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20/03/2019
PCS-Tender
www.publictendersscotland.publiccontractscotland.gov.uk
20/03/2019
TopicsRegistering on PCS-Tender
Navigating PCS-tender as a supplier
Accessing Procurement Documents
Expressing Interest in an opportunity
Managing your Profile
Extending Profile (Responses to Standard questions)
Additional Users
PCS-Tender
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PCS-Tender is the national e-Tendering system, centrally funded by the Scottish Government
It is a secure and efficient means for buyers and suppliers to manage tender exercises online
The standard European Single Procurement Document – ESPD (Scotland) and ITT templates enable buyers to create consistent tender documentation
Public Contracts Scotland (www.publiccontractsscotland.gov.uk) and PCS-Tender (www.publictendersscotland.publiccontractsscotland.gov.uk) are different systems
PCS-Tender
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PCS-Tender
First of all please check whether your organisation is registered. If your organisationdoes not have an account on PCS-Tender, you will need to register in order to accessthe system. If someone within your organisation previously registered, please noteyou can add Additional Users to an existing account which is covered later on in thepresentation. To begin the registration process click Register as a Supplier
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You will then be presented with aUser Agreement which you mustconfirm that you have read andagreed to before you can createan account for you organisationon PCS-Tender
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PLEASE NOTE: If you are the firstuser to create an account for yourorganisation, you will be a SuperUser. This allows you to modifyyour organisation’s registrationdetails and add additional users.If your organisation already hasan account on PCS-Tender, pleaserequest that your Super Usercreates a user account for you
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Organisation Details: populate themandatory fields (donated by *) inthe Organisation Details and UserDetails, clicking Save when finished
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Complete the User Detailsinformation:• First Name• Last Name• Phone Number etc
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On the following screens you must specify, from the drop-down menus provided,your organisations employee ranges
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Your organisation’s turnover and balance sheet ranges
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The system will then send an automatedemail to the email address specified inyour user details containing a temporarypassword
Following your initial login with thistemporary password, you will bepresented with this screen, prompting youto create a new password
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Following successful login you will be presented with the landingpage with system menu options
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From the landing page, you are able to:
• Access procurement documents for opportunities that you may be interested in.
You may find that responses to some European Single Procurement Document (ESPD– Scotland) questions are pre-populated with responses you have submittedpreviously. Please note it is your responsibility to validate that these answers arecorrect and valid before submitting. You must edit and update any responses that areno longer valid prior to submitting your response.
• View your dashboard where you can access procurement documents that youhave previously registered interest in, retrieve any messages and respond toSupplier Surveys.
• You can amend your organisation’s profile information and manage additionalusers
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Select either the PQQ or ITT option from the Projects area and youwill be presented with a list of tender opportunities that are opento all suppliers
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To find a specific PQQ or ITT within this list you can filter the list tosearch for the relevant document
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To search using the Product Code referenced in the PCS Notice select Project Code fromthe Select and Filter drop down menu. Then from the Search Criteria menu selectContains, 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
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Once you have completed and submitted the “Master ITT”, you will be required tosubmit all subsequent (relevant) lot responses individually, by clicking on the submitbutton for each specific and relevant lot.
PLEASE NOTE: When searching by the project code you will be presented with all thePQQs or ITTs within that particular project. This will ensure you do not accidentally missany opportunities available to you. Multi Lot ITTs are displayed as separate Lots underone project code, and you will need to express interest in at least one of the lots. Thiswill automatically enrol you in the mandatory or “Master ITT” that needs to becompleted and submitted in order for you to submit your responses to the lots.
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Once you have clicked on thePQQ/ITT Title, you will be able toview the basic settings, a PDFPrintable of the PQQ/ITT, including allthe Settings, Questions andWeightings, and from here you canalso Expres Interest if you would liketo create a response and submit abid.
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PLEASE NOTE: if you are responding to a PIN as a Call for Competition, all you need to dois click on Express Interest to inform the Buyer you are interested in their ProcurementExercise. The buyer will then contact you in due course to confirm if you are stillinterested, via the messaging service within the PQQ or ITT.
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PCS Tender Help and Support
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On the PCS-Tender homepage clickSystem Requirements to check yourPC/Laptop settings against the PCS-Tender system Technical Requirements.
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For system and technical queries,suppliers can contact the PCS-TenderHelp Desk by telephone or email. Youcan find the Help Desk contact detailson the PCS-Tender homepage.
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PCS-Tender Messaging SystemFor Invitation to Tender questions and queries, suppliers can messagethe buyer by means of the PCS-Tender Messaging system
Important: details of the PCS-Tender Messaging System can befound in the PCS-Tender Supplier Response Guide:
https://pcsttraining.bravosolution.co.uk/esop/pts-host/public/pts/attach/supplier_help_file/supplier_response_guide.pdf
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You can send and receive messages with the buyer by means of the PCS-Tendermessaging system.
The PCS-Tender messaging functionality is located in the PQQ/ITT.
The PCS-Tender messaging system operates in a similar fashion to any other emailfacility. The Buyer may send you (or all suppliers) messages by means of thisfunctionality.
In the first instance you will receive an email alert notification informing you of a newlyposted message.
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Email alert notification.To view the details of the message,please click the email link shown andlogin with your Username andPassword.
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A supplier can access the Message byfollowing the instructions in theemail.
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Helpful Tip – The PCS-Tender New Messages portlet providesquick and easy access to your new message(s).
