1 My Tracker My Tracker is an exciting new procurement resource area populated with your contract information and containing a whole host of features to assist you with the tendering process. Accessing My Tracker Visit www.tendermatch.co.uk to access the homepage. Enter your username and password in the login area of the homepage; this will take you to My Tracker. From My Tracker you can access the following features: 1 Profile History 2 Recently Viewed Contracts 3 Flagged Contracts 4 Saved Searches 5 My Profile 6 Why does this contract match my profile? 7 Contract Search 8 Contract Statistics 9 Contract Submission 10 Archive Search 11 Market Monitor 1. Profile History 2. Recently Viewed Contracts This option enables you to view all Daily Email Alerts received within the previous two weeks. You can find the date you are looking for by hovering over each bar and then clicking on the bar to view. The most recent alert you have received will be highlighted in red. This area lists all contracts which you have recently viewed on the Tracker database and the date each contract was viewed. You can then view a contract again by clicking on the contract title.
2 3. Flagged Contracts To flag a contract first view the contract online, then choose the Flag icon and the contract will be listed within My Tracker. You can view all Flagged Contracts by clicking on the Flagged Contracts title within My Tracker. When using the online contract search you can flag contract opportunities that are of interest to you. These will be listed according to the number of days left to respond - ensuring that you need never miss important deadlines. 4. Saved Search Profiles After searching for contracts online you can go back at a later date to automatically run the search again without having to re-enter all of your search information. You will then be asked to enter a memorable name to enable you to identify your saved search in the future. You can save your searches by clicking on Save Search at the bottom of the search results page. To run a saved search again select the saved search name and then choose search. You can also buy an additional profile alert to have contracts delivered to another email address.
3 5. My Profile By creating a unique profile using industry sectors, keywords or Common Procurement Vocabulary (CPV) codes that describe your company s products or services, you will only receive contract information that is of specific interest to you. You will also receive notification of the keywords or CPV codes which match your profile, which can then be amended and refined by you at any time and at no additional cost. Clicking on My profile will take you to the My Profile screen. This area allows you to: View Contract Alert Profile Edit Profile Edit Preferences View Activity Log Run Contract Search View Any Additional Profiles Clicking on View Contract Alert Profile allows you to change your profile and run a contract search. Clicking on Edit Profile allows you to update your contract alert profile. Follow this four-step process to amend your contract alert profile or simply select one of the tabs to amend a particular category. If you require to make any amendments, enter the information in the appropriate boxes. If you click Next Step this will save the changes you have made and you will move on to the next step of the process. If you click Save & View Profile this will also save the changes you have made and will take you to the View Contract Alert Profile page.
4 Step One Keywords To reinforce CPV codes, you can enter keywords and phrases applicable to your company's products and services. Single keywords entered within the Keywords field will return permutations of the same word and are non case sensitive. For example 'Service' will also return 'service', 'services', 'Service', 'Services', 'serviced', 'Serviced' but not 'servicing'. Smaller words that form the beginning of a larger word eg bus (business), car (carpentry), pen (pension) should be entered into the Exact Keywords area of the profile to prevent possible return of irrelevant contract leads. If you enter a phrase within the keywords field such as "property service" this will only return contracts containing that particular phrase; this again is non case sensitive and so would also return "Property Service". Stop Words Stop words are single common words like 'a', 'the', 'about' etc. Tracker ignores stop words when they are entered within the keyword field. The reason for this is to avoid returning irrelevant contracts which contain these common words. Therefore if you are searching for an exact phrase which contains a stop word then the phrase should be entered within the Exact Keywords field. A full list of stop words is available on page 16. Exact Keywords Abbreviations, Acronyms, Company Names etc The Exact Keywords area allows you to search for abbreviations, acronyms and company names as well as exact matches of the keywords or phrases you've entered. These words cannot be left open ended and the system will only search for exact matches. This field is case-sensitive. If you enter 'Pen' then the search will find this word only, whereas if you entered 'Pen' within the keywords field it would also find 'penicillin', 'pension', 'pencil' etc If looking to return contracts containing the exact phrase 'property service' and also the plural of this phrase 'property services' then BOTH phrases should be entered into the exact keywords field. Omit Keywords This section allows you to specify words relating to a contract that you do not want to search for.
