RFx Supplier - KBR RFx Supplier Guide ©KBR Draft Version 1.0 Page 2 Introduction Welcome to RFx, from this site, current and potential suppliers can register and maintain information

RFx Supplier User Guide

T a b l e o f C o n t e n t s Introduction ......................................................................................2 Getting Started.................................................................................2 Navigation........................................................................................6

Home.........................................................................................6

Update Profile ............................................................................8 Messages ................................................................................12

Bid Opportunities .....................................................................13

Current Events .........................................................................15

News........................................................................................15

Useful Links .............................................................................16 Working Bid Opportunities .............................................................17

Bid Opportunities .....................................................................17 Inquiry Details ................................................................................19

Summary.............................................................................19

Prerequisite.........................................................................21

Documents..........................................................................22

Questions............................................................................23

Items ...................................................................................23

Printable View .....................................................................25

Q & A Board...................................................................................25 Intend to Bid...................................................................................27 My Bid............................................................................................31

Questions............................................................................32

Items ...................................................................................34

Optional Line Items .............................................................43

Attachments ........................................................................47

Summary.............................................................................50

KBR RFx Supplier Guide

©KBR Draft Version 1.0 Page 2

Introduction

Welcome to RFx, from this site, current and potential suppliers can register and maintain information that enables KBR supply professionals to efficiently locate sources of supply. This site also facilitates the communication of purchase inquiries and supplier responses, you can communicate with Buyers, receive invitation for Bid opportunities and submit your Bids. Buyers can invite you to different Biddings, and you will have the option to accept or reject the Bids.

The Buyer is responsible to determine your available options in the system, which means the Buyer is the one controlling all the functions in the system. Every Bid is restrained by a deadline, and Buyers will predetermine the time zone associated with the Bid. You should follow the timer closely to avoid missing the Bid deadline.

Once the Bid is submitted, suppliers are not allowed to change the Bid again. If you have any concerns after your Bid submission, you should contact the Buyer immediately for assistance.

Getting Started

If you are not registered, and are interested in being considered for opportunities as a KBR supplier, simply complete our Supplier Registration form. When you register, your company is added to our Supplier Database. The Supplier Database is used to identify potential suppliers who may be invited to participate in KBR's Sourcing/Bid selection process. Information you provide to KBR is stored in a secure database and frequently accessed by KBR Buyers to identify capable suppliers as new needs and requirements arise.

If you are already registered then please go to page 5, if not than please log on to the following URL; www.kbrsupplier.com to continue;

Click on the bar to register your company, you will be able to browse through a list of topics to learn more about registering and to begin the registration process:



Under each link, you will be able to access detailed information, please read through these before Registration;

• What qualities does KBR look for in Suppliers

• The registration process

• Before you begin registering

• What we want you to know

• Frequently asked questions

• Begin Registration

After you have reviewed each of the topics and wish to continue, then at the bottom of the page you will see a icon, click on this to go to the “Supplier Registration” page;



Complete all the required fields for your registration and click to go to the “Supplier Information” page

Here you will complete your Company’s Profile under the following tabs;

Work through each of these tabs, ensuring all “Required fields” are completed,

In the tab, you will be asked to certify your application;

“By choosing to submit this form, you certify that the information you have provided above is true and accurate.”

Please click to process your registration, you will be provided with a Supplier Registration Confirmation page;

You are Registered!

If you have been invited to participate in a RFQ, you may do so by clicking on the

button on the left Navigation Bar,



If you are already Registered, then go to the following URL; www.kbrsupplier.com where you will be presented with the following screen;

You will log on with your Login ID and password supplied when you registered.

Once you logon to the system, the first time, you will be asked to change your password. Click Submit after you change the password or click on any other icon to skip this step. But make sure you change your password frequently for security purpose.

For future reference, if you have forgotten your password, then you can click on Forgotten Your Password?



And a pop up window will ask for your Email or Login ID, enter either and click , and your password will be sent to your registered email account.

Navigation

The explorer bar on the left side will take you to different sections of the site.

Home

The “Home” bar takes you to the RFx Menu, where the Outlook section summarizes the number of

• Released Bids

• Open Bids

• Closed Bids

that the Buyers invite you to view.



Also by clicking on the “Messages” link, all your unread communiqué with the Buyers will be displayed;

By clicking on the subject link, a pop up window containing your message will be displayed.

You can also click on the link provided in the pop-up message to view the Bid directly (although this link is intended to be used from your email – you do not want to work in the tiny window). After you have accessed the message on Outlook, the message status changes to “Read” in the Message menu.



Note: Do not confuse the Outlook on this page with Microsoft Outlook. Reading the message in Microsoft Outlook will NOT change the status of the message in the RFx system. Only viewing the message through the RFx system will change the status.

