Short Presentation Title - NSW Department of Education

Transcription

DoE: Supplier Engagement Overview
June 2016 | DoE PSD External | v12a
NSW DEPARTMENT OF EDUCATION – PROCUREMENT SOLUTIONS DIRECTORATE
This document
is designed for
on-screen use
WWW.DEC.NSW.GOV.AU
Process navigation and overview
Click shapes
to navigate
Introduction – start here
Register
on
eTendering
Register
on Ariba
eTendering
support
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
EDUCATION––PROCUREMENT
PROCUREMENTSOLUTIONS
SOLUTIONSDIRECTORATE
DIRECTORATE
Respond
to tender
through
Ariba
Manage
your
company
profile in
Ariba
Ariba support
WWW.DEC.NSW.GOV.AU
2
Introduction to this document
This document is designed to help you, as an
existing and/or potential supplier, to engage with
the NSW Department of Education (DoE).
To tender for our business, all suppliers need to
be registered on the NSW eTendering website.
Additionally, in June 2015, NSW Department of
Education implemented a new sourcing system
using Ariba Cloud Commerce. All suppliers will
now need to register on DoE Ariba.
This document outlines the full DoE supplier
engagement process, from advertising of a public
tender on the eTendering website, through
registration of suppliers on eTendering, through
registration of suppliers on DoE Ariba, through to
the supplier submitting a response and later
being notified of the end of a DoE Ariba
tendering event.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
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If you have trouble accessing the information in
this document, please email us at
[email protected] and we
will make every effort to provide you with the
information you need in a timely manner.
DoE strongly suggests that suppliers review the
relevant sections of this overview document
early and thoroughly in order to make your
engagement with DoE efficient and effective.
WWW.DEC.NSW.GOV.AU
3
Introduction to DoE tendering processes
This document uses “RFx” to refer to a number of
different DoE market engagements, some of which
may be an initial enquiry for market interest,
capabilities and information, and others may
directly lead to a contract for goods or services.
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3/ Closed or panel RFx is a pre-existing panel or
an earlier RFx process resulting in a shortlist of
suppliers invited to tender. These RFx events may
be run through eTendering and DoE Ariba, or
directly through DoE Ariba.
There are three main DoE tendering processes:
1/ Open market RFx is a public tender open to all
suppliers via the NSW eTendering website.
Suppliers will be directed to DoE Ariba to register
there and lodge their responses through DoE Ariba.
2/ Restricted open view RFx is a public tender
open to all suppliers, but suppliers will need to
register on DoE Ariba and complete a qualification
process, such as signing a confidentiality
agreement, before they are given access to the RFx
to lodge their responses.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
4
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menu
Typical timeline of DoE RFx event communications
eTendering is used as
a public noticeboard for
the Ariba event. This
prompts suppliers to
register on DoE Ariba.
Suppliers will not be able to access, read,
download or respond to the DoE Ariba RFx
event until it opens. Timing of event opening will
not be precisely defined in advance; closing
time will be defined once event is opened.
Open market RFx event advertised on eTendering*
1
2
3
RFx event open on DoE Ariba*
4
5
6
7
8
9
10
11
If you do not get key event message 6, please email
**<generic_email>@det.nsw.edu.au with the project code (eg DoE123456)
in the subject of the email.
12
13
Messages –
see table on
next page
*Note panel tenders are managed direct from DoE Ariba
**Email contact for an RFx event will be in the brief on eTendering or in the invite email for a panel event
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
5
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Typical DoE RFx event communications
#
Type of event 
Stage in event ↓
Open market RFx
Restricted open view RFx
Closed/ panel RFx
1 Event advertised on eTendering website
No explicit communication, as suppliers are not yet determined. Event
summary information publicly available.
2 Supplier registration on Ariba initiated
Email from "Ariba Commerce Cloud", titled "Action Required: Activate your account".
Not applicable.
3 SuppIier registration on Ariba activated Email from "Ariba Commerce Cloud", titled "Welcome to the Ariba Commerce Cloud".
4 Supplier accepted into community
5
Supplier communicates interest in DoE
Ariba event
DoE Ariba Email from "aribasystem", titled "Organization <Supplier_name> has been approved by
NSW Department of Education".
Supplier emails *<generic_email>@det.nsw.edu.au, with project code (eg DoE123456) in subject of
email, to confirm Ariba registration and communicate interest in DoE Ariba event.
