BA17 PCS-Tender Supplier Registration Guide v3...Page | 2 PCS-Tender Supplier Registration Guide Registering on PCS-Tender If your organisation does not have an account on PCS-Tender,

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PCS-Tender

Supplier Registration Guide

Version 3.2 May 2017

Contents Registering on PCS-Tender .......................................................................................................................... 2

Navigating PCS-Tender as a Supplier .......................................................................................................... 5

Accessing Procurement Documents ....................................................................................................... 5

Expressing Interest in an Opportunity .................................................................................................... 7

Manging Your Profile .................................................................................................................................. 7

Extended Profile (Responses to Standard Questions) ............................................................................ 7

Expiry dates ............................................................................................................................................. 9

Additional Users .................................................................................................................................... 11

Additional information for PCS-Tender .................................................................................................... 14

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Registering on PCS-Tender

If your organisation does not have an account on PCS-Tender, you will need to register in order to access the

system. If someone within your organisation previously registered, please refer to the Additional Users section

later in the guide to be added to the one account.

To begin the registration process click Register as a Supplier.

You will then be presented with a User Agreement which you must confirm that you have read and agreed to

before you can create an account for your organisation on PCS-Tender.

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Populate the mandatory fields (denoted by *) in the Organisation Details and User Details sections, clicking Save

when finished.

PLEASE NOTE: If you are the first user to create an account for your organisation, you will be a Super User.

This allows you to modify your Organisation’s registration details and add additional users. If your

organisation already has an account on PCS-Tender, please request that your Super User create a user

account for you. Guidance on how to do so can be found in the Managing Additional Users Guide

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On the following screen you must specify, from the drop-down menus provided, your organisation’s employee,

and turnover range.

The system will then send an automated email to the email address specified in your user details containing a

temporary password.

Following your initial login with this temporary password you will be presented with the screen below,

prompting you to create a new password.

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Navigating PCS-Tender as a Supplier

Following successful login you will be presented with the following landing page:

From this landing page, you are able to:

• Access procurement documents for opportunities that you may be interested in

• View your dashboard where you can access procurement documents that you have previously

registered interest in, retrieve any messages and respond to Supplier Surveys.

• You can also amend your organisation’s profile information and manage additional users

Accessing Procurement Documents

Select either the PQQ or ITT option from the Projects area and you will then be presented with a list of tender

opportunities that are open to all suppliers.

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You are likely to be presented with a large list similar to the above and if you wish to find a specific PQQ or ITT

within this list you can filter the list to search for the relevant document.

To search using the Project Code referenced in the PCS Notice select Project Code from the Select a Filter drop

down menu. Then from the Search Criteria menu select Contains, in Value type the numeric code associated to

the project and then click Search. You will then be presented with a list of results based on the value you have

searched for.

PLEASE NOTE: When searching by the project code you will be presented with all the PQQs or ITTs within that

particular project. This will ensure you do not accidentally miss any opportunities available to you. Multi Lot

ITTs are displayed as separate Lots under one project code, and you will need to express interest in at least one

of the lots. This will automatically enrol you in the mandatory or “Master ITT” that needs to be completed and

submitted in order for you to submit your responses to the lots. Once you have completed and submitted the

“Master ITT”, you will be required to submit all subsequent (relevant) lot responses individually, by clicking on

the submit button for each specific and relevant lot.

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Expressing Interest in an Opportunity

Once you have clicked on the PQQ/ITT Title, you will be able to view the basic settings, a PDF Printable of the

PQQ/ITT, including all the Settings, Questions and Weightings, and from here you can also Express Interest if you

would like to create a response and submit a bid.

Please note; if you are responding to a PIN as a Call for Competition, all you need to do is click on Express Interest

to inform the Buyer you are interested in their Procurement Exercise. The buyer will then contact you in due

course to confirm if you are still interested, via the messaging service within the PQQ or ITT.

Manging Your Profile

From the landing page click Manage Your Profile which will allow you to access your Extended Profile area.

Extended Profile (Responses to Standard Questions)

You are initially taken to a page displaying your Registration Data which you can edit by clicking the button

highlighted (To amend, update or change your Organisation Name please contact the PCS-Tender Help Desk).

From this screen you can also navigate to your Extended Profile to amend and store your answers to the

Standard Questions which will pre populate tender responses that contain these questions.

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You will notice a list of forms, each of which contain a set of questions specific to that particular topic (e.g

Information about the Bidder).