5 Step Two Country Lists To ensure that you receive contracts from a certain geographical area (eg, Asia, Europe, etc), you first need to select the relevant geographical area. By clicking on the add all option, you will ensure that you receive relevant contracts from all countries in the selected geographical area. If you only wish to receive relevant contracts from certain individual countries within a particular geographical area, you first need to select the relevant geographical area. To select only one country from a particular geographical area, click on the relevant country in the list. If selecting more than one country from a particular area, you must press the Ctrl key on your keyboard whilst selecting additional countries. If you do not select any countries you will receive contracts from all countries by default. By choosing the United Kingdom or Ireland you will receive contracts from all regions as detailed below the country option. Choosing a region or multiple regions will give you only those regions. A region is defined as the area of the UK or Ireland in which works will take place, supplies will be delivered or services will be provided. This may differ from the address of the contracting authority. Step Three CPV Codes CPV (Common Procurement Vocabulary) codes have been developed by the European Union specifically for public procurement. Their main purpose is to help procurement personnel to classify their contract notices consistently and correctly and to help suppliers find the notices which are of interest to them by using a standardised vocabulary. CPV codes help to provide the most reliable and accurate method of locating relevant contract opportunities. By using the Search CPV Codes box you can search using a keyword or stem of a keyword e.g. computer or comp, to return codes relevant to your products and services and paste them into your profile. Once you have entered a term it will return matching code(s) for you to select and save to your profile. You can conduct as many searches as necessary. If you know the CPV code you are looking amend the radio button from description to code and enter the CPV code within the search box. Again this will return the matching code for you to select and save to your profile.
6 You can also search for CPV codes using the Search CPV Hierarchy function. Choose a top level code matching the products or services that your organisation provides and then click on the description to refine your search further from the sub-level codes below. Step Four Sector You have the option to search for public sector contracts and/or private sector contratcs. Public sector organisations include central government, local authorities, health, education, defence, registered social landlords, housing associations, transport and emergency services. Private sector contracts include any profit-making business, which isn't connected to a government body. To receive both public and private sector contracts, select Both. Please select your preference by checking the appropriate radio button. Contract Types You have the option to search for new contract notices and/or contract awards. Contract notices are new opportunities submitted by an awarding authority. Contract awards provide notification of the award of contracts to the successful tender.you will also be able to identify subcontracting opportunities and monitor the activities of your competitors. To receive both contract notices and contract awards, select Both. Please select your preference by checking the appropriate radio button. Nature of contract You can also choose the nature of contract that you wish to receive. These can be either Services, Supplies, Works or All. Please select your preference by checking the appropriate radio button.
7 Edit Preferences Contract Index A summary of all contract titles which have been sent to you for that day is located at the beginning of each daily Tracker attachment. By choosing the short description option, the summary will only give details of the contract titles. By choosing the long description option, the summary will include the contract titles together with some brief information relating to the contract. Send alerts when no contracts are returned If you want to receive an alert every day, click the Yes radio button. If you only want to receive an alert on days where matching opportunities are found, click the No radio button. Click on the Edit Preferences option shown in the My Profile screen. Make any changes and click on Save. Statistics Statistics show the number of occurrences of each search term, per day, and can be used to identify the success rates of each of your criteria. The statistics can be located at the end of each Daily Email Alert. Attachment Format This area allows you to choose the actual format of the daily emails which are forwarded to you. The daily emails are automatically sent in HTML format unless another option is selected. If you encounter difficulty in receiving files in HTML format, you may wish to choose the basic Text format (ie notepad style). If the size of the daily attachment is posing a problem, we can amend the format to Zipped HTML which will help to condense the size of the daily attachment. Display Headlines only By choosing the Display headlines only option, a summary of the contract detail is included in the daily email alert. To view the full contract detail you will be asked to log into the Tracker website. Tracker Live Update Preferences If you want to receive instant email notification of new tender opportunities as soon as they are published on the Tracker database, click the Yes radio button. You can also choose to receive the update in HTML format or plain text. Activity log Click on the Activity Log option shown on the Contract Alert Profile screen to display all the activity within your Tracker Master Account.
