ariba Spend Management On line tenders guide Operative guide for partecipating to SE on line tenders 1
2 Ariba system Ariba Spend Management Welcome in the on line tenders guide! Participate in SE on line tenders through the tender system Ariba Operative guide for partecipating to SE on line tenders 2
3 Ariba system Ariba Spend Management Ariba tender system is a platform dedicated to on line tenders and allows buyers and suppliers to manage all the tender phases in on line mode To obtain information about Ariba system please connect to SE Purchasing Portal Operative guide for partecipating to SE on line tenders 3
4 Access rules Tender system access rules Operative guide for partecipating to SE on line tenders 4
5 Access rules Who is able to enter The access is allowed to all companies that have performed the following actions: Register to access online services and obtain login access Fill in the company details form Fill in the acceptance form Send the acceptance form with Master Contact and give your assent to the eprocurement rules Send an application for Registration/Qualification related to the Merchandise Group of interest Select merchandise groups to associate to the user Operative guide for partecipating to SE on line tenders 5
6 Access rules Who is able to enter The access is allowed to all companies that have performed the following actions: Register to access online services and obtain login access Fill in the company details form Fill in the acceptance form Send the acceptance form with Master Contact and give your assent to the eprocurement rules Send an application for Registration/Qualification related to the Merchandise Group of interest Select merchandise groups to associate to the user Operative guide for partecipating to SE on line tenders 6
7 Access rules Who is able to enter The access is allowed to all companies that have performed the following actions: Register to access online services and obtain login access Fill in the company details form Fill in the acceptance form Send the acceptance form with Master Contact and give your assent to the eprocurement rules Send an application for Registration/Qualification related to the Merchandise Group of interest Select merchandise groups to associate to the user Operative guide for partecipating to SE on line tenders 7
8 Access rules Who is able to enter The access is allowed to all companies that have performed the following actions: Register to access online services and obtain login access Fill in the company details form Fill in the acceptance form Send the acceptance form with Master Contact and give your assent to the eprocurement rules Send an application for Registration/Qualification related to the Merchandise Group of interest Select merchandise groups to associate to the user Operative guide for partecipating to SE on line tenders 8
9 Access rules Who is able to enter The access is allowed to all companies that have performed the following actions: Register to access online services and obtain login access Fill in the company details form Fill in the acceptance form Send the acceptance form with Master Contact and give your assent to the eprocurement rules Send an application for Registration/Qualification related to the Merchandise Group of interest Select merchandise groups to associate to the user Operative guide for partecipating to SE on line tenders 9
10 Access rules Who is able to enter The access is allowed to all companies that have performed the following actions: Register to access online services and obtain login access Fill in the company details form Fill in the acceptance form Send the acceptance form with Master Contact and give your assent to the eprocurement rules Send an application for Registration/Qualification related to the Merchandise Group of interest Select merchandise groups to associate to the user Operative guide for partecipating to SE on line tenders 10
11 Access rules System requirements System requirements Browser: Microsoft Internet Explorer version 8.0, 9.0, 10.0 * Chrome version 27 + Firefox version 24 + Safari version 5 Safari for ipad * MS Internet ver is not supported yet. If you are compelled to use it, set the compatibility settins: Operative guide for partecipating to SE on line tenders 11
12 Access rules System requirements System requirements Operating system: Microsoft Windows XP SP2 e SP3 Microsoft Windows Vista SP1 Microsoft Windows 7 Microsoft Windows 8 ios Office productivity applications: Microsoft Office Lotus Notes 6.5 and 8.0 Oracle Java Runtime recommended Operative guide for partecipating to SE on line tenders 12
13 Access rules Security Ariba system assures the highest level of security of the managed information through: The SSL protocol with 128 bit cryptography The authentication with private Operative guide for partecipating to SE on line tenders 13
14 How to proceed How to proceed Operative guide for partecipating to SE on line tenders 14
15 How to proceed The participation to on line tenders is possible only after a formal invitation sent by SE Remember! The invited company will not know the other invited competitors to the same on line tender nor their number Operative guide for partecipating to SE on line tenders 15
16 How to proceed To receive invitation to published tender: In case of tender announced by the Act No. 25/2006 Coll. on Public Procurement: contact the responsible buyer. In case of tender announced pursuant to SE internal regulations: Click on the link of the Request... Operative guide for partecipating to SE on line tenders 16
17 How to proceed... and fill in and submit the form. Operative guide for partecipating to SE on line tenders 17
