eSourcing Project Qatar Airways General Procurement … Procurement RFI /RFQ User Manual Supplier 1. Introduction eSourcing is the use of secure web-based collaborative tools by procurement

General Procurement RFI /RFQ User Manual Supplier

REVIEWED BY:

Name Department Designation

Perwez Hasin Khan Information Technology Systems Controller

Laxmikant Dixit Information Technology Manager Business Systems

DOCUMENT HISTORY LOG – DETAILS OF REVISIONS

Rev. No Issue Date Purpose of Issue Revised Sections

1.0 25- Feb- 2015 RFI User Manual ( Supplier)

eSourcing Project

Qatar Airways – General Procurement RFI /RFQ

User Manual Supplier

Author :

Created Date :

Amit Kumar 25-Feb- 2015

Modified Date : Version : 1.0


Contents 1. Introduction .......................................................................................................................................... 3

2. eSourcing Application Launching .......................................................................................................... 3

3. RFI Clarification ..................................................................................................................................... 4

4. RFI Clarification Message ...................................................................................................................... 4

5. Buyer Clarification response ................................................................................................................. 5

6. Acknowledge/ Regret Screen ................................................................................................................ 5

7. RFI is open for Response ....................................................................................................................... 6

8. Response Creation & Submit ................................................................................................................ 8

9. My Responses/ Submitted Response.................................................................................................... 9

10. RFQ Clarification ............................................................................................................................. 10

11. RFI Clarification Message ................................................................................................................ 11

12. Buyer Clarification response ........................................................................................................... 12

13. Acknowledge/ Regret Screen .......................................................................................................... 13

14. RFQ is open for Response ............................................................................................................... 14

8. Response Creation & Submit .............................................................................................................. 15

9. My Responses/ Submitted Response.................................................................................................. 18

10. Creating multiple Response ............................................................................................................ 19

11. BAFO Supplier Work list .................................................................................................................. 20

12. BAFO Clarification ........................................................................................................................... 20

13. BAFO Clarification Message ............................................................................................................ 21

14. Revise & Regret buttons ................................................................................................................. 22

14.1 Regret-: ........................................................................................................................................... 22

14.2 Revise-: ........................................................................................................................................ 22

15. After Clicking on Revise button ....................................................................................................... 23

16. Submit BAFO ................................................................................................................................... 24


1. Introduction

eSourcing is the use of secure web-based collaborative tools by procurement professionals

and suppliers to conduct the strategic activities of the Procurement lifecycle online.

As e Business transforms the market for goods and services globally, it is redefining the way

companies manage their supply chain.

eSourcing does more than establish an electronic venue for Buyers & Sellers to meet.

By “e enabling“ the Procurement Process, eSourcing improves the accuracy and availability

of information on both supply and demand side facilitating collaboration as well as Control

and Compliance.

This User Manual specifically deals with the Request for Information & Request for

Quotation with Suppliers.

2. eSourcing Application Launching

The eSourcing Portal link is accessible on https://esourcing.qatarairways.com.qa/Account/Login.aspx

Notifications for Action on RFI/RFQ will be displayed on Supplier Work list.


3. RFI Clarification

Supplier clicks on RFI Notification to view RFI Details & attached Documents.

The RFI Details include RFI Number/Title, Opening/Closing Date and all required

attachments. In case any clarification is needed from Buyer, Supplier can click on

“Clarification” Button.

4. RFI Clarification Message

Supplier can type in his query in the “Query “Text Box and send to Buyer. After Query is

sent to Buyer a Message displays the status of Clarification message sent.


5. Buyer Clarification response

Buyer receives the Query Notification and submits his reply. Both Query & Reply are

recorded in History Log for future reference & tracking

6. Acknowledge/ Regret Screen

Supplier clicks on the “Acknowledge/Regret” Button for the following Options

(a) Acknowledge-: Supplier confirms acceptance of RFI & commitment to submit

Response by the closing date.

(b) Regret-: Supplier declines to participate in RFI.

Supplier can add any additional comments in the Comment Text Box. Notification is

sent to Buyer for the Supplier Acknowledgement/Regret.


After RFI submission confirmation message is displayed

7. RFI is open for Response

After Acknowledgement is done by Supplier, RFI is opened for Response and displayed

in Work list as pending for Response Creation.


