Awareness and familiarisation of Intenda

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  • This is an example of how a supplier would go through the registration process, registers the interest and submits PQQ We are working with PASA to ensure the principles of "Once Only" are maintained and looking for ways to integrate both with the current and potential future version of SID Own version of global rfx Click on link that will take supplier into nhs sc portal NHS SC branded Supplier – tenderspqqsojeu notices – take you to ted Tendering message centre – pqq and ojeu – dessimination of message management
  • This is an example of how a supplier would go through the registration process, registers the interest and submits PQQ We are working with PASA to ensure the principles of "Once Only" are maintained and looking for ways to integrate both with the current and potential future version of SID Own version of global rfx Click on link that will take supplier into nhs sc portal NHS SC branded Supplier – tenderspqqsojeu notices – take you to ted Tendering message centre – pqq and ojeu – dessimination of message management
  • This is an example of how a supplier would go through the registration process, registers the interest and submits PQQ We are working with PASA to ensure the principles of "Once Only" are maintained and looking for ways to integrate both with the current and potential future version of SID Own version of global rfx Click on link that will take supplier into nhs sc portal NHS SC branded Supplier – tenderspqqsojeu notices – take you to ted Tendering message centre – pqq and ojeu – dessimination of message management
  • Throughout the process there are context sensitive help messages available to help the supplier. This screen is used to confirm to the supplier the overview of this tender in terms of timeline, OJEU reference and contact details. The electronic terms and conditions are also provided at this point for agreement before continuing with the tender details.
  • The application provides guidance to the supplier in the completion of the responses, even to the level of the sequence of activities. Note the help function available for each button. Warning messages will appear when there are outstanding information that is required for the completion of a step in the process
  • This screen is an example of the reduced work required by the supplier to respond. Using the dropdown list, the time required to type responses are significantly reduced. Providing the dropdown list improves common understanding between the Buyer and the supplier as the risk of different interpretation of the questions and answers are eliminated.
  • The supplier can select different views of the response fields to assist in the fastest and easiest responses. The view if information on the screen can be rearranged to suit the supplier. The amount of information displayed can be edited by the supplier depending on his need. Colours are used to indicate the importance of data provided.
  • This screen shows the alternative view of the previous screen. The suppliers can jump between the two views without losing information. The buttons at the bottom of the screen allow the supplier the facility to complete all the information on one item at a time or complete one piece of information for all items at a time.
  • In this system all the required information is part of the package, there is no more fear that a document is left out or not sent with all the other documents. Note the ability to re-order the items and show only relevant items based on previous activities on the items in the response package.
  • In this system all the required information is part of the package, there is no more fear that a document is left out or not sent with all the other documents. Note the ability to re-order the items and show only relevant items based on previous activities on the items in the response package.
  • All documents sent with the invitation is located in one place and will even indicate to the supplier which of the documents have been viewed. All documents added by the supplier to be sent back to the Buyer is also viewed on this page.
  • This is an example of the system providing a checklist to ensure that the supplier can be assured that all the work has been done on the response.
  • A single package is submitted which contains all the relevant documentation. The package is encrypted to ensure complete secrecy. The buyer will only have access to the information after the closing time and date of the tender. The time and date stamp of the system ensures that there can be no dispute regarding whether a tender response was submitted on time or not. NHS SC will be using the internet response method to ensure there is no human intervention in the tender submissions. This method allows the supplier to submit their responses directly into the system. The supplier will be able to send as many updates of their responses up to the closing time of the tender. Only the last version submitted is visible to the buyer. The system will respond with a successful submission at the end of the process. The supplier also has the ability to make a printout of the responses submitted, although the responses can be revisited by the supplier at any time simply by opening the responses.
  • Each supplier will receive a unique logon and password for every auction to ensure absolute confidentiality The application will check the supplier hardware and provide a result whether the hardware complies with the minimum requirement to eliminate any issues during the live auction.
  • This screen is used to select the appropriate stage or auction. In many cases there may be a live auction upcoming with a training auction provided for the supplier to get accustomed to the system. The dictionary is used to ensure that the suppliers correctly understand any messages during the auction.
  • Because time is important during an auction, all the important screens are located at one place with tabs provided to switch rapidly between screens. Colours are used to indicate activity and attention required. Other information is displayed at item level as well as at screen level.
  • This is used to ensure that the supplier does not accidentally bid on an item or group of items.
