e-procurement system user manual (for public works

e-Procurement System User Manual (for Public Works Contractors)

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TABLE OF CONTENT

Landing Page .................................................................................................................. 2

View Tender Invitation and Download Tender Documents .......................................... 5

Messages to Procuring Department .............................................................................. 9

Submit Tender .............................................................................................................. 11

Search Tender Invitation .............................................................................................. 18


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LANDING PAGE

1. After successful login, System Announcement will be popped up. Your last login attempt

information and latest system announcement will be shown.

2. Close the System Announcement page. The Home Page displays the recent invitations which are not yet closed and the contract awarded in past 12 months.


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3. Select the Option to list out respective invitations.

Explanation of the options:

Options Description

Outstanding Display the invitations which are not yet closed and waiting for your company to submit tender, (i.e. your company has no tender submitted).

Outstanding and to be closed today

Display the invitations which will be closed today and your company has no tender submitted.

Outstanding and to be closed within 7 days

Display the invitations which will be closed within 7 days and your company has not submitted tender.

Submitted and still opened for submission

Display the invitations which are not yet closed and your company has tender submitted. Your company can still submit tender for the invitation.

4. Summary of Tender Invitation

Explanation of the fields:

Fields Description

System Ref. No. A system reference number for this invitation to tender.

Procurement B/D The bureau or department which issues this invitation to tender.

Closing Date / Time The closing date and time of this invitation to tender.

Note: An asterisk * will be displayed if the closing date / time is postponed due to adverse weather.

Attention To The primary contact(s) of your company selected by the Procurement B/D for receiving this invitation to tender.

Submission History Indicate the number of successful tender submitted by your company for this invitation.

Button to view the invitation details.


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5. Contracts Awarded in past 12 months:

i) You may click the [Download Letter to Awarded Tenderer] button to download the letter

issued by procuring department if your company submitted tender for this contract and

was awarded with the contract.

ii) You may click the [Download Letter to Tenderer] button to download the letter issued

by procuring department if your company submitted tender for this contract but was

not awarded with the contract.

iii) There is no letter from the procuring department for download if your company did not

submit any tender for this contract.


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VIEW TENDER INVITATION AND DOWNLOAD TENDER DOCUMENTS

1. Click the [Read More] button to go to the Invitation Details page of the invitation.


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2. The Invitation Details page contains the following sections –

Section Description

Notice Display alert messages for the following status.

There is/are addendum(s) issued. Details can be found in the Addendum Documents section.

The invitation to tender was cancelled. You cannot submit tender for this invitation.

The invitation to tender was closed. You cannot submit the tender for this invitation.

The closing date and time was postponed due to bad weather. Please read the new closing date and time in the Invitation Details section.

Invitation Details

Display the general information of the invitation to tender, for instance, the subject, the procurement B/D, the closing date time, government contacts, etc.

Description

Display the acquired services details.

Tender Documents

List out the tender documents

Addendum Documents

If the invitation to tender has addendum(s), the respective documents are listed.


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Responses to Tender Queries/Other Documents

List of the responses to tender queries or other documents for download.

Click the [Download] button to download individual file directory.

Messages to Procuring Department

- List of messages sent to procuring department by your company and responses from procuring department.

- Click the [Message to Procuring Department] button to send enquiry to procuring department.

3. Click [Download Tender Documents/Addenda] button. The following pop-up screen will be shown –

4. Click the checkbox after you have read, understood and agreed with all the terms and conditions.


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5. Click the [Download Licence Conditions] button to download the licence conditions. This button will only be enabled when you agree with the terms and conditions.

6. Click the [Agree Licence Conditions & Download Tender Documents/Addenda] button to download all the tender documents and addenda as a single ZIP file or you may click [Exit] to close the pop-up screen.

7. The ZIP includes both Tender Documents and Tender Addendum in separate directory.


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MESSAGES TO PROCURING DEPARTMENT

1. In the Invitation Details page of the invitation to tender, click the [Message to Procuring Department] button (at the bottom of the page)

2. Input Subject, Description and/or Upload Attachment (if any).


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3. Click the [Send] button.

4. A new entry is added to the list of Messages to Procuring Department.

5. Click to expand the details.

6. If the enquiry is responded by procuring department. An email notification will be sent to you and you need to login to e-Procurement system to view the details.


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SUBMIT TENDER

1. If the invitation to tender is addressed to you, you will receive an email notification 1 of this invitation. Please keep the one-time secret code printed on the email notification for your submission of tender. For example –

2. After login the e-Procurement System, the Home Page displays the recent invitations which are not yet closed. Click the [Read More] button of the tender invitation to open the Invitation Details.

