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Request for Quotations
HePS Reference Guide
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This abbreviated version of the HePS Request for Quotations Reference Guide covers only the essential basics ofcreating, amending, and awarding a small purchasing Request for Quotation. It is not intended to cover all the functions ofthe HePS system nor explain all of the options or variations available to a buyer. A comprehensive Buyer Manual isavailable online within the HePS system, located under the Main tab on the menu bar.
2007Copyright protected.
This document is Copyright protected with all rights reserved under the Copyright Act 1968. Violation of copyright will be prosecuted to thegreatest extent of the law. Information in this publication is considered confidential and proprietary by its nature. This material may not be used,duplicated or reproduced in whole or part in any form or by any means, electronic or mechanical, including photocopying and recording, or by anyinformation storage or retrieval system without the prior express written consent of SicommNet. If permitted, the following notice must appear onthe front page of each copy of such material printed: REPRINTED WITH PERMISSION OF SICOMMNET. Any other use, reproduction ordistribution is expressly prohibited.
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Part 1 - Creating and Releasing an RFQ
This section covers filling out basic header information (due dates, delivery and billing address), choosing and customizing the product or service (including
attachments), selecting vendors, adding solicitation instructions and the response due date, and releasing the solicitation to the internet.
The Solicitation Header has 7 Steps.Placing your cursor on the Step number
will provide an explanation in a popup.
Step 1 Optional Document TrackerInformation numbers or text
Step 2 Optional Contact person for thissolicitation buyer is the default
Step 3 Required Delivery Date or Start
and End of Contract
Optional Priority Normal or Rush flagwill appear on emails to approvers
Freight and FOB information, thestandard default is already set
Step 4 Choose a Delivery Point orCreate a New One from the drop down
Click on button to view info
Step 5 Choose a Billing Point orCreate a New One from the drop down Click on button to view info
Optional P-Card Information
Step 6 - Optional Internal Notes
Step 7 Save and Get Items
To begin, click on theCreate a Solic itation Icon and chooseRFQ from the popup
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Step 8 Choose a product or servicethat you are procuring by typing in aword and clicking on GO (or enter)
This will display all the instanceswhere the word appears in thecommodity coding system. Codes areused to identify which vendors will besent notification of the solicitation
You may also enter the commoditycode number if you know what it is.
Step 8continued Select theappropriate item or service. In mostcases the system will continue to drilldown and show you more details
You may stop the search by changingthe Get Selected Item Now to YES
The description you have chosen willbe placed back into the form for yourcustomization, it does not have to beexactly what you want at this time, justthe right general category
Commodity Codes 001 through 899are products Commodity Codes 900through 999 are services. Thepurpose of the coding is for the systemto identify which vendors will get theemail notification
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Step 9 - Enter a Quantity and Unitof Measure you may change theunit of measure using a drop downlist
Now that a quantity has beenentered you can split the items tovarious delivery locations Click onthe Alternate Line Item DeliveryPoint button to split quantities and
assign new Delivery Points
Enter the Estimated Total Price ofthe item or service for internal useonly, not seen by vendors
Optional Allowable variation inQuantity may be entered
Optional tracking number for the itemmay be entered
Step 10 Customize the description,up to 6,800 characters may be used(about one page in a worddocument) to describe the item orservice
The custom description may besaved for future use by using theSave Custom Description dropdown - SelectYES to save
If the commodity code is not correct,you may choose another one bystarting a new search in the bottomframe
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Step 11 - Optionally, you may addattachments by clicking on the Clickhere to attach files link
Click Browse and find your files
Enter in a description for the file inthe space indicated
Click the Upload File button
The uploaded file will be indicated inthe box and may be viewed ordeleted by clicking on the ManageSolicitation Attachments link
Additional files may be attached by
clicking the link again
Any type of file may be uploadedexcept executable files (exe)
Any size file may be uploaded by thebuyer but large files exceeding 4MBsare not recommended as vendorsmay have difficulty viewing and
downloading them large files maybe broken up into smaller files ifnecessary
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Step 12 - Optionally, you may addAccount Coding/Fund Citations tothe solicitation
Click Open Single Fund Citationbutton to open this area
Enter coding - Coding may be savedfor future use and will be displayed ina drop down list called Valid Cost
Accounts
To enter more than one line ofcoding, start by entering the numberof lines needed and then GO forexample; the number 4 will produce4 lines of coding information