18 How to proceed In case of tender for sale: contact the responsible seller at address Operative guide for partecipating to SE on line tenders 18
19 How to proceed Each tender phase closing will be communicated to all participants Through a dedicated message automatically sent by Ariba system Operative guide for partecipating to SE on line tenders 19
20 How to proceed The winner supplier will be inform about the awarding Through tradition channels or Through dedicated message automatically sent by Ariba system Operative guide for partecipating to SE on line tenders 20
21 On line tender phases classification Before examine in details the steps to participate in SE on line tenders Please take a look to different kind of tender phases could be performed Operative guide for partecipating to SE on line tenders 21
22 On line tender phases classification Remember! The on line tender is a process composed of a sequence of events Events may be of different types by the procurement phase: Invite (Request for information) Technical (Sealed technical offer) Economic (Sealed economic offer) Economic (Auction) Multienvelope (Request for information, Sealed technical offer and Sealed economic offer at the same time) Operative guide for partecipating to SE on line tenders 22
23 On line tender phases classification Invite Request for information The first kind of phase is Invite: Request for information It allows to download the Tender conditions and the other documents and submit requested documents It is a preliminary phase, therefore no economic information are required Operative guide for partecipating to SE on line tenders 23
24 On line tender phases classification Technical Sealed technical offer The second kind of phase is Technical: Sealed technical offer Used to send technical offers It is a closed envelope and has a fixed duration (with predefined closing date and hour) The offer content is always not visible to other competitors and can be visible for SE only after the defined deadline The offer can be always modified before the deadline. Ariba system will consider valid and visible only the last sent offer It allows supplier to upload any attachments to the offer Operative guide for partecipating to SE on line tenders 24
25 On line tender phases classification Economic Sealed economic offer The third kind of phase is Economic: Sealed economical offer Used to send economic offers It is a closed envelope and has a fixed duration (with predefined closing date and hour) The offer content is always not visible to other competitors and can be visible for SE only after the defined deadline The offer can be always modified before the deadline. Ariba system will consider valid and visible only the last sent offer It allows supplier to upload any attachments to the offer Operative guide for partecipating to SE on line tenders 25
26 On line tender phases classification Economic Auction The fourth kind of phase is Economic: Auction Used for the economic negotiation SE, as purchaser, establishes the conditions on which the participants can perform improved bids in dynamic way Operative guide for partecipating to SE on line tenders 26
27 On line tender phases classification Economic Auction Remember! The auction deadline can be fixed or mobile! When the Ariba system receives and offer within the inactivity period, the auction deadline is automatically extended for a time equal to the inactivity period, starting from the moment in which the offer has been accepted by the system Operative guide for partecipating to SE on line tenders 27
28 On line tender phases classification Multienvelope The last kind of phase is Multienvelope: Request for Information, Sealed technical and economic offer at the same time Used to require the supplier to provide at the same time offers for more or all event types It is a closed envelope and has a fixed duration (with predefined closing date and hour) The offer content is always not visible to other competitors and can be visible for SE only after the defined deadline The offers can be always modified before the deadline. Ariba system will consider valid and visible only the last sent offers It allows supplier to upload any attachments to the offers SE will proceed by opening the Request for Information offer and, only for those considered valid, will open also the technical ones. After evaluating the technical bids will open the economic bids. Operative guide for partecipating to SE on line tenders 28
29 Practical Examples Now let s see in details the steps required to participate in on line tenders Operative guide for partecipating to SE on line tenders 29
30 Practical Examples Invite Request for information After accessing Tender System through username and password, click on the tender phase of interest Note: you can change language by clicking on the Preferencies Operative guide for partecipating to SE on line tenders 30
31 Practical Examples Invite Request for information You are now in the Event content section. Download published documents to see information about tender. Visualize the event rules set by SE in the bottom of the page Operative guide for partecipating to SE on line tenders 31
32 Practical Examples Invite Request for information Warning! In the top right corner the system highlights the Time remaining Operative guide for partecipating to SE on line tenders 32
33 Practical Examples Invite Request for information If you do not want to submit a bid, please click on the "Decline to Respond" and then fill in the reason and click OK. Operative guide for partecipating to SE on line tenders 33
