SPSRM User Guide - SP Group

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SPSRM

User Guide __________________________________________________________________________________

(Version 1.04, Apr 2022)

S SRM User Guide Version 1.04 (Apr 2022)

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TABLE OF CONTENTS

1. GENERAL INFORMATION .................................................................................................. 5

1.1. Purpose of User Guide ............................................................................................ 5

1.2. SPSRM Portal URL ................................................................................................... 5

1.3. Contact Us .............................................................................................................. 5

2. SYSTEM REQUIREMENTS .................................................................................................. 6

3. IMPORTANT POINTS TO NOTE .......................................................................................... 7

3.1. Avoid last minute submissions ................................................................................ 7

3.2. Do NOT log in at multiple locations with a User ID ................................................... 7

3.3. Always close ALL browser windows after logging out of SRM ................................... 7

3.4. Updating document content (Refresh) .................................................................... 7

3.5. Avoid use of browser’s Close button ....................................................................... 8

3.6. Verify Transaction was successful............................................................................ 9

3.7. System messages .................................................................................................... 9

3.7.1. Error messages .................................................................................................... 9

3.7.2. Warning messages ............................................................................................ 10

3.7.3. Informational messages .................................................................................... 10

4. ACCESS & LOGON ........................................................................................................... 11

4.1. Accessing the Portal .............................................................................................. 11

4.1.1. Direct with SPSRM URL ..................................................................................... 11

4.1.2. From SP Group Corporate website ................................................................... 11

4.2. Log in to the SRM Portal ....................................................................................... 12

5. SUPPLIER SELF-SERVICE .................................................................................................. 13

5.1. Account Types ...................................................................................................... 13

5.1.1. Authorised Representative ............................................................................... 13

5.1.2. Contact Person .................................................................................................. 13

5.1.3. Summary of Authorised Representative and Contact Person Privileges .......... 13

5.2. Self-Service Activities ............................................................................................ 14

5.2.1. Company Data ................................................................................................... 15

5.2.2. Create User [Restricted to Authorised Representative] ................................... 17

5.2.3. Find User [Restricted to Authorised Representative] ....................................... 19

5.2.4. Own Data .......................................................................................................... 25

5.3. Forgot User ID ...................................................................................................... 25


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5.3.1. Authorised Representative Account ................................................................. 25

5.3.2. Contact Person Account .................................................................................... 25

5.4. Forgot Password / Reset Password ........................................................................ 26

5.4.1. Before registration of MFA device .................................................................... 27

5.4.2. After registration of MFA device....................................................................... 28

6. VIEW OPPORTUNITIES .................................................................................................... 30

6.1. Before Logging In .................................................................................................. 30

6.1.1. Display List of Public RFx ................................................................................... 30

6.1.2. Display RFx’s Eligibility and Site Showround ..................................................... 31

6.2. After Logging In .................................................................................................... 33

7. DISPLAYING RFX ............................................................................................................. 34

7.1. RFx Overview ....................................................................................................... 34

7.1.1. Active Queries ................................................................................................... 34

7.1.2. Quick Criteria Maintenance .............................................................................. 35

7.1.3. RFx List Area ...................................................................................................... 36

7.2. Display RFx document ........................................................................................... 38

7.2.1. Display RFx: Method 1 ...................................................................................... 38

7.2.2. Display RFx: Method 2 ...................................................................................... 39

7.3. Understanding RFx/RFx Response Interface .......................................................... 40

7.4. Register Interest & Indicate Participation Intent .................................................... 41

7.4.1. Register Interest ................................................................................................ 41

7.4.2. Indicate Participation Intent ............................................................................. 42

7.5. RFx Header tabs .................................................................................................... 43

7.5.1. RFx Information tab .......................................................................................... 43

7.5.2. RFx Items tab ..................................................................................................... 43

7.5.3. Notes and Attachments tab .............................................................................. 45

8. RFX RESPONSE – CREATE/SAVE/SUBMIT/EDIT/DELETE/WITHDRAW ................................ 47

8.1. Create RFx Response ............................................................................................. 47