You can also access all your messages through the Messages Bar.

Update Profile

The Update Profile menu option will lead you to the Supplier Menu, where you can select to update the following;

• Update Registration

• Additional Contacts

• Update Extended Company Profile

• Update Contact Information

• Change Password



Under each option the following updates can be made;

• Update Registration

There are five tabs where “Supplier Information” can be added or updated.

• Additional Contacts



• Update Extended Company Profile

You can include your company logo and pictures, modify your company's profile in our searchable database. You can provide an in-depth description of your company as well as provide information about any featured products or services.

• Update Contact Information



There are some required fields on the contact information page. Click after you make any changes to save to the database.

• Change Password

Enter new password in both fields and click to save your new password.



Messages

The only different in the Messages menu and the messages in the Outlook is that you will be able to view ALL your messages here, whether they are Read or Unread. In Outlook you can only view unread messages.

By clicking on the subject link, a pop up window containing your message will be displayed.



Bid Opportunities

You respond to all Bid Opportunities via this menu. The first drop-down (that shows “All”) allows you to view Bids based on their sReleased, Open, Closed (see left). You canalso sort by name, type, and date from the

“Sort by” drop-down (see right).

tatus:



Bid Opportunities Columns (cont.)

Type Project It classifies whether the Project is:

RFQ Request for Quote

RFP Request for Proposal

RFI Request for Information

The name of the project

Number: Title

Contact

This column contains the Bid number, Bid title, and a contact name.

Open Date

Close Date

This column lists the open and close dates of the Bid and the time zone.

Status Shows whether the Bid is Released, Open or Closed for Bidding.

Bid Link Depending upon the status of the Bid, you can view your quote, modify it or indicate your intent to Bid.

There are four major tabs when you select the Bid Link in column

We will discuss these in more detail under the section “Working Your Bids”



Current Events

This Bar allows the Buyer to display a calendar of “Current Events” that you may need to be aware of; the Buyer can limit or enable your access to this information.

News

This Bar allows the Buyer to display all News that you may need to be aware of; the Buyer can limit or enable your access to this information.



Useful Links

This Bar allows the Buyer to display all Useful Links that you may need to be aware of; the Buyer can limit or enable your access to this information.



Working Bid Opportunities

Bid Opportunities

You respond to all Bid Opportunities via this menu. The first drop-down (that shows “All”) allows you to view Bids based on their sReleased, Open, Closed (see left). You canalso sort by name, type, and date from the

“Sort by” drop-down (see right).

tatus:

Depending upon the status of the Bid, you can view your quote, modify it or indicate your intent to Bid by clicking on the link in the “Bid Link” column.

When you click on the link in the “Bid Link” column, depending on how the Bid is set-up, you will either get a screen with the “Prerequisites” or the “Inquiry Details screen;



If there are “Prerequisites” to the Bid, then the following screen will be displayed first;

You must agree to the mandatory prerequisites before viewing the inquiry documents. It is strongly recommended that you also review the optional prerequisites prior to proceeding.

Click on the link in the “Prerequisite Name” column and a “View Prerequisite” pop up window will be displayed;



Please review the contents of this window and check the box or answer the Prerequisites accordingly. Then click

The icon will now become highlighted and you will then be able to click on it, which will navigate you to the Inquiry Details screen;

There are four major tabs on this screen;

On the left corner, the timer shows the name and closing time of the Bid. The timer shows the countdown to the Bid’s closing time.

Note: Remember to pay attention to the time zone; Bids close at the indicated time relative to the stated time zone.

Inquiry Details

Inquiry Details is then split in to six sections, see below;

Summary

Summary will not have a number assigned next to it; by clicking on it, it will take you to the Inquiry Details, where of course the Summary of the Bid is outlined;



The Summary contains information related to the Bid, including instructions on participating in the Bid, contact information, and descriptions about the Bid.

The Inquiry Details will include the following details;

“The information contained above is the detailed inquiry package. Please thoroughly review all the information contained within. When determined that you will be participating in the inquiry, please click on the "Intent to Bid" tab at top and confirm your intentions. The My Bid page is where you will be placing your proposal”.



You can click on to go to the top of the page.

Prerequisite

Prerequisites (2) will have a number assigned next to it if there are any prerequisites to this Bid, by clicking on it; it will take you to the Prerequisite Name section, where a list of all prerequisites for the Bid are outlined;

The Prerequisite section contains information and terms that the company provides in order to understand and accept before accessing the information of the Bid. Some of the information KBR requested is mandatory. When you click on the View Quote link on the Bid Opportunities page, the site may direct you to the mandatory Prerequisite first before displaying the Inquiry page.