34 Practical Examples Invite Request for information If you want to submit a bid, prepare your response by clicking on button Prepare bid Operative guide for partecipating to SE on line tenders 34
35 Practical Examples Invite Request for information Upload the required document by clicking on Attach a file link Operative guide for partecipating to SE on line tenders 35
36 Practical Examples Invite Request for information Click on button Browse to select the document to be uploaded Select the file of interest and click on Open and then on OK Operative guide for partecipating to SE on line tenders 36
37 Practical Examples Invite Request for information Examine the response summary and send the responses by clicking on button Submit Entire Response and then confirm by clicking on OK Operative guide for partecipating to SE on line tenders 37
38 Practical Examples Invite Request for information Remember! If necessary you can review and modify your response till the event deadline by clicking on button Revise Response Operative guide for partecipating to SE on line tenders 38
39 Practical Examples Technical Sealed technical offer Prepare your sealed technical offer Operative guide for partecipating to SE on line tenders 39
40 Practical Examples Technical Sealed technical offer After accessing Tender System through username and password, click on the tender phase of interest Operative guide for partecipating to SE on line tenders 40
41 Practical Examples Technical Sealed technical offer Visualize the event rules set by SE in the bottom of the page Click on button Download Content to download documents provided by SE Click on button Prepare bid to prepare the technical offer Operative guide for partecipating to SE on line tenders 41
42 Practical Examples Technical Sealed technical offer Click on Attach a file link and then on button Browse to search the documents to be uploaded on the system Operative guide for partecipating to SE on line tenders 42
43 Practical Examples Technical Sealed technical offer To send the technical offer click on button Submit Entire Response and then on OK. To modify it you can click on links Update file or Delete file Operative guide for partecipating to SE on line tenders 43
44 Practical Examples Technical Sealed technical offer Remember! If necessary you can review and modify your response till the event deadline by clicking on button Revise Response Operative guide for partecipating to SE on line tenders 44
45 Practical Examples Economic Sealed economic offer (standard or with discount) Prepare your sealed economic offer Operative guide for partecipating to SE on line tenders 45
46 Practical Examples Economic Sealed economic offer (standard or with discount) After accessing Tender System through username and password, click on the tender phase of interest Operative guide for partecipating to SE on line tenders 46
47 Practical Examples Economic Sealed economic offer (standard or with discount) Visualize the event rules set by SE in the bottom of the page Click on button Download Content to download documents provided by SE Click on button Prepare bid to prepare the economic offer Operative guide for partecipating to SE on line tenders 47
48 Practical Examples Economic Sealed economic offer (standard or with discount) Fill in each required field with the economic offer values Warning! The predefined values, if present, represent the starting price for each item Then click on Submit Entire Response Operative guide for partecipating to SE on line tenders 48
49 Practical Examples Economic Sealed economic offer (standard or with discount) Click on button Update Totals to verify the total offered price Operative guide for partecipating to SE on line tenders 49
50 Practical Examples Economic Sealed economic offer (standard or with discount) Click on button Save to save the offer and send it afterward or Click on button Submit Entire Response and then on OK to send the offer Operative guide for partecipating to SE on line tenders 50
51 Practical Examples Economic Sealed economic offer (standard or with discount) Remember! If necessary you can review and modify your response till the event deadline by clicking on button Revise Response Operative guide for partecipating to SE on line tenders 51
52 Practical Examples Economic Auction Now let s see how to prepare a bid for the Auction (sealed, opened) Operative guide for partecipating to SE on line tenders 52
53 Practical Examples Economic Auction After accessing Tender System through username and password, click on the tender phase of interest Operative guide for partecipating to SE on line tenders 53
54 Practical Examples Economic Auction Click on button Prepare bid to prepare the economic offer Operative guide for partecipating to SE on line tenders 54
55 Practical Examples Economic Auction In this page you can view the current price you offer for the item (1), the current best offer registered on the system for each item (2), automatically improve your offer for all the items (3) or only for a subset of them (4) The bid improvement rules are available in (5). Remember! It is always possible to insert a value lower than the one suggested by the system (5) (4) (1) (2) (3) (5) Operative guide for partecipating to SE on line tenders 55
56 Practical Examples Economic Auction After you click on button Submit Entire Response you can see ranking of your bid, if this is visible Operative guide for partecipating to SE on line tenders 56
57 Practical Examples Economic Auction Now let s see how to prepare a bid for the Auction (Dutch) Operative guide for partecipating to SE on line tenders 57