To edit your profile, click into each form and then Edit to complete the form questions. Saving your answers will

progress you to the next set of questions. You can also move between sections by clicking the Next button.

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To review your answers to the questions in your supplier Extended Profile, click Print your Supplier Profile.

Click Print to print all the sections and questions in your supplier Extended Profile or select Export your Supplier

Profile into PDF to download all sections and questions into a PDF file.

Expiry dates

Some attachment questions within the Extended Profile area will have expiry dates associated with them. In

such cases you will be prompted to specify a date to define the expiry date of the document being attached.

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To populate the expiry date, when it edit mode click in the box provided and select a date from the drop down.

Where expiry dates have not been populated for the relevant attachment questions within your profile, this will

be denoted by the symbol highlighted below.

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Additional Users

Click the User Management tab in the menu on the left hand side, and select Manage Users.

Click the Create button to register the details of new users within your organisation’s account.

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Once you have completed all of the mandatory fields click Save to finish setting up the new user account.

Note: The new user will be sent an email with their log in details. This will include the username you have chosen

for them and a temporary password to access PCS-Tender.

After creating the new user you will be asked to view the user rights of this user. As no ‘roles’ have been created

or allocated at this stage the new user currently has no access to any of the different modules within PCS-Tender.

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Having clicked on View User Rights you will be able to grant relevant access rights to the new user using

the Edit button.

If it is anticipated that many users will be setup under the organisation’s account and that many of the users will

have similar access rights, it is advisable to setup roles. Roles allow Super Users to quickly and easily assign the

appropriate User Rights to user accounts, according to the function of the user within the organisation. To do this

click Back To List on the top left hand side of the screen. Roles can be then be accessed and created from the left

hand menu.

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Once roles have been setup within your organisation’s account you will be able to assign these to both new and

existing users. Users assigned one of the roles setup within your organisation will inherit the associated user

rights of that role.

Additional information for PCS-Tender General System Help

System Time Out

For security reasons if you are inactive on the site for 20 minutes you will be timed out. This is part of strict

Scottish Government requirements to maintain security and tender integrity and cannot be changed.

Navigating through PCS-Tender

Do not use the Back or Forward buttons on your browser, you could potentially lose your work. Please use the

links on the site (Back to List, Save, Cancel, etc.) to navigate through PQQs and ITTs.

Mac Users

Mac users should use a Firefox browser (available free of charge at: http://www.mozilla.com/firefox) as the

Safari browser does not support certain Java scripts. If you experience any problems with Firefox or any other

web browser please contact the BravoSolution helpdesk.

Legend

Use the Legend to understand icons, note text responses are deliberately capped at 2000 characters (± 350

words). If the Buyer requires a larger response they will add an additional text box. Also note that Numeric fields

will not accept text, spaces, symbols etc.

Security

Please treat your login securely - if you believe that you have lost your password -please log onto the website

and click "Forgotten your password?" and follow the instructions.

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Deactivation

You must immediately inform the BravoSolution helpdesk in the event that a User leaves your organisation or no

longer requires access to the System. The System Administrator retains the right to deactivate a Supplier User if

there has been no access for a period of sixty (60) days, however deactivations will only take place once per

quarter and you will be asked via email to confirm you do not wish to have your account deactivated.

To reactivate your account you simply need to contact the BravoSolution helpdesk, any answers stored in your

profile will not be affected and any information submitted as part of as response to a procurement exercise will

be retained for audit purposes.

Single Sign On

Single Sign On allows buyers and suppliers to access the existing PCS and PCS-Tender through a single log-on.

Access the user guides through the Help Files link on your landing page to find out more about PCS Single Sign

On.

If you have any software queries refer to PCS-Tender online help in the first instance. If you still have an issue

email or phone the BravoSolution helpdesk for technical help only. For queries regarding the PQQ/ITT, please

contact the buyer through the PCS-Tender Message facility.

System Alerts

Please be aware that PCS-Tender will issue automatic alerts in a number of circumstances, in all cases these will

come from [email protected]. Please add this email to your safe list to ensure that alerts are not

directed to your junk/spam folder.

For help and assistance with PCS – Tender please contact the BravoSolution helpdesk on:

Telephone Number: 0800 368 4850

Email: [email protected]

The BravoSolution helpdesk is only able to provide technical support so if you have a query that relates to the

content of a PQQ or ITT then you must contact the Buyer via the secure messaging system within the PQQ or ITT.