INPEX CONTRACT MANAGEMENT SYSTEM

INPEX CONTRACT MANAGEMENT SYSTEM Contractors Manual - Invitation to Tender Document No.: PROCON-00245 Document no.: PROCON-00245 Page 1

1 RECEIVING & VIEWING A TENDER INVITATION... 4 2 LOGGING INTO PROCON... 6 3 OBTAINING TENDER DOCUMENTS... 8 4 HOW TO RESPOND ELECTRONICALLY TO AN INVITATION... 9 4.1 How to acknowledge and agree to submit... 9 4.2 How to acknowledge and decline to submit...10 5 HOW TO RAISE CLARIFICATION REQUESTS / TENDER MESSAGE..11 5.1 Login to ProCon...11 5.2 Choose the Tender Pre-Award...11 5.3 Compose the Tender message and send the message...12 5.4 View messages...13 6 HOW TO SUBMIT TENDER RESPONSES ELECTRONICALLY...14 7 HOW TO VIEW TENDER MESSAGES SENT FROM THE COMPANY...17 8 TROUBLESHOOTING...18 8.1 Popup Blockers...18 8.2 Always prompt to Save downloads from your browser...18 8.3 Not prompted to specify the download directory...19 8.4 File Download - Enable Always Ask before opening this File type...19 8.5 Uploading Large Documents...20 9 SUPPORT...21 Figure 1: Sample invitation email from INPEX through ProCon for an ITT... 4 Figure 2: Sample invitation email from INPEX for Technical/Unpriced Submission.. 4 Figure 3: Sample ProCon Login Screen... 6 Figure 4: ProCon Overview Page... 7 Figure 5 Pre-Award ITT Overview... 7 Figure 6: View Despatch screen containing Tender Invitation... 8 Figure 7: Tender Invitation Screen... 9 Figure 8: Acknowledge and Submit Screen... 9 Figure 9: Acknowledgement Logged Success Screen...10 Figure 10: Acknowledge and Decline Screen...10 Figure 11: ProCon Overview Page...11 Figure 12 ProCon Tender Details...11 Figure 13: Composing a Tender Message...12 Figure 14: Tender Message Prompt...12 Figure 15: File Upload Progress Bar...12 Figure 16: Message Success...13 Figure 17: New Messages...13 Figure 18: Messages Received Register...13 Figure 19: Messages Sent Register...13 Figure 20: Tender Invitation Response Area...14 Figure 21: Initial Tender Response Document Screen...14 Figure 22: Upload tender response documents...15 Figure 23: Document Size Warning and Upload Progress Bar...15 Document no.: PROCON-00245 Page 2

Figure 24: Tender Response Documentation...15 Figure 25: Tender Response Submission Screen...16 Figure 26: Tender Summary Screen...16 Figure 27: Tender Messages Screen...17 Document no.: PROCON-00245 Page 3

1 RECEIVING & VIEWING A TENDER INVITATION You will first be notified of an Invitation to Tender (ITT) via upto 3 email(s) sent to your standard email Inbox. The first email you will receive will contain the ITT pack/directions for you to download. Figure 1: Sample invitation email from INPEX through ProCon for an ITT Subsequent emails will invite you to load/submit the associated Technical/Unpriced submissions and Commercial/Priced submissions as two separate Tasks. Figure 2: Sample invitation email from INPEX for Technical/Unpriced Submission. NOTE: A similar email will be sent for you to upload your Commercial/Priced Submission. Document no.: PROCON-00245 Page 4

The email provides the following information Tender details Attachments General Info Final Submission Date Contracting Address Return Address Hyperlink to Response Area within ProCon The Tender Reference & Tender Name Only essential ProCon related Tender documents will be attached to this email. All other tender related documents will be available via ProCon system download General Tender Information The date and time at which submission of tender responses needs be completed. No submissions will be taken after this date and time This is the address pertaining to the organisation or department whom the eventual bidder awarded the contract will be contracted with The Return Address is to be used only if advised by INPEX tender administrator to submit non-electronic bids. Late tenders will not be considered. Clicking on this link will take you to the log on screen where you can download the tender documents Document no.: PROCON-00245 Page 5

2 LOGGING INTO PROCON To access the ITT then follow the link in the email to the web site and you will be brought to the ProCon Login. Enter the User Name and Password allocated to you. (If this has not been allocated then follow instructions in the note below). Figure 3: Sample ProCon Login Screen Note ProCon denies access to all users who enter their passwords incorrectly three times consecutively. Please use the password reminder link available on the front page if you do not remember the password. Please contact the tender administrator in the event you are denied access to the system. If a User Name and Password has not been allocated to you, contact the tender administrator at INPEX who is responsible for the tender immediately. Use the Support tab on the portal to send emails to INPEX if you have any difficultly logging into ProCon. Document no.: PROCON-00245 Page 6

