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Operative guide for partecipating to SE on line tenders 1 Ariba system – Ariba Spend Management On line tenders guide

Ariba system Ariba Spend Management › data › file › 145 › ariba-giude-online-v901-eng.pdfthrough the tender system Ariba Ariba system – Ariba Spend Management Operative guide

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Page 1: Ariba system Ariba Spend Management › data › file › 145 › ariba-giude-online-v901-eng.pdfthrough the tender system Ariba Ariba system – Ariba Spend Management Operative guide

Operative guide for partecipating to SE on line tenders 1

Ariba system – Ariba Spend Management

On line tenders guide

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Operative guide for partecipating to SE on line tenders 2

Welcome in the on line tenders guide!

Participate in SE on line tenders

through the tender system Ariba

Ariba system – Ariba Spend Management

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Operative guide for partecipating to SE on line tenders 3

Ariba tender system is a platform dedicated to on line tenders and allows buyers and suppliers to manage all

the tender phases in on line mode

To obtain information about Ariba system please connect to

SE Purchasing Portal www.seas.sk/en/procurement-sales

Ariba system – Ariba Spend Management

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Operative guide for partecipating to SE on line tenders 4

Access rules

Tender system access rules

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Operative guide for partecipating to SE on line tenders 5

Access rules | Who is able to enter

The access is allowed to all companies that have performed the following actions:

Register to access online services and obtain login access

Fill in the company details form

Enable Master user

Send an application for Registration/Qualification related to the Merchandise Group of interest

Select merchandise groups to associate to the user

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Operative guide for partecipating to SE on line tenders 6

The access is allowed to all companies that have performed the following actions:

Register to access online services and obtain login access

Fill in the company details form

Enable Master user

Send an application for Registration/Qualification related to the Merchandise Group of interest

Select merchandise groups to associate to the user

Access rules | Who is able to enter

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Operative guide for partecipating to SE on line tenders 7

The access is allowed to all companies that have performed the following actions:

Register to access online services and obtain login access

Fill in the company details form

Enable Master user

Send an application for Registration/Qualification related to the Merchandise Group of interest

Select merchandise groups to associate to the user

Access rules | Who is able to enter

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Operative guide for partecipating to SE on line tenders 8

The access is allowed to all companies that have performed the following actions:

Register to access online services and obtain login access

Fill in the company details form

Enable Master user

Send an application for Registration/Qualification related to the Merchandise Group of interest

Select merchandise groups to associate to the user

Access rules | Who is able to enter

Page 9: Ariba system Ariba Spend Management › data › file › 145 › ariba-giude-online-v901-eng.pdfthrough the tender system Ariba Ariba system – Ariba Spend Management Operative guide

Operative guide for partecipating to SE on line tenders 9

The access is allowed to all companies that have performed the following actions:

Register to access online services and obtain login access

Fill in the company details form

Enable Master user

Send an application for Registration/Qualification related to the Merchandise Group of interest

Select merchandise groups to associate to the user

Access rules | Who is able to enter

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Operative guide for partecipating to SE on line tenders 10

Access rules | System requirements

System requirements

Browser: Microsoft Internet Explorer version 8.0, 9.0, 10.0 * Chrome version 27 + Firefox version 24 + Safari version 5 Safari for iPad * MS Internet ver. 11.0 is not supported yet. If you are compelled to use it, set the compatibility settins:

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Operative guide for partecipating to SE on line tenders 11

Access rules | System requirements

System requirements

Operating system: Microsoft Windows XP SP2 e SP3 Microsoft Windows Vista SP1 Microsoft Windows 7 Microsoft Windows 8 iOS

Office productivity applications: Microsoft Office 2003 + Lotus Notes 6.5 and 8.0 Oracle Java Runtime – recommended

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Operative guide for partecipating to SE on line tenders 12

Access rules | Security

Ariba system assures the highest level of security of the managed information through:

– The SSL protocol with 128 bit cryptography – The authentication with private

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Operative guide for partecipating to SE on line tenders 13

How to proceed

How to proceed

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Operative guide for partecipating to SE on line tenders 14

The participation to on line tenders is possible only after a formal invitation sent by

SE

How to proceed

Remember! The invited company will not know the

other invited competitors to the same on line tender nor their number

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Operative guide for partecipating to SE on line tenders 15

To receive invitation to tender published on www.seas.sk:

In case of tender announced by the Act No. 25/2006 Coll. on

Public Procurement: contact the responsible buyer.

