KNPC esourcing Portal Tendering 1
Buyer Guide Table of Contents 1 LOGIN & NAVIGATION... 3 1.1 LOGGING IN... 3 1.2 BUYER HOMEPAGE... 4 1.3 THE DASHBOARD... 4 2 FINDING RFQS/ITBS IN THE ESOURCING PORTAL... 6 3 VIEWING AND EDITING RFQS/ITBS PRIOR TO PUBLICATION... 7 3.1 SETTINGS... 8 3.2 ATTACHMENTS... 8 3.3 SUPPLIERS... 9 3.4 RESPONSE FORM... 10 4 ADDING SECTIONS / QUESTIONS... 10 5 PUBLISHING THE RFQS/ITBS... 14 5.1 TENDERS THAT WILL BE AUTOMATICALLY PUBLISHED... 14 5.2 TENDERS THAT WILL BE MANUALLY PUBLISHED... 15 6 MANAGING A RUNNING RFQ... 16 6.1 SUPPLIER MONITORING... 16 6.2 CLARIFICATIONS & SUPPLIER MESSAGING... 17 7 OPENING AND EVALUATING RFQS/ITBS... 18 7.1 SETTING UP EVALUATION GROUPS... 18 7.2 ALLOCATING EVALUATORS... 19 7.3 SETUP EVALUATION GROUP... 19 7.4 EVALUATION RIGHTS... 20 8 OPENING PROCEDURE... 21 9 INITIAL EVALUATION PROCEDURE... 24 10 ADDING EVALUATORS... 30 11 RE-OPENING THE RFQ EVALUATION... 332 2
13 MAKING AN AWARD DECISION & TRANSFERRING DATA TO MAXIMO... 33 13.1 AWARD TO ONE SUPPLIER (NON-SPLIT)... 33 13.2 AWARD TO MULTIPLE SUPPLIERS (SPLIT AWARD)... 34 13.3 WORK SHEET... 35 13.4 ITEM... 35 13.5 FINALISING PRE-AWARD... 38 1 Login & Navigation 1.1 Logging In Access the KNPC esourcing Portal via - https://esourcing.knpc.com and Login. If you have just received login information via email use these details to access the site. You will be prompted to change the temporary password upon login. Your Username is your 6 digit KNPC number (e.g. aza999). If at any stage you forget your password please use the "Forgot your password?" link on the homepage to request a new one. 3
1.2 Buyer Homepage After logging in you will be directed to the Buyer Area. From the Buyer Area it is possible to: Access your Dashboard Navigate to your Tenders (via Projects; RFIs; RFQs / ITBs or Auctions) Navigate to other useful modules of the esourcing portal (evendor Management; Reporting; File Sharing; Request Forms) Change or update information in your profile (via Registration Data) Modify your password View or download any user guides 1.3 The Dashboard By clicking on the Dashboard icon each Buyer can see an overview of their sourcing activities on the esourcing portal. 4
The Dashboard provides a summary of key information related to tender activity within the portal and allows the buyer to drill down into different aspects of tenders. (A buyer will only be able to view tender information from the dashboard for those tenders which they have adequate user rights to access). Typically the following information will be visible to buyers from the Dashboard: My Calendar Displays a monthly calendar highlighting all dates which include important events involving the user. Important events, for example, include the Closing Date of a published RFQ/ITB. For each date, the relevant RFQs/ITBs are displayed, including their current status. Published RFx and Auctions Displays a summary of all RFIs & RFQs/ITBs and Auctions that have been published to Suppliers and are running, or recently closed, or under evaluation. New Messages Displays lists of all RFIs & RFQs/ITBs, which contain unread Messages received within the last 30 days, allowing the buyer to directly access the new messages in each RFI or RFQ/ITB. Supplier Status in Running RFQs Displays a summary of all running RFQs/ITBs allowing the buyer to easily monitor the activity of invited suppliers and their associated status for each RFQ / ITB. 5
2 Finding RFQs/ITBs in the esourcing portal To navigate to a list of RFQs/ITBs visible to the buyer, click on the RFQs/ITBs icon. The buyer is able to quickly search for particular RFQs/ITBs that have been transferred from Maximo by using the Search/Filter criteria. There are many search criteria options that are available to the buyer to run quick searches. 6
One option for searching for a particular RFQ/ITB can be the Maximo RFQ Number. The buyer can select the Maximo RFQ number from the Additional Information filter; set the search criteria; enter the actual Maximo RFQ Number in the Value field, and then click Search. The search will display the particular RFQ/ITB that has been searched, and the buyer can click on the RFQ Title to access further details for the RFQ/ITB. The buyer also has the option to save common searches as a predefined filter by clicking Save Filter. This will allow the buyer to create a Filter Name so that it appears as a default option in the search criteria for future searches. 3 Viewing and Editing RFQs/ITBs prior to Publication Note: This section of the guide is not relevant for tenders where the RFQ is automatically published. Within the Contracts team only Low value (LVC) tenders are automatically published. Within Procurement all tenders will be automatically published. Once you have clicked on the relevant RFQ you will be able to view further details. 7
