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User Guide e-Sourcing 2016 Page 1 Resorts World Sentosa _________________________________________ Bidder Registration Process and Placing Bids User Guide for “Bidders”
User Guide e-Sourcing 2016
Page 1
Resorts World Sentosa
_________________________________________ Bidder Registration Process and Placing Bids
User Guide for “Bidders”
User Guide e-Sourcing 2016
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Contents INTRODUCTION ......................................................................................................................3 PROCESS FLOW ......................................................................................................................3 BIDDER REGISTRATION PROCESS ............................................................................................3 BIDDER SELF-REGISTRATION ..................................................................................................4 BIDDER APPROVAL EMAIL NOTIFICATION .............................................................................. 11 CHANGE PASSWORD ............................................................................................................. 12 ENTERING BID RESPONSE FOR RWS E-SOURCING EVENTS ..................................................... 13
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INTRODUCTION
PeopleSoft e-Sourcing facilitates collaboration between buyers and suppliers of goods and services. Through PeopleSoft e-Sourcing Events, you can:
Perform Online Self-Registration.
Submit Online Bids.
PROCESS FLOW
RWS Procurement buyer creates a sourcing event (RFX / Auction).
Bidders register, review the event, and submit their bids before Sourcing Event End Date.
For new bidders, registration is subjected to approval. Once approved, bidders can log into system and submit bid.
Suppliers that exist as vendor users and have been granted the appropriate roles and permissions to bid do not need to register.
RWS Procurement buyer evaluates the bids. Final awarding will be informed via PO / Letter Of Appointment / contract etc and not posted in eSupplier portal.
BIDDER REGISTRATION PROCESS
For new vendor (bidder) who has not registered with RWS before, RWS Procurement buyer will email the bidder with the registration URL and guest user details. Bidder will access bidder registration process and complete registration process.
While bidder registration, the registration process collects pertinent information about bidders such as name, email, address, and organization information if they represent one. Once registration process is complete, the bidder profile is generated in the system and it’s routed for RWS approval.
For incomplete or inaccurate submissions, registration will be rejected and re-registration is required. On approval, the bidder will receive two separate emails notification providing the user ID and password. Approved bidders can view and bid on events to which RWS have invited them.
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BIDDER SELF-REGISTRATION
In this topic, you will log on to the eSupplier portal and learn how to do bidder registration.
Procedure
Step Action
1. You log into the Supplier portal by specifying the User ID and Password provided by your respective RWS Procurement buyer. Note : Both User ID and Password are case sensitive.
2. Enter the User ID into the field.
3. Click in the Password field and enter the password.
4. Review the Terms and Conditions by clicking on the below link.
5. If agreed to the Terms and Conditions then tick the “Accept”.
6. Click the Sign In button.
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Step Action
7. You have logged in to the eSupplier portal as guest user. Click on the “Register as a Sourcing Bidder” link to start the Bidder registration process.
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Step Action
8. Choose if you are registering as a Business or as an Individual and that you are Selling Goods\Services. Then click the next button to continue.
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Step Action
9. Enter Entity Name and Company Identification Number • For Business bidder type, enter Entity Name and Unique Entity Number (UEN) as reflected in ACRA for Singapore registered companies or Certification of Company Registration issued overseas. • For Individual bidder type, enter Name and Identification Number as reflected in Identification Card.
10. Enter all required Profile Questions
11. Attach relevant supporting documents. Note: ACRA for Singapore registered companies and certificate of incorporation for overseas companies.
12. Click the “Next” button to go to Step 3 of these instructions.
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Step Action
13 System validates Company Identification Number (UEN). For duplicates, error message will be prompted. You shall approach RWS Procurement Buyer for assistance via “Contact Us”.
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Step Action
14 Select Country, enter Business Address and email address
15 Enter other account address if different from Business address (e.g. invoice address)
16 Click Next button to Go to Step 4
Step Action
17 Click Add Contact button and enter all required field
18 Click Next button to Go to Step 5
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Step Action
19 Categorization is per business activities selected in Step 1. Click Next
Step Action
20 Read the Terms and Conditions. Click on the check box to agree with the Terms and Conditions on the web site and click “Submit”.