  • The details of the bidding is captured electronically and provides a clear report of the activities. This can be used to do supplier briefings after the auction.
  • Awareness and familiarisation of Intenda

    1. 1. NHS Supply Chain Intenda Awareness and Familiarisation Intenda Team Koos Mynhardt, Nick Hills, Farah Duff, Rob Pearce
    2. 2. Agenda <ul><li>Questions and answers </li></ul><ul><li>Registration, OJEU management and pre-qualification questionnaire </li></ul><ul><li>Detailed look at responding to tenders </li></ul><ul><li>eAuctions </li></ul><ul><li>Questions </li></ul>
    3. 3. Questions and answers <ul><li>How does this new development influence my current logon and registration </li></ul><ul><li>details with NHS Supply Chain? </li></ul><ul><li>Existing logon to the Supplier Information Database (SID) remains unchanged in the interim </li></ul><ul><ul><li>NHS Supply Chain working with PaSA on the replacement SID System </li></ul></ul><ul><li>Logon to NHS Supply Chain Website remains unchanged </li></ul><ul><li>Suppliers with current contracts will be pre-registered onto Intenda by NHS Supply Chain </li></ul><ul><li>New suppliers will have to register via the new NHS Supply Chain Portal </li></ul>
    4. 4. Questions and answers <ul><li>What will happen to ongoing and planned tender activity? </li></ul><ul><li>Any Tenders that have already been issued to suppliers will not be affected </li></ul><ul><li>Any tendering activity prior to the Short listing of Suppliers through a Restricted OJEU Process will remain within the current System </li></ul><ul><li>Any tendering activity that has reached the Short Listed stage and is ready for a tender to be issued CAN be migrated to the new Intenda Solution if required by the business </li></ul><ul><li>All new tendering activity will be undertaken in Intenda dependant upon appropriate training being completed </li></ul>
    5. 5. Questions and answers <ul><li>What support can we expect while using the new system? </li></ul><ul><ul><li>Dedicated supplier helpdesk for technical support </li></ul></ul><ul><ul><li>Online interactive learning aids ( e-learning ) </li></ul></ul><ul><ul><li>Context sensitive help during the process </li></ul></ul><ul><li>What will it cost me to participate? </li></ul><ul><ul><li>There is no cost to the supplier for participation or registration </li></ul></ul><ul><li>What is a PQQ? </li></ul><ul><ul><li>A PQQ is a Pre-qualification Questionnaire which is part of the process of evaluating who within the wider supply market is best suited to participate in a tender </li></ul></ul><ul><li>What is TED? </li></ul><ul><ul><li>TED refers to the Tenders Electronic Daily website which publishes calls for tenders, contract awards and pre-information notices for public procurement www.ted.europa.eu </li></ul></ul>
    6. 6. Registration, OJEU management and pre-qualification questionnaire NHSSC portal NHSSC portal PREPARATION PHASE TENDER PHASE CONTRACT PHASE Determine Customer Need Refine Customer Need NHS portal PREPARATION PHASE Pre-qualification Questionnaire Issue Tender Auction Evaluate Web portal NHS portal eRS / Web TENDER PHASE Award Maintain Launch Direct Communication CONTRACT PHASE Registration Determine Customer Need Refine Customer Need PREPARATION PHASE Pre-qualification Questionnaire TENDER PHASE Registration
    7. 7. <ul><li>Principle of “Once Only” </li></ul><ul><li>Working towards integration with PaSA current and future system </li></ul><ul><li>Pre-register current active suppliers </li></ul><ul><li>Portal direct to TED, register interest (according to OJEU regulations) </li></ul><ul><li>Submit PQQ </li></ul>Supplier access New supplier Existing supplier Register on portal Log onto portal OJEU on dashboard OJEU and other on dashboard Select Notice System directs user to TED Register interest PQQ displayed Supplier Responds to PQQ Clarification process Submit PQQ Global portal Registration, OJEU management and pre-qualification questionnaire
    8. 8. Detailed look at responding to tenders
    9. 9. Issuing and completing tender response PREPARATION PHASE TENDER PHASE CONTRACT PHASE Determine Customer Need Refine Customer Need NHSSC portal PREPARATION PHASE Pre-qualification Questionnaire Issue Tender Auction Evaluate Web portal NHSSC portal eRS / Web TENDER PHASE Award Maintain Launch Direct Communication CONTRACT PHASE Registration TENDER PHASE Issue Tender Evaluate