3.1 Settings If the RFQ has not yet been published then you will be brought in to the Settings area of the RFQ. The Settings Page will show information such as RFQ Title, Closing Date & Time etc. A number of additional fields (IBG Value, Freight terms etc.) have also been populated with data from Maximo. The Settings Page should not be edited. 3.2 Attachments There are two areas for Attachments within the RFQ in the esourcing portal. One area is visible Only to Buyers whilst the other area is also visible to Suppliers. Documents stored within TENDOC on Maximo will be transferred in to the Visible to Suppliers area. If additional documents need to be added this should be done in Maximo. 8
3.3 Suppliers If the RFQ is Limited then a list of invited Suppliers transferred from Maximo will be displayed. It will also show the lead contact of the organization and contact details. If the RFQ is Public then Suppliers will not show here until they have Expressed Interest in the RFQ. If additional Suppliers need to be added then this should be done in Maximo. 9
3.4 Response Form The Response Form is where all the technical and commercial questions can be found. Suppliers must complete this form prior to submitting a response. The RFQ contains a series of standard questions by default. The Response Form is the only area of an RFQ that can be edited in the esourcing portal. Existing questions and line items should not be amended as the titles of these are linked to the Maximo integration. Buyers can choose to add technical sections and questions to the form if they wish. 4 Adding Sections / Questions To add additional sections or questions to the RFQ the Buyer must click on the Edit button. 10
If a new Section is required then the Buyer must click the Add Section button. When a adding a new Section the Buyer is required to specify what type of Section is to be created. Select Question Section and then click the Create button. Pricing Sections must be created in Maximo prior to transferring the RFQ to the esourcing portal. Once the Buyer has selected the Section type you are required to give the Section a title. Unless the Section should be added to the bottom of the form check the box provided. Click Save to move to the next step. If the Buyer checked the box to sort the Section order the Buyer will be presented with a screen that allows the Section order to be changed. Sections can be dragged and dropped in to the correct place or alternatively it is possible to select a Section and use the arrows to move it up or down. Click Save to move the next screen. The new Section can be found within the response form. It is now possible to add Questions within the new Section. To add Questions to an existing section or to a new Section follows the same 11
process and again the Buyer must be in Edit mode. Navigate to the section where the question is to be added and click the Add Question button. The Buyer must then decide what type of Question to ask. A range of question types exist with the esourcing portal. Select the question type and click Create. Once the type of question has been selected the question must be given a Question Label and a Description. The Buyer should then decide if it s mandatory for suppliers to answer and if required upload an instructional attachment for suppliers to read. 12
The question is now visible within the section. To add further questions simply repeat the process by clicking Add Question. Once you have added all Questions click the Save button to ensure that the changes are made to the form. 13
5 Publishing the RFQs/ITBs 5.1 Tenders that will be automatically published Within the Contracts team all low value tenders are automatically Published in the esourcing portal. Within the Procurement team all tenders are automatically Published (ITC and Non ITC). Publication will take less than one hour following issuance from Maximo. Important Note If there are any Provisional Sum line(s) in a Non ITC MV Contracts or ITC Contracts, then a custom task will run in Bravo for these contracts to add the provisional sum as an additional cost in the contract. This custom task runs every 10 minutes and switch the Custom Executed to Yes on the settings page. Once this is set to Yes you can request your Senior to Publish these RFQ after reviewing it. Note: If there is no Provisional Sum in a contract, then it will be pushed as Single Currency Contract on Bravo from Maximo and can be published directly in Bravo. The Custom Executed will be set to No and you can publish the ITB. 14
5.2 Tenders that will be Manually Published Within the Contracts team all medium value (Non ITC) and High Value (ITC) tenders have to be published manually in the esourcing portal. ITBs having Provisional Sum should be published after the custom task is set to Yes and those without Provisional Sum can be published directly after it has been pushed to Bravo. Once the ITB is ready for publishing, request your Senior to check the ITB and click Publish. 15
To confirm the action click the Publish button. The Closing Date and Time should not be amended here. You have now successfully Published your RFQ! 6 Managing a Running RFQ 6.1 Supplier Monitoring During the Running phase of an RFQ you will automatically be brought in to the Monitor area. From here you can see the list of suppliers participating (not response status), alerts triggered and the status history. 16