58 Practical Examples Economic Auction After accessing Tender System through username and password, click on the tender phase of interest Operative guide for partecipating to SE on line tenders 58
59 Practical Examples Economic Auction Click on button Prepare bid to prepare your economic bid Operative guide for partecipating to SE on line tenders 59
60 Practical Examples Economic Auction You can select lots on this page it means that in case of more items you can select the items of your interrest. In the example below is used only one item. You should select the item and after click on Submit selected lots. (3) Operative guide for partecipating to SE on line tenders 60
61 Practical Examples Economic Auction If you want to accept the price, click on button Send acceptance. (1) it shows price adjustment, (2) it shows current price, (3) it shows at what time there is a next adjustment. (1) (2) (3) Operative guide for partecipating to SE on line tenders 61
62 Practical Examples Economic Auction When you had accepted the price auction has finished. Operative guide for partecipating to SE on line tenders 62
63 Practical Examples Multienvelope more offer types at the same time Now let s see how to participate in the event Multienvelope Operative guide for partecipating to SE on line tenders 63
64 Practical Examples Multienvelope more offer types at the same time After accessing Tender System through username and password, click on the tender phase of interest Operative guide for partecipating to SE on line tenders 64
65 Practical Examples Multienvelope more offer types at the same time Visualize the event rules set by SE in the bottom of the page Click on button Download Content to download documents provided by SE Click on button Prepare bid to prepare the offer Operative guide for partecipating to SE on line tenders 65
66 Practical Examples Multienvelope more offer types at the same time Click on button Attach a file and then on button Browse to search the documents to be uploaded on the system Fill in the field/fields the economic offer value Operative guide for partecipating to SE on line tenders 66
67 Practical Examples Multienvelope more offer types at the same time Verify the correct selected file uploading Click on button Update Totals to verify the total offered price Operative guide for partecipating to SE on line tenders 67
68 Practical Examples Multienvelope more offer types at the same time Click on button Save to save the offer and send it afterward or Click on button Submit Entire Response and then on OK to send the offer Operative guide for partecipating to SE on line tenders 68
69 Practical Examples Multienvelope more offer types at the same time Remember! If necessary you can review and modify your response till the event deadline by clicking on button Revise Response Operative guide for partecipating to SE on line tenders 69
70 Advance features Message Board Let s see how to interact with SE during an event through Ariba Message Board Operative guide for partecipating to SE on line tenders 70
71 Advance features Message Board For each kind of communication related to on going event click on button Compose Message Operative guide for partecipating to SE on line tenders 71
72 Advance features Message Board Insert the message subject, the content and, if necessary, upload a document through the link Attach a file Click on button Send to send the message to SE Operative guide for partecipating to SE on line tenders 72
73 Advance features Message Board By clicking on link Event Messages it is possible to view all the received/sent messages related to the on going event Warning! In case of response from SE you will also receive an notification Operative guide for partecipating to SE on line tenders 73
74 Advance features Message Board Click on the message subject to view it Operative guide for partecipating to SE on line tenders 74
75 Advance features Document digital signature verification on Ariba Now let s see the way to verify document digital signature on Ariba system - This is not used in SE now - Operative guide for partecipating to SE on line tenders 75
76 Advance features Document digital signature verification on Ariba In some tenders you could be requested to upload documents digitally singed In these cases the request is highlight by a dedicated icon Operative guide for partecipating to SE on line tenders 76
77 Advance features Document digital signature verification on Ariba After uploading the requested file, click on Send and then on OK The system will automatically verify the presence of digital signature and will return the outcome Operative guide for partecipating to SE on line tenders 77
78 Advance features Document digital signature verification on Ariba Following the icons used by Ariba to manage the document digital signature Digital signature request Digital signature verification Digital sign requested Waiting, check digital sign in progress Optional digital sign Document signed and valid Document singed with errors Document not signed Operative guide for partecipating to SE on line tenders 78
79 Info Good! You have reached the end of tender phases advice section! If you have any problems or require clarifications Call on or Write to nakup.backoffice@enel.com Operative guide for partecipating to SE on line tenders 79
80 Info Details and useful information are available in other documents on our web pages in section Procurement and Sales Operative guide for partecipating to SE on line tenders 80
81 Info END Operative guide for partecipating to SE on line tenders 81
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