doe: supplier engagement overview - … · doe: supplier engagement overview february 2017 | doe...

NSW DEPARTMENT OF EDUCATION – PROCUREMENT SOLUTIONS DIRECTORATE WWW.DEC.NSW.GOV.AU

DoE: Supplier Engagement Overview February 2017 | DoE PSD External | v13

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NSW DEPARTMENT OF EDUCATION – PROCUREMENT SOLUTIONS DIRECTORATE WWW.DEC.NSW.GOV.AU NSW DEPARTMENT OF EDUCATION – PROCUREMENT SOLUTIONS DIRECTORATE WWW.DEC.NSW.GOV.AU

Process navigation and overview

Register on

eTendering

Register on Ariba

Respond to tender through

Ariba

Manage your

company profile in

Ariba

eTendering support

Ariba troubleshooting & support

2

Click shapes

to navigate

Introduction – start here


This document is designed to help you, as an existing and/or potential supplier, to engage with the NSW Department of Education (DoE).

To tender for our business, all suppliers need to be registered on the NSW eTendering website. Additionally, in June 2015, NSW Department of Education implemented a new sourcing system using Ariba Cloud Commerce. All suppliers will now need to register on DoE Ariba.

This document outlines the full DoE supplier engagement process, from advertising of a public tender on the eTendering website, through registration of suppliers on eTendering, through registration of suppliers on DoE Ariba, through to the supplier submitting a response and later being notified of the end of a DoE Ariba tendering event.

Introduction to this document

3

If you have trouble accessing the information in this document, please email us at [email protected] and we will make every effort to provide you with the information you need in a timely manner.

DoE strongly suggests that suppliers review the relevant sections of this overview document early and thoroughly in order to make your engagement with DoE efficient and effective.

Introduction – start here Back

to menu

https://tenders.nsw.gov.au/doe/?event=public.home

http://dec.supplier.ariba.com/





mailto:[email protected]


This document uses “RFx” to refer to a number of different DoE market engagements, some of which may be an initial enquiry for market interest, capabilities and information, and others may directly lead to a contract for goods or services.

There are three main DoE tendering processes:

1/ Open market RFx is a public tender open to all suppliers via the NSW eTendering website. Suppliers will be directed to DoE Ariba to register there and lodge their responses through DoE Ariba.

2/ Restricted open view RFx is a public tender open to all suppliers, but suppliers will need to register on DoE Ariba and complete a qualification process, such as signing a confidentiality agreement, before they are given access to the RFx to lodge their responses.

Introduction to DoE tendering processes

4

3/ Closed or panel RFx is a pre-existing panel or an earlier RFx process resulting in a shortlist of suppliers invited to tender. These RFx events may be run through eTendering and DoE Ariba, or directly through DoE Ariba.


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Typical timeline of DoE RFx event communications

5

Open market RFx event advertised on eTendering*

RFx event open on DoE Ariba*

*Note panel tenders are managed direct from DoE Ariba

**Email contact for an RFx event will be in the brief on eTendering or in the invite email for a panel event

eTendering is used as

a public noticeboard for

the Ariba event. This

prompts suppliers to

register on DoE Ariba.

1 2 3 4

5 7 8 9 10 11 12 13

Suppliers will not be able to access, read,

download or respond to the DoE Ariba RFx

event until it opens. Timing of event opening will

not be precisely defined in advance; closing

time will be defined once event is opened.

If you do not get key event message 6, please email

**<generic_email>@det.nsw.edu.au with the project code (eg DoE123456)

in the subject of the email.

6

Messages – see table on

next page


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Typical DoE RFx event communications

6

# Type of event Stage in event ↓

Open market RFx Restricted open view RFx Closed/ panel RFx

1 Event advertised on eTendering website No explicit communication, as suppliers are not yet determined. Event summary information publicly available.

Not applicable.

2 Supplier registration on Ariba initiated Email from "Ariba Commerce Cloud", titled "Action Required: Activate your account".

3 SuppIier registration on Ariba activated Email from "Ariba Commerce Cloud", titled "Welcome to the Ariba Commerce Cloud".

4 Supplier accepted into community DoE Ariba Email from "aribasystem", titled "Organization <Supplier_name> has been approved by NSW Department of Education".

5 Supplier communicates interest in DoE Ariba event

Supplier emails *<generic_email>@det.nsw.edu.au, with project code (eg DoE123456) in subject of email, to confirm Ariba registration and communicate interest in DoE Ariba event.

