TenderLink Documentationtenderlink.com/manuals/Posting a Public eRFx Notice.pdfStep 5: Notice Forum...

TenderLink Documentation

Purchaser: Post a Public eRFx Notice System Administration for Purchasers

Post a Public eRFx Notice | 2 Contents Page Purchaser: Post a Public eRFx Notice ................................................................................. 1

Posting a Public eRFx Notice .............................................................................................. 4

Creating your eRFx Notice ................................................................................................... 5

The Introduction Screen....................................................................................................... 5

Step 1: Notice Details .......................................................................................................... 6 Step 2: Notice Details continued .................................................................................................................... 6 Step 3: Notice Locality ................................................................................................................................... 7 Step 4: Select the Industry Categories .......................................................................................................... 8 Step 5: Notice Forum ..................................................................................................................................... 8

Step 6: Notice Documents ................................................................................................. 10

Step 7: Additional Options ................................................................................................. 11

Step 8: Electronic Submissions ......................................................................................... 12 Evaluation Requirements Form ................................................................................................................... 12 Electronic Tender Box (ETB) ....................................................................................................................... 13

Step 9: Newspaper Advertising .......................................................................................... 14

Step 10: Confirmation ........................................................................................................ 15 Suppliers’ View of Notice/Email Invitations .................................................................................................. 16

Access to View/Amend eRFx Notices ................................................................................ 17

Tender Details ................................................................................................................... 18 Changing the Release Date ......................................................................................................................... 18 Changing the Closing Date .......................................................................................................................... 18 Changing the Summary and Description Fields .......................................................................................... 19 Awaiting Approval ........................................................................................................................................ 20 Supplier View ............................................................................................................................................... 21 Alerts Sent .................................................................................................................................................... 21 Withdraw eRFx Notice ................................................................................................................................. 21 Re-opening a Closed eRFx Notice .............................................................................................................. 22

Tender Documents ............................................................................................................ 23 Add Tender Documents to your eRFx Notice .............................................................................................. 23 Download the Current eRFx Notice Documents .......................................................................................... 24 Check who has Downloaded the Tender Documents .................................................................................. 24 Record a User who Collected Hard Copy Tender Documents .................................................................... 25 De-selecting a Supplier from the Manual Download Listing ........................................................................ 25 Remove Documents ..................................................................................................................................... 26

Addenda ............................................................................................................................ 27 Issue Addendum .......................................................................................................................................... 27 Identifying Suppliers who have Downloaded the Addendum....................................................................... 28 Publishing an Addendum when Pre-Approval Function is Enabled ............................................................ 30 To Approve the Addendum .......................................................................................................................... 30 Deleting Documents via the Addendum Tab ............................................................................................... 31

Post a Public eRFx Notice | 3

Adding Suppliers to the Private Suppliers List ............................................................................................. 31

Submissions ...................................................................................................................... 32 Check who has made a Submission ............................................................................................................ 32 Record a Manual Submission ...................................................................................................................... 33 De-selecting a Supplier from the Manual Submissions Listing .................................................................... 34

User Notifications ............................................................................................................... 35 Update Selections ........................................................................................................................................ 35

Forums ............................................................................................................................... 36 View Forum Questions ................................................................................................................................. 36 Reply to Forum Questions ........................................................................................................................... 37 Post a Question to the Forum ...................................................................................................................... 37 Approving a Forum Response ..................................................................................................................... 38 Assign Moderators to a Forum Question ..................................................................................................... 39

Contact TenderLink's Technical Support team: .................................................................. 39

Post a Public eRFx Notice | 4 Posting a Public eRFx Notice With The Tenders Advertising Wizard

! Note:

The following options are available for portal users to have set as a default for all ERFx notices published. The example to follow has been posted using the options indicated above.

Charge Code/WBS is required

Hide Order Number

Hide Charge Code

Hide Download Fee

Hide Notice Value

Hide Additional Documents

Hide Forum Moderators

Hide Forum Users

Allow this purchaser to restrict access to tenders (if this option is activated for the account, the restricted access option will be located on the ‘Additional Options’ step of the tender publishing wizard).

These options can be activated/deactivated by contacting the support help desk.