How to proceed

In case of tender announced pursuant to SE internal

regulations: Click on the link of the

Request...

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Operative guide for partecipating to SE on line tenders 16

Mail program opens. Fill in required data and submit

the request.

How to proceed

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Operative guide for partecipating to SE on line tenders 17

How to proceed

In case of tender for sale: contact the responsible seller at

address [email protected]

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Operative guide for partecipating to SE on line tenders 18

Each tender phase closing will be communicated to all participants

Through a dedicated e-mail message automatically sent by Ariba system

How to proceed

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Operative guide for partecipating to SE on line tenders 19

The winner supplier will be inform about the awarding

Through tradition channels

or

Through dedicated e-mail message automatically sent by Ariba system

How to proceed

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Operative guide for partecipating to SE on line tenders 20

On line tender phases classification

Before examine in details the steps to participate in SE on line tenders…

Please take a look to different kind of tender phases could

be performed

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Operative guide for partecipating to SE on line tenders 21

Remember! The on line tender is a process composed of a

sequence of events

Events may be of different types by the procurement phase:

Invite (Request for information) Technical (Sealed technical offer) Economic (Sealed economic offer)

Economic (Auction) Multienvelope (Request for information, Sealed technical

offer and Sealed economic offer at the same time)

On line tender phases classification

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Operative guide for partecipating to SE on line tenders 22

On line tender phases classification | Invite – Request for information

The first kind of phase is Invite: Request for information

It allows to download the Tender conditions and the other documents and submit

requested documents

It is a preliminary phase, therefore no economic information are required

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Operative guide for partecipating to SE on line tenders 23

On line tender phases classification | Technical – Sealed technical offer

The second kind of phase is Technical: Sealed technical offer

– Used to send technical offers – It is a closed envelope and has a fixed duration (with predefined closing

date and hour) – The offer content is always not visible to other competitors and can be

visible for SE only after the defined deadline – The offer can be always modified before the deadline. Ariba system will

consider valid and visible only the last sent offer – It allows supplier to upload any attachments to the offer

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Operative guide for partecipating to SE on line tenders 24

On line tender phases classification | Economic – Sealed economic offer

The third kind of phase is Economic: Sealed economical offer

– Used to send economic offers – It is a closed envelope and has a fixed duration (with predefined closing

date and hour) – The offer content is always not visible to other competitors and can be

visible for SE only after the defined deadline – The offer can be always modified before the deadline. Ariba system will

consider valid and visible only the last sent offer – It allows supplier to upload any attachments to the offer

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Operative guide for partecipating to SE on line tenders 25

On line tender phases classification | Economic – Auction

The fourth kind of phase is Economic: Auction

– Used for the economic negotiation – SE, as purchaser, establishes the conditions on which the participants can

perform improved bids in dynamic way

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Operative guide for partecipating to SE on line tenders 26

On line tender phases classification | Economic – Auction

Remember! The auction deadline can be fixed or mobile!

When the Ariba system receives and offer within

the “inactivity period”, the auction deadline is automatically extended for a time equal to the

“inactivity period”, starting from the moment in which the offer has been accepted by the system

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Operative guide for partecipating to SE on line tenders 27

On line tender phases classification | Multienvelope

The last kind of phase is Multienvelope: Request for Information, Sealed technical and economic offer

at the same time

– Used to require the supplier to provide at the same time offers for more or all event types

– It is a closed envelope and has a fixed duration (with predefined closing date and hour)

– The offer content is always not visible to other competitors and can be visible for SE only after the defined deadline

– The offers can be always modified before the deadline. Ariba system will consider valid and visible only the last sent offers

– It allows supplier to upload any attachments to the offers – SE will proceed by opening the Request for Information offer and, only for

those considered valid, will open also the technical ones. After evaluating the technical bids will open the economic bids.

