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NSW eQuote - Responding to invitations to quote

Quick Guide

Contract Award Disclosures

NSW eQuote – Responding to invitations to quote

Date: April 2020

NSW eQuote – Responding to invitations to quote

This quick guide contains information on:

· Responding to invitations

· Step 1 – Logging in

· Step 2 – Intention to respond / Decline invitation

· Step 3 – Ask a question

· Step 4 – Create a new response

· RFx decisions

Responding to invitations

Suppliers who have been accepted onto a prequalification scheme may receive invitations to quote through the NSW eTendering system.

Invited suppliers will receive an email alerting them to a quoting opportunity. Suppliers can respond using the following steps:

Step 1 – Logging in

Open the NSW eTendering[footnoteRef:1] public site and login. [1: https://tenders.nsw.gov.au]

From the Registered Company Name drop-down list, select NSWBuy eQuote New.

The summary details of RFx/s that you have been invited to respond to will display detailing the closing date and time. Select View RFx detail to access all available RFx information and all response actions.

Step 2 – Intention to respond/Decline invitation

Click Send Intention to Respond to indicate interest in the opportunity. It is not mandatory to provide your intention nor does selecting the button make a response mandatory.

Click Decline Invitation to indicate your intention to not respond to the RFx opportunity. It is not mandatory to decline an invitation and doing so does not preclude responses being submitted before the closing date.

Step 3 – Ask a question

Click Ask question to seek clarification or more information from the buyer. To ensure probity is maintained, responses to questions are normally published as an addendum or amendment to the RFx. This way all suppliers are provided the same information throughout the RFx process.

Step 4 – Create a new response

Click Create New Response to open the lodge response window. The time remaining to lodge a response is displayed prominently at the top of the screen. Late lodgements will not be accepted by the system.

Ensure that you follow and complete all the onscreen requirements. Only one file per requirement can be uploaded. If you have multiple files, ensure that they are zipped into one for uploading prior to lodging your response.

Once all information has been added click Save Draft to lodge at another time or Lodge Response.

A lodgement receipt will be displayed with a receipt number and time and date of lodgement. It can be printed if required.

The response will also be noted on the RFx detail screen.

Several new options are also made available:

· Create new response – allows for a completely new response to be uploaded and lodge. This will overwrite the existing response.

· Update response – allows for changes to be made to the existing response.

· Withdraw response – allows the submitted response to be withdrawn. A new response can then be submitted.

All lodgements can be edited right up until the closing date and time. Buyers will only have access to the last lodgement.

RFx decision

The agency buyer will evaluate the response/s they receive from the selected supplier/s.

Once the decision has been made, the successful and unsuccessful suppliers will be notified.

If you are the successful supplier:

· Open the NSW eTendering[footnoteRef:2] public site. [2: https://tenders.nsw.gov.au]

· From the Registered Company Name drop-down list, select NSWBuy eQuote

· Click Successful.

· Click Acknowledge on the RFx you were successful for. This is your agreement to provide the goods or services quoted for.

Further information

Further information is available in the eTendering Public User Guide[footnoteRef:3] or via email from the NSW Procurement Service Centre[footnoteRef:4] or on 1800 679 289. [3: https://buy.nsw.gov.au/__data/assets/word_doc/0005/600287/etendering_public_user_guide_0.docx] [4: mailto:[email protected]]

Department of Customer Service P: 1800 679 289 E: [email protected] | www.buy.nsw.gov.au 1

Department of Finance, Services & Innovation

P: 1800 (1800 679 289) E: finance.nsw.gov.au | www.procurepoint.nsw.gov.au

2

Department of Customer Service P: 1800 679 289 E: [email protected] | www.buy.nsw.gov.au 3