8.1.1. Method 1: At RFx Overview .............................................................................. 47

8.1.2. Method 2: From RFx ......................................................................................... 49

8.2. Save vs Submit RFx Response ................................................................................ 51

8.2.1. Save RFx Response ............................................................................................ 51

8.2.2. Submit RFx Response ........................................................................................ 52

8.3. Edit RFx Response ................................................................................................. 54


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8.4. Delete RFx Response............................................................................................. 55

8.5. Withdraw RFx Response ....................................................................................... 57

9. RFX RESPONSE – ENTERING DATA ................................................................................... 60

9.1. Information tab .................................................................................................... 60

9.2. Items tab .............................................................................................................. 61

9.2.1. Enter Price/Selection of Reason for 0.00 value response ................................. 61

9.2.2. Add Item ............................................................................................................ 67

9.2.3. Delete Item ....................................................................................................... 73

9.3. Notes and Attachments tab .................................................................................. 74

9.3.1. Notes ................................................................................................................. 74

9.3.2. Attachments ...................................................................................................... 75


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1. GENERAL INFORMATION

SPSRM refers to SP Supplier Relationship Management System, a structured electronic system

operated by SP Group via the Internet which facilitates the procurement of goods and/or services by

SP Group through electronic means.

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1.1. PURPOSE OF USER GUIDE

This Guide is intended to guide SPSRM Suppliers on the following:

• Logging in to SPSRM

• Supplier Self-Service

• Display opportunities

• Bid submission

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1.2. SPSRM PORTAL URL

URL to SPSRM Portal: https://srm.spgroup.com.sg

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1.3. CONTACT US

If you have any enquiries, please contact us at:

SRM Support

Telephone: 65 6916 8839

E-mail address: [email protected]

Operating hours (Singapore Time):

- Mon to Fri: 8:30am to 12:30pm; 1:30pm to 5:00pm

- Closed on Sat, Sun & Public Holidays

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https://srm.spgroup.com.sg/


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2. SYSTEM REQUIREMENTS

The following are required to access and perform activities on SPSRM portal.

• Internet connection

• Computer with the following web browser:

o Windows Operating System: Chrome or Edge

o Mac Operating System: Safari

• Browser settings:

o Pop-up blocker must be disabled/turned off

o Zoom is set to 100%


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3. IMPORTANT POINTS TO NOTE

3.1. AVOID LAST MINUTE SUBMISSIONS

Suppliers are encouraged to familiarise themselves with the SPSRM System when they are granted

access by way of a User ID and password.

Early bid submissions are strongly encouraged. Last minute submissions may induce panic and this

increases risk of failure to submit on time. Moreover, if Suppliers encounter any issues while

submitting their bids and need to seek our assistance (Contact Us), there may not be sufficient time

for us to provide help. Bid submissions after the submission deadline will not be accepted.

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3.2. DO NOT LOG IN AT MULTIPLE LOCATIONS WITH A USER ID

Do not log in at multiple locations* with a User ID at the same time.

*The following are examples of multiple locations login:

e.g.1: At two or more computers and logged in at all respective computers’ browser

e.g.2: On a single computer but logged in at two or more different browsers (e.g. Chrome and Safari)

Multiple logins with a single User ID may trigger the security feature to lock down the User ID,

preventing activities within SPSRM. The time-out for the User ID to be unlocked may take up to

15 minutes from the last activity performed with the User ID.

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3.3. ALWAYS CLOSE ALL BROWSER WINDOWS AFTER LOGGING OUT OF SRM

Suppliers are recommended to close all browser windows after logging out of SRM. This will ensure

the session’s cookies/cache is fully cleared.

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3.4. UPDATING DOCUMENT CONTENT (REFRESH)

The Refresh button may be used to update content in a particular area or the entire document.

For faster update processing, it is recommended to use the Refresh button if it is available within the

window (avoid using the browser’s refresh function).

The Refresh button may be displayed in icon or in text:

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3.5. AVOID USE OF BROWSER’S CLOSE BUTTON

Note: Use the browser’s Close button only if there is no Close button within the window.

Using the browser’s Close button may terminate the system’s processing prematurely. As the processing was interrupted, the system may not recognise the activity has been completed and this will lock the SPSRM document that was closed with the browser’s Close button. It may take up to 15 minutes for the lock to time out. To prevent this, use the Close button within the window if available.

