Supplier User Guide for Responding to Atlantic Lottery Tender Opportunities Version 4 Released November 2017
TABLE OF CONTENTS OVERVIEW... 3 Help & Support... 3 Definitions... 3 GENERAL FLOW OF SUPPLIER ACTIVITY TO ACCESS & RESPOND TO AL TENDER OPPORTUNITIES... 4 1 - Registration... 4 2 System Login & Navigation... 4 3 Submit Response... 4 REGISTRATION... 5 SYSTEM LOGIN & NAVIGATION... 8 System Login... 8 System Navigation... 9 RESPONDING TO A REQUEST FOR QUOTATION (RFQ)... 11 How to Locate, View and Download RFQ Information...11 How to Submit your RFQ Response...13 RESPONDING TO A REQUEST FOR PROPOSAL (RFP)... 16 How to Locate, View and Download RFP Information...16 How to Submit Your RFP Response...18 RESPONDING TO ANY OTHER TENDER TYPE (EOI, ITB, etc.)... 21 ADDITIONAL ACTIONS WITHIN SOURCING... 22 Online Discussions...22 Acknowledge an Amendment (amendment issued prior to accessing the tender)...22 Acknowledge an Amendment (amendment issued after accessing the tender)...23 Update a Response...25 Withdraw a Response...26 Page 2
OVERVIEW The Atlantic Lottery Corporation (AL) Supply Chain Management team utilizes Oracle Sourcing, an online system, to manage its tender opportunity process. HELP & SUPPORT For problems related to using AL s Oracle Sourcing system or logging in, please email purchasing@alc.ca. To receive all email communication from AL s Oracle Sourcing system, users should add - Workflow Mailer ebs.mail@alc.ca - to their safe senders list. This icon notes items of importance. Please pay particular attention to the contents. DEFINITIONS Procurement Analyst/Category Sourcing Manager Each tender opportunity will include a specific named AL contact. This person is responsible for all aspects of the tender process and should be consulted if you have any questions or concerns at any point during the tender opportunity process. Request for Proposal (RFP) RFPs are issued in situations where there is a general understanding of what is required and the supplier's expertise is needed to develop or perfect the desired end product or service based on information provided by AL. The RFP will include graded evaluation criteria, including price as predetermined by an evaluation committee. Request for Quote (RFQ) - RFQs are issued when the goods or service required are well defined and readily available. The primary deciding factor in an RFQ process is price and meeting mandatory requirements (if applicable). Request for Pre-Qualification (RFPQ) RFPQs are issued to select prequalified suppliers to receive an RFP with respect to the required opportunity. Expression of Interest (EOI) EOIs are issued in the early stages of the tendering process when feedback is sought from the supplier community for their interest in a potential future project. Invitation to Bid (ITB) ITBs are invitations to suppliers, through a tender process, to submit a proposal on a specific project or to bid on products to be purchased. Tender General industry term used to identify an RFP, RFQ, EOI, ITB, etc. Oracle Name of the Enterprise wide system used by AL to manage all Financial, & Supply Chain information for the Corporation. Sourcing Name of the module within Oracle used to manage tender opportunities (RFXs). Negotiation The Oracle term for all tender opportunities. Page 3
GENERAL FLOW OF SUPPLIER ACTIVITY TO ACCESS & RESPOND TO AL TENDER OPPORTUNITIES STEP 1 - REGISTRATION Prior to responding to any tender opportunities, supplier registration must occur within the AL Oracle system. This is a one-time account creation and will provide access to all tender opportunities available and enable suppliers who are successful to manage their accounts on an on-going basis. STEP 2 SYSTEM LOGIN & NAVIGATION Once the registration step is completed, suppliers can now navigate existing opportunities, read and print any associated materials, participate in on-line discussion forums directly with AL Supply Chain team members and receive and acknowledge any amendments. STEP 3 SUBMIT RESPONSE Finally, once the tender submission has been created and validated, the supplier can now finalize the submission to AL prior to tender closing. Page 4
REGISTRATION Registration is mandatory for all suppliers seeking access to AL tender opportunities. Click one of the following links to get started and follow the step by step instructions included below. English https://ebsext.alc.ca/oa_html/jsp/pos/suppreg/supplierregister.jsp?ouid=bdb7af1018a39e4a&lang=us French - https://ebsext.alc.ca/oa_html/jsp/pos/suppreg/supplierregister.jsp?ouid=bdb7af1018a39e4a&lang=frc Complete all fields (use ALL CAPS) marked with an asterisk (*). You must also include one of the following: Tax Registration Number, Tax Payer ID or DUNS Number. Once completed, click the Continue button. You may now include additional detailed information to complete your company profile. Page 5
