eQuote – ITS 2573 Guide

Document owner:Commercial Guide Updated:20/6/2016 File name: eQuote Guide Printed: 20/6/2016 Page 2 of 18

Revision record Please note significant document changes with a version increment of 1.0. Minor administrative changes, where the meaning or intention of the document is not altered should increase by an increment of 0.1.

Version Date Author Summary of changes 1.1 May 2013 1.2 20 June 2016 Cathy Hansen Update section 2.4 (2); replace references to

“Panel Contract” with “Operational Telecommunications Equipment, Infrastructure and Services Prequalification Scheme”; replace references to “vendor” with “supplier”

Document owner:Commercial Guide Updated:20/6/2016 File name: eQuote Guide Printed: 20/6/2016 Page 3 of 18

Contents

1 ITS 2573 ................................................................................................................................. 4

1.1 The background 4

1.2 The categories 4

2 Publish RFX through eQuote ............................................................................................... 4

2.1 General eQuote Info 4

2.2 Buying – Selecting the scheme 5

2.3 General RFX info 6

2.4 Requirement specifications 8

2.5 Selecting vendors 10

2.6 Review and publish RFX 13

2.7 Confirm and publish RFX 14

3 Monitor RFX thorugh eQuote ............................................................................................. 15

4 Award RFX through eQuote ............................................................................................... 16

4.1 Review supplier responses 16

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1 ITS 2573

1.1 The background

The ITS 2573 sets out to facilitate an informative and simple platform for NSW Government Agencies to procure operational telecommunication equipment, infrastructure and services at market competitive prices.

NSW Government agencies can access this Panel of Registered and Prequalified suppliers through the NSW Government’s eQuote online procurement system.

1.2 The categories

There are three main categories covered by the ITS 2573 Operational Telecommunications Equipment, Infrastructure and Services Prequalification Scheme.

Category Description Sub-category

(A) Equipment Radio communicatons and link equipment used for the provision of voice and data services.

Network Equipment Link Equipment Power Equipment Terminal Equipment

(B) Infrastructure

Infrastructure & equipment required to support radio communications and linking network equipment for Category A.

Poles/Towers Ancillary Tower infrastructure Security/Safety Systems and devices Fibre Infrastructure Communications Buildings

(C) Services

All services required to develop, plan, design and install , manage and maintain network Equipment (A) and Infrastructure (B).

Construction Services Design Services (Including IT architecture) Project Management Services Maintenance Services Strategic Telco Services

2 Publish RFX through eQuote

2.1 General eQuote info

eQuote is a NSW Government online procurement system where the agencies or buyers are able to conduct RFXs – which includes RFQs, RFPs, RFIs, RFTs.

eQuote can be found at this following web address:

https://tenders.nsw.gov.au/?event=admin.login

To access eQuote, please contact your organisation’s eTendering administrator, who can have the appropriate role added to your profile. If you are not sure who your eTendering administrator is, please contact the NSW Procurement Client Support Centre on 1800 679 289 for assistance.

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2.2 Buying – Selecting the scheme

1. Once logged into eQuote, click on “Buying” tab

2. Click “Add RFX” to view available panel contracts

Document owner:Commercial Guide Updated:20/6/2016 File name: eQuote Guide Printed: 20/6/2016 Page 6 of 18

3. Select “Telecommunications” under Category

4. Select “ITS 2573” scheme.

5. General details of the scheme will be available, such as Prequalified and Registered Master Service Agreements, Relevant Order forms, and links to external websites.

2.3 General RFX info

1. Put in general details of RFX such as the Title, your Agency’s own reference number, and brief

Description.

2. Please specify the key dates for this RFX:

Open Date: When will the RFX be available to the selected suppliers (this can be a future

date)

Intention to Respond Date & Time: When the suppliers have to express their intention to

respond

Close Date & Time: When will the RFX be closed

Estimated Decision Date: When a decision will be made – estimate only

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3. Passcodes: add a passcode to prevent uninvited suppliers from accessing the RFX

Selection Process: choose whether to automatically disclose contract once it’s awarded, and

whether to show Buyer’s contact details.

4. Estimated Project Cost: specify how much the goods / services are expected to cost – internal

usage only, suppliers will not be able to see this information.

Estimated Completion Date: Internal usage only, suppliers will not be able to see this

information

5. Click “Continue” to add detailed specification requirements

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2.4 Requirement specifications

1. You have the option to put in detail itemised requirements and attach relevant documents.

2. Please specify response options as follows:

Price: select if you want to include a requirement for a simple price field for the supplier to respond

– as a Mandatory field. We recommend buyers to use a pricing template.

Free Text: select if you want to include a section for the supplier to make comments

Attach File: select if you want to include an option for supplier to attach documents

Response is Mandatory: select if you want to mark this requirement as a mandatory response for

supplier

Click on “Add Requirement”.

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If the requirement is successfully added, a yellow message will pop up. To add more requirements, just repeat the above steps.

3. Requirements that have been added are also displayed under “Current Requirements”. Use the

Edit and Delete button to make changes.

4. Click “Continue” to move to select Categories.

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2.5 Selecting vendors

1. Capabilities: select the categories from the scheme that best meet the your requirements

Match All Capabilities: you have the option to filter out vendors that can only deliver part of

the categories

Prequalification Type: select whether to only show “Registered”, “Prequalified”, or “All…”

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2. Click on “Show/Hide” in Service Area section to specify certain regions of service. (Optional)

3. Click “Show Vendors”

4. Click on the individual vendor names to view a detail profile page

5. Click “Add” or “Add to Vendor Shortlist” if the vendor is suitable to deliver the requirements.

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6. A shortlist of vendors that you have selected for the RFX appears. Use the “remove” function

to edit list.

7. Click “Continue” to review RFX.

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2.6 Review and publish RFX

1. Review the RFX to determine if it is ready to be published. Click “Continue” if everything is

okay, otherwise go back to the relevant section to make changes.

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2.7 Confirm and publish RFX

1. Confirm that funding/budget is available, and has been approved by the respective agency. Also, any engagement and conducts will comply with the Procurement Code of Practice.

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2. It is strongly recommended ITS 2573 customers issue the RFX through eQuote for record keeping and audit purposes.

3. Publish RFX!

3 Monitor RFX through eQuote

Once the RFX has been published, you may login to monitor the progress of the RFX. You are also able view which supplier has opened or declined the RFX, as well as who has submitted a response.

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Suppliers are able to ask questions regarding the RFX. You will be able to answer their queries through eQuote.

4 Award RFX through eQuote

4.1 Review supplier responses

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1. Once RFX is closed, you can review the suppliers’ responses.

2. Once all responses have been reviewed, click “Split and Award” to select successful vendor.

3. You have the option to split award, and only award part of the total scope to a supplier, and

award the other components to another supplier.

4. If Split Award is chosen, state reason for splitting the award.

5. Attach the relevant ITS 2573 Order form (this is what executes the contract), and Purchase

Order if possible.

6. Awards work to the successful supplier.