    10. 10. Opening the eRS package <ul><li>Shortcut icon on desktop </li></ul><ul><li>Download invitation </li></ul><ul><li>OR receive e-mail </li></ul><ul><li>Application creates path </li></ul><ul><li>Windows look and feel </li></ul>Ease of use
    11. 11. Tender header screen <ul><li>Buyer contact details </li></ul><ul><li>Verify your details </li></ul><ul><li>Tender details and description </li></ul>Help Functionality
    12. 12. Response wizard <ul><li>Built-in guidance </li></ul><ul><li>Speed – minimum typing </li></ul><ul><li>Help function </li></ul>Golden thread
    13. 13. Dropdown Responses <ul><li>Dropdown lists </li></ul><ul><li>Set Responses </li></ul><ul><li>Allow motivation </li></ul>Common Understanding
    14. 14. Line response fields – quick response <ul><li>Grid view </li></ul><ul><li>Use of colours </li></ul><ul><li>Arrange columns </li></ul><ul><li>Data displayed </li></ul><ul><li>Set defaults </li></ul><ul><li>Jump to other areas </li></ul><ul><li>Alternative offers </li></ul><ul><li>Change Specifications </li></ul>Flexibility
    15. 15. Line response fields - detail <ul><li>Single item focus </li></ul><ul><li>Switch between views </li></ul><ul><li>Response Wizard </li></ul><ul><li>No saving required </li></ul>Data safety
    16. 16. Item questionnaire <ul><li>Integrated responses </li></ul><ul><li>Filter and group </li></ul><ul><li>Warning messages </li></ul>
    17. 17. Item questionnaire Reminders
    18. 18. Attachments received <ul><li>All documents organised </li></ul><ul><li>Status </li></ul><ul><li>Documents to be submitted </li></ul><ul><li>Document types supported </li></ul>Organised 009 (Opened) – DOCUMENT 8 – INVENTORY SUPPLIER ....
    19. 19. Completion confirmation checklist <ul><li>Print responses for own archive </li></ul><ul><li>Encrypt </li></ul><ul><li>Compress </li></ul>Final checklist
    20. 20. Method of submitting response <ul><li>Single package </li></ul><ul><li>Direct upload </li></ul><ul><li>Time and date stamp </li></ul><ul><li>Versions </li></ul><ul><li>Future reference </li></ul>No human intervention
    21. 21. eAuction eAuctions >
    22. 22. Questions and answers <ul><li>Will all tender include eAuctions in future? </li></ul><ul><ul><li>Not all tenders are suitable for auctioning. The use of eAuctions will depend on the most suitable method for each market. </li></ul></ul><ul><li>What support will the suppliers get in the use of eAuctions? </li></ul><ul><ul><li>The use of eAuctions are underpinned by a proven business process. </li></ul></ul><ul><ul><li>Dummy auctions will be used to ensure that the supplier is comfortable with the software and can focus on their bidding strategy rather than the software </li></ul></ul><ul><ul><li>Eauction participation rules will be provided in preparation to the eAuction to ensure that all participants are fully informed. </li></ul></ul>
    23. 23. Questions and answers <ul><li>Will all eAuctions be based on price? </li></ul><ul><ul><li>The market will determine whether price or other elements will be auctioned. This can include any non-financial criteria that was part of the original tender evaluation criteria </li></ul></ul><ul><li>Will the best bid always win the contract? </li></ul><ul><ul><li>The eAuction results will have to be combined with the evaluation criteria used in the tender evaluation to determine the best overall score before awarding the contract </li></ul></ul>
    24. 24. Login screen <ul><li>Unique logon per auction </li></ul><ul><li>No registration required </li></ul><ul><li>Hardware check </li></ul>
    25. 25. Auction selection screen <ul><li>Select auction or stage </li></ul><ul><li>Dictionary </li></ul><ul><li>Support </li></ul>‘ Your Name’ Auction description
    26. 26. Information and bidding screen <ul><li>Messages and Bid pages tabs </li></ul><ul><li>Use of colours – draw attention </li></ul>
    27. 27. Confirmation message <ul><li>Use of colours </li></ul><ul><li>Item info </li></ul><ul><li>General info </li></ul><ul><li>Page summary </li></ul><ul><li>Confirmation </li></ul>Ref AJQ262 Bid (£) 4.90 4.90
    28. 28. Post Auction reports <ul><li>Reporting available to Buyer directly after auction </li></ul>

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