The pop-up box on the right will be displayed in two scenarios:

i. The document in edit mode is already opened in

another browser window.

Solution: Check through the browser windows for

the same document and continue with the

required activities at that window.

ii. The document was previously closed with the

browser’s Close button.

Solution: Check that there was no other opened

browser window for the document. If so, wait for

15 minutes for the lock to time out before

proceeding with the required activities again.

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3.6. VERIFY TRANSACTION WAS SUCCESSFUL

To detect unexpected error/failure, for important transactions, please verify the transaction was

successful.

For example: Response submission, please refresh the RFx List and check that the Response Number

column against the RFx has a number and the Response Status is “Submitted”.

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3.7. SYSTEM MESSAGES

System messages are displayed at the top of the screen.

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3.7.1. Error messages

Error messages are indicated with the red icon .

All errors in the document must be resolved before submission is allowed.

Example of error message

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Successful submissions will have

RFx Response number with

“Submitted” status


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3.7.2. Warning messages

Warning messages are indicated with the yellow icon .

The warning message is an alert to check the areas indicated. Please review/check the areas indicated

and proceed if no issues found. Submission is allowed regardless the presence of warning message(s).

Example of warning message

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3.7.3. Informational messages

Informational messages are indicated with the green icon .

This is for information which requires no action to be taken.

Example of informational message

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4. ACCESS & LOGON

4.1. ACCESSING THE PORTAL 4.1.1. Direct with SPSRM URL

SPSRM Portal may be accessed directly with URL https://srm.spgroup.com.sg.

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4.1.2. From SP Group Corporate website

Alternatively, go to SP Group Corporate website with URL https://www.spgroup.com.sg.

At the homepage, click on Login.

At the pop-up box, click on Supplier Relationship Management System (SRM).

The SPSRM Portal will be displayed in a separate window/tab (depending on your browser settings).


https://www.spgroup.com.sg/


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4.2. LOG IN TO THE SRM PORTAL

With effect from 21 March 2022, the mandatory Multi-Factor Authentication (MFA) has been enabled

for login to SRM portal. All Users must be authenticated with their password and the passcode

generated from their registered mobile device before they can be logged in to the SRM portal.

Refer to the SPSRM MFA User Guide or the SPSRM MFA Quick Start Guide available at

https://www.spgroup.com.sg/resources?page=1&category=Procurement

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https://www.spgroup.com.sg/resources?page=1&category=Procurement


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5. SUPPLIER SELF-SERVICE

5.1. ACCOUNT TYPES There are two account types for SRM: Authorised Representative; Contact Person. For each entity,

only one (1) Authorised Representative account is issued (refer to SPSRM Supplier Registration Guide

for details on the registration process). The maximum number of Contact Person accounts allowed

for each entity is ninety-nine (99).

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5.1.1. Authorised Representative

The Authorised Representative is assigned with Administrator rights to perform the following activities

in SPSRM System:

• Maintain Company Data (Product Category selection)

• Create Contact Person Account

• Maintain Contact Person Data (Name, Phone/Fax Numbers, E-mail Address)

• Lock / Unlock Contact Person Account

• View RFx

• RFx Response related activities (e.g. Create, Submit, etc)

Note: Please Contact Us if there are updates needed to the Company Data (e.g. address change) or

to the Authorised Representative (e.g. change of Authorised Representative’s particulars).

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5.1.2. Contact Person

Contact Person Account is a non-Administrator role which will only have basic rights such as display

Company/Own Data and bidding activities (e.g. View RFx, RFx Response related activities).

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5.1.3. Summary of Authorised Representative and Contact Person Privileges

Activity Description Authorised Representative Account

Contact Person Account

Reset Own Password

Create Contact Person Account

Display Company Data

Edit Company Data: Product Category

Edit Company Data: Company Details, Address Data, Contact Data

Display Own Data

Edit Own Data

Display Other Contact Person Data

Edit Other Contact Person Data

Lock/Unlock Contact Person Account

Display RFx

Create/Display/Edit RFx Response


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5.2. SELF-SERVICE ACTIVITIES

Suppliers may experience a pop-up at the bottom of the screen for allowing an add-on. Please note that this add-on is NOT REQUIRED for SRM. Suppliers may click on the grey “X” to close the pop-up notice whenever it appears.