Multiple lines of coding allows funds
to be split by percentage, estimateddollars, or quantity
Step 13 Optional internal notesmay be added
Step 14 Select an Action bychoosing from the drop down:
Save Item 001/SAVE AND FILEDOCUMENT save as a requisitiononly is not a RFQ yet and will besaved in Solicitation Manager/New
Save item 001/Select item 002 -back to Step 8 to add another lineitem
Create eRFQ Click Execute
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In Steps 114 you have created allthe elements found in a basic
requisition
In order to turn this information into aSolicitation there are 3 moremandatory steps (numbered asSteps 1-3 on this page) and a fewoptional ones
You may also review and edit all
information entered so far
This page uses collapsedfunctionality meaning that in order toreview and edit the information youmust click on the underlined links toopen that area clicking on the linkagain will close the area clicking onthe button called Open All Areas inthe upper right will open all areas ofreview at once
To review and edit the information onthe line item click on the Edit buttonin the bottom frame this willcovered a few pages later
Steps 1-3 are detailed on the nextpage
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Mandatory Step 1
Item Response - if the solicitationhas multiple line items you can setthe system to require vendors torespond to all line item (all or none)or allow for individual responseusing the drop down selection
Select Solicitation Recipients -vendors may be selected using
eitherAgency Domici led Vendors(meaning Hawaii only) orAl lRegistered Vendors (entire systemincluding the mainland and foreigncountries) selected vendors maybe viewed by clicking on the Review
Above Recipients button there isan option to add additional registeredvendors to this list
Solicitation Email Date - optionally,the solicitation may be kept on holduntil the date entered for its release the default is todays date
Solicitation Responses Due - Entera due date and time (closing date) system default is 4:30 PM HST
Solicitation Header FileAttachments - optionally headerfiles may be added these are notthe same as the line item files youmay have added earlier
Review Required Delivery Date orLength of Contract and Freight info edit if necessary
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Mandatory Step 2
Review and edit if necessary the BillTo and Deliver To information thatwas selected earlier
Mandatory Step 3
Choose Solicitation Instructions there are a number ofmandatoryinstructions for vendors that willautomatically appear on yoursolicitation (transaction fee, taxrequirements, upload and downloadinstructions, etc.)
In addition there may be a number ofoptional pre-built instructions thatyou may choose to add to the
solicitation by clicking on the squarebox on the left side of the instruction
There is also a box for you to enterinadditional instructions orinformation that you may need please contact your systemadministrator if you would like tohave additional mandatory or
optional instructions added to the listfor future use
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Optional Solicitation SectionsThe following areas are all optionalfeatures that may be used in creating
your solicitation:
Contact and Buyer Information review and edit as necessary
Header Notes review and edit asnecessary
Line Item Quick Edit allows you
to change quantities, unit ofmeasure, and estimated dollaramount, but not description
Optional Solicitation Tile andDescription may be added
Pre-Bid Conference used fornotifying vendors of a pre-bidconference or pre-site visit
requirements choose a date, time,place, and add notes
Questions/Answer Section allows for vendors to submitquestions online choose to showthe vendors name, a deadline forquestion submittal, and a time atwhich your answers will be published
to all vendors
Prior to completion the line item maybe reviewed and edited also seethe next page for information or tocomplete the solicitation choose:
Release Solicitation - sends it toapproval routing or to the internet
File Solicitation for later action will save and place it in SolicitationManager/On Hold for future edits
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Line Item Edit
Prior to release of the solicitation theline items(s) may be reviewed andedit if necessary the optionsinclude changing the quantity, unit ofmeasure, editing the description,editing attachments, changing thecommodity code, and addingadditional line items
Click on the Edit button in thebottom frame in the line item area.
The process is the same as Steps 9-14.
Editing the Existing Line Item click on the Click here to continuewith commodity number which willopen a different window with the
same Steps 9-14
Choose a Different CommodityBelow allows you to select a newcommodity code to replace theexisting one the process is thesame as in Steps 8-14
Adding Another Line Item Clickon the Add Item 2 button in thecenter of the bottom frame theprocess is the same as Steps 8-14
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When all reviews and edits are done,click the Release RFQ button in theupper frame.
The solicitation will be checked forapproval routing.
The solicitation will be displayed onthe On Internet page. The pink areawill contain information aboutwhether the solicitation has beenreleased to the internet or has beensent to approval touting.
If in approval routing, you will get anemail confirmation that thesolicitation has been released whenthe last approver has approved it.