3. Besides, you can search the invitation to tender by selecting the Tender Invitation in the menu item

and inputting the searching criteria. For details of searching and viewing the invitation to tender, please refer to the Search Tender Invitation section of the user manual.

1 For contractors on the relevant group and category of the DEVB’s List of Approved Contractors for

Public Works, they will separately receive a copy of invitation letter.


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4. In the Invitation Details page of the invitation to tender, click the [Submit Tender] button at the bottom of the page to start the tender submission process.

5. The Submit Tender page is launched.


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Explanation of the input fields:

Input Field Description

Your Tender Ref. No. The reference number used by your company for this tender. It is optional field.

Tender Details

Response Your response: i. Offer or ii. No Offer

Currency Hong Kong Dollar (HKD) is the default currency code of your proposal.

Description Description of this invitation to tender.

Total of Values for Tender Analysis

Choose “Plus” or “Minus” and input the percentage which range from 0% to 99.99%

Proposal

You can upload documents for your proposal.

Note:

- Please be reminded that no price related documents and Form of Tender should be uploaded in "Technical Proposal" section.

- The total file size uploaded in this section should not exceed 300 MB and single file size should not exceed 50 MB.


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- The system only accepts .p7s file and PDF. Please make sure all the files uploaded are signed by the organisational e-Certificate of an employee of your company who is authorized to submit tenders.

- The filename should not start with dot (.) and should only be composed of the characters: a-z, A-Z, 0-9, dot (.), hyphen (-), underscore (_) or space.

To remove the respective uploaded document.

Other Information

Overall Remarks It is optional field.

Additional information for your overall proposal.

Declaration It is mandatory to make declaration before continuing to next step.

6. Click [Continue] button to go to next step or [Close] button to return back to the Tender Invitation page.


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7. After clicking the [Continue] button, the system returns your inputted information for your verification.

8. You can click the [Back] button (at the bottom of the page) to return to the input page for modifying your inputs.

9. If the information is correct, you need to input the one-time secret code and login password, or using your digital certificate for authentication (at the bottom of the page) before the submission of tender.

Digital Certificate

9.1 If you are using digital certificate to login the system, you are required to perform the authentication again using the same digital certificate before confirming the submission of tender.


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9.2 If you have digital certificate file (.p12), you can click the [File-based Digital Certificate] button. Input the Certificate PIN and upload your certificate file.

9.3 If your digital certificate file is stored at Security Token, please plug your Security Token to your computer. Then click the [Security Token] button. Input the Token PIN and select the digital certificate in the Pop-up window.

Secret Code and Login Password

9.4 If you are using password to login the system, you are required to perform the authentication again using the same password and a one-time secret code before confirming the submission of tender.

9.5 If you forget or do not have the one-time secret code, you can click the [Generate Secret Code] button to generate a new one-time secret code which will be sent to your registered email address. For example:


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10 Click the [Confirm Submit] button to confirm the submission.

11 After successful submission, the system returns an acknowledgement screen. Please download the (1) Submission Hash Value PDF, (2) Tender Summary PDF and (3) Tender ZIP, which contains all the files you submitted and the Tender Summary PDF, for future retention.

12 Email notification will be sent to your registered email address as well as the master account

owner’s email address.

13 After tender submission, the case will be shown at Submitted and still opened for Submission

section on the landing page. The Submission History count will be added by 1.


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SEARCH TENDER INVITATION

1. Apart from the invitations to tender displayed in the Home Page, you can search them and view their details in the Tender Invitation page by selecting [Tender Invitation] in the menu item.

Explanation of the search criteria fields:

Field Description

System Ref. No. A system reference number for the invitation to tender.

Department The bureau or department which issues this invitation to tender.

Closing Date A range of closing dates of the invitation to tender.

Note: You can only retrieve invitations with closing date within the past 12 months.

Issue Date A range of issue dates of the invitation to tender.

Subject Keyword You can input the keywords of the invitation subject to search relevant invitations to tender.

2. Click the [Search] button to retrieve all invitation to tender issued to your company. To shorten

the query time, we suggest you can input keywords in the search criteria fields, e.g. the procuring department, closing date or etc., to retrieve relevant invitations. The search result is listed out.

3. Click [Read More] button to view the Invitation Details.


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FOR ENQUIRIES, PLEASE CONTACT OUR HOTLINE SERVICE:

Operation Hours: 08:00 a.m. - 09:00 p.m. Monday to Friday except public holidays

E-mail: [email protected]

Tel: (852) 8107 0608

Fax: (852) 2573 7113

mailto:[email protected]