Note: If the add-on was allowed and enabled, Suppliers may experience a time lag of up to 10

seconds when navigating between the links/performing activities under the Supplier Data tab.


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5.2.1. Company Data

Company data pertaining to address and contact details cannot be changed by the Authorised

Representative. Please Contact Us if there are updates needed to the Company Data (e.g. address

change).

The data under

Company Details,

Address Data and

Contact Data cannot

be edited.


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Scroll down the page to view the Product Categories section. Selection updates can only be done by

the Authorised Representative.

Notifications will be sent to the Authorised Representative’s e-mail address when there are

opportunities published that matches the selected category.


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__________________________________________________________________________________________

5.2.2. Create User [Restricted to Authorised Representative]

This allows the Authorised Representative to create the Contact Person. The User ID and password

will be sent to the Contact Person’s e-mail address upon successful creation.


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5.2.3. Find User [Restricted to Authorised Representative]

Administrative maintenance (update Contact Person data; lock/unlock Contact Person) of Contact

Person accounts may be done using this function.


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Status What it means

User Status: Active User has successfully logged in to SPSRM

User Status: Inactive User has never logged in to SPSRM since creation of User

Lock Status: Locked User has been locked and cannot log into SPSRM

Lock Status: Not Locked User can log in to SPSRM and perform RFx related activities


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5.2.3.1. Display Selected Contact Person’s details


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5.2.3.2. Edit Selected Contact Person’s details


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5.2.3.3. Lock/Unlock selected Contact Person

Contact Person accounts that are no longer active may be locked. The locked Contact Person account

will not be able to log into the SRM portal. A locked Contact Person account may be unlocked any time

by clicking on the Unlock button.

Lock Contact Person


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Unlock Contact Person


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5.2.4. Own Data

Authorised Representatives/Contact Persons may view their own details here.

Please Contact Us if there are updates needed to the Authorised Representative’s data (e.g. change

of e-mail address).

Contact Person’s data may be updated by the Authorised Representative. Please refer to 5.2.3.2 Edit

Selected Contact Person’s details.

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5.3. FORGOT USER ID 5.3.1. Authorised Representative Account

Please send e-mail to [email protected] with the Authorised Representative’s e-mail

address containing:

E-mail Subject Request for Authorised Representative’s User ID

E-mail Content Full Company Name: [Supplier to insert]

Company’s Unique Entity Number: [Supplier to insert]

Authorised Representative’s Name: [Supplier to insert]

Note: Please Contact Us at our hotline if you are in urgent need of the User ID.

__________________________________________________________________________________________

5.3.2. Contact Person Account

Please approach your Authorised Representative to obtain your Contact Person User ID.

Authorised Representative account possesses administrator rights to retrieve all Contact Persons

created for the Company. Please refer to 5.2.3 Find User.

mailto:[email protected]


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5.4. FORGOT PASSWORD / RESET PASSWORD

MFA Registration

This website is best experienced on Chrome or Edge or Safari


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Sample of password reset email

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5.4.1. Before registration of MFA device

Proceed to MFA registration page at https://srm.spgroup.com.sg/otp.

Enter User ID

Enter password

indicated in the

email

1

2

Click Log On

button

3

https://srm.spgroup.com.sg/otp


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Prompt to change password. User will be logged in to the MFA registration screen once the

password is successfully changed. User may proceed to set up the mobile device. Once mobile is

successfully set up, User can log in to SRM portal with the password and passcode (generated from

the SAP Authenticator App on the mobile device).

__________________________________________________________________________________________

5.4.2. After registration of MFA device

Proceed to SRM login at https://srm.spgroup.com.sg.

Enter password

indicated in the

email

1

Enter password of

your choice. Repeat

the password at

Confirm Password

Enter password of

your choice. Repeat

the password at

Confirm Password

2

Click Change

button to confirm

password

3

Enter password

indicated in the email

2



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Prompt to enter the PASSCODE from the SAP Authenticator App on the registered mobile device.