6 Supplier invited into DoE Ariba event
Email from "Ariba Administrator", titled "NSW Department of Education has invited you to
participate in an event: <event name>".
7 DoE Ariba event time has changed
Email from "Ariba Administrator", titled "Event <event_ name> has been reduced by <time_period>".
8 DoE Ariba event details have changed
Email from "Ariba Administrator", titled "Event <event name> has changed".
9 DoE Ariba event response submitted
On-screen message in Ariba system "You have submitted a response for this event. Thank you for
10 DoE Ariba event response re-submitted participating".
11 DoE Ariba event now closed
Email from "Ariba Administrator", titled "Event <event_name> is no longer accepting responses".
12 Supplier selected as preferred supplier
Email from *<generic_email>@det.nsw.edu.au" (or similar category team email), generally with
event name in title.
13 Supplier has been unsuccessful
If you do not get key event message 6, please email *<generic_email>@det.nsw.edu.au with project code (eg DoE123456) in subject of email.
Notes: Pre-registered suppliers will not receive messages 2,3 or 4. Message 5 is sent by the supplier. Messages 7 and 8 are conditional.
*Email contact for an RFx event will be in the brief on eTendering or in the invite email for a panel event
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
6
Register on eTendering
Access the eTendering website
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to
menu
https://tenders.nsw.gov.au/
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
7
New user registration in eTendering
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to
menu
New suppliers complete the online registration form..
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
8
Back
to
menu
Registered users log in to eTendering
Suppliers that are already registered log in using their email address and password..
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
9
Back
to
menu
Navigate to current DoE tenders
1. Select DoE..
2. Select an agency..
3. View current tenders for
that agency..
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
10
View RFx event details and download
DoE supplier guide for Ariba
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to
menu
Download guide for this
RFx event which contains
specific DoE Ariba
instructions and event
information
“Additional Details /
Instructions”
overleaf..
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
11
Typical instructions text on eTendering
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Additional Details / Instructions
NSW Department of Education (DoE) has implemented the Ariba Source to Contract system. When responding to this
application your organisation is required to use the link below to register your organisation profile on the Ariba
portal:
http://dec.supplier.ariba.com
Please cut and paste this link into your web browser to register. If you are already registered on the DoE Ariba portal,
please continue to sign in and update your company details. If you are unable to log in, please contact Ariba support
on 1800 766 694.
The Department of Education (DoE) process for organisations registering and using Ariba for this application is
described in the attached pdf guide at Participation Instructions - 'Download a Soft Copy' - 'How to Register in Ariba GUIDE'.
Once you have successfully registered on DoE Ariba, you must email <generic_email>@det.nsw.edu.au with the
Project ID (DoE123456) as the subject of the email to notify DoE of your interest in this application.
Please note, this notification is for the purposes of advertising and no application documents will be issued and/or
application responses received through the eTendering portal.
Application documentation shall be issued and responses received through a new tool, Ariba Contract Source. It is
compulsory that interested parties are registered in Ariba Contract Source in order to participate in the application
process.
It is recommended that interested parties commence the registration process as soon as possible.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
12
eTendering support
eTendering support
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eTendering system queries:
email:
[email protected]
phone:
1800 NSW BUY 1800 679 289
(International + 61 2 9372 8333)
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
13
Register on Ariba
Register your company (no Ariba account*)
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Follow the below steps if your organisation does NOT have an Ariba Commerce Cloud
account.
1. Go to http://dec.supplier.ariba.com
[Note this may initially result in a web browser warning; you will need to continue to access the DoE
Ariba portal]
2. Click link “Register as a New Supplier”, this will navigate to “Enter Your Ariba Commerce Cloud
Information” page
3. Complete section 1 – “Enter basic company information”
4. Complete section 2 – “Enter user account information”
5. Check the box “I have read and agree to the Terms of Use and the Ariba Privacy Statement”.
6. Then click “Submit” button
*For suppliers with an existing Ariba account, please go here
Suppliers should carefully
check within their organisation
whether they have an existing
Ariba account. Suppliers
should not attempt to create
duplicate Ariba accounts, as
the second (duplicate) account
will later be rejected.
Note there is no charge to register your company on DoE Ariba
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
14
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menu
What is a duplicate Ariba account?
Original account for a legal entity..