6 Supplier invited into DoE Ariba event Email from “NSW Department of Education", titled "NSW Department of Education has invited you to participate in an event: <event name>".

7 DoE Ariba event time has changed Email from "NSW Department of Education", "Event <event_ name> has been reduced by <time_period>".

8 DoE Ariba event details have changed Email from "NSW Department of Education", titled "Event <event name> has changed".

9 DoE Ariba event response submitted On-screen message in DoE Ariba system "You have submitted a response for this event. Thank you for participating". 10 DoE Ariba event response re-submitted

11 DoE Ariba event now closed Email from "NSW Department of Education", titled "Event <event_name> is no longer accepting responses".

12 Supplier selected as preferred supplier Email from *<generic_email>@det.nsw.edu.au" (or similar category team email), generally with event name in title. 13 Supplier has been unsuccessful

If you do not get key event message 6, please email *<generic_email>@det.nsw.edu.au with project code (eg DoE123456) in subject of email.

Notes: Pre-registered suppliers will not receive messages 2, 3 or 4. Message 5 is sent by the supplier. Messages 7 and 8 are conditional. *Email contact for an RFx event will be in the brief on eTendering or in the invite email for a panel event

Introduction – start here Back to

menu



Access the eTendering website

https://tenders.nsw.gov.au/

7

Register on eTendering Back

to menu

Register if you do not

already have an account..

Select Department

of Education (to

navigate to current

tenders)

Or log in to an

existing account..

https://tenders.nsw.gov.au/


New suppliers complete the online registration form..

New user registration in eTendering

8


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Suppliers that are already registered log in using their email address and password..

Registered users log in to eTendering

9


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Navigate to current DoE tenders

10


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3. View current tenders

for that agency by click

on “Full details”..

1. Select DoE..

2. Select

an

agency..


View RFx event details and download DoE supplier guide for Ariba

11


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Download guide for

this RFx event which

contains specific DoE

Ariba instructions and

event information.

We recommend that you complete DoE

Ariba registration as soon as possible.


eTendering system queries:

email: [email protected]

phone: 1800 NSW BUY 1800 679 289 (International + 61 2 9372 8333)

eTendering support

12

Back to

menu

eTendering support


mailto:[email protected]


Follow the below steps if your organisation does NOT have an Ariba Commerce Cloud

account.

1. Go to http://dec.supplier.ariba.com (DoE Ariba)

[Note this may initially result in a web browser warning; you will need to continue to access the DoE

Ariba portal]

2. Click link “Register as a New Supplier”, this will navigate to “Enter Your Ariba Commerce Cloud

Information” page

3. Complete section 1 – “Enter basic company information”

4. Complete section 2 – “Enter user account information”

5. Check the box “I have read and agree to the Terms of Use and the Ariba Privacy Statement”.

6. Then click “Submit” button

Register your company (no Ariba account*)

13

*For suppliers with an existing Ariba account, please go here.

Note there is no charge to register your company on DoE Ariba.

Register on Ariba Back

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Suppliers should carefully

check within their organisation

whether they have an existing

Ariba account. Suppliers

should not attempt to create

duplicate Ariba accounts, as

the second (duplicate) account

will later be rejected. There is a 3 minute Ariba video “Supplier Basics”, which includes

registration. Find this on the DoE Ariba portal, open the “Help

Center” (top right) and search “video”..






What is a duplicate Ariba account?

14


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Educational Supplies Ltd (Australia)

F.Bloggs@... J.Smith@...

Educational Supplies Ltd (Australia)

E.Ror@...

Original account for a legal entity.. Any duplicate accounts will be rejected

..but users under duplicate

accounts will be rejected

You can have multiple users

under one account..

To create new users, go here


Register your company (no Ariba account)

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Suppliers only need to

provide “basic company

information” in order to

register in DoE Ariba.

Please check that any

and all data entered is

correct – eg no dummy

data, and no typos..