Prompt to change password. User will be logged in to the SRM portal once the password is

successfully changed.

__________________________________________________________________________________

Enter passcode

generated from the

SAP Authenticator

App on the registered

mobile device

1

Click on Log On

button 2

Enter password

indicated in the

email

1


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6. VIEW OPPORTUNITIES

Opportunities are referred to as “RFx” (Request For x).

Header Name What it means

1. Event Number RFx reference number

2. Event Description Description of the purchase

3. Start Date / Start Time Date and time the RFx was published

4. End Date / End Time Closing date and time of the RFx (Submission Deadline)

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6.1. BEFORE LOGGING IN

Suppliers may display all active public opportunities prior to logging in.

Note: Public viewing of RFx details (i.e. before logging in to the portal with User ID) is limited to the Site Showround and Eligibility.

6.1.1. Display List of Public RFx

Enter this URL in the browser’s address field:

https://srm.spgroup.com.sg/irj/portal/anonymous

https://srm.spgroup.com.sg/irj/portal/anonymous


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____________________________________________________________________________________________________

6.1.2. Display RFx’s Eligibility and Site Showround


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Example of Site Showround pop-up box displaying the RFx’s site showround details:

Example of Eligibility pop-up box displaying the RFx’s eligibility details:


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6.2. AFTER LOGGING IN

After logging in, Suppliers will be able to display all details of RFxs.

Note: RFxs that have closed (i.e. Submission Deadline already over) will only be displayed if Suppliers had saved/submitted RFx Response for the RFx.

RFx Overview screen will be displayed after clicking on the RFx tab. The Overview screen displays the

list of RFxs.

This website is best experienced on Chrome or Edge or Safari

MFA Registration


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From Section 7 onwards, Suppliers must be logged in to SPSRM for the functions to be available

7. DISPLAYING RFX

7.1. RFX OVERVIEW

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7.1.1. Active Queries

The query is defaulted to eRFxs All.

All Lists all RFxs (Published, Ended and Completed)

Published Lists active RFxs (i.e. submission deadline not over)

Ended Lists RFxs which submission deadline is over (must have RFx Response created)

Completed Lists RFxs which submission deadline is over (must have RFx Response created with Event Status: Transaction Completed

All queries under eAuctions

Not applicable


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7.1.2. Quick Criteria Maintenance

This is an optional feature which allows Supplier to further filter RFxs based on the criteria selection.

Note: Event Status is the same function as 7.1.1 Active Queries

Suppliers are recommended to use the following Search Criteria:

Event Number Enter RFx Reference Number. It should be 10 characters in length. Wildcard search is possible by including asterisks (e.g. QO118*).

Deadline Date Flag

Possible selections: ▪ Today: Lists RFxs ending on the current date ▪ Next 7 Days: Lists RFxs ending within the next 7 days ▪ Next 30 Days: Lists RFxs ending within the next 30 days ▪ Next 90 Days: Lists RFxs ending within the next 90 days ▪ Next 12 Month: Lists RFxs ending within the next 12 months

Status (of RFx

Response)

Possible selections: ▪ Saved: Lists RFxs with RFx Response having Saved status ▪ Bid Submitted: Lists RFxs with RFx Response having Submitted status ▪ Bid Rejected: Lists RFxs with RFx Response having Rejected status ▪ Bid Accepted: Lists RFxs with RFx Response having Accepted status ▪ Transaction Completed: Lists RFxs with RFx Response having Transaction

Completed status ▪ Deleted: Not applicable ▪ Bid returned: Not applicable


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7.1.3. RFx List Area

For better visibility, the RFx List Area will be presented in two parts.