Before you begin to create your eRFx notice ensure that you:

1. Have the eRFx notice advertisement details on hand.

2. Are aware of any documents that need to be made available; physical documents or any electronic documents to be downloaded.

3. Decide if you require an Electronic Tenders Box (ETB) to collect submissions online.

4. Have your Evaluation Requirements Form completed and approved (see the Evaluation Manual).

Click this icon (or View/Navigation Panels/Bookmarks) to display the Table of Contents as bookmarks. Click on any of the bookmarks to go directly to the section you need to use.

If you see this icon on screen, hover the mouse over it to bring up an information box about the feature. The information box will appear at the top of the screen.

Contact Support Help Desk [email protected] Australia 1800 233 533

New Zealand 0800 698 363

http://www.tenderlink.com/manuals/Evaluation_for_Purchasers.pdf

mailto:[email protected]

Post a Public eRFx Notice | 5 Creating your eRFx Notice How to get started:

1. Log on to your SaaS portal / Notification portal.

2. From the Dashboard screen, click on Post a Public eRFx Notice.

3. This is located under the Tender Options tab, or eRFx Notice options box on the dashboard. Figure 1: Selecting Post a New Tender in the Dashboard Screen.

The Introduction Screen

If you require assistance at any stage, place your mouse over the icon, a brief description of this function will appear on the screen. This wizard will guide you through the steps to publish a public (open) eRFx Notice. This notice will be distributed as a public notice available to any supplier or contractor who is sent a tender alert via the TenderLink public notification system, or simply goes online to your portal and browses open notices. Checklist for Publishing a Public (open) Notice:

1. Does your organisation require an order number?

2. Do you wish to make use of newspaper advertising functionality which can be made available? Please note: eRFx Notices must be placed on the portal four working days before the desired publishing date.

3. Have you prepared your documents (if any)?

4. Are there any physical documents available such as A1 drawings, samples, CDs or DVDs?

5. Do you require an Electronic Tender Box (ETB) for supplier/contractor submissions?

Post a Public eRFx Notice | 6 This Introductory screen has been designed as a checklist to ensure the smooth lodgement of your eRFx Notice. This screen may be turned off for future notice postings by clicking this button.

Step 1: Notice Details This step enables you to provide suppliers with the details of the ERFx Notice purchaser and a summary of the eRFx Notice details (Figure 2).

1. Enter the eRFx summary line.

2. Enter full tender description. This can be copied directly from the executive summary and paste into the description box as shown below (Figure 2).

Figure 2: Step 1.Entering the eRFx Notice’s details.

3. Click on the Next (*located bottom right hand corner of screen) to continue entering the notice details.

Step 2: Notice Details continued This step allows you to set the release, closing date and time and the notice type.

1. Click the drop-down arrow beside Release Date to enter the appropriate dates (Figure 3).

2. Click the drop-down arrow beside Closing Date to enter the appropriate dates.

3. Click the drop-down arrow to enter the Closing Time for submissions.


4. Click the drop-down arrow beside Notice Type to specify to suppliers what type of eRFx Notice you are publishing.

Figure 3: Step 2. Notice Details continued.

5. Click Next to go to Step 3.

! Note: If notice is set to close later than 90 days the below screen will be displayed.

Figure 4: Notice close date past 90 days.

Step 3: Notice Locality This step allows you to choose the region(s) in which the work is to be undertaken. You can select one or more regions, or by country.

1. Click on symbol to drop down regions or symbol to close the list.

2. Select the State (or region if publishing in New Zealand) where the actual work is being undertaken (see figure 5).

3. To select or de-select a state or region click once.

Figure 5: Step 3. Choosing the eRFx Notice locality.


Post a Public eRFx Notice | 8 Step 4: Select the Industry Categories This step will allow you to choose the Industry Categories in which you wish to advertise your eRFx Notice from the drop down list.

1. Click on a category to select it, click TWICE to de-select.

2. You can select as many categories as required.

3. Click the symbol to drop-down the list or the to close the list.

4. Click on the industry category heading or on an industry sub category under the heading.

! Note:

The selected industries/categories will become bold with a grey background (see Figure 6). Figure 6: Step. 4 Choosing the Industry Categories for the eRFx Notice.


