bristol e-procurement system beps

1. Bristol E-Procurement SystemBEPS

2. What is e-tendering? A web-based tendering/procurement system accessed via the Internet Easy to use and FREE to suppliers Procurement and commissioning arrangements are let through BEPS

4. This is the first page you will see when you go onto the website. You will need to input your username and password to enter.This is the first page you will see when you go onto the website. You will need to input your username and password to enter.

5. There is a �register� button on the bottom left for those that need to register with new details. There is a �register� button on the bottom left for those that need to register with new details.

6. This is your �home page� where you can access: Your company information, The general bulletin board (and your own personal one) The procurement exercises you are currently working on and Any contracts you have been awardedThis is your �home page� where you can access: Your company information, The general bulletin board (and your own personal one) The procurement exercises you are currently working on and Any contracts you have been awarded

7. In Company Profile, you can put in key information about your organisation, your skills and what sort of services you can offer. Under �Users� you can list all the members of your organisation that will be able to access the system and who will receive notifications of any new procurement exercises or information you need to know. The �Council� information will be set for Bristol automatically. In future we are looking at sub-regional involvement. �Categories� is extremely important in terms of you specifying the type of services you can offer and are interested in tendering for. �Questionnaires� is not used, please ignore �Other documents� you can add any supplementary information about your organisation you wish.In Company Profile, you can put in key information about your organisation, your skills and what sort of services you can offer. Under �Users� you can list all the members of your organisation that will be able to access the system and who will receive notifications of any new procurement exercises or information you need to know. The �Council� information will be set for Bristol automatically. In future we are looking at sub-regional involvement. �Categories� is extremely important in terms of you specifying the type of services you can offer and are interested in tendering for. �Questionnaires� is not used, please ignore �Other documents� you can add any supplementary information about your organisation you wish.

8. In �Profile� you can input as much or as little information as you wish about your organisation, but essentially this gives contact details.In �Profile� you can input as much or as little information as you wish about your organisation, but essentially this gives contact details.

9. Within �Users� you can �Add� any individuals in your organisation who you wish to be able to access this system. Only one person can have �notification� rights whereby they receive any updates, key information and alerts regarding procurement exercises which may be of interest to your organisation. To enable the nominated person to receive alerts, click on �update� for that person and change their �alert� tender flag to �Yes�.Within �Users� you can �Add� any individuals in your organisation who you wish to be able to access this system. Only one person can have �notification� rights whereby they receive any updates, key information and alerts regarding procurement exercises which may be of interest to your organisation. To enable the nominated person to receive alerts, click on �update� for that person and change their �alert� tender flag to �Yes�.

10. Within �Categories� you can choose which categories of services you offer or are interested in offering. The categories are quite general, eg. �Children, Young People and Families Services� and we would recommend that you list all possible categories that may interest you. Within �Categories� you can choose which categories of services you offer or are interested in offering.

11. Here the person has chosen �Blinds� and the search has found anything under that category heading. So if you put in �Children� you will get any categories that have this in the title. Select each one of interest by ticking the box next to them and then �Save�Here the person has chosen �Blinds� and the search has found anything under that category heading.

12. Once chosen these categories will be stored for the future and can be found under �Categories� Here will list: All categories that you are interested in Whether you have set a minimum value of procurement of interest Any referees for each type of category if appropriate And by clicking on �Update� you can see more information for that category.Once chosen these categories will be stored for the future and can be found under �Categories� Here will list: All categories that you are interested in Whether you have set a minimum value of procurement of interest Any referees for each type of category if appropriate And by clicking on �Update� you can see more information for that category.

13. This �Questionnaires� page was to be used for further information requests from Providers of services This will now not be used, please ignoreThis �Questionnaires� page was to be used for further information requests from Providers of services

14. Here you can add any other general information documents about your organisation, such as policies etc. This is not compulsory, but may help with any procurement submissions to have all information in one place, ready to use and attach to submissionsHere you can add any other general information documents about your organisation, such as policies etc. This is not compulsory, but may help with any procurement submissions to have all information in one place, ready to use and attach to submissions

15. This section is also not compulsory, but can be used to notify the BePS team of any changes you have made to your organisational details if you wish them to know. This is then forwarded to the relevant Link Officer.This section is also not compulsory, but can be used to notify the BePS team of any changes you have made to your organisational details if you wish them to know. This is then forwarded to the relevant Link Officer.

16. This page just shows you that your changes have been made, you can now go through to the �Home� pageThis page just shows you that your changes have been made, you can now go through to the �Home� page

17. Next stage is to look on the �Bulletin Board� which shows all procurement exercises and opportunities you may be interested in.Next stage is to look on the �Bulletin Board� which shows all procurement exercises and opportunities you may be interested in.