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Operative guide for partecipating to SE on line tenders 28

Practical Examples

Now let’s see in details the steps required to participate in on line

tenders

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Operative guide for partecipating to SE on line tenders 29

Practical Examples | Invite – Request for information

After accessing Tender System through username and password, click on the tender

phase of interest

Note: you can change language by clicking on the „Preferencies“

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Operative guide for partecipating to SE on line tenders 30

You are now in the “Event content” section. Download published documents to see information about tender. Visualize the event rules set by SE in

the bottom of the page

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 31

Warning! In the top right corner the system highlights the “Time remaining”

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 32

If you do not want to submit a bid, please click on the "Decline to Respond" and then

fill in the reason and click OK.

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 33

If you want to submit a bid, prepare your response by clicking on button “Prepare bid”

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 34

Upload the required document by clicking on “Attach a file” link

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 35

Click on button “Browse” to select the document to be uploaded

Select the file of interest and click on “Open” and then on “OK”

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 36

Examine the response summary and send the responses by clicking on button “Submit Entire Response” and then confirm by

clicking on “OK”

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 37

Remember! If necessary you can review and modify your response till the event deadline

by clicking on button “Revise Response”

Practical Examples | Invite – Request for information

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Operative guide for partecipating to SE on line tenders 38

Practical Examples | Technical – Sealed technical offer

Prepare your sealed technical offer

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Operative guide for partecipating to SE on line tenders 39

Practical Examples | Technical – Sealed technical offer

After accessing Tender System through username and password, click on the tender

phase of interest

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Operative guide for partecipating to SE on line tenders 40

Visualize the event rules set by SE in the bottom of the page Click on button “Download Content” to download documents provided

by SE Click on button “Prepare bid” to prepare the technical offer

Practical Examples | Technical – Sealed technical offer

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Operative guide for partecipating to SE on line tenders 41

Click on “Attach a file” link and then on button “Browse” to search the documents to

be uploaded on the system

Practical Examples | Technical – Sealed technical offer

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Operative guide for partecipating to SE on line tenders 42

To send the technical offer click on button “Submit Entire Response” and then on “OK”. To modify it you can click on links “Update

file” or “Delete file”

Practical Examples | Technical – Sealed technical offer

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Operative guide for partecipating to SE on line tenders 43

Practical Examples | Technical – Sealed technical offer

Remember! If necessary you can review and modify your response till the event deadline

by clicking on button “Revise Response”

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Operative guide for partecipating to SE on line tenders 44

Practical Examples | Economic – Sealed economic offer (standard or with discount)

Prepare your sealed economic offer

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Operative guide for partecipating to SE on line tenders 45

Practical Examples | Economic – Sealed economic offer (standard or with discount)

After accessing Tender System through username and password, click on the tender

phase of interest

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Operative guide for partecipating to SE on line tenders 46

Practical Examples | Economic – Sealed economic offer (standard or with discount)

Visualize the event rules set by SE in the bottom of the page Click on button “Download Content” to download documents provided

by SE Click on button “Prepare bid” to prepare the economic offer

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Operative guide for partecipating to SE on line tenders 47

Fill in each required field with the economic offer values Warning! The predefined values, if present, represent the starting

price for each item Then click on „Submit Entire Response“

Practical Examples | Economic – Sealed economic offer (standard or with discount)

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Operative guide for partecipating to SE on line tenders 48

Click on button “Update Totals” to verify the total offered price

Practical Examples | Economic – Sealed economic offer (standard or with discount)

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Operative guide for partecipating to SE on line tenders 49

Click on button “Save” to save the offer and send it afterward

or Click on button “Submit Entire Response”

and then on “OK” to send the offer

Practical Examples | Economic – Sealed economic offer (standard or with discount)

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Operative guide for partecipating to SE on line tenders 50

Practical Examples | Economic – Sealed economic offer (standard or with discount)

Remember! If necessary you can review and modify your response till the event deadline

by clicking on button “Revise Response”

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Operative guide for partecipating to SE on line tenders 51

Practical Examples | Economic – Auction

Now let’s see how to prepare a bid

for the Auction (sealed, opened)

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Operative guide for partecipating to SE on line tenders 52

Practical Examples | Economic – Auction

After accessing Tender System through username and password, click on the tender

phase of interest

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Operative guide for partecipating to SE on line tenders 53

Practical Examples | Economic – Auction

Click on button “Prepare bid” to prepare the economic offer

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Operative guide for partecipating to SE on line tenders 54

In this page you can view the current price you offer for the item (1), the current best offer registered on the system for each item (2), automatically

improve your offer for all the items (3) or only for a subset of them (4) The bid improvement rules are available in (5).