Step 5: Notice Forum This step gives you the option of creating an online forum. An online forum enables your contractors and suppliers to ask questions and seek clarifications relating to the notices you publish. The forum is confidential and the contractor’s and supplier’s details are only seen by the forum administrator.


1. To set up an online forum, you must click in the check box. This will bring up the forum options (Figure 7).

2. To be alerted when a new question has been posted click on the second check box.

3. Click on the drop-down box to select the forum administrator.

Notifications: Administrators can assign contractor/suppliers question to moderators. 4. You can select forum moderators by clicking on the person’s name. Moderators will then be able to

answer questions posted by contractors/suppliers.

5. To notify users immediately when a new question or reply has been posted to the forum, click in the check box.

Clarifications:

6. To select the closing date for the forum, you can pick from two choices, either set the number of days prior to closing, or enter a specific date. This allows you to choose how many days before the closing date you will accept questions (1-14 days).

Figure 7:Step 5. Setting up the eRFx Notice Forum.

Post a Public eRFx Notice | 10 Step 6: Notice Documents This step allows you to upload any relevant document files to the eRFx notice.

You can tick the check box to upload your documents at a later date.

Your suppliers will be notified and be able to register their intention to retrieve the documents at a later stage. If you do not tick this box your suppliers will not be notified when you do upload documents to the ERFx notice.

1. Click on the browse button to find and select each of your documents (Figure 8).

2. Select the document files from the folder on your own hard drive or network.

3. Click OK to upload the files.

4. You can remove files by clicking the delete button beside the file.


Figure 8: Step 6 Attaching documents to the eRFx Notice.

Any format can be attached, for example; Word, Excel, or Pdf. Remember that your contractors and suppliers must have the appropriate software programme installed on their own computer to view your files.

Post a Public eRFx Notice | 11 Step 7: Additional Options This step allows you to select criteria at the time of posting your eRFx notice. In order to select these you will need to contact support desk to have these criteria activated (See Figure 9).

Figure 9: Step 7. Selecting the Additional Options for the eRFx Notice.

Restricted Access: The only users from the Purchaser Organisation given access to the notice will be the eRFx creator, a user with administration rights, the forum administrator and a designated forum moderator. If the user is not authorised to view the restricted eRFx Notice, the message below is displayed to the user, notifying the user that the eRFx Notice is restricted and the eRFx Notice owner’s contact details.

Contractor list: If activated as an option, this will allow registered contractors and suppliers to be able to view the other suppliers and contractors who have downloaded the documents. All contractor’s and supplier’s details will automatically show online if this option is selected.

Document fee: This option will allow you to set the fee should you wish to charge contractors and suppliers to download the documents.

1. Enter the fee amount into the Download Fee field 2. Choose inc.GST or excl.GST.

Post a Public eRFx Notice | 12 ! Note: TenderLink retains a handling charge and a 5% credit card transactions fee for each download. (See TenderLink’s terms and conditions for current fees and charges).

Physical documents: This option will allow a designated person to co-ordinate any physical documents that cannot be attached to your notice, such as large-scale drawings or unusual file formats. The designated person will receive the automated email notification for the physical documents.

Intention to respond: Selecting this option sends out an email to suppliers, who can choose either “I Intend to Respond” or “I do not Intend to Respond”.

1. Click in the check box.

2. Select how many days after the documents have been downloaded that the Intention to Respond email is to be sent.


Step 8: Electronic Submissions You can retrieve electronic responses to your eRFx Notice via either an Online Response form (filled in by the Supplier) or an Electronic Tender Box (ETB). If required, you could choose to use an Evaluation Form for your evaluation team to evaluate Suppliers’ submissions to the ETB.

Evaluation Requirements Form An Evaluation Requirements Form allows you to create a form with eRFx Notice requirements for your suppliers to fill in; you can then grade the prospective supplier responses to the requirements.

1. Click on the radio button next to Get Responses using an Evaluation Requirements Form (Figure 10).

2. From the drop-down menus (lower down in the screen) select the form you wish to use and to whom

the electronic tender keys will be sent.

Figure 10: Selecting the Evaluation Requirements Form options.