6.2 Clarifications & Supplier Messaging Every Running RFQ will have its own messaging area to allow two-way communication between the Buyer and suppliers. The messaging area can be found on the left hand side of the screen. The Messages area can be used to provide updates / amendments / clarifications. The number of unread messages will be highlighted in brackets. The following options are available to the Buyer. Create Message: Here you can compose a message regarding the RFQ. Attachments can also be added. Received Messages: Here you will be able to view all messages sent to you by Suppliers. Sent Messages: For audit purposes a record of all your sent messages are retained on the system. Draft Messages: You can hold messages in draft format and send later. To send a message to all Suppliers select Yes against the field marked Broadcast Message. Alternatively you can simply select the Supplier(s) that you wish to message. 17
New messages received across all of your RFQs can be easily viewed by going to the Dashboard. 7 Opening and Evaluating RFQs/ITBs 7.1 Setting up Evaluation Groups Before opening the supplier responses for evaluation, the buyer must setup the evaluation group by adding relevant users within the commercial evaluation group to give them the access to tender evaluation online on esourcing Portal. Note: RFQs where DTR is not present, the evaluation groups will be automatically added once the RFQ is pushed from Maximo to Bravo. Buyers don t have to setup evaluation groups for this kind of RFQs. For Setting up evaluation group for all other Tenders (RFQs with DTR and all ITBS) click Comercial Evaluation Group. 18
7.2 Allocating Evaluators Evaluation group must be setup by the buyer either when the RFQs/ITBs are pushed from Maximo to Bravo or before these are to be opened by the Senior or ITC Bid Opening Committee. Click Edit to add Users in the Evaluation Group The Commercial Evaluation Group should be setup for Non-ITC and ITC Tenders as below: 7.3 Setup Evaluation Group (Non ITC Tenders) Select yourself from the Users list and click save to move to the rights allocation screen. (ITC Tenders) Select yourself and ITC Bid Opening Committee Chairman from the Users list and click save to move to the rights allocation screen. 19
7.4 Evaluation Rights (Non ITC Tenders) Once you have added yourself in the evaluation group, set Edit Comment, Edit Evaluation and Freeze Evaluation rights to Yes so that you can provide your comments during the RFQ evaluation. Note: Senior Evaluator should be added to the Commercial Evaluation Group later once you have initially completed evaluation from your end. (ITC Tenders) Once you have added yourself and the ITC Bid Opening Committee Chairman in the evaluation group, set Edit Comment, Edit Evaluation and Freeze Evaluation rights to Yes against your Account and set only Edit Comment and Edit Evaluation rights to Yes against ITC Bid Opening Committee Chairman Account, so that comments can be provided at the initial evaluation stage. Note: Senior Evaluator should be added to the Commercial Evaluation Group later once you ITC Bid Opening Committee has ended their Evaluation Job by initially completing evaluation from their end. 20
8 Opening Procedure Once an RFQ/ITB has passed the closing date and time, the status of the RFQ/ITB will change to To Be Opened. To check a Summary of Responses click the Responses Summary button. 21
This will display a report detailing the number of suppliers that have submitted a response, have not submitted a response and declined to respond. Once you have viewed the report and if you have the necessary user rights you can open the RFQ/ITB by clicking on the Evaluate tab on the left hand side of the screen. 22
You will be asked to confirm the decision to open the responses. The RFQ/ITB has now formally been opened and the Suppliers who have submitted a response are now visible. Click Freeze Pre-Evaluation & Open Responses to start the evaluation process. 23
Click on Open Commercial Responses to access Suppliers documentation and prices. 9 Initial Evaluation Procedure The first evaluation step is to mass download any supplier attachments that have been uploaded as part of their response. 24
Mass Download allows to download all supplier response attachments for that envelope at one time. After opening the response Envelope, click Mass Download. A Java Mass Download window should open. Click Download. Save the Attachments to your computer. Once you have downloaded the Attachments, you can close the Java Mass Download window. Important Note: Mass Download requires Java to download all the documents on your computer. You may have to contact IT Helpdesk to install Java on your computer if Mass Download feature in not working. Click the Scenario Analysis button to view the responses side by side. Select all the suppliers by ticking the Supplier box on the header. 25