8 6. Why does this contract match my search? After receiving your daily email alert or when searching online using your alert profile you can use the contract profile matcher shown to quickly identify which CPV codes, keywords or countries matched your alert profile. The contract matcher also highlights those CPV codes and countries (or regions) that appear in the matching contract notice but are not an exact match in your Contract Alert Profile. You can then click the Add button to update your Contract Alert Profile with any of the other relevant CPV codes and countries (or regions) to receive additional contract opportunities matching your products and services. 7. Contract Search From the Contract Search screen you can access the Quick Search, Advanced Search, Saved Search Profiles or Browse by CPV. This provides 24/7 access to complete contract searches of your own, perhaps using different profile criteria from your alert profile. Quick Search The Quick Search screen allows you to search for contracts using keywords. You can search for UK and ROI, European, or worldwide contracts. You can also search using a number of words and phrases and choose to return contracts containing one of the words/phrases or all of the words/phrases. The Quick Search will return contracts going back 3 months from search date.
9 Contract Search Results The contract search results are displayed by three distinct geographical regions, UK & ROI, Europe and Global, providing an intuitive view of your results. To view contracts from one of these geographical regions, select the relevant tab at the top of the contract search results. The contract search results are listed by: Contract Publication date Title and description Days to go until response deadline Country Contract type Viewing the contract Click on the contract of your choice or the View option to view the contract in full. Any keywords you enter will be highlighted in yellow within the contract. You will have the option to translate any contract written in English into another language; choose the language from the drop down-box and then click Translate to. The contract will be displayed in the requested language. Other facilities on this screen include: Back to Search This will take you back to the contract search results page Next Contract This will take you to the next contract on the list of search results Flag Contract This will enable you to flag contracts that are of interest to you to view later Print Page This will enable you to print the contract Other features available are: Flag selected contracts This will enable you to flag contracts that are of interest to you to view later Save search This will save your contract search criteria Refine search This will take you back to the search page
10 Advanced Search The Advanced Search contains a number of fields which have already been outlined in the Edit Profile page. These are as follows: Keywords Exact Keywords Omit Keywords Country lists CPV Codes Contract type Sector Nature of contract There are also a number of additional fields which are detailed below: Industry Sectors Industry sectors are used to populate your contract alert profile with the relevant top level CPV codes. We recommend that you browse through all the available sectors and select all those that may apply to your organisation or use the CPV code hierarchy to refine your profile further. Results per page You can also choose to vary the results per page from 5 to 30 contracts returned, depending on your preference. Date Range Insert the date range that you would like to search across from the previous 3 months. Awarding Authority The Awarding Authority field is used to search for the authority or organisation which has issued the tender. This is useful when searching for a contract which you know has been issued by a certain authority. As with all other text fields, you can type one or more words/parts of words and separate by commas. Typing BIRM, MANCH, for example, will display contracts by Awarding Authorities in Birmingham and/or Manchester, depending on whether you selected the AND or OR option. OJEU Reference Number The OJEU reference field is used for searching for the contract reference number, examples of which are 00/S 181-117217/EN or (00/S 181-117217/EN). Such references should be entered with spaces in the appropriate places. Source Tracker supplies much more than OJEU information. We continually search hundreds of regional, national and international newspapers, periodicals, journals and many independent websites, together with other BiP sources, including DCI Online, to ensure that we provide the largest possible number of contract notices. You can filter these sources to receive contracts from the following categories: All, OJEU, non-ojeu and Defence. High Value Contract opportunities that are typically worth over 100,000 and submitted via the Official Journal of the European Union (OJEU), will be categorised as High Value Notices. Select Yes to return only matching high value contract opportunities. Select No to return matching contract opportunities that are not categorised as high value. Select Both to return all matching contract opportunities regardless of value.
11 8. Contract Statistics The contract statistics function is an analytical tool which allows you to view the volume of contracts returned within a selected time period for whichever search profile you choose. By identifying trends within the results you can then adjust your profile as required and improve the volume and relevance of the contracts you receive. For example, if you are thinking of adding the keyword 'construction' to your profile you can view how many contracts that keyword has returned in the previous three months and adjust your profile if necessary. You can also then click on individual dates on the graph to access contracts from that day. Each time you visit this page the contract statistics graph will automatically default to show the number of contracts returned from your daily alert profile. However, you can build an entirely new profile using search criteria such as countries, keywords, CPV Codes or Contract Type. Alternatively, you can also load one of your previously saved searches by choosing from the drop-down list and clicking Load search. By clicking on Save this profile any changes that you have made to your search criteria will automatically update your daily alert profile. By clicking Clear Search the contract statistics graph will show all contracts returned within the Tracker database from the previous month.