Educational Supplies Ltd
(Australia)
F.Bloggs@...
J.Smith@...
You can have multiple users
under one account..
Any duplicate accounts will be rejected
Educational Supplies Ltd
(Australia)
E.Ror@...
..but users under duplicate
accounts will be rejected
To create new users, go here
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
15
Register your company (no Ariba account)
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Please check that any
and all data entered is
correct – eg no dummy
data, and no typos..
Suppliers only need to
provide “basic company
information” in order to
register in DoE Ariba.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
16
Register your company (Ariba account)
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menu
Follow the below steps if your organisation already has an Ariba Commerce Cloud
account, however is NOT registered with Department of Education
1. Go to http://dec.supplier.ariba.com
[Note this may initially result in a web browser warning; you will need to continue to access the DoE
Ariba portal]
2. Click link “Register as a New Supplier”, this will navigate to “Enter Your Ariba Commerce Cloud
Information” page
3. Click the ‘Login’ button located at the top of the page, this will navigate to “Enable your Ariba
Commerce Cloud account to access NSW Department of Education” page
4. Enter your Ariba Commerce Cloud login details, then click Continue
Note there is no charge to register your company on DoE Ariba
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
17
Activate your account (all registering
suppliers)
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After registering with DoE Ariba, Ariba will
send the supplier the following activation
email.
Click link to activate, as shown..
This link will direct the supplier to the
‘Customer Requested Profile’ questions as
on the next page.
You may need to turn off your
browser’s pop-up window blocker or
ad blocker.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
18
Customer Requested Profile, 3 questions*
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After activating your Ariba Commerce
Cloud Account, you will be prompted
to respond to three (3) further
questions relating to your
organisation:
 Small or medium sized
enterprise (SME) status
 Recognised Aboriginal Business
status
 Australian Disability Enterprise
(ADE) status
You need to complete and submit
these responses before gaining
access to the DoE RFx event.
*All suppliers – both those with preexisting Ariba accounts and those
that have just registered – will need
to answer these 3 questions.
WWW.DEC.NSW.GOV.AU
Customer Requested Profile, 3 questions*
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Previously registered
suppliers
If the supplier has previously
registered and is now logging
back in to their DoE Ariba
account, they will also need to
complete the 3 questions.
Suppliers can do this from the
DoE Ariba home page, as
shown..
*All suppliers – both those
with pre-existing Ariba
accounts and those that have
just registered – will need to
answer these 3 questions.
WWW.DEC.NSW.GOV.AU
Respond to tender through Ariba
Receive DoE Ariba event invitation
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Ariba will send an event invitation when the tender event opens.
Note if you do not
wish to participate,
you may just ignore
the event invitation.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
21
Find the tender event
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 The tender event can be located in ‘Proposals’ tab
 Events will have a different “Status” depending on the start date and time


Open – The event is currently running and accepting submissions
Pending Selection – The event has completed, pending selection by the buyer
 Click the link (ie the name of the event) to be taken to the next stage
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
22
Back
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menu
General structure of a DoE RFx
DoE RFx events will generally follow a standard structure, as shown in the table below.
RFx section
What is it
Typical prerequisites*
Commentary
Part A
RFx notice, description, key
dates, General Conditions &
dictionary
Acceptance of Statement of
Business Ethics and General
Conditions
Prerequisites in this section
are generally standard
Contract and attachments
(schedules), eg Special
Terms
Usually not applicable
DoE uses a suite of standard
contracts, supplemented by
appropriate attachments.
This section is not applicable
for first stage RFx’s
Part B
RFx requirements – ie the
product or service required
by DoE
Usually not applicable
This section will be specific to
a particular RFx
Part C
Questions for supplier
response, eg company
details, risk, references,
statement of compliance,
price and non-price
questions
Any mandatory requirements
This is generally standard
information from any supplier.
Responses to price and nonprice questions will be used for
evaluation
Part A
Attachments
*All prerequisites will need to be accepted / met by suppliers before they will be able to respond to other sections
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
23
Suppliers must accept event prerequisites
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 “Review Event Details” will default to being in a completed status, indicated by the tick adjacent to Step 1
 “Review and Accept Prerequisites” involves accepting the Buyer’s Terms and Conditions for participating in the event
 Click the “Review Prerequisites” button, then click ‘View Bidder Agreement’ to review the Buyer’s Terms &
Conditions
 After reading the T&C’s, select the radio button “I accept the terms of this agreement”, then click “OK” button
Note that prerequisites
includes the Statement of
Business Ethics, and
General Conditions of
Tender, which must be
accepted by all suppliers.