Click the link in the Prerequisite Name, column and a pop up message shows you the information. Read the information carefully before selecting “I Agree” and click Submit when to finish. The status of the chosen prerequisite changes to Accepted. Once you have accepted all required prerequisites, you are granted access to the rest of the Bid. If you did not submit I Agree, the status will only show Viewed. The system may restrict you from accessing the rest of the Bid.

You can view the prerequisites by clicking on the link and a “View Prerequisite” window will pop up;



Click on to close the pop up window.


Documents

Documents (3) will have a number assigned next to it if there are any documents for this Bid, by clicking on it; it will take you to the Document Name section, where a list of all documents for the Bid are outlined;

The Documents link displays links to files attached to the Bid by the Buyer. Click the Document Name link to view the document. Alternatively, you can download the documents for further review (either by you, your manager, or perhaps your legal department). Check the boxes next to the documents you wish to download and click to download the documents. The status will change according to your actions.

Note: If the download fails during the download process, the Status will still update to show that the documents have been downloaded. Simply select the documents again and re-download if necessary.




Questions

Questions (3) will have a number assigned next to it if there are any questions for this Bid, by clicking on it; it will take you to the Questions section, where a list of all questions for the Bid are detailed;

The Questions listed in this section are questions asked by the Buyers of all vendors. This is a read-only view so you are prepared for what’s coming.

The Questions may have a document attached to it, as in 1. above, to open the document, click on the link and the document will open up in a new window.


Items

Items (4) will have a number assigned next to it if there are any items for this Bid, by clicking on it; it will take you to the Items section, where a list of all items for the Bid are detailed;

The Items link shows you the items requested by the Buyer. You see the name, description of the items, the quantity, and Unit of Measure (UOM) they are asking for. Review the items carefully so you can decide whether you would like to Bid for the project. You will need to demonstrate your intention to Bid on the project later.



Each item can be viewed in detail by clicking on the link, a pop up window with the detailed description will show;

Click to close this pop up box.

The Items may also have an attachment, the description is displayed and clicking on View will open the file.



You can also download the Bid into an Excel file by clicking on the icon; this will open all the items into a spreadsheet

format.

Printable View

Printable View will not have a number assigned next to it; by clicking on it, it will take you to a new screen where the Inquiry will be displayed; from here you can click on , and a copy of the whole inquiry will be printed to your printer.

You can return back to the Inquiry by clicking on .

Q & A Board

The Q & A Board lists any questions posted by any vendor invited to this Bid. All vendors see all questions (and associated answers) responded to by the Buyer.



If you need to ask a question, click , than enter your question along with an optional attachment if required.



Click to send your question to the Buyer via email.

Intend to Bid

On the Intent to Bid tab you may indicate your planned participation for the Bid. Select the appropriate radio button, fill in the required information (Company Name, Contact Name, and Email), and then click to save your Intent to Bid status.



Once you have confirmed, an e-mail will be sent and the icon will be highlighted so that you may work on your Bid response.



By clicking on the icon, you will be navigated to the “My Bid” tab;

More on “My Bid” in the next section

However, if you indicate your company will not be Bidding, a text box appears on the page for you to enter an explanation.



Complete the reason for your company not bidding and click the icon.

Once you submit a no Bid, you will not be able to return to this Bidding page and change your decision.

Note: The Bid will become inactive on your page once you have submitted your decision to reject the Bid. If you change your mind and would like to quote this Bid, you must contact the Buyer to reset the status for your quote.



My Bid

After submitting your Intent to Bid, you then start entering your quote through the My Bid tab.

Depending on the Bid, there are a number of tabs that need to be managed;



Questions tab displays questions the Buyers may have for you;

Items tab contains the items and is where you will enter your pricing information,

Optional Line Items tab contains additional items for the Bid that the Seller wishes to add

Attachments tab contains all the attachments for the Bid that the Seller wishes to add

Summary tab will display all of the information in one place and is where you would submit your final Bid.

Questions

The Questions tab shows questions asked by the Buyer of each vendor.



Answer each of the Questions by selecting or entering the appropriate answers,

Questions can also have attachments and these are accessed via the link; .

Click to save changes you have made on the “Items” page.

When complete click to go to the next section



Items

Under the Items tab;

set a date for the quote to be effective until

provide a time frame for delivery of the items once a P.O. is received,

leave comments for the Bid

Use the icon to select a single delivery date for all line items; (you may still update the Delivery Date individually and not affect the rest of the deliver dates)

If the Bid is long and has many line items, you can choose to work offline. Click to download the Bid item information in Microsoft

Excel format. Fill in the spreadsheet with your pricing as you get the information. Once completed, use the icon to import the completed spreadsheet and all line items will be updated from the spreadsheet.





