Tender Briefing Workplace Supplies HPVITS2016-109 Dianne Trethewey - - PowerPoint PPT Presentation

Tender Briefing

Workplace Supplies HPVITS2016-109

Dianne Trethewey

The Process of Responding to the online ITS

• Registration on the HPV Procurement Portal
• How to access RFQ’s
• Buyer attachments
• Format of the RFQ
• Different envelopes
• Types of questions
• How to send a message
• How to respond & submit
• Help available
• Tips for responding
• Any questions?

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HPV Procurement Portal

https://www.hpv.org.au

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Go to https://www.hpv.org.au and browse to the HPV Procurement Portal

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To create your account click

• n the ‘Click here to

Register’ link

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Complete the simple registration form with your

• rganisation details, making

sure all mandatory fields are populated Important to note:

• Only create one account

per organisation

• If your organisation has

already been registered, contact your super user to be added as a user. Do not create an additional

• rganisation

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Complete the user details, making sure your email address is correct and ‘Save’

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Enter the additional profile information and click on ‘Save & Continue’

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Select the categories you provide from the list. Use the search facility if required

Search results are highlighted in yellow. Scroll down to locate the results and select the relevant boxes. You will now receive an email when HPV engages in a relevant activity.

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Your registration is now complete and you will receive an email containing a temporary password

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Navigate back to the HPV Procurement Portal and enter your username and (temporary) password into the Login area and click ‘Enter’

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You will be prompted to accept the terms of the site User Agreement. Select ‘I agree’ and click on ‘Next’

(This User Agreement stipulates that you agree to conduct yourself in an appropriate manner

• n the portal)

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You will then be prompted to change you password to something memorable to you. The password must contain at least 8 characters. Click on ‘Submit’

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When you enter the system you will land on a dashboard. Click on the ‘RFQ’ line within the ‘RFx Open to All Suppliers’ Portlet

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To find the tender that you wish to express interest in, select ‘RFQs Open to All Suppliers’ Select the tender you would like to express interest in from the list

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Review the overview information and take note of the deadline date and time. Click on ‘Express Interest’. This is the only way to access the event.

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Make sure you download the Buyer Attachments which will provide detail about the tender The navigation panel is always located on the left

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To view the tender questions select ‘My Response’ To populate the content of your tender response, click on ‘Create Response’

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The tender questions are divided into three sections. A summary of remaining mandatory questions is summarised at section level. Click on ‘Edit Response’ You can submit as many times as you like. The latest submission will

• verwrite previous submissions.

Will advise you that you haven’t submitted yet.

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The response will be made up of various question types:

• Yes / No
• Text
• Numeric
• Options List
• Multiple Choice
• Date
• Attachment

Make sure you save regularly. If you are inactive on the site for more than 20 minutes you will need to sign in again and any unsaved data will be lost.

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Questions for HPV? If you need to send a clarification question to HPV use the secure messaging function When you reply to a message in the ‘Received Messages’ section, the message will automatically be moved to the ‘Sent Messages’ folder.

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VERY IMPORTANT When you have finished populating your tender response, make sure that click on ‘Submit Response’ to publish your response to HPV You’ll be unable to submit a response if there are any mandatory fields

• utstanding

Ignore the Total Price field if the response is an attached spreadsheet

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If you require technical assistance in using the portal, please contact the BravoSolution helpdesk – details on the front page Once you have registered, if you forget your password, click on the ‘Forgot your password?’ link to reset it

Tips for Responding

• Make sure that you read and digest all documentation thoroughly and make note of

key actions and deadlines

• Remember to save regularly
• Unanswered mandatory questions will prevent your response from uploading.
• If you have a slow internet connection and the size of the response is in excess of

10mb, your session could time out while trying to upload the response

• Try to submit your response on the day before closing, this will give you time to

address any issues that might be stopping your submission from uploading, e.g. Unanswered mandatory questions or file sizes larger than 10mb. Don’t leave it till the last minute to submit your response – leave plenty of time.

• Use the online ‘Help For Suppliers’ for guidance
• Resubmit as many times as you like, only the latest version will be visible to HPV.
• Use the secure messaging to communicate with the HPV and seek clarifications
• Call the BravoSolution helpdesk for technical guidance

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