Alternatively, and once you have your Login Details you can log straight into ProCon from the above landing page if kept as a favourite to save time accessing from email links. If logging into ProCon directly then you will see an Overview page similar to the one illustrated below. On the Overview page you will see your current Active Pre- Awards for which there will be upto 3 Tasks for a Pre-Award ITT. Click the hyperlink to be taken to the Tasks. Figure 4: ProCon Overview Page On clicking the hyperlink you will be taken to the ITT details where you will have 3 Tasks associated with the ITT as follows: - Download the ITT Package Task - Submit your Technical/Unpriced Bid Task - Submit your Commercial/Priced Bid Task Figure 5 Pre-Award ITT Overview Clicking on View Details option for the Download ITT Package Task will allow you to obtain the ITT documents. Section 3 details this further. Document no.: PROCON-00245 Page 7

3 OBTAINING TENDER DOCUMENTS When you follow the link in the email and logon to the website or by logging on to the website outside of the email and navigating to your Tasks you will be brought to the View screen of the Task. You are now looking at the Task for the despatched Invitation to Tender from INPEX. Figure 6: View Despatch screen containing Tender Invitation You can download the tender documentation by clicking on the download link. This will open the documentation and allow you to save to your PC. Note The tender documentation will appear in a pop-up window. Please remember this if you are using pop-up blocking software. If you have any difficulty in downloading the documents, please read the Troubleshooting section of this document. After downloading the documents and deciding whether you will respond to the Tender Invitation, please follow the instructions in Section 4 - How to Respond Electronically to an Invitation Document no.: PROCON-00245 Page 8

4 HOW TO RESPOND ELECTRONICALLY TO AN INVITATION To respond to the invitation electronically follow the link at the bottom of both the Technical/Unpriced and Commercial/Priced Tender Invitation emails and login into ProCon. Alternatively, log directly into ProCon and navigate to the relevant Pre-Award and click the View Details button for the relevant Task. Figure 7: Tender Invitation Screen For each of the Submit Technical and Submit Commercial Tasks you will be provided with two options: - Acknowledge and Submit - Acknowledge and Decline 4.1 How to acknowledge and agree to submit Select the Acknowledge and Submit option to acknowledge receipt of the invitation and your intention to make a bid submission. Note that you can submit your actual submissions at a later date after you have acknowledged your intention to respond. You can edit the Comments before clicking Send to submit your Acknowledge and Submit Response. Figure 8: Acknowledge and Submit Screen Document no.: PROCON-00245 Page 9

The system will present a message confirming your acknowledgement has been sent: Figure 9: Acknowledgement Logged Success Screen 4.2 How to acknowledge and decline to submit Select the Acknowledge and Decline option if you wish to withdraw from the tendering process. You can edit the Comments before clicking Send to submit your Acknowledge and Decline response. Figure 10: Acknowledge and Decline Screen Document no.: PROCON-00245 Page 10

5 HOW TO RAISE CLARIFICATION REQUESTS / TENDER MESSAGE 5.1 Login to ProCon Login to ProCon with the username and password sent to you via email. Once logged in, you will be taken to the Overview page of ProCon which shows all tenders relevant to your company in the Pre-Awards section. Figure 11: ProCon Overview Page 5.2 Choose the Tender Pre-Award Select the tender Pre-Award for which you would like to send a message by clicking on the tender name hyperlink. You will be directed to the tender page. Click on the create message hyperlink to create a message. Figure 12 ProCon Tender Details Document no.: PROCON-00245 Page 11

5.3 Compose the Tender message and send the message Complete the details of the message - as required, attach documents if necessary and click the Send button to send the message along with the attached files. Figure 13: Composing a Tender Message After clicking the Send button a popup message will appear - click the OK button to confirm you wish to proceed. Figure 14: Tender Message Prompt If you attached a file to the tender message you will see a process bar showing you the file being uploaded into ProCon. Figure 15: File Upload Progress Bar Document no.: PROCON-00245 Page 12

The system will prompt you when the message has been successfully sent. Figure 16: Message Success 5.4 View messages Recent messages appear on the Tender page under the Your New Messages section. To access the message(s) click on the subject hyperlink. Figure 17: New Messages You can also use the messages register to view all previously sent and received messages. The register is available from the Tender page, click the view messages register hyperlink to go to the message register. By default the Received messages are shown. Figure 18: Messages Received Register Messages requiring a response have a red exclamation icon. Messages that have not been marked as read have a closed envelope icon. Messages that have been marked as read have an open envelope icon. Messages that have and attachment have a paper clip icon. To view messages that you have sent to INPEX choose Sent from the drop down menu. Figure 19: Messages Sent Register Document no.: PROCON-00245 Page 13

6 HOW TO SUBMIT TENDER RESPONSES ELECTRONICALLY When you are ready to submit the Technical/Unpriced and Commercial/Priced response document(s) then follow the link at the bottom of the associated Tender Invitation email and login into ProCon or login directly and navigate to the relevant Task. Take the following action: - Upload the Technical/Unpriced response into the Technical/Unpriced Task - Upload the Commercial/Priced response into the Commercial/Priced Task Do not upload both responses into the same Task. Select the Ready to Proceed Now button: Figure 20: Tender Invitation Response Area You will now be requested to upload any documents you wish to submit as part of your response. Select the Yes button to upload these documents. Figure 21: Initial Tender Response Document Screen Note You can save your submission at any point up to the Final Submission date. This will store your response documents for you to work on up until the point that you are ready to submit these documents. Document no.: PROCON-00245 Page 14