TheOn Internet page displays information about the solicitationincluding; number of responses, list
of vendors emailed, questions andanswers, pre-bid conference. It iswhere amendments are done(Amend) and when a solicitation canbe cancelled (Remove). It has a linkto the actual view that a vendor sees(Vendor View).
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Part 2 Amending a Solicitation and Managing your Solic itation
This section covers how to amend a solicitation that is on the internet. It allows for every aspect of the solicitation to be reviewed and edited as necessary.
Vendors are notified by email of all amendments and the system tracks all changes.
To begin, click on theOn Internet Icon
Amending a Solici tat ion
All parts of a solicitation may bereviewed, edited, or amended asnecessary in addition this pagecontains this information:
Click on the small round buttonnext the number of responses toview names of vendors who haveresponded prices are not displayed
Pre-Bid Conference vendors mayoptionally signup to attend. Click onthe check box to view attendees
Question/Answer Period Clickhere to view and respond to vendorquestions
Vendors if Agency DomiciledVendor option was chosen, click onhere to review that list
Solicitation Files click on the linkto view your attachments
To begin amending a solicitation,click on the wordAmend which is alink.
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Mandatory Step 1
Before anything can be changed on
the page you must first enter in areason for the amendment by typingin your reason in the REASON TEXTbox. This information is included onemail notifications to the vendorregarding your amendment.
Mandatory Steps 2-4 may bereviewed and edited. Click on thetext links to open those areas.
Optional Solicitation Sections maybe opened by clicking on the textlinks.
To amend information on the lineitem (quantity, unit of measure,description, attachments, commoditycode) click on theAmend button in
the lower frame. The process is thesame as when you were editing theoriginal solicitation described earlier.
To add another line item, click on theAdd Item 2 button in the center ofthe page in the lower frame. Theprocess is the same as describedearlier in Steps 8-14.
To finish and release theamendment, click on the Release
Amended Solici tat ion button or youmay choose to save your changesand File Amended Solicitation forFuture Release.
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The amended solicitation may bechecked for approval routing just likethe original release depending upon
your internal setup.
If approval routing is found, you willreceive an email notification when itis approved and released.
It will again be displayed on the OnInternet page.
Notice that the Current Version haschanged to 01. The smallmagnifying glass icon opens adisplay of theprevious versionreasons.
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Solicitations can be set to close atanytime during the day. However,the system will batch the responses
at night and make the resultsavailable the next morning. An emailreminder that the solicitation hasclosed will be sent.
Optionally, you may manually closethe solicitation and show the resultsat anytime after the closing date andtime without waiting for the overnightbatch processing.
From the On Internet page click onthe word Remove.
In the upper frame, click on theClose for Award button on thebottom left below the optional emailto vendors.
Popup confirmations will appear.The solicitation will be moved to theAwards Managerarea where youcan open and view the responses inthe normal fashion.
Note: The Remove function is alsowhere you can cancel thesolicitation, move it to on hold status,
temporarily remove it, or demote itback to a requisition. It has anoptional email to vendors that can beused to notify them of your actions.
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Vendor responses are displayed ontheAbstract page in order fromlowest to highest cost. Responses
are separated by a dark blue line.
At the bottom of the page you canoptionally click to create the abstractpage as an Excel fil e.
The page shows all relevantinformation about the vendor andtheir quotation and has links toHawaii Compliance Express andFederal Excluded Parties Listwebsites.
Intent to Award opens an emailsystem where you may send anotification of intent or ask foradditional documents (Compliancedocuments). There is also anoptional email that can be sent to the
non-selected vendors.
Award is where you choose theawarded vendor and create theaward notification.
The vendors name is a link to theirprofile information.
Vendor comments and fileattachments will appear if a vendorsubmits that info.
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Hawaii Compliance Express
When you have selected your
vendor and are ready to award, clickon theAward button. HePS willautomatically access the HCEsystem to check for vendorcompliance and show you theresults.
In this example, the vendor iscompliant in 3 areas only and not the4
tharea, so they are not compliant.
If compliancy is not required for thisaward notification you may optionallycontinue the award process byclicking on theAward button.
You may also justClose this windowand go back to the Abstract pageview. The results of the HCE checkare placed on the Abstract page
directly below the vendors response.
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Hawaii Compliance Express continued
This page shows the results when avendor is not a part of the HCEsystem.
The vendor will be displayed as NotComplaint and you have options tocontinue with the award (Create the
Award) orTry Again Later) orcontact the vendor by using theCreate an Intent to Award emailsystem.