12 9. Contract Submission If you are interested in doing business with the private sector you can use Tracker's contract submission service to form supply/value chains, post sub-contract opportunities and allow private sector businesses to bid for your private sector contracts. You can access the Contract Submission form from the left side navigation on the My Tracker page. The contract submission form should be completed as follows: Title The title of the contract announcement e.g. Cleaning Services (Note the title should reflect the overall description of the contract). Contracting Organisation The name and address details of the organisation issuing the contract. Contract type Choose the type of contract from the drop-down menu. Works, Services or Supplies. Description Insert a short description of the contract you wish to post. Delivery to The area applicable for delivery of this contract. You may add more than one area to cover multiple locations. Contract Reference If you have a reference number you wish suppliers to quote when responding to the advert you can enter it into this area. Estimated Value of Requirement Insert the estimated value of the requirement by selecting the appropriate value banding category from the drop-down menu. Deadline for Expression of Interest Insert the deadline date by which suppliers are required to submit their expressions of interest by clicking on the pop-up calendar. Address to which they must be sent Address to which the tender documents expressions of interest must be sent. Additional Information Any additional information you wish to include. Clicking on Preview Contract will preview your submission and choosing Reset will remove all information entered.
13 10. Archive Search From the main menu navigation click on the Archive Search heading to take you to the Archive Search page. Subscribing to the Tracker Archive service provides you with access to an archival database storing all available contract information (both notices and awards) for the last ten years. This allows you to monitor your competitors successes and look out for potential contracts coming up for renewal. With Tracker Archive you can use either the Quick Search or Advanced Search. The Archive Quick and Advanced Search options operate exactly the same way as the Quick and Advanced Search options previously outlined. The only difference is that when searching the Archive you should select the Archive year you would like to search from first. Then follow the same process as before. 11. Market Monitor Subscribing to Market Monitor provides you with market news and intelligence, matching your organisation s unique profile, which you can receive by email every working day. From the main menu navigation click on Market Monitor to take you to your bespoke Market Monitor information page. Quick Search Enter keywords and phrases applicable to the nature of the news stories you are interested in. The keyword logic is the same as the contract Quick Search.
14 Advanced Search The Market Monitor Advanced Search form has a smaller number of fields than the Contract Advanced Search from. The fields are Date Range, Title, Keyword, Exact Keyword, Omit Keyword. Fields should be completed in exactly the same way as the Contract Advanced Search form. There are also some additional fields which are: Sort by entry date or title Change the display of results in Ascending or Descending order Change the number of results per page ranging from 5 to 50 Viewing Market Monitor results Click on the news story of your choice or the View button to view the story in full. Other facilities on this screen include: Flag Story This will enable you to flag news stories that are of interest to you to view later, which you can do by checking the box. Save search This will save your contract search criteria After viewing the news story other facilities on this screen include: Back to Search This will take you back to the search results page Next This will take you to the next news story on the list of search results Previous This will take you to the previous news story on the list of search results Flag This will enable you to flag news stories that are of interest to you to view later. The Flagged Stories page lists all flagged news stories which you can view by clicking on the View option.
15 Clicking on the All Stories option will display all news stories available from the last 3 months. You can view a news story from the list by clicking on View. To scroll through the list click Next. You can reach the end of the list by clicking Last. This page lists all of your Saved Searches. You can choose to either Run Search from this page, Edit or Remove Search. You can amend the following fields within your Market Monitor profile: Keywords, Exact Keywords, Omit Keywords These can be amended in exactly the same manner as your contract alert profile. The search logic is also the same. Other facilities on this screen include: Save Market Monitor Alert Profile This will save your alert profile changes. Load Contract Alert Keywords Choosing this option will load your contract alert profile keywords to your market monitor profile. Run Market Monitor Search This will run a search using your market monitor alert profile. View Activity Log This option will display all the activity within your Tracker Market Monitor Master Account. Edit Preferences The options available here are exactly the same as for your contract alert email preferences.
16 Stop Words a about after all also an and any are as at be because been but by can co corp could de for from had has have he her his if in inc into is its last more most mr mrs ms no not on one only or other out over says she so some such supplies than that the their there they this to up was we were when which who will with would