Part 1

Note: Other than Refresh and Export buttons, the rest of the buttons will become active only when RFx is selected

Button Action

A new window will pop-up displaying the RFx Response window in edit mode

Note: This action is only active if there is NO existing RFx Response created for the selected RFx (i.e. Response Number field does not contain any RFx Response Number)

A new window will pop-up displaying the selected RFx

A new window will pop-up displaying the RFx Response window in display mode

Note: This action is only active if there is existing RFx Response created for the selected RFx (i.e. Response Number field contains RFx Response Number)

Generates a pdf extract of the Response

Note: This action is only active if there is existing RFx Response created for the selected RFx (i.e. Response Number field contains RFx Response Number)

Refreshes the RFx listing

Exports the current listing of RFxs into an excel file


Event Number RFx reference number

Event Description Description of the purchase

Event Status Status of RFx

Start Date Date the RFx was published

End Date Closing date of the RFx (Submission Deadline)

Response Number Supplier’s RFx Response reference number (e.g. 62xxxxxxxx)

Note: This field will be empty unless RFx Response has been created and saved and/or submitted


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Part 2


Response Status Status of RFx Response

Event Version RFx version (i.e. number of changes to RFx)

Response Version RFx Response version (i.e. number of changes to RFx Response)

Q&A Not applicable

Start Time Time the RFx was published

End Time Closing time of the RFx (Submission Deadline)

RFx Long Description Detailed description of the purchase

Note: It is possible for this field to be blank if detailed description is unnecessary for the RFx


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7.2. DISPLAY RFX DOCUMENT

7.2.1. Display RFx: Method 1


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7.2.2. Display RFx: Method 2


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7.3. UNDERSTANDING RFX/RFX RESPONSE INTERFACE

RFx and RFx Response are presented in a similar layout as detailed below:

1. Document Description - Document Mode: Display or Edit - Document Type: RFx or RFx Response

2. Header Buttons Buttons for activities relating to the document are displayed here

3. Header Document Info Provides a brief of key information (e.g. RFx Number, Submission Deadline, etc)

4. Header tabs Tab separators for different Header areas

5. Item tabs Tab separators for different area of Item details

Items tab: Click on Details button or Line Number hyperlink to display the Item Details area

2. Header Buttons 3. Header Document Info

4. Header tabs

5. Item tabs

Item overview table

Display Item Details: Click Details

or Line Number hyperlink

1. Document Description


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7.4. REGISTER INTEREST & INDICATE PARTICIPATION INTENT

7.4.1. Register Interest

▪ Registration is only applicable for public RFxs; not required for closed RFxs ▪ Registration is mandatory before a RFx Response can be created for public RFxs

Suppliers who have registered interest for a RFx will be kept informed of updates (if any) to the RFx.

The e-mail notification will be sent to the e-mail address of the User ID used in the RFx registration.


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7.4.2. Indicate Participation Intent

Suppliers may indicate their participation intent at the RFx. The selected participation intent may be

changed any time before the RFx’s submission deadline.

Example:

Supplier is interested to submit a Response, clicks on the Participate button.

Subsequently, due to some reason, Supplier is now unable to submit a Response. Therefore, Supplier

displays the RFx and clicks on the Do Not Participate button to change participation intent.


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7.5. RFX HEADER TABS

7.5.1. RFx Information tab

RFx information tab contains vital information pertaining to the RFx. Suppliers are reminded to take note of the dates stated herein when preparing for the RFx Response submission.

Note: For avoidance of doubt, all date and time displayed are subject to Supplier’s computer’s Time Zone in the Date and Time settings. Singapore time zone is displayed with UTC+8.

__________________________________________________________________________________

7.5.2. RFx Items tab

RFx Items tab contains item(s) which will be copied over to the RFx Response. Supplier will need to

enter the applicable rate/price for the item.

Note: For certain RFxs (e.g. Offer is to be made in Percentage Variation on the established Schedule of Rates/Prices; etc), Suppliers may be required to enter a mock value of S$1.00 in order to submit the RFx Response.


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7.5.3. Notes and Attachments tab

__________________________________________________________________________________

7.5.3.1. Notes

Notes contains Site showround/Briefing Detail and Tender Eligibility. To display either of the notes, click on the relevant note’s hyperlink to view the complete details.


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__________________________________________________________________________________

7.5.3.2. Attachments

The RFx Documents (e.g. Specifications; Schedules; Conditions of Contract; etc) will be available for download under this section.


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8. RFX RESPONSE – CREATE/SAVE/SUBMIT/EDIT/DELETE/WITHDRAW

To respond to a RFx, RFx Response must be submitted. The RFx Response allows Suppliers to enter

their offer and upload attachments.