18. This is your personal bulletin board. Here you can search for procurement exercises through the �keyword� search. This looks for procurement exercises on the main bulletin board which use this key word. Also, it will list here any procurement exercises which have been found through alerts for you to view.This is your personal bulletin board. Here you can search for procurement exercises through the �keyword� search. This looks for procurement exercises on the main bulletin board which use this key word. Also, it will list here any procurement exercises which have been found through alerts for you to view.

19. By clicking on one of the results you will come through to this page. If you are interested in registering, click on the bottom right �Register� link By clicking on one of the results you will come through to this page. If you are interested in registering, click on the bottom right �Register� link

20. Here you can see any procurement exercises that you have registered interest for and any procurement exercises in which you are involved.Here you can see any procurement exercises that you have registered interest for and any procurement exercises in which you are involved.

21. On entry to this section, you can click on any procurement exercise that you wish to view details ofOn entry to this section, you can click on any procurement exercise that you wish to view details of

22. By clicking on the �View full Notice including documentation� you can go into even more detail In the lower half of the page, you will see the status of your interest, submission and are able to: Submit documentation (which also shows closing date and time) Raise a clarification question View any messages posted to all interested parties Change your contact details Decline interest if you wish By clicking on the �View full Notice including documentation� you can go into even more detail In the lower half of the page, you will see the status of your interest, submission and are able to: Submit documentation (which also shows closing date and time) Raise a clarification question View any messages posted to all interested parties Change your contact details Decline interest if you wish

23. Once you have clicked on to �View full Notice including documentation� you will be able to see the status of the Procurement Process in the centre, the deadline and the type of procurement (open, restricted, EU etc). It also has contact information for more information and any documentation you will need to view or complete. Once you have clicked on to �View full Notice including documentation� you will be able to see the status of the Procurement Process in the centre, the deadline and the type of procurement (open, restricted, EU etc). It also has contact information for more information and any documentation you will need to view or complete.

24. To download the information, click on the documentation link you wish to save and the above information box will come up. Click on �save� and store it somewhere in your own files to open and complete.To download the information, click on the documentation link you wish to save and the above information box will come up. Click on �save� and store it somewhere in your own files to open and complete.

25. Once you have looked at the documentation, if you wish to raise a question, click on this link.Once you have looked at the documentation, if you wish to raise a question, click on this link.

26. This will take you through to a screen at which you input the �subject� of your question and your question in the box below. Your identity will not be visible to other parties.This will take you through to a screen at which you input the �subject� of your question and your question in the box below. Your identity will not be visible to other parties.

27. To view the response to your question (or any other questions raised with their answers) click on this link. Response may take a day or two. To view the response to your question (or any other questions raised with their answers) click on this link. Response may take a day or two.

28. This is the �question and answer� page which will list all questions asked with the responses.This is the �question and answer� page which will list all questions asked with the responses.

29. This is an important line to check if you are submitting a bid for any procurement exercise as it shows the closing date for entry. After the time shown you will not be able to submit documents. To submit documents click on the link �Submit Documentation�This is an important line to check if you are submitting a bid for any procurement exercise as it shows the closing date for entry.

30. This will take you through to this screen at which you can add any documentation by clicking on the �Add�. You can put on any number of documents, however it is best to put on only as many as requested!This will take you through to this screen at which you can add any documentation by clicking on the �Add�. You can put on any number of documents, however it is best to put on only as many as requested!

31. After clicking on �Add� you will come through to this screen at which you can put in a title for the document and then by clicking on �Browse� you can go through your computer�s files to find the right document to upload. After clicking on �Add� you will come through to this screen at which you can put in a title for the document and then by clicking on �Browse� you can go through your computer�s files to find the right document to upload.

32. This will take you through to your files and you can find and choose which file to upload. This will take you through to your files and you can find and choose which file to upload.

33. Once chosen this will take you back to this page once again and you can press �Submit� to upload the document.Once chosen this will take you back to this page once again and you can press �Submit� to upload the document.

34. This page shows that you have successfully uploaded the documentThis page shows that you have successfully uploaded the document

35. This confirms that you have successfully bid for this tender and is an audit trail for you.This confirms that you have successfully bid for this tender and is an audit trail for you.

36. On the main page for the Procurement you can see what you have submitted for this tender and also �review� or �resubmit� the Tender documentation.On the main page for the Procurement you can see what you have submitted for this tender and also �review� or �resubmit� the Tender documentation.

37. Here are the contact details of the e-Procurement team. Jo and Mark are contactable for more help when you need it or you can email queries to the above address. Good luck and thank you for attending!Here are the contact details of the e-Procurement team. Jo and Mark are contactable for more help when you need it or you can email queries to the above address. Good luck and thank you for attending!