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Operative guide for partecipating to SE on line tenders 1
Ariba system – Ariba Spend Management
On line tenders guide
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
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
Operative guide for partecipating to SE on line tenders 4
Access rules
Tender system access rules
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
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
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
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
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
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:
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
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
Operative guide for partecipating to SE on line tenders 13
How to proceed
How to proceed
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
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...
Operative guide for partecipating to SE on line tenders 16
Mail program opens. Fill in required data and submit
the request.
How to proceed
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]
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
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
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
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
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
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
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
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
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
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.
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
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“
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
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
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
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
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
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
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
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
Operative guide for partecipating to SE on line tenders 38
Practical Examples | Technical – Sealed technical offer
Prepare your sealed technical offer
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
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
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
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
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”
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
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
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
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)
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)
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)
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”
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)
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
Operative guide for partecipating to SE on line tenders 53
Practical Examples | Economic – Auction
Click on button “Prepare bid” to prepare the economic offer
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)
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
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)
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
Operative guide for partecipating to SE on line tenders 58
Click on button “Prepare bid” to prepare your economic bid
Practical Examples | Economic – Auction
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
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
Operative guide for partecipating to SE on line tenders 61
When you had accepted the price auction has finished.
Practical Examples | Economic – Auction
Operative guide for partecipating to SE on line tenders 62
Practical Examples | Multienvelope – more offer types at the same time
Now let’s see how to participate in the event Multienvelope
Operative guide for partecipating to SE on line tenders 63
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
Operative guide for partecipating to SE on line tenders 64
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
Operative guide for partecipating to SE on line tenders 65
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
Operative guide for partecipating to SE on line tenders 66
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
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
Operative guide for partecipating to SE on line tenders 68
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”
Operative guide for partecipating to SE on line tenders 69
Advance features | Message Board
Let’s see how to interact with SE during an event through Ariba
Message Board
Operative guide for partecipating to SE on line tenders 70
For each kind of communication related to on going event click on button “Compose
Message”
Advance features | Message Board
Operative guide for partecipating to SE on line tenders 71
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
Operative guide for partecipating to SE on line tenders 72
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
Operative guide for partecipating to SE on line tenders 73
Click on the message subject to view it
Advance features | Message Board
Operative guide for partecipating to SE on line tenders 74
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 -
Operative guide for partecipating to SE on line tenders 75
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
Operative guide for partecipating to SE on line tenders 76
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
Operative guide for partecipating to SE on line tenders 77
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
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]
Operative guide for partecipating to SE on line tenders 79
Info
Details and useful information are available in other documents on our web pages
www.seas.sk in section „Procurement and Sales“
Operative guide for partecipating to SE on line tenders 80
Info
END