You may also Close this window andgo back to the Abstract page view.
If the HCE system is unavailable amessage will appear (not pictured).
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Once a vendor has been selected bychoosing the Award button, you willbe taken to theAward Input page.
Mandatory Award Section -Click the link to open this area andchoose theAward Type,AwardInstructions , Basis of Award,Competition Type, Signed By, andoptionally you canAssign/ManagepCard and add CompetitionComments that can be seen byapprovers and auditors.
Optional Award Sections -Click on the links to open theseareas and enter optional informationon the award.
Lag Days set a future release datefor this award
General Comments addcomments and attach vendorcomments
Line Item Attachments add orremove attachments
Line Item Award Instruct ionsInternal Comments Area
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The final step before releasing theAward Notification is to click on theReview/Edit Award button on the
lower right of the page.
All parts of the award are availablefor review and editing as needed.Pay special attention to the deliveryorstate/end of service dates to besure they are accurate.
Optionally you may add line items,delete line items, add comments,
change descriptions andattachments, and adjust quantitiesand pricing if necessary to completethe award.
The bottom of the page has a link toopen an optional email to notifyvendors of any significant changesyou made to the award.
Choose the Close No Act ion buttonis no changes were made or theSave Changes button on the bottomof the page.
You will be returned to theAwardInput page for final release action.Click on Select an Action, choose
Complete Award and click onExecute Action.
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The completedAward Not if ication will be displayed. A popup willindicate if the award is being sent to
approval routing or if it is beingreleased to the vendor.
Actual email of the award to thevendor does not go out until thenightly batch process. The awardcan be edited at anytime before thebatch is processed.
The bottom of the page has a Print
Button if you wish to have a hardcopy of the award.
The award can be found again inAward History.
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To create awards by Line Item(Split Awards) go to theAwardsManager/RFQ page as before and
selectLine Item instead ofLumpSum.
The line items will be displayed inthe bottom frame. You can selectwhich item to work on. It will bemarked as In Work and the Abstractwill display the prices for that lineitem only.
There are two options for awardingby line item. 1) You can select avendor for a line item and completethat award, then do another, or 2)you may select the vendors for allthe line items first and then createthe awards.
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After reviewing the abstractinformation, check the box next to InWork.
Then select the awarded vendorfrom the drop down list in the centerof the bottom frame,AwardChecked To:
This will assign the first line item tothe vendor you have chosen. Theysystem will also check the HCE forcompliance.
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Confirm your choice of this vendorselection in the popup.
You will then be asked if you wish toaward this line item now (OK) orcontinue selecting vendors for theother line items (Cancel).
Normally it is best to continue toselect all the vendors for each lineitem first, then do the awards later. Ifyou choose to do the award for oneline item only, the other line items
will remain in the abstract waiting foryou to process.
Your first line item will be marked asAwarded and you can select thesecond line item (In Work) andchoose a vendor from the drop downexactly as before.
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When all line items have beenreviewed and a vendor selected foraward on each of them, go to the POGeneratorsub tab on the menu bar.
You selections will be displayed in alist. Choose to eitherCreate orUn-
Award.
Create will take you to the AwardsInput page where you process theaward in the normal fashiondescribed earlier.
Un-Award will cancel your vendorselection and move the line itemback to the abstracts page.
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Part 4 Finding and Managing Awards
This section will describe how to find your awards and manage them, including editing or cancelling an award, multiple awards, cancel and re-stage for
award to another vendor, change orders, copying and reusing the RFQ used for the award, and printing of the PO Summary Report.
You can access your awards by using theAward History tab, then selectingSearch Awards on the left side of the menu bar, orAl l RFQs on the right side.
.
Or begin by clicking on theAward HistoryIcon and choosing Search Awards fromthe popup
There are 3 ways to search forawards on this page.
First By days. The default is 31days but can be changed up to 9999.If you change the number of days,selectGO and allow time for thesorting. The choose from the dropdown Select an Award from theList Box
Second By number. You canenter the award number in the Get
Award for Document area.
Third By text search. Enter inwords that appear in the line itemdescription on the award you aresearching for and click on Find by
Text. A list of awards will display
Note: You can search your awardsonly or those of the whole agency.
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Your award or the award of others ifyou had chosen to show awardsfrom others will be displayed.
Scroll to the bottom to access otherfunctionalities.