8.1. CREATE RFX RESPONSE

▪ Supplier must have already registered interest for the RFx to be able to see the “Create Response” button (See 7.4.1)

▪ “Create Response” button is available only within the Submission Deadline date and time

8.1.1. Method 1: At RFx Overview


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8.1.2. Method 2: From RFx


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__________________________________________________________________________________


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8.2. SAVE VS SUBMIT RFX RESPONSE

8.2.1. Save RFx Response

RFx Response may be saved any time after the creation. RFx Response in “Saved” status is a draft

version which is only available to the Supplier; SP Group will not be able to receive/view it.

▪ RFx Response in “Saved” status is a draft version which is viewable only by Supplier; SP Group will not be able to receive/view the RFx Response

▪ Saving is possible only within the Submission Deadline date and time

After a RFx Response is created (see 8.1) or edited (see 8.3), Supplier may save it any time by clicking

the Save button. This allows the changes/updates to the RFx Response thus far to be saved and

Supplier may edit the saved RFx Response any time as long as it’s done before the Submission Deadline.

Note: Suppliers are encouraged to save their edits to the RFx Response to prevent any loss due to system time-out (occurs when there’s inactivity of 15 mins) or disruption to internet connectivity.


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8.2.2. Submit RFx Response

RFx Response must be submitted prior to the Submission Deadline for SP Group to receive and view

the RFx Response after the Submission Deadline.

▪ Supplier MUST submit their RFx Response so that after the Submission Deadline, SP Group is able to receive and view the RFx Response

▪ No one other than Supplier is able to view their RFx Response (in any status) before the Submission Deadline

▪ Submission is possible only within the Submission Deadline date and time

Once Supplier is satisfied with the RFx Response and ready to submit it, click on the Submit button.


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If the RFx Response was previously saved, the Submit button is available only when the RFx Response

is in the edit mode (i.e. click the Edit button).


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8.3. EDIT RFX RESPONSE

▪ There must be an existing RFx Response to edit it ▪ RFx Response with “Submitted” status may be edited (before Submission

Deadline) but the updated RFx Response must be submitted again ▪ Edit is possible only within the Submission Deadline date and time


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8.4. DELETE RFX RESPONSE

Suppliers may use this function (before the Submission Deadline) to delete a RFx Response that is no

longer required.

▪ Delete is available for RFx Response that was not submitted (i.e. RFx Response does not have any prior active version in “Submitted” status)

▪ Deletion is possible only within the Submission Deadline date and time


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8.5. WITHDRAW RFX RESPONSE

Suppliers may use this function (before the Submission Deadline) to retract their RFx Response if they

are no longer able to offer the goods/services.

When the RFx Response is in the “Withdrawn” status, SP Group will not be able to view Supplier’s RFx

Response nor any of the attachment(s) in it.

▪ Withdraw can only be done for RFx Response that was submitted ▪ Withdraw is possible only within the Submission Deadline date and time ▪ Suppliers may re-submit RFx Response after withdraw, but it must be

done within the Submission Deadline date and time


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Withdraw activities completed, this window may be closed.

Re-submit RFx Response:


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9. RFX RESPONSE – ENTERING DATA

To submit an RFx Response, the key tabs for data entry are Information, Items and Notes and

Attachments. The other tabs are for information purposes (e.g. Summary; Tracking) or not in use (e.g.

Business Workspace; Business Attachments).

9.1. INFORMATION TAB

Field Name Action required?

1. Currency This field will be in display mode if selection of foreign currency is not activated for the RFx. If foreign currency selection has been activated, Suppliers may select the required currency as available from the dropdown list.

Note: Currency should be left in Singapore Dollars if the RFx Response contains mix of various currencies (e.g. Item 1 offered in SGD, Item 2 offered in USD)

2. Target Value of RFx Response

No entry required from Supplier. Offer value should be completed in the Form of Base/Alternative Tender/Quotation, whichever applicable (available in the RFx Documents).

Note: This field may not be visible for some RFxs

3. Terms of Payment No entry required and Supplier may disregard this field. Terms of Payment shall be as per specified in the Conditions of Contract (available in the RFx Documents).