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To access the New Messages portlet, login to the website andselect the Dashboard menu option.
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Click on the unreadMessages link in theNew Messages portlet.
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New Messages portlet link provides direct access to the newmessage. Click on the new message to access the newmessage details.
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Should you wish to reply to the message click Reply.
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Enter text in the My Message area and Send Message.
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Please note you may find the New Message portlet located in another areaof the Dashboard. To move the portlet to a more visible area, anchor theNew Message title with your mouse, drag, wait for the green arrowbeside the title and release.
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New Messages portletstatus No UnreadMessages
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You can access the messages you have read, responded to and sent bynavigating to the My ITTs area. In the My ITTs area use the Filter by optionto search for your ITT. Once found, click on the ITT.
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“Pin” the Message tab with your mouse to access Create Message, ReceivedMessages, Sent Messages, Draft Messages and Forwarded Messages areas.
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Managing your Profile
Extended Profile (Responses to Standard questions)
Additional Users
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From the landing page click Manage your Profile which will allow you toaccess your Extended Profile area.
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You will notice a list of forms, each ofwhich contain a set of questionsspecific to that particular topic (egInformation about the bidder)
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To edit your profile, click into eachform and then select Edit to completethe form questions. Saving youranswers will progress you to the nextset of questions. You can also movebetween sections by clicking the Nextbutton.
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To review your answers to thequestions in your supplier ExtendedProfile, you can click Print yourSupplier Profile
Click Print to print all the sections andquestions in your supplier ExtendedProfile or select Export your SupplierProfile into PDF to convert allsections and questions into a PDF file.
PCS – Tender Supplier Registration Guide https://pcsttraining.bravosolution.co.uk/esop/pts-host/public/pts/attach/supplier_help_file/supplier_registration_guide.pdf
PCS-Tender Supplier Response Guide https://pcsttraining.bravosolution.co.uk/esop/pts-host/public/pts/attach/supplier_help_file/supplier_response_guide.pdf
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These questions are StandardisedESPD (Scotland) questions.
Completed and stored StandardisedESPD Supplier Extended Profilequestions, will pre-populate tenderESPD standard tender questions youexpress interest in.
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In tenders you express interest in and respond to if responses havebeen pre-populated, for your Supplier Extended Profile, it is veryimportant that you validate and if necessary edit/change any responsesthat are outdated or not applicable to the particular opportunity youare responding to, prior to final submission of your response.
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Your supplier Extended Profile isupdated on the acceptance andopening of the response by the buyer.
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See screenshot:RFD Request for Documentationsection
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You may be asked to provide documentation, certificates or othersupporting evidence in relation to the information you provided inyour ESPD response. This may be facilitated through an additionalset of questions on the system known as a RFD (Request forDocumentation).
You will be invited by the buyer and will receive an email alertconfirming the details, code and closing date and time. You willfind it in the My PQQs area. The way in which you respond to aRequest for Documentation is no different to any PQQ or ITTwithin the system.
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You may find that responses to some RFDs (Request forDocumentation) questions are pre-populated with responses youhave submitted previously.
Please note it is your responsibility to validate that these answersare correct and valid before it is submitted. You must edit andupdate any responses that are no longer valid prior to submittingyour RFD (Request for Documentation).
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Your Supplier Extended ProfileRequest for Documentation (StandardQuestions) are updated on theacceptance and opening of theresponse by the buyer of the RFD(Request for Documentation).
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Supplier Profile – Managing Users
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Click the User Managementtab in the menu on the lefthand side, and selectManage Users.
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Click the Create buttonto register the details ofnew users within yourorganisation’s account.
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Once you have completed allof the mandatory fields clickSave to finish setting up thenew user account.
Note: The new user will besent an email with their logindetails. This will include theusername you have chosenfor them and a temporarypassword to access PCS-Tender.
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After creating the new user you will be asked to view the userrights of this user. As no “roles” have been created or allocatedat this stage the new user currently has no access to any of thedifferent modules within PCS-Tender.
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Having clicked on View UserRights you will be able to grantrelevant access rights to thenew user using the Edit button.
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If it is anticipated that manyusers will be setup under theorganisation’s account and thatmany of the users will havesimilar access rights, it isadvisable to setup roles.
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Roles allow Super Users toquickly and easily assign theappropriate User Rights to useraccounts, according to thefunction of the user within theorganisation. To do this, clickBack to List on the top lefthand side of the screen. Rolescan then be accessed andcreated from the left handmenu.
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Once roles have been setup withinyour organisation’s account you willbe able to assign these to both newand existing users. Users assignedone of the roles setup within yourorganisation will inherit theassociated user rights of that role.
Managing Additional Users - Supplier Guide: https://pcsttraining.bravosolution.co.uk/esop/pts-host/public/pts-training/attach/supplier_help_file/managing_additional_users.pdf
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PCS-Tender User Guides
PCS-Tender Supplier Registration Guide https://pcsttraining.bravosolution.co.uk/esop/pts-host/public/pts/attach/supplier_help_file/supplier_registration_guide.pdf
Managing Additional Users https://publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/attach/supplier_help_file/managing_additional_users.pdf
PCS-Tender Supplier Response Guide https://pcsttraining.bravosolution.co.uk/esop/pts-host/public/pts/attach/supplier_help_file/supplier_response_guide.pdf
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Thank you!