Select the Browse button to locate the document to be uploaded, and enter a name for the document. Once selected, click on Save to upload. Figure 22: Upload tender response documents Figure 23: Document Size Warning and Upload Progress Bar The document will now be uploaded. Repeat to add any other documents to your response. NOTE that each file uploaded must be less than 100MB, but there is no limit to the number of files that can be added. Figure 24: Tender Response Documentation Document no.: PROCON-00245 Page 15

Once you have added all your documents and completed your response, select the No, proceed to next step button. Add any additional comments. Figure 25: Tender Response Submission Screen To send your bid response click on the Submit button. You will be prompted to confirm submission. Click OK. Figure 26: Tender Summary Screen Your tender submission is now complete. You can view your submission documents at any time by expanding the Tender History area of the Tender Summary Screen. Note A Response Submission can be retracted until the Final Submission Date has passed. This will allow you to change the response given. If a submission has been retracted INPEX will assume that you have made no response to the invitation until the response is re-submitted. Document no.: PROCON-00245 Page 16

7 HOW TO VIEW TENDER MESSAGES SENT FROM THE COMPANY When supplementary tendering material in the form of tender messages has been issued, you will receive an email alert with a link attached. To view this material, click the link within the message body. From here you can view the message and any documentation attached. Acknowledge receipt of this message by selecting Mark as Read Figure 27: Tender Messages Screen Document no.: PROCON-00245 Page 17

8 TROUBLESHOOTING This section contains troubleshooting procedures for the bidders based on the usage of ProCon contractor portal. ProCon users sometimes may encounter problems when downloading files. The probable reasons for the occurrence of such problems can be attributed to the configuration settings of the Internet browser. The following are the most common issues and their possible solutions. 8.1 Popup Blockers You may have a third party Pop-up Blocker installed on your PC. ProCon uses a pop-up window to start downloading documents to your PC. You should set your Pop-up Blocker to allow pop-up windows to be launched by ProCon site (i.e. https://cms.inpex.com.au ) 8.2 Always prompt to Save downloads from your browser ProCon downloads documents to your PC by opening a pop-up window. Depending on your browser settings, you may be prompted to Open or Save the document. Best practice is to always select Save the documents to a folder on your hard disk when prompted and then view the documents by opening them on your PC. If you select Open, the document will be saved to a temporary directory on your PC and opened in a new Pop-up window. Before closing the pop-up window you should use the Save option on the File menu to save the document to a proper location on your PC. To ensure you are always prompted to Save downloads, set the following settings in your browser. To ensure you are always prompted to save downloads, set the following options in your browser: - Internet Explorer: - Using the Tools menu, select Internet Options, Security, Custom Level Ensure that the following options are selected: Document no.: PROCON-00245 Page 18

8.3 Not prompted to specify the download directory To get the download dialog box, enable the "confirm open after download" option for that file type: - Open Windows Explorer - Then click [Tools] [Folder Options] [File Types] - Scroll down to locate the file type - Highlight the file type (example :"PPT Microsoft PowerPoint Presentation") - Click the "Advanced" button - Enable the option "confirm open after download" 8.4 File Download - Enable Always Ask before opening this File type To get the download dialog box, enable the "confirm open after download" option for that file type: - Open Windows Explorer - Then click [Tools] [Folder Options] [File Types] - Scroll down to locate the file type (eg. *.ppt) - Highlight the file type (example :"PPT Microsoft PowerPoint Presentation") - Click the "Advanced" button - Click OK or Cancel NB. This resets the Registry entry for this setting, thus, enabling user the option to select Always Ask before opening this file type. Document no.: PROCON-00245 Page 19

8.5 Uploading Large Documents When interacting with ProCon there are a number of screens that allow Contractor users to upload a document, for example submitting bid documents or adding an attachment to support a contract communication/activity. For compressed file formats (files that have the extension ZIP, PDF, DOCX, XLSX, PPTX) the Contractor user should not attach/upload a file of a size greater than 100 MB. If the file size exceeds 100 MB, then please split into volumes of less than 100MB. Document no.: PROCON-00245 Page 20

9 SUPPORT If you are experiencing problems operating ProCon please contact the INPEX ProCon desk at ITservices@INPEX.com.au. Never send your ProCon passwords through emails. Please state: Your name Your company name User name as a form of authentication A contact telephone number A contact email address A description of the nature of the problem. Document no.: PROCON-00245 Page 21

INPEX is the custodian of this manual. Refer to your ProCon contract library for the latest version of this document. The ProCon logo is a trademark of 8over8 Ltd registered in the UK. This document was developed by 8over8 for INPEX. Restricted internal use. Permission should be sought from INPEX before any part of this publication is reproduced, stored in a retrieval system, or transmitted by any other means. INPEX July 2015 Document no.: PROCON-00245 Page 22