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Step Action
21 Take note of the Registration id and User ID as shown in the page.
22 You can click on the Sign out link.to sign out of the system.
23 End of Procedure.
BIDDER APPROVAL EMAIL NOTIFICATION
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Step Action
1 Bidder will receive email notification with login credentials on approval.
2 Bidder needs to click on the hyperlink (URL) provided in the email for logging into the supplier portal.
3 Bidder will be prompted to change password upon 1st login.
CHANGE PASSWORD
Step Action
1 Log into the Supplier portal. Enter the user id and password.
2 Check “Accept Terms & Conditions” and click on Sign In
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Step Action
3 Navigate to Main Menu → Change My Password
4 Enter Your Current Password in the Current Password field
5 Enter your new password in the new password field
6 Re-Enter your new password in the confirm password field
7 Click “Change Password”
Step Action
8 Password has been changed successfully
9 End of Procedure
ENTERING BID RESPONSE FOR RWS E-SOURCING EVENTS
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Click on the URL provided in the sourcing event email notification.
Step Action
1 Log into Supplier Portal.
2 Enter your User ID, Password and Accept Terms & Conditions.
Step Action
3 Navigate to the Event Details page.
4 Click on Manage “Events and Place Bids”.
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Step Action
5 Click the View Events and Place Bids link.
6 The system displays all available events that you have been invited to. Make sure that under “Results Should Include:” the box for “Sell Event” is checked. If this box is not checked, the Event ID may not display.
Step Action
7 Click on the Event ID that you wish to participate in.
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Step Action
8 Click on “Accept Invitation”. This will update the event status in our system to reflect that you have been able to log in and view the event. If you do not wish to participate in the event, please click on the “Decline Invitation” and enter reason for the decline. Note: Once you had accepted the Invitation, you cannot decline it and vice versa.
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Step Action
9 Check “Accept Terms & Conditions” and click on “Bid on Event” Note: For bidding in subsequent rounds, click on “Counter Bid”.
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Step Action
10 Click on “Event Comments and Attachments” to view the various attachments associated with the event, including the other important information that you must review before placing your bid.
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Step Action
11 Click view to download the attachments. Click OK to return to the Event Details Page.
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Step Action
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12 Enter your response to the event questions and pricing for each line item. You may also add comments or supporting documents or attachments. Note: If it is an Auction event and proxy bidding is enabled then proxy bid option is available for selection. Check Bid All Lines as Proxy Bid to mark all lines for Proxy bidding. Else check proxy bid at the specific line level where proxy bidding is required. Set the best price for the system to automatically submit the bid making your bid as winning bid Note: If you do not wish to submit bid price for a specific line item, select “No bid”. Note: In attaching supporting documents for the line item, please attach them through the button and page below.
Step Action
13 If bid is ready for submission, click on Submit Bid and your bid will be Posted. Note: For event questions with ideal response required, bid submission will be disqualified if your response if different from the ideal response. If you just want to save the information you have entered click on the Save For Later button.
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Step Action
14 To continue editing or submit the saved bid, click on the event Id and “View, edit or copy from saved bid”.
Step Action
15 Click on the “View/Edit” button. Resume entering responses to event questions, pricing or uploading attachments. Note: To cancel Bid, click on Cancel
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Step Action
16 Once bid is ready for submission, click “Submit Bid”. Note: Bid submission or editing is no longer allowed after event ends.
Step Action
17 The Bid Confirmation page appears showing the bid details and confirmation that the bid has been submitted successfully. Click Ok.
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Step Action
18 Besides manual entry of your bid response, you are encouraged to use the XML upload for event with more than 10 line items. XML document is attached in email invite or the event package is downloadable online. You are to save XML document as .xml format and open it using Microsoft Excel. You shall input responses in fields highlighted in yellow. Note: Both General Details and Line Details tab must be filled in. To upload the XML document, click on “Upload XML Bid Response” hyperlink in event. You are to click on “Submit” when all responses are populated correctly. In case of error, you are to update the file and re-upload.
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Step Action
19 You have completed the Entering Bid Responses for Events procedure. End of Procedure.