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Scroll to the bottom and us theSelect an Action drop down to viewall available functions
The primary areas you will accessare:
Create a New Solic itation willcopy the original RFQ so you canuse it again
Create Change Order ChangeOrder, Contract Modification,
Amendment, or Extension
Print Document
Email Document to Below enterin any valid email address in thespace provided
Re-email Document to Vendor
Modify Document Description cancel the award, create a multipleaward, re-stage for award to anothervendor
Certificate of Vendor Compliance view and print a copy of HCEcompliance certificates
PO Summary Report a full historyof the procurement from first creationto final award, has all the detailsneeded for approvers and auditors
Click from the drop down and clickonExecute Action to open thatfunctionality
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Part 5 Approvals Manager
This section will describe how to find and view your approval routes and how to check on the status of a solicitation or award that is in approval routing.
To begin click theApprovals Managertab.
Await ing My Approval are documents that you are the approver for. Click on the sub-tab to display a list for your approval.
My RFxs are your RFQs that need approved by someone else. Click In Approval to see those still waiting for approval. Click Dis-Approved to work on
those that have returned to you as rejected by your approver.
MY POs are your awards that need approved by someone else. Click In Approval to see those still waiting for approval. Click Dis-Approved to work onthose that have returned to you as rejected by your approver.
This is a sample that shows anaward that is still waiting forapproval. To see this type of info
click on the View Approvals buttonin the blue area on the left of thepopup. This is the info for this oneparticular award,
Additionally you can review all theroutes assigned to you by clicking onthe white Show Approval Routes inthe center, This shows all routes
assigned to you.
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You assigned approval routes arealso viewable under Miscellaneoustab, Session Info sub-tab.
If you have approval routes whereyou are the approver they will belisted underApprovalResponsibilities. Approval routesassigned to your documents arelisted underAssigned WorkflowRoutes.
In addition this page shows the
number of current documents inwork and their status.
It also has a copy of the login pageinfo scroll to the bottom to see thisinfo.
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Part 6 Search System
This section will describe how to use the search functions in the system. It includes Review Documents, Review Commodities, Review Notepad, andReview Vendors.
To begin click the Search System Icon and choose anything on the popup display.
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There are 4 searches all on thissame page scroll down to seeeach one. Search criteria is enteredin the top frame and results appearin the bottom.
Review Documents
Document Type - Pick a documenttype from the drop down
From and To - Select search dates
Click on Review Documents
The bottom frame will show alldocuments found in your searchcriteria for the time specified
The fourth column will show thecurrent status of the document
This example shows all Request forQuotations between 8-1-07 to 12-14-07.
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Review Commodities
Text/Number enter either a wirdor the commodity code number andselect Review Commodities button
Show Classes From click on thebutton below Show Classes from tosee a complete list of all the toplevel 3-digit class codes(approximately 260). Click onReview Commodities button
This example shows a search allcommodities that contain the wordwater
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Notepad
Saved notes can be retrieved byentering in information in the search
area
Search by Document and Line ItemNotes, other notepad entries, or byVendor Notepad
This example shows notes on HawaiiVendor 1 that have been entered bybuyers
You may enter a new notepad entryand click on Save Note in the bottomof the popup window.
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Review Vendors
The vendor database may besearched by:
Name
Commodity Code (a number fromthe search above)
City
County
State
Zip
Click on Review Vendors to see theresults alphabetically in the bottomframe
This example shows vendors forCommodity Code 206 located in theState of Hawaii
Click on View to see moreinformation on the specific vendor,including name, address, email,awards, commodity codes, notepad,and profile.
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Part 7 Miscellaneous
This section will describe how to use change your User Profile and Password and find documents you have saved and need to open and work on again.
When creating a solicitation you may have chosen the option to Save Item/SAVE AND FILE DOCUMENT. This saved your requisition underSolicitationManager/New. It is not a RFQ yet, only a requisition. Click onManage to open and continue working on this document and turn it into an RFQ.
After a solicitation has been created there is an option to File RFQ for Later Act ion . Your solicitation can be found again underSolicitation Manager/OnHold. Click Manage to open and continue working on this document.
If you leave the AwardInput page while creating a Notice of Award, your vendor selection is saved underAwards Manager /PO Generator. Options are tocontinue to Create the award or Un-Create the vendor selection and return it to the Abstracts page.
Profile and Passwordinformation is found underMiscellaneous/MyProfiles on the Menu bar.
Passwords must be atleast 7 digits long, containa minimum of 2 capital
letters and 2 numbers.
Click on the Update UserInfo button to applychanges.
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