Supplier initiates the Response Process by opening the “Response Creation” Notification

and clicking on “Create Response”


8. Response Creation & Submit

Supplier responds to the RFI by submitting the required details and adds the necessary

documents/comments.


9. My Responses/ Submitted Response

Details of submitted Response can be viewed in Work list.


10. RFQ Clarification

Supplier clicks on RFQ Notification. In case any clarification is needed from Buyer,

Supplier can click on “Clarification” Button.

On the Clarification screen Supplier can enter his Query to the Buyer in the Query Dialog

Box. All Queries raised will be recorded in History Log for future reference.


11. RFI Clarification Message

Supplier can type in his query in the “Query “Text Box and send to Buyer. After Query is

sent to Buyer a Pop up Message displays the status of Clarification message sent.


12. Buyer Clarification response

Buyer receives the Query Notification and submits his reply. Both Query & Reply are

recorded in History Log for future reference & tracking


13. Acknowledge/ Regret Screen Supplier clicks on the “Acknowledge/Regret” Button for the following Options

(a) Acknowledge-: Supplier confirms acceptance of RFQ & commitment to submit

Response by the closing date.

(b) Regret-: Supplier declines to participate in RFQ.

Supplier can add any additional comments in the Comment Text Box. Notification is

sent to Buyer for the Supplier Acknowledgement/Regret.

Message is displayed confirming Acknowledgement of RFQ


(c) RFQ is open for Response After Acknowledgement is done by Supplier, RFQ is opened for Response and

displayed in Work list as pending for Response Creation.

Supplier initiates the Response Process by opening the “Create Quote” Notification.

The “Create Quote” Tab displays the RFQ Details.


8. Response Creation & Submit

Supplier responds to the RFQ by submitting the required details and adds the necessary

documents/comments.

Supplier can enter separately Unit Price, Additional Cost, Maintenance Cost &

Installation cost

Supplier completes submission of RFQ Documents for Technical Package & Contracts

Terms & Conditions. Additional relevant Documents can be attached along with the

RFQ.


RFQ Documents Technical Package and Contract Terms & Conditions.

Supplier initiates the Technical Package by viewing Test Section of Technical

Evaluation & Section Details .After viewing Supplier completes the Attribute Details

by entering Yes or No. On Completion Supplier closes the Technical Package.


Supplier views the Contract Term and Conditions by uploading attached file & has the

option of Accept or Decline

Confirmation displayed after submission of RFQ Documents.

Supplier accepts the Proposal Submission declaration for RFQ Validity and adherence

to Qatar Airways contractual Terms & Conditions. Any additional Note to Buyer can be

added before Final Submission of RFQ


9. My Responses/ Submitted Response

Submitted Quote can be viewed in “Create Quote “Window


10. Creating multiple Response Supplier can submit multiple responses to RFQ by clicking on “View Quote” of the

submitted RFQ in Supplier Sourcing List Tab

On submitting a Revised quote for RFQ, System will display warning message alert that

previous Quote will be inactivated.

Status of both Inactive and Inactive quote displayed in Work list.


11. BAFO Supplier Work list

On completion of Final Negotiations the Supplier receives BAFO Notification to enable

him to submit the Beast and Final Offer.

12. BAFO Clarification

Supplier clicks on BAFO Notification. In case any clarification is needed from Buyer,

Supplier can click on “Clarification” Button.


13. BAFO Clarification Message

On the Clarification screen Supplier can enter his Query to the Buyer in the Query

Dialog Box. All Queries raised will be recorded in History Log for future reference.


14. Revise & Regret buttons

For taking action on the BAFO Notification the following options are available to the

Supplier.

14.1 Regret-: Supplier can click on “Regret “to withdraw from the Bidding Process

14.2 Revise-: Supplier can click on “Revise “to make the necessary modifications as per Final

Negotiations with Supplier.


15. After Clicking on Revise button

Supplier revises the Quotations as per negotiations with Supplier and enters the Final

Cost Details .Additional attachments can be uploaded.


16. Submit BAFO

After the necessary modifications & attachments Supplier clicks on “Submit” for Final

Submission of Best and Final Offer.

Message is displayed after submission of BAFO confirming submission.