To add an address, click the Create button in the Address Book area. The Create Address form appears. At a minimum, complete all fields (ALL CAPS) marked with an asterisk (*). Enter the Address Name the same as the City Name. Click the corresponding checkbox next to RFQ Only Address for the address just entered then click the Apply button. You must add at least one entry under the Products and Services section at the bottom of the page. Page 6
Click the Create button. Click at least one box under Applicable for the Product(s) or Service(s) you provide. Click Next 10 to move to the next page in the list. When done, click the Apply button. You are returned to the main screen. Click the Submit button. You will then receive a message confirming that a request for registering your company has been submitted. Once the registration request is approved (within 24 hrs. Mon-Fri), you will receive an email containing your username and temporary password. Page 7
SYSTEM LOGIN & NAVIGATION SYSTEM LOGIN Once registered, users can login to the AL Oracle system to respond to a tender opportunity. To login, go to URL: https://ebs-ext.al.ca/oa_html/appslocallogin.jsp Please add this link to your Favorites for easy access in the future. Type in the Username and Password sent to you via email then click the Login button. Passwords are case sensitive. Do not copy/paste the password. You will be prompted to change your password the first time you log in to the system. If you forget your Username or Password, click the Login Assistance button and follow the instructions on the screen (response within 24 hrs. Mon-Fri). Page 8
Login will reveal the following: SYSTEM NAVIGATION It is not recommended to use the Back button on your browser at any time while logged into the Oracle system. The Sourcing Supplier responsibility provides users access to review and respond to AL s tender opportunities (RFQ, RFP, EOI, ITB, etc.). RFQs and RFPs are system labelled as RFQs; EOIs and ITBs are labelled as RFIs however, the exact type will be differentiated in the tender name. Log in and click Sourcing Supplier > Sourcing > Sourcing Home Page in the Navigator. Home Page The Sourcing Home Page is the central point of access for all your tenders. From here, you can view and subsequently respond to all AL tenders. You can also monitor tenders in which you are participating and manage any draft responses you have. Page 9
A B C D A Search Open Negotiations B Active and Draft Responses You can access any open tender. To find the tender you are looking for, use Search Open Negotiations at the top of the page. This is best accomplished by searching the Number instead of the Title (in the drop down list). The Active and Draft section shows tenders in which you are participating either by having placed an active response, or by having a draft response that is in progress. Note that this section only displays the last five tenders you have worked on. To see the complete list, click Full List. The Response Status column shows whether you have an active response against this tender or whether you are in the process of drafting a response. To see information on the tender, click the Negotiation Number hyperlink. This takes you to the negotiation summary page. To see your current response or draft information, click the Response Number hyperlink. This takes you to the Details page. C Open Invitations D Quick Links Your Company's Open Invitations section on the Home page identifies the tenders to which you have been invited. To access a tender, click its Number hyperlink. This will take you to the negotiation summary page from which you can perform additional tasks such as acknowledge participation, submit a response or view response history. The Quick Links section of the Home page provides easy, one-step access to your most commonly performed Sourcing tasks. The links are organized by task and tender type so you can find the link for the task you wish to perform. Simply clicking the link takes you to the page where you initiate the action. Page 10
RESPONDING TO A REQUEST FOR QUOTATION (RFQ) HOW TO LOCATE, VIEW AND DOWNLOAD RFQ INFORMATION 1. On the Home Page, search for the RFQ that you wish to respond to. Change the dropdown from Title to Number. Enter the RFQ number only in the blank field and click Go. 2. The Active Negotiations Page will open. 3. Click the Number hyperlink to view details of the RFQ. 4 Page 11