Follow the below steps if your organisation already has an Ariba Commerce Cloud

account, however is NOT registered with Department of Education

1. Go to http://dec.supplier.ariba.com

[Note this may initially result in a web browser warning; you will need to continue to access the DoE

Ariba portal]

2. Click link “Register as a New Supplier”, this will navigate to “Enter Your Ariba Commerce Cloud

Information” page

3. Click the ‘Login’ button located at the top of the page, this will navigate to “Enable your Ariba

Commerce Cloud account to access NSW Department of Education” page

4. Enter your Ariba Commerce Cloud login details, then click Continue

Register your company (Ariba account)

16

Note there is no charge to register your company on DoE Ariba


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After registering with DoE Ariba, Ariba will

send the supplier the following activation

email.

Click link to activate, as shown..

This link will direct the supplier to the

‘Customer Requested Profile’ questions as

on the next page.

Activate your account (all registering

suppliers)

17


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You may need to turn off your

browser’s pop-up window blocker or

ad blocker.



Customer Requested Profile, 3 questions*

After activating your Ariba Commerce

Cloud Account, you will be prompted

to respond to three (3) further

questions relating to your

organisation:

Small or medium sized

enterprise (SME) status

Recognised Aboriginal Business

status

Australian Disability Enterprise

(ADE) status

You need to complete and submit

these responses before gaining

access to the DoE RFx event.


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*All suppliers – both those with pre-

existing Ariba accounts and those

that have just registered – will need

to answer these 3 questions.


Customer Requested Profile, 3 questions*

Previously registered

suppliers

If the supplier has previously

registered and is now logging

back in to their DoE Ariba

account, they will also need to

complete the 3 questions.

Suppliers can do this from the

DoE Ariba home page, as

shown..


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*All suppliers – both those

with pre-existing Ariba

accounts and those that have

just registered – will need to

answer these 3 questions.




Receive DoE Ariba event invitation Ariba will send an event invitation when the tender event opens.

20

Respond to tender through Ariba

Note if you do not

wish to participate,

you may just ignore

the event invitation.

Back to

menu


The tender event can be located in ‘Proposals’ tab

Events will have a different “Status” depending on the start date and time

Open – The event is currently running and accepting submissions

Pending Selection – The event has completed, pending selection by the buyer

Click the link (ie the name of the event) to be taken to the next stage

Find the tender event

21

Respond to tender through Ariba Back

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DoE RFx events will generally follow a standard structure, as shown in the table below.

General structure of a DoE RFx

22

RFx section What is it Typical prerequisites* Commentary

Part A RFx notice, description, key dates, General Conditions & dictionary

Acceptance of Statement of Business Ethics and General Conditions

Prerequisites in this section are generally standard

Part A Attachments

Contract and attachments (schedules), eg Special Terms

Usually not applicable

DoE uses a suite of standard contracts, supplemented by appropriate attachments. This section is not applicable for first stage RFx’s

Part B RFx requirements – ie the product or service required by DoE

Usually not applicable This section will be specific to a particular RFx

Part C

Questions for supplier response, eg company details, risk, references, statement of compliance, price and non-price questions

Any mandatory requirements

This is generally standard information from any supplier. Responses to price and non-price questions will be used for evaluation

*All prerequisites will need to be accepted / met by suppliers before they will be able to respond to other sections


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“Review Event Details” will default to being in a completed status, indicated by the tick adjacent to Step 1

“Review and Accept Prerequisites” involves accepting the Buyer’s Terms and Conditions for participating in the event

Click the “Review Prerequisites” button, then click ‘View Bidder Agreement’ to review the Buyer’s Terms & Conditions

After reading the T&C’s, select the radio button “I accept the terms of this agreement”, then click “OK” button

Suppliers must accept event prerequisites

Note that prerequisites

includes the Statement of

Business Ethics, and

General Conditions of

Tender, which must be

accepted by all suppliers.

23


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Consider accepting pre-requisites

immediately, in order to get Ariba

Event Messaging email alerts.

All tenders have at least

1 prerequisite question

that must be answered

before suppliers can

proceed further with their

responses.


The RFx event structure may be made un-usable if the supplier attempts to “Download Content”

Unless expressly instructed, please complete the response within DoE Ariba

If you have accidentally clicked “Download Content”, just ignore the downloaded Excel file and complete response in DoE Ariba as intended.

Do not “Download Content”

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Event Messages allows you to submit messages to the Buyer regarding the event

If the message applicable to all suppliers, Buyer’s may respond to all participants

Ariba Event Messaging

25

Any and all communications

with DoE during the event

will be through Ariba Event

Messaging.

Incoming Ariba Event

Messages will be sent as

emails to suppliers and will

also be available on Ariba

under “Event Messages”.