An Evaluation Requirements Form(s) will need to be setup and approved prior to this step. See the Evaluation For Purchasers Manual. Please contact Support to activate this function.

http://www.tenderlink.com/manuals/Evaluation_for_Purchasers.pdf


Post a Public eRFx Notice | 13 Electronic Tender Box (ETB)

1. Click the drop-down to select the number of tender boxes that are required. You can select up to five. For example; separate price and specifications responses (Figure 11).

2. Enter a name for each of the tender box’s required.

3. Click the drop down to select the person’s name who will receive the electronic keys for each ETB. There can be a different user selected for each ETB.

Figure 11: Step 8. Setting up an Electronic Tenders Box.

Figure 12: Step 8.Setting up the Electronic Tenders Box (including an Evaluation Form).

1. In the new screen (Figure 13) choose your submission retrieval option.

2. A closed tender box means no Supplier submissions can be viewed prior to the ETB closing. Submission documents may be changed by Suppliers up until the eRFx Notice closing date.

Post a Public eRFx Notice | 14 Figure 13.Step 8. Choosing the Submission Retrieval option.


Step 9: Newspaper Advertising If you are going to publish your eRFx Notice publicly you can choose to advertise the summary details and notice URL in a selection of Print Media.

1. Check the box beside yes - I would also like to place a newspaper advertisement (Figure 14).

Figure 14.Step 9. Selecting newspapers in which to advertise the eRFx Notice.

2. Click on & symbols to open or close the list of regions that you wish to advertise in.

3. Click on the newspaper’s name in the list and check the boxes to select advertising dates.

4. The number of advertisements you are placing will be displayed under the heading Newspaper

Advertisements (Figure 15).


Figure 15:Step 9. News Paper Advertising continued.

5. Should you not wish to place a newspaper advertisement, simply click Next to go to the confirmation screen.

Step 10: Confirmation This is the final step in creating your Public (Open) eRFx Notice. Once you select the Publish Notice button, your notice will be loaded into the TenderLink public notification system in a "pending" state. TenderLink's internal operations staff will check it to ensure that the industry categories which you have selected will give your notice the best and most relevant coverage before releasing it to a "current" state. At that stage it will be immediately available to view by suppliers or contractors, usually the same business day.

1. To finish, click the button below Publish Notice (Figure 16).

Figure 16: The Confirmation Screen.

Post a Public eRFx Notice | 16 ! Note: A public (open) notice cannot be converted over to a private (select) notice. If you have selected the incorrect option and do wish this notice to be a private (select) tender then click on the Dashboard link in the top header. This will return you to the Dashboard where you can select the correct option.

You have successfully published your notice to the system. Please review all your notice details to ensure they are correct.

Suppliers’ View of Notice/Email Invitations Figure 17: Suppliers’ View.

Post a Public eRFx Notice | 17 Access to View/Amend eRFx Notices To view and/or amend your eRFx Notices after posting:

1. Click on the link view amend notice (Figure 18). You can also access via the banner menu under Tender Maintenance.

2. From the view/amend tenders screen(Figure 19).

Figure 18: View Amend Notices link.

3. Click on & symbols to open or close the list of eRFx Notices, from Public, Private or Multi-Trade tenders.

4. Click on the Tender ID of the eRFx Notice to select notice (Figure 19).

Figure 19: Status of Notices.

! Note: If you have a large number of eRFx Notices to search through, and you know the Tender ID of the notice, you can enter Tender Id into the search field (top right of the screen).

Alternatively, you can search with the Status Filter (top left side of screen). This will allow you to sort through the eRFx notifications according to what stage of release they are at (Figure 20). Figure 20: Status Filter.

Post a Public eRFx Notice | 18 Tender Details The Tender Details Tab (Figure 21) displays the summary for the eRFx Notice, including release and closing dates, alerts that have been sent and the number of times the notice has been viewed.

Figure 21: Status of Notice Screen. The Tender Details Tab.

Changing the Release Date This option allows you to change the release date of the notice prior to the tender notice being released.

1. Click on the drop-down menu to select the date.

2. Click on the drop-down menu to select the time.

3. Click Update Release Date/Time button (Figure 21). Changing the Closing Date This option allows you to change the closing date and time of the notice prior to close.

4. Click on the drop-down menu to select the date.

5. Click on the drop-down menu to select the time.

6. Click Update Closing Date/Time button (Figure 22).

Figure 22: Update Closing Date/Time.