4. Incoterm No entry required from Supplier. Incoterm (if applicable) shall be specified in Supplier’s bid document that should be uploaded under the Attachments section (see xxx).

5. Supplier’s Contact Person Data

Optional entry. Contact Person to be entered in event SP Group needs to contact Supplier on matters pertaining to the RFx. These fields are optional as the Contact Person and contact details may be specified in Supplier’s bid document that should be uploaded under the Attachments section (see xxx).

6. Bidder Defect Liability Period

This field is defaulted to the Defect Liability Period required by SP Group but it may be updated by the Supplier as required.


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9.2. ITEMS TAB

Item(s) is/are copied over from the RFx upon creation of the RFx Response. Suppliers are required to

enter their offer rate(s)/price(s) for the item(s).

Note: For certain RFxs (e.g. Offer is to be made in Percentage Variation on the established Schedule of Rates/Prices; etc), Suppliers may be required to enter a mock value of S$1.00 in order to submit the RFx Response.

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9.2.1. Enter Price/Selection of Reason for 0.00 value response

9.2.1.1. Material

Material Items can be identified by this icon under the “Line Number” column.

i. Foreign Currency selection DEACTIVATED

Item Overview table: Unit Rate/Price may be entered in the “Price” field for the item.

OR


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Item Data tab: Unit Rate/Price may be entered in the “Price” field for the item.

For selection of the reason for 0.00 value, scroll down the window, it will be available below the

Delivery Days field:


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ii. Foreign Currency selection ACTIVATED

Item Overview table: Entry of Unit Rate/Price is not allowed.


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9.2.1.2. Service (under Outline)

Under the “Line Number” column:

- Outline Items identified by this icon . Price cannot be entered for Outline Items.

- Service Items identified by this icon . Price must be entered at Service Items.


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i. Foreign Currency selection DEACTIVATED

Item Overview table: Unit Rate/Price may be entered in the “Price” field for the Service Item.

OR

Item Data tab: Unit Rate/Price may be entered in the “Price” field for the Service Item.


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ii. Foreign Currency selection ACTIVATED

Item Overview table: Entry of Unit Rate/Price is not allowed.


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9.2.2. Add Item

▪ If the “Add New” button in the RFx Response is inactive, this function is not available

9.2.2.1. Add New Item

This function may be used to add new items into the RFx Response.


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9.2.2.2. Add Alternative Item

This function may be used to add alternative items to SP Group Buyer’s created items into the RFx

Response.

E.g. Supplier offers value “1.00” for Item A and there is an alternative offer for Item A at “0.90”. Use

this function to add the alternative “0.90” offer for Item A.


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9.2.2.3. Add Substitute Item

This function may be used to add substitute items to SP Group Buyer’s created items into the RFx

Response.

E.g. Supplier has no offer for Item A, however, there is a substitution item which may function the

same as Item A at “1.00”. Use this function to add the substitute item at “1.00” offer for Item A.


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9.2.2.4. Add Supplement Item

This function may be used to add supplement items to SP Group Buyer’s created items into the RFx

Response.

E.g. Supplier has offer for Item A and in addition to that, there are supplementary items which SP

Group Buyer may wish to consider along with Item A. Use this function to add the supplementary

item for Item A.


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9.2.3. Delete Item

Only items added by Suppliers may be deleted.

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9.3. NOTES AND ATTACHMENTS TAB

9.3.1. Notes

Suppliers may add remarks for their RFx Response using this function. However, Suppliers are

encouraged to enter offer-related remarks in their proposal/write-up submission in the attachments.


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9.3.2. Attachments

▪ Maximum file size is limited to 20MB per file ▪ Allowed file types: .bmp, .doc, .docx, .jpeg, .jpg, .ods, .odt, .pdf, .png, .ppt, .pptx, .rtf, .xls, .xlsx, .zip ▪ Files encrypted with password cannot be uploaded ▪ Suppliers are encouraged to zip up the files (not exceeding 20MB per zip

file) for ease of upload

Proposals, brochures, etc in softcopy may be added to the RFx Response under this section.

9.3.2.1. Add Attachment


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9.3.2.2. Delete Attachment


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- End of Document -