The document provides an overview of how suppliers can use the