The DoE generic email

should be used only for

initial registration / notice

of intention to submit a

response.


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Ariba Event Messaging will send suppliers alert emails regarding new messages, which can then be viewed within the Ariba system under “Event Messages”

However, until a supplier has accepted the pre-requisites, the supplier will not get these alert emails

Un-notified messages could include changes to the event close date, any messages to suppliers, notification of market briefings, or any changes to the RFx

Suppliers can still view messages, as normal, within the Ariba system under “Event Messages”

Ariba Event Messaging alerts

26


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Note that even if

suppliers do not

get email alerts,

they will still be

able to view any

addendums as

part of the

tender

document.


You will need to either type or cut and paste text into specified data input fields in Ariba

When entering text be aware of the following:

1. Text character limits – there are character limits on different data input fields. If you exceed these limits, the remainder of your text will not be saved or submitted, and there is no alert or warning in Ariba

2. Track changes and annotated text – if you cut and paste text that includes edits and comments, be aware that these edits and comments may also be included in the text pasted into Ariba

You are responsible for your own correct and complete data entry

If you need to include non-text inputs, you may be able to attach a separate document – see next page.

Entering text into Ariba data input fields

27


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The event may contain reference documents or attachments. You can download attachments individually or download all attachments

You can upload documents into DoE Ariba and submit it as part of the event response by clicking ‘Attach a file’ then ‘Upload a file from desktop’

Attach a document

Attach a document with caption/notes

Maximum file size 100mb

Downloading and uploading documents

28


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Please ensure

you allow

sufficient time to

upload all

documents in

advance of the

event closing

time, as any

documents that

are still uploading

when the event

closes will not be

included in your

tender bid.



Submit Entire Response button submits your response to the buyer

Update Totals calculates the total cost of each item/requirement

Save button allows you to save your response and access it later

Submitting your response

29

What happens if

you submit your

response

multiple times?

In DoE Ariba,

any re-submitted

response will

over-write any

previously

submitted

response.

Therefore the

last submitted

response will be

considered as

the only

response lodged.


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Maintain Company Profile on DoE Ariba – eg company information, contact details, certifications, etc

Manage your company profile

30

Manage your company profile in Ariba Back

to menu

Make sure you

can see the

DoE logo, that

you are on the

DoE Ariba

portal.

Ensure your company profile is up-to-

date when responding to an event –

especially contact details such as a

current business phone number.

Adding a short description is

a good idea if it is not clear

from your organisation name,

eg “Aardvark Pty Ltd”.

There is generally

no need to update

your “Public Profile”

unless you want to

use Ariba to market

to other customers.

Make sure users are up-to-date and that

you have someone available to access the

event if your Account Administrator is

unavailable.




Initially the person creating the supplier account will automatically have the role of “Administrator”. The Administrator can add or delete users, as well as edit the company profile.

Note that any individual users must be approved by Ariba Sourcing buyers (ie DoE) before they can view or participate in events.

Check the role of the Administrator..

Company Settings > Users >..

The Administrator’s own details can be changed using the icon top right..

By default, creator is “Administrator”

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Note that the Administrator must set up at least one “role” before adding a new “user”.

Steps below are to add an “Alternative user”..

Adding roles and users

32


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First create

role.. Then create user,

and assign role to

user..

The Ariba system will then

send the new user 2 emails:

one with their username,

asking to confirm their email

address; another with a

temporary password.


For the Administrator, under Company Settings > Users >..

On the same page the Administrator can manage roles..

Deleting users and roles

33


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Delete a

user. First select

a user..

The Administrator can also

transfer the Administrator

role to another user.

Create another role. Review, edit or

delete roles.

Note you cannot change

the Administrator role.


• For login or username issues, open DoE Ariba portal,

open “Help Center” (top right) and select the 2-minute

Ariba help video “Having Trouble Logging In”.

• For event specific questions (eg “please explain this requirement..”) suppliers

should contact DoE using Ariba Event Messaging within Ariba.

• For Ariba technical support, suppliers should

access Ariba Support Centre via the ‘help’ menu

within DoE Ariba or call 1800 766 694 (Australia).

Other international access numbers are also

available via the Ariba Support Centre.

Ariba troubleshooting & support

34

Ariba troubleshooting & support Back

to menu

https://uex.ariba.com/auc/support-center







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