5 6 4. From this screen you are able to view the RFQ details. An RFQ consists of Header, Lines, and Controls. 5. In Requirements, click the Show All Details link to expand and view all RFQ Requirements. 6. In Notes and Attachments, you will see Note to Suppliers and file attachments to the RFQ. You may be required to download these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title hyperlink and open the document. Page 12
HOW TO SUBMIT YOUR RFQ RESPONSE 1. From the Active Negotiations Home Page, select the tender and click the Respond button to create a response. 2. If you receive a Warning message regarding the Negotiation having Amendments, proceed to the Acknowledge an Amendment section then return to 3 here. 3. The Create Quote page opens and the Header tab information is presented. 6 5 7 8 4. If you have any questions in relation to the RFQ, please see Online Discussions instructions. 5. If applicable, you can enter a short text note to the buyer. 6. You can click the Save Draft button at any point in time to save your response and either keep working or complete it at a later point in time. Page 13
7. Click the Add Attachments button and use that page to attach your completed RFQ Response and Requirement document, your completed Conflict of Interest form and to supply the buyer with any additional information on, or specifications about your response. 8. The Requirement Section Headers are listed in the Requirements section. The RFQ Requirements and Response Document must be downloaded, completed, saved and added as an attachment to your response. 9. Click the Continue button. 10 11 10. Click the Validate button to validate your response for errors. Correct any noted errors. 11. Click the Submit button to submit your response. 12. You will receive a Confirmation Message that your response has been submitted. Page 14
13 13. Your response now appears on Your Active and Draft Responses list. If the Response Status is anything other than Active, it means that your response has not been submitted to AL and you must click on the Response Number hyperlink and follow steps 10-12. Page 15
RESPONDING TO A REQUEST FOR PROPOSAL (RFP) HOW TO LOCATE, VIEW AND DOWNLOAD RFP INFORMATION 1. On the Home Page, search for the RFP that you wish to respond to. Change the dropdown from Title to Number. Enter the RFP number only in the blank field and click Go. 2. The Active Negotiations Page will open. 3. Click the Number hyperlink to view details of the RFP. 4 Page 16
5 6 4. From this screen you are able to view the RFP details. An RFP consists of Header, Lines, and Controls. 5. In Requirements, click the Show All Details link to expand and view all RFP Requirements. 6. In Notes and Attachments, you will see Note to Suppliers and file attachments to the RFP. You are required to download some of these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title hyperlink and open the document. Page 17
HOW TO SUBMIT YOUR RFP RESPONSE 1. From the Active Negotiations Home Page, select the tender and click the Respond button to create a response. 2. The Create Quote page opens and the Header tab information is presented. 3. If you receive a Warning message regarding the Negotiation having Amendments, proceed to the Acknowledge an Amendment section then return to 3 here. 6 5 7 8 9 10 4. If you have any questions in relation to the RFP, please see Online Discussions instructions. Page 18
5. If applicable, you can enter a short text note to the buyer. 6. You can click the Save Draft button at any point in time to save your response and either keep working or complete it at a later point in time. 7. Click the Add Attachments button and use that page to supply the buyer with your completed RFP Requirements and Response document pricing spreadsheet, Conflict of Interest form and any other documents to be submitted. 8. Requirements contains the various Requirement Sections for the RFP. Some Requirements will be informational in nature and will not require a response. Mandatory Requirements will be will be responded to via the RFP Requirements and Response Document attachment, Graded Requirements Sections will be summarized in this section but will be responded to via the RFP Requirements and Response Document attachment. The RFP Requirements and Response Document must be downloaded, completed, saved and added as an attachment to your response. Expand All within this section to view the entire list of requirements. You may have to click Next Page if a requirement section contains more than 25 requirements. 9. As the Pricing Requirement in the RFP states to complete the attached pricing spreadsheet, it must be downloaded, completed, saved and added as an attachment on the header page. Note: The pricing spreadsheet MUST be password protected and the password must be sent to the Buyer via Online Discussions. DO NOT include pricing details of any sort in any other attachment or requirement response other than the pricing spreadsheet. 10. Click the Save Draft button. 11. Click the Continue button. 12 13 Page 19