Contractors and Suppliers will be sent an email letting them know of the new closing date and time.

Post a Public eRFx Notice | 19 ! Note: If the eRFx Notice is a public notice, it will need to go through the verification process again. Changes made to the summary or the description of the notice will not be reflected in any print advertising. Contact your preferred Advertising Agency to make changes to print advertising.

Changing the Summary and Description Fields If the eRFx Notice is awaiting release or pending, the Summary and Description fields can be amended. If the notice is current you will need to contact support in order to have these fields amended.

1. Click on Update Tender Text button. 2. On the next screen (Figure 23) change the text in either the Summary field or the Description field. 3. To save changes, click on Update Tender Text. 4. You will then be returned to the Tender Details screen (Figure 22).

Figure 23: Modify Tender Details.

Post a Public eRFx Notice | 20 Awaiting Approval If the option to approve all notices prior to release has been activated this will be highlighted on the tender details screen (Figure 24,) preventing changes to the Summary or the Description.

1. The user accessing the tender notice to update the Summary or/and Description field will receive the message to contact the system administrator (Figure 25).

2. When the Update Tender Text button is clicked, a message will again advise that the tender is

awaiting approval (Figure 25).

Figure 24: Tender Details Tab. Awaiting Approval.

Figure 25: Awaiting Approval dialogue box.

!Note:

If the restrict access option is turned on for your organisation, the restricted access option is availaible on the screen Additional Options when creating the tender notice.

Post a Public eRFx Notice | 21 Supplier View This option allows you to view the notice how the suppliers will view the notification that will be emailed to them.

1. Click on the link Supplier View (Figure 26).

2. You can check that the notice details are correct.

Figure 26: Tender Details Tab. Supplier View. Alerts Sent This will advise you of how many suppliers were sent the eRFx Notice details and how many have viewed online. This is located below the notice details.

Withdraw eRFx Notice Clicking on the Withdraw button (Figure 26) will withdraw your eRFx Notice from the Market. Any suppliers who have downloaded the documents or expressed an interest will be sent an email notifying them that the notice has been withdrawn. An alert to confirm you wish to withdraw the notice from the system will pop up.

1. Click Withdraw Notice.

2. Click OK to complete the withdrawal process.

Post a Public eRFx Notice | 22 Figure 27: Withdraw Notice.

Re-opening a Closed eRFx Notice A closed eRFx Notice can be re-opened by editing the Closing Date and Time from the Tender Details Tab.

1. Select the date from the drop-down menu (Figure 28).

2. Select the time from the drop-down menu (Figure 28).

3. Click Update Closing Date/Time

Figure 28: Reopen a closed eRFx Notice.

! Note: This option must be enabled within the Purchasers settings. The number of times that an eRFx Notice can be opened is defined in the Purchaser settings, as are the pricing options once the Purchaser has exceeded the number of free re-openings allowed. The duration of the extension to the Date/Time is also set in the Purchaser settings. To amend Purchaser setting details, the Prime User of the account will need to contact Support.


Post a Public eRFx Notice | 23 Tender Documents The tender documents tab (Figure 18) displays the documents you have attached to your notice, whether or not there are physical documents available, the download fee (if any) and the number of downloads that have occurred, the online forum status, and whether the contract list is in use.

Add Tender Documents to your eRFx Notice If you have not added any documents to your notice and you checked the documents are not ready box from Step 6: Notice Documents, you can upload your documents by clicking the button Add documents to this notice.

1. Click on Add documents to this notice (Figure 29).

2. Click browse to navigate to the files on your computer (Figure 30).

3. Click on Add these documents to this notice button (Figure 30).

Figure 29: Tender Details Tab. Add Documents to the eRFx Notice.

4. Selected Contractors and suppliers will be sent an email notifying them that the documents are available for download.

Figure 30: Add Documents to the eRFx Notice continued. To add further documents once the eRFx has been published, you will need to Issue an Addendum (see Addendums section).

Post a Public eRFx Notice | 24 Download the Current eRFx Notice Documents This option allows you to download the documents at any time during the eRFx Notice from the eRFx Notice details Tender Document screen (Figure 31).

Figure 31: Tender Documents Tab. Download Documents.