Consider accepting pre-requisites
immediately, in order to get Ariba
Event Messaging email alerts.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
24
Back
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menu
Do not “Download Content”
 The RFx event structure may be made un-usable if the supplier attempts to “Download Content”
 Unless expressly instructed, please complete the response within DoE Ariba
 If you have accidentally clicked “Download Content”, just ignore the downloaded Excel file and complete response
in DoE Ariba as intended.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
25
Ariba Event Messaging
 Event Messages allows you to submit messages to the Buyer regarding the event
 If the message applicable to all suppliers, Buyer’s may respond to all participants
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Any and all communications
with DoE during the event
will be through Ariba Event
Messaging.
Incoming Ariba Event
Messages will be sent as
emails to suppliers and will
also be available on Ariba
under “Event Messages”.
The DoE generic email
should be used only for
initial registration / notice
of intention to submit a
response.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
26
Ariba Event Messaging alerts
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 Ariba Event Messaging will send suppliers alert emails regarding new messages, which can then be viewed within
the Ariba system under “Event Messages”
 However, until a supplier has accepted the pre-requisites, the supplier will not get these alert emails
 Un-notified messages could include changes to the event close date, any messages to suppliers, notification of
market briefings, or any changes to the RFx
 Suppliers can still view messages, as normal, within the Ariba system under “Event Messages”
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
27
Entering text into Ariba data input fields
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 You will need to either type or cut and paste text into specified data input fields in Ariba
 When entering text be aware of the following:
1. Text character limits – there are character limits on different data input fields. If you exceed these limits, the
remainder of your text will not be saved or submitted, and there is no alert or warning in Ariba
2. Track changes and annotated text – if you cut and paste text that includes edits and comments, be aware that
these edits and comments may also be included in the text pasted into Ariba
 You are responsible for your own correct and complete data entry
 If you need to include non-text inputs, you may be able to attach a separate document – see next page.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
28
Downloading and uploading documents
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 The event may contain reference documents or attachments. You can download attachments individually or
download all attachments
 You can upload documents into DoE Ariba and submit it as part of the event response by clicking ‘Attach a file’ then
‘Upload a file from desktop’
 Attach a document
 Attach a document with caption/notes
 Maximum file size 100mb
Please ensure
you allow
sufficient time to
upload all
documents in
advance of the
event closing
time, as any
documents that
are still uploading
when the event
closes will not be
included in your
tender bid.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
29
Submitting your response
 Submit Entire Response button submits your response to the buyer
 Update Totals calculates the total cost of each item/requirement
 Save button allows you to save your response and access it later
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menu
What happens
if you submit
multiple
responses?
In Ariba, any
re-submitted
response will
over-write any
previously
submitted
response.
Therefore the
last submitted
response will
be considered
as the only
response
lodged.
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
30
Manage your company profile in Ariba
Manage your company profile
 Maintain Company Profile – eg company information, contact details, certifications, etc
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Why manage your
company profile?
Because you
want to respond
to an RFx using
an existing profile,
but some details
have changed..
Or because you
are a contracted
supplier, and
some details have
changed..
Contact names
and emails, in
particular, need to
be up-to-date
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
31
Manage account settings
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 Account Settings – eg create/manage additional user profiles, notification settings..
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
32
Create new roles and users
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
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WWW.DEC.NSW.GOV.AU
33
Ariba support
Ariba support
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•
For event specific questions (eg please explain this requirement..) the supplier
should contact DoE using Ariba Event Messaging within Ariba.
•
For Ariba technical support, suppliers should access Ariba Support Centre via the
‘help’ menu within DoE Ariba or call 1800 766 694 (Australia)*
•
When navigating the Ariba “AVA” voice recognition system, the phrase “escalate to
customer service” will usually get you through to an Ariba technician.
*Other international access numbers are available via the DoE Ariba help menu
NSW
NSWDEPARTMENT
DEPARTMENTOF
OFEDUCATION
DIRECTORATE
WWW.DEC.NSW.GOV.AU
34

Short Presentation Title - NSW Department of Education

Transcription

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