12. Click the Validate button to validate your response for errors. Correct any noted errors. 13. Click the Submit button to submit your response. 14. You will receive a Confirmation Message that your response has been submitted. 15 15. Your response now appears on Your Active and Draft Responses list. If the Response Status is anything other than Active, it means that your response has not been submitted to AL and you must click on the Response Number hyperlink and follow steps 12-14. Page 20
RESPONDING TO ANY OTHER TENDER TYPE (EOI, ITB, ETC.) To respond to an Expression of Interest (EOI), Invitation to Bid (ITB) or any tender type other than a RFP or a RFQ, follow the steps for Responding to a Request for Proposal with the acronym RFP being replaced with the corresponding tender type (i.e. EOI, ITB). Note that there may or may not be a Pricing Requirement ( 9). If there is not, simply skip that step. Page 21
ADDITIONAL ACTIONS WITHIN SOURCING ONLINE DISCUSSIONS AL uses the Online Discussions exclusively to communicate with prospective suppliers during the entire tender process. The following are step by step instructions to request further information or ask questions pertaining to the tender: 1. Locate your response on Your Active and Draft Responses list and click the Response Number hyperlink. 2. In the s dropdown, choose Online Discussions and click the Go button. 3. Enter a Subject and a Message and click the Send button 4. The message is delivered to the Procurement Analyst/Category Sourcing Manager and will be responded to either via the Online Discussions page, or if relevant to all respondents, via an Amendment. ACKNOWLEDGE AN AMENDMENT (AMENDMENT ISSUED PRIOR TO ACCESSING THE TENDER) In order for suppliers to remain compliant with the tender process, Amendments must be acknowledged using the following step by step instructions. Page 22
1. If an Amendment(s) was issued to the tender prior to the user accessing it, the following Warning Message will appear. 2. Click the Yes button to proceed to view and acknowledge the Amendment(s). 3. Click the checkbox for I accept. and click the Continue button. Repeat for each Amendment (if more than one) then click the Acknowledge button. 4. The following Confirmation message will appear: Click the Yes button. 5. Return to the by instructions for submitting your tender response. ACKNOWLEDGE AN AMENDMENT (AMENDMENT ISSUED AFTER ACCESSING THE TENDER) In order for suppliers to remain compliant with the tender process, Amendments must be acknowledged using the following step by step instructions. Page 23
1. If an Amendment to a tender has been issued after you have accessed it, a notification will appear in your Worklist and you should receive an email from Workflow Mailer notifying you as such. 2. Click on the Subject link from the Worklist. An information message appears. 3. Click the Review Changes link. The Review Changes page opens. You are then presented with buttons to each version of the tender. 4. Click on the View button for the latest version (i.e. View RFQ 31, 1). 5. A Warning Message appears RFQ xx,x has been amended. Click on the View Amendment History link. 6. Click the Acknowledge Amendments button. 7. If you wish to be considered for award of the tender, click the checkbox and click the Acknowledge button. Page 24
8. A Confirmation message appears. Click Yes. 9. If required, make any necessary changes to your tender response and submit. A resubmission will overwrite your previous response. 10. You are also able to view the Amendment History at any time to see the summary changes. From the s dropdown list, select View Amendment History and click the Go button. Click on the symbol under Review Changes to see the changes from the previous version to latest. UPDATE A RESPONSE The following are step by step instructions for updating a tender response: 1. Locate your response on Your Active and Draft Responses list and click the Response Number hyperlink. 2. In the s dropdown, choose Create Quote and click the Go button. 3. Make the necessary changes to your tender response and submit. This will overwrite your previous response. Page 25
WITHDRAW A RESPONSE The following are step by step instructions for withdrawing a tender response any time before the tender closes: 1. Locate your response on Your Active and Draft Responses list and click the Response Number link. 2. In the s dropdown, choose Withdraw Quote and click the Go button. 3. You will receive a Warning Message. If you still want to withdraw your quote, enter a Withdrawal Reason and click the Submit button. Page 26