Remember! It is always possible to insert a value lower than the one suggested by the system

(1) (2)

(3)

(4)

Practical Examples | Economic – Auction

(5)

(5)

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Operative guide for partecipating to SE on line tenders 55

After you click on button “Submit Entire Response” you can see ranking of your bid, if

this is visible

Practical Examples | Economic – Auction

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Operative guide for partecipating to SE on line tenders 56

Practical Examples | Economic – Auction

Now let’s see how to prepare a bid

for the Auction (Dutch)

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Operative guide for partecipating to SE on line tenders 57

Practical Examples | Economic – Auction

After accessing Tender System through username and password, click on the tender

phase of interest

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Operative guide for partecipating to SE on line tenders 58

Click on button “Prepare bid” to prepare your economic bid

Practical Examples | Economic – Auction

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Operative guide for partecipating to SE on line tenders 59

You can select lots on this page – it means that in case of more items you can select the items of your interrest. In the example below is used only one item.

You should select the item and after click on „Submit selected lots“.

(3)

Practical Examples | Economic – Auction

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Operative guide for partecipating to SE on line tenders 60

If you want to accept the price, click on button “Send acceptance”. (1) – it shows price adjustment, (2) – it shows current price, (3) – it shows at what

time there is a next adjustment.

(1)

(2)

(3)

Practical Examples | Economic – Auction

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Operative guide for partecipating to SE on line tenders 61

When you had accepted the price auction has finished.

Practical Examples | Economic – Auction

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Practical Examples | Multienvelope – more offer types at the same time

Now let’s see how to participate in the event Multienvelope

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Practical Examples | Multienvelope – more offer types at the same time

After accessing Tender System through username and password, click on the tender

phase of interest

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Practical Examples | Multienvelope – more offer types at the same time

Visualize the event rules set by SE in the bottom of the page Click on button “Download Content” to download documents provided

by SE Click on button “Prepare bid” to prepare the offer

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Click on button “Attach a file” and then on button “Browse” to search the documents to be uploaded on the system Fill in the field/fields the economic offer value

Practical Examples | Multienvelope – more offer types at the same time

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Verify the correct selected file uploading Click on button “Update Totals” to verify the total offered price

Practical Examples | Multienvelope – more offer types at the same time

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Operative guide for partecipating to SE on line tenders 67

Practical Examples | Multienvelope – more offer types at the same time

Click on button “Save” to save the offer and send it afterward

or Click on button “Submit Entire Response”

and then on “OK” to send the offer

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Practical Examples | Multienvelope – more offer types at the same time

Remember! If necessary you can review and modify your response till the event deadline

by clicking on button “Revise Response”

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Advance features | Message Board

Let’s see how to interact with SE during an event through Ariba

Message Board

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For each kind of communication related to on going event click on button “Compose

Message”

Advance features | Message Board

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Insert the message subject, the content and, if necessary, upload a document through the

link “Attach a file” Click on button “Send” to send the message

to SE

Advance features | Message Board

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By clicking on link “Event Messages” it is possible to view all the received/sent messages

related to the on going event Warning! In case of response from SE you will

also receive an e-mail notification

Advance features | Message Board

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Click on the message subject to view it

Advance features | Message Board

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Advance features | Document digital signature verification on Ariba

Now let’s see the way to verify document digital signature on Ariba system

- This is not used in SE now -

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In some tenders you could be requested to upload documents digitally singed

In these cases the request is highlight by a dedicated icon

Advance features | Document digital signature verification on Ariba

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After uploading the requested file, click on “Send” and then on “OK”

The system will automatically verify the presence of digital signature and will return

the outcome

Advance features | Document digital signature verification on Ariba

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Digital signature request

Digital sign requested

Optional digital sign

Waiting, check digital sign in progress

Document signed and valid

Document singed with errors

Document not signed

Following the icons used by Ariba to manage the document digital signature

Digital signature verification

Advance features | Document digital signature verification on Ariba

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Operative guide for partecipating to SE on line tenders 78

Info

Good! You have reached the end of tender phases advice section!

If you have any problems or require

clarifications

Call on +421 2 5866 3453 or

Write to [email protected]

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Info

Details and useful information are available in other documents on our web pages

www.seas.sk in section „Procurement and Sales“

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Info

END