Supplier Responses are presented in columns across the page. All the technical and commercial related details requested from suppliers are displayed at this page on one screen. You can Export the Scenario to Excel for viewing the supplier responses on your computer. The top area of the table summarizes the Commercial Response for each supplier. 26
The Advanced Scenario Analysis feature allows to simulate scenarios at the level of individual Commercial Items, displaying the Best Price, Best supplier, Average Price and Average Deviation for each Item. Important Note: Advance Scenario Analysis requires Java to display Analysis sheet (as below) on your computer. You may have to contact IT Helpdesk to install Java on your computer if Advance Scenario Analysis option in not working. Advanced Scenario Analysis also provides a graphical display of suppliers Commercial responses, including response by Commercial Section, allowing users to easily identify the most competitive responses to each specific Section. 27
To complete your evaluation you should add Technical Report Template for Technical Evaluators and Commercial Evaluation Report into the Envelope Evaluation Comments. Click Comments to provide these. 28
To insert your comments and upload Technical Evaluation Template or Commercial Evaluation document, click Insert a new comment Enter your comments in the Comment box and attach your Technical Evaluation Report Template document in the Attachment area and click Save. Note: One comment can contain only one attachment. To add both Technical Evaluation Template and Commercial Evaluation document, you will have to insert two separate comments. Your comment will be added in the comments area with the date and time stamp. 29
Once you have finished the careful evaluation of the RFQ/ITB, evaluation can be completed from further evaluation by clicking on End My Evaluation Job. 10 Adding Evaluators Evaluator should be added to the Commercial Evaluation Group by navigating to the Setup Evaluation area and click Edit. 30
Select the Senior Evaluator (or Evaluator, if known) from the list and click Save. Provide Edit Comment rights to Yes against your Evaluator Account, so that they can provide their comments during evaluation. 31
11 Re-Opening the RFQ Evaluation After reviewing the Technical Evaluation Report, if you would like to ask the Evaluator to re-do the evaluation you can re-open the evaluation for the evaluator by clicking on Resume Evaluation button by navigating to the commercial option under Evaluation Status. If everything is approved and you are ready to prepare award recommendation, Click Freeze Commercial Evaluation to prepare for RFQ Award. 32
13 Making an Award Decision & Transferring Data to Maximo 13.1 Award to One Supplier (Non-Split) If there is a single supplier award of the RFQ/ITB then you need to click on Award which will take you to the next screen to select the supplier you wish to Award to. Tick the supplier you have decided to award after the evaluation and confirm the award to transfer the award data and the other supplier responses back to Maximo for further action. If it is the case of split award then you need to click on Change Level which will take you to the next screen to select the action you would like to perform from the options available. 33
13.2 Award to Multiple Suppliers (Split Award) - Ranking Level Worksheet: A rank for each Worksheet Section will be managed for all suppliers based on section subtotals. Each worksheet will be evaluated independently. Item: A rank for each Line Item will be managed from the list of successful suppliers. Each Line Item will be evaluated independently. - Ranking Based on Best Price: Choose best price only if it is an ITB with no provisional sum Best TCO: choose Best TCO if it is an RFQ (with or without provisional sum) or ITB with provisional sum. 34
13.3 Work Sheet In this case, each section is awarded to the best supplier for that section based on Best Price or Best TCO option chosen. 13.4 Item In this case, each line item is awarded to the best supplier for individual line based on Best Price or Best TCO option chosen. 35
Click Pre-Award to Best Suppliers, and Confirm by clicking on Pre-Award to Best Suppliers on the below screen to assign the best supplier across each line. 36
Once Pre-Awarded all the lines to best suppliers, you can change the supplier for any line by clicking on the line item, if so. Select the other supplier which should be awarded for this line and click Edit Pre-Awarding to change the award of this line from one supplier to the other. 37
The supplier to be awarded for this line will get changed. Click Back to finalise the award decision. 13.5 Finalising Pre-Award Click Finalise Pre-Awarding Phase once all the line items are correctly awarded and verified. Once the Status of the RFQ is changed to Awarded, The Senior or the ITC Bid Opening Committee will transfer the bids from Bravo to Maximo after the buyers has routed the RFQ/ITB to them for opening(transferring) the Bids. END OF DOCUMENT 38