You can choose to work directly on the Bid, by entering the following information;

• Quantity (only required if the Bid is “Split” or is an “Alternative Bid”

• Price

• Currency

• Delivery Weeks



• Comments

Special Note for RCA Suppliers;

For all RCA Suppliers, please note that you will be required to complete an additional section on this screen; the “Stock Indicator”

You will have to select one of three radio buttons to indicate the type of stock.

The Buyer can activate additional functionality for a BID and these are

incorporated under the , when the cursor is placed on this area,



the additional functionality will be displayed; depending on what the Buyer will allow you to do and these are displayed as icons in the line item;

In this example, the Buyer has allowed you to provide a “Split Bid, or an

Alternative Bid; Click on to Split the Bid and the following window will pop up;

Enter the number of ways you wish to “Split” this line item and click , so if you choose 3 then 3 lines will be created;



Enter the details for each split item,

• Quantity

• Price

• Currency

• Delivery Weeks

• Comments.

If you decide to change your Bid and do not wish to have the Split Bid, then click

on and select “Unsplit Bid”

You will get a warning message before the “Unsplit” is carried out;



Click “OK” if you are sure you would like to Unsplit.

If you would like to do an Alternative Bid for a particular line item, then click on

and select “Alternative Bid”

the following pop up window will be displayed;



Enter your “Alternative Bid” details for that line item, for all the fields and then click and a new line will be created in the Bid with a New Item number, incremented by 1.

You will note that the new line will have a new line number, in this case “31”, with the new details; you can input the Price and Delivery Weeks as appropriate.

Up to nine “Alternatives” can be added per line item.

Equally, if the added line item is incorrect, it can be deleted; .

After you have added and verified all the information to this section, click to save all information to the database.

If you see a on a line item, than a Bid is required from the Supplier, you must submit a Bid for this item.



However, each line item also has a selection whereby if you were unable to Bid on a particular line item, then this box should be checked and the line item will be collapsed.

If you see a on a line item, than there are Questions relating to this line item and you need to review them for your Bid reply.

If you see a on a line item, than there is a document attached to this item.

Here there is a document attached “ ” by clicking on the link will open that document. You can review the document from the Buyer relating to this line item.

Click to save changes you have made on the “Items” page.



Once all lime items have been addressed, click on to proceed to the next stage of the Bid.

Optional Line Items

Under the “Optional Line Items” tab you will be able to add a number of items by selecting one of three options;

• Go

• Import Line Items

• Copy From Bid History



Enter the number of “Optional Lines” you would like to add and then select one of the three options to add them to the Bid.

Selecting will allow you to input the Item details on the screen, for each Optional Item you select to Add.

Input the data as required and click to add the item. The line will be added;



You can still “Edit or Remove” this item from the Bid by clicking on the following

links;

You also have two alternative methods to add “Optional Line Items”

will allow you to upload an Excel file;

Select your file to upload and click “Import”, this option is useful when you have several lines to add.

Or you can , this is selecting items from the previous Bids;

Click on icon to add that line item to your “Optional Line Item”



The selected lines will be added to the Bid;

The added line item will need to be “Edited” so that they are in sync with the other items and the Bid, in particular the “Delivery Weeks”

Click on when you have completed your update.

The tab will be updated as such;



Click to save changes you have made on the “Optional Line Items” page.

Click on at the bottom of the page to continue to the next section.

Attachments

Under the “Attachments” tab you will be able to upload a number of attachments;

Note: You can upload up to a maximum of 32 megs.



You can upload images or other related files in support of your Bid. Determine how many attachments you wish upload and click the page expands to let you browse for an attachment to add. In addition, add a description for each file.



Click to submit the information. A list of all attachments submitted is displayed at the end of the page.

Of course these attachments can be “Edited”, or “Removed from the Bid by selecting;



If you wish to change the file, use the Edit link. This will present with a new section on the page where you can select a new file and modify the description. Click to load in the new file.

If you wish to remove a file, click the Remove from Bid link. You are asked to confirm the removal of this file from the Bid.

Click to save changes you have made on the attachment page.

When complete, click to go to the next section.

Summary

The Summary page basically displays all the information that is related to the Bid. It allows you to review all the information together and proceed to a final submission for the Bid.



At this point the Status of the Quote is still “Draft”

After you click , you will permanently submit your Bid, and you will no longer be able to modify your Bid.

Clicking “OK” with give you a confirmation;

You can go back to your Bid by selecting and looking up the “Number: Title Contact” column and clicking on the Bid Link. After all the information is permanently submitted to the system, My Bid tab will change its format to display Read-Only information. You will not be able to modify the Bid again, and your Intent to Bid will display as Y (Yes).



Your task is now complete.