Check who has Downloaded the Tender Documents This option will allow you to view who has downloaded the documents or contractors and suppliers who have picked up a hard copy of the tender documents. In the tender documents tab:

1. Click on Check who has downloaded these documents (Figure 32). 2. Suppliers who have downloaded the document will have a green tick by their name (Figure 32). 3. You can print a copy of this list by clicking the Print button at the bottom left of the screen.

Figure 32: Check Suppliers who have downloaded the documents.

[email protected]

[email protected]

Greg Bank TenderLink.com

TenderLink.com S Sage

Post a Public eRFx Notice | 25 Record a User who Collected Hard Copy Tender Documents This option allows you to record contractors and suppliers who have collected hardcopy tender documents.

1. Click on the Record a User who Collected Hard Copy Tender Documents button.

2. You can add suppliers to the list by clicking on the Create New Supplier button (Figure 33) in the next screen.

3. Click on Show all Suppliers from the drop-down menu (Figure 33).

4. Click on [record] beside the supplier’s name (Figure 34).

5. Once you have clicked record a green tick will show against the supplier’s name.

Figure 33: Record receipt of hardcopy documents.

Figure 34: Record receipt of hardcopy documents continued. De-selecting a Supplier from the Manual Download Listing The function to remove a supplier from the manual download listing is only available for suppliers who have been manually recorded as receiving a hardcopy of the tender documents.

From the Tender Documents Download screen you can remove supplier’s details by clicking on the Remove link:

1. Click on the button Record a User Who Has Collected HardCopy Documents (Figure 31).

[email protected]

[email protected]

TenderLink.Com


2. Click on the link Remove (Figure 35)

Figure 35: Remove manually recorded receipt of tender documents.

Remove Documents While the tender is pending release you can remove selected documents.

1. Click the Remove Selected Documents button (Figure 36). An email will be sent to the tender owner detailing the changes made to the documents uploaded.

Figure 36: Tender Documents Tab. Remove Selected Documents.

2. If the eRFx Notice is current, go to the Addendums Tab to delete selected documents (See Addendums section). The documents cannot be deleted from closed or withdrawn eRFx Notices.

! Note If all the notice documents have been removed from the eRFx Notice, the supplier can click on the “Download Documents” link in the Notification Email . This link accesses a Portal Information page displaying a message advising that the documents are no longer available and that they have been removed by the Purchaser.

If the notice documents were deleted via an addendum, and an addendum reason was provided, the reason for the documents being deleted is displayed to the supplier on this Portal Information page.

Post a Public eRFx Notice | 27 Addenda This option allows you to add/change documents after publishing your eRFx notice. You are able to view the number of suppliers that were notified of each addendum. Only suppliers who have previously downloaded the documents will receive notification of the addendum.

Issue Addendum

1. Click on the Issue Addendum button (located at the bottom of the screen).

2. The tender summary, status and current documents uploaded to the notice will be visible (Figure 37).

3. Click on browse to navigate to the file on your computer to upload.

Figure 37: Addendum screen.

4. Clicking Next, you can then enter a description or reason for the addendum, and what suppliers should look for in the new document, into the Reason/Explanation field (Figure 38). This is especially useful to contractors and suppliers if the addendum relates to an existing eRFx Notice.

5. Then click Submit Addendum. An email will be sent to the contractors and suppliers who have previously downloaded the documents for this notice, advising of the change in documentation, with the explanation of what to look for (if provided).

Figure 38: Provide a Reason or Explanation for Addendum.

6. You can also view who the addendum was sent to and whether they have been back online to

view/download the documents (Figure 39).


Figure 39: View Suppliers who received the Tender Addendum.

Identifying Suppliers who have Downloaded the Addendum When an addendum has been created for an eRFx Notice, the suppliers who have been notified of the addendum are counted and the total number of suppliers is placed next to the date and time the addendum was created (Figure 40).

1. To view the addendum details, of who was sent the notice and whether they have downloaded the new documents, click on the Date/Time next to Addendums Made heading (Figure 40).

Figure 40: View Details of Addendums Made.

1. The Tender Addendum (Figure 41) screen is displayed.

2. The Come Back Online column shows when the supplier has been back online to download the updated eRFx Notice documentation.

3. The ‘Downloaded’ column shows the dates when the suppliers have downloaded the eRFx Notice

documentation (Figure 41).

Post a Public eRFx Notice | 29 Figure 41: Check who has Downloaded the Documents. ! Note: If a supplier has been invited to the eRFx Notice, but has not yet downloaded any of the notice documentation at date of the addendum being issued, they can access all the latest documentation by default when downloading the eRFx Notice documents download package. The TenderLink system automatically includes any addendums in the eRFx Notice documents download package.

These two lists of suppliers will show which suppliers have the most current documentation for the eRFx Notice and how they received it (Figure 41).

Post a Public eRFx Notice | 30 Publishing an Addendum when Pre-Approval Function is Enabled If the Pre-Approval feature is enabled in the portal, a basic user can now issue an addendum. Method for Basic User to Issue Addendum:

1. Click on the ‘Issue Addendum’ button at the bottom of the status of notice screen.

2. Once addendum has been created, the addendum is listed on the ‘Addendums’ tab of the eRFx Notice, with ‘Awaiting Approval’ beside it (Figure 42).

3. This indicates that the Administrator needs to approve the addendum before it is released to the

suppliers.

Figure 42: Addendum Awaiting Approval.

To Approve the Addendum 1. Click on the date and time of the addendum that is to be approved.

2. The next screen displays the addendum.

3. Select ‘Approved’ or ‘Declined’ by clicking on the appropriate button (Figure 43).

Figure 43: Approve or Decline Addendum.

4. The “Awaiting Approval” message on the Addendums tab will no longer be visible.

Post a Public eRFx Notice | 31 Deleting Documents via the Addendum Tab This option allows you to delete documents once the eRFx Notice has set been to current.

1. Click on the Issue Addendum button.

2. From the Amend Documents, click on the tick box next to the document’s filename (Figure 44).

3. Click the Next button (bottom right of screen) to issue an addendum advising suppliers of the document removals.

Figure 44: Delete Documents via an Addendum.

Adding Suppliers to the Private Suppliers List You can register suppliers on to your private suppliers list from the Document Download list, Addendum list of suppliers who have downloaded the documents, and from the Submission listing. The below example shows eRFx Notice addendum downloads.

Figure 45: Add User to Private Supplier List.

1. If the suppler is in the private supplier list, the a green tick will show on the supplier icon (Figure 45).

2. If the supplier is not in the private supplier list, click on the supplier icon.

3. Click on the button Add this user to your private supplier list (Figure 45).

Post a Public eRFx Notice | 32 !Note: This process of adding a user to the private suppliers list can be actioned in both the document download list and submissions list.

Submissions The submissions tab (Figure 46) will allow you to view any responses to an eRFx Notice, record manual submissions, and change the Evaluation Form (if applicable).

Check who has made a Submission 1. Click on View eRFx Notice Responses (Figure 46).

2. Click on the tender you wish to view (Figure 47).

3. Click Download button at the bottom of the screen.

Figure 46: View eRFx Notice Responses.

If you have opted to be able to view submissions before the eRFx notice closes you will also be able to check which Suppliers have made submissions and to view those submissions. This function needs to be activated on the portal and is not open to Government or Council portals.


Figure 47: View eRFx Notice Responses continued.

Record a Manual Submission 1. The number of current submissions is displayed next to the Submissions Recorded heading.

2. Click on the Record a Manual Submission button (Figure 48).

3. Click on Record next to the supplier’s name (Figure 49). If you have received a submission from a

supplier who is not in your list, use the Create a New Supplier button.

4. A green tick will appear to confirm you have received the hard copy documents from the supplier.

Figure 48: Record a Manual Tender Submission.

Figure 49: Record a Manual Tender Submission continued.

Post a Public eRFx Notice | 34 De-selecting a Supplier from the Manual Submissions Listing From the Submission Tab:

1. Click on the Check who has made a Manual Submission button.

2. Click on Remove in the Hard Copy column (Figure 50).

3. Click on Remove the record of this manual submission (Figure 51).

Figure 50: Remove Suppliers’ Details from the Manual Submissions List continued. Figure 51: Remove Suppliers details from the Manual Submissions List continued.

4. Once the link is clicked the Manual Submission will be removed from the list.

TenderLink.com 76 Gill Street New Plymouth 4310 Taranaki NEW ZEALAND

Post a Public eRFx Notice | 35 User Notifications The User Notifications Tab (Figure 52) will allow you to view people from your organisations who will be receiving and responding to emails, which will update them on the status of the Physical Documents, Forum Notifications and Electronic Tender Boxes.

You can change the users who will be receiving the Electronic Tender Keys for both the ETB and Evaluation Form (if required). You can select the Forum Moderators to be assigned to respond to certain forum questions. (Replies will be passed to the Forum Administrator for verification before being posted to the forum).

Update Selections

1. Click on the User Notification Tab to select/change an assigned user.

2. Click on the drop-down menu to update assigned users by selecting the person’s name.

3. You can update the Forum closing date/time by clicking on drop down, or by entering a specific date. Figure 52: Update selections.

4. Click on the Updated Selections button to save your changes.


Forums If you have established an online forum for your eRFx Notice the View Forum button will be available at the base of all the View/Amend eRFx Notice tabs (Figure 52).

Click on the notice board icon or question’s subject heading to view a forum question and the responses to it (Figure 53). Click on the icon (under the Last Reply heading) to view a question and the most recent response to it.

View Forum Questions 1. Click the View Forum button to go to the eRFx Notice forum screen (Figure 52).

2. You will see the forum details and a list of question subjects that have been posted to the forum.

3. Hover the mouse over a question’s subject heading (under Question/Comment heading) or the

notice board icon to bring up a box showing the question in full (Figure 53).

4. Click on the Show Notice button below the forum questions (Figure 53) to return to the eRFx Notice details tab at any time.

Figure 53:Tender Forum Screen.

Post a Public eRFx Notice | 37 Reply to Forum Questions

1. Click on Post a New Reply button (Figure 54) to write your response to a forum question.

Figure 54: Tender Forum. Post a new reply

2. Type your response in the field (Figure 55) and click the Add Reply button to post your reply to forum users.

3. You will be taken back to the online forum question screen; your reply will now be visible.

4. A Forum Response email will be sent out to contractors and suppliers who have downloaded the documents.

Figure 55: Tender Forum. Add reply.

Post a Question to the Forum You can add a question or a comment with information that you think your contractors and suppliers might need.

1. Click on Post a New Question button (Figure 53).

2. This will bring up Subject and Question/Comment to Add field.

3. Fill in fields with new question.

4. Click on Add Posting to add the question to the forum (Figure 56).


5. From within the forums screen(Figure 54), you can then select this question to reply to it with the information you think your suppliers will need.

Figure 56: Tender Forum. Add posting.

! Note: You must reply to your questions (see Step 5), as this makes the post visible to contractors and suppliers.

Approving a Forum Response When a new response is posted to a forum, it will not be displayed until it is approved by the Forum Administrator. The number of unapproved replies will be listed under the Replies heading in the forum screen (Figure 57).

! Note: The forum administrator is the person assigned to receive the forum notification emails. The administrator can then assign one of the moderators to answer the response. A forum notification email is then sent to the moderator.

When a moderator responds to a forum question that has been delegated to them, the forum administrator must approve this response prior to it being made public on the Forum.

People selected as administrators in accounts cannot be assigned as moderators. However, administrators can view unanswered questions and reply to responses in the forum.

Figure 57: Tender Forum. Forum Question Screen – Unapproved Replies.

1. Click on the forum question’s heading or the notice board icon to view the question and replies (Figure 58).

2. The unapproved response will have an orange flag to the left of it (Figure 58).

3. Review the response and click on the Approve this Reply button to make the question visible to users when they visit the forum (Figure 58).


Figure 58: Tender Forum. Approve Forum Response.

Assign Moderators to a Forum Question This option will allow you to choose one (or more) of your selected moderators to respond to a particular forum question.

1. Click on the Assign Moderators button in either of the forum viewing screen (Figure 57).

2. Select the moderators from the drop down menu by clicking on their name.

3. Click the Assign button.

4. The moderators will be sent emails containing the question and requesting their response. Their replies will be sent to the Forum Administrator for verification before being posted to the forum.

Contact TenderLink's Technical Support team: Phone: 1800 233 533 (Australia) 0800 698 363 (New Zealand) Email: [email protected]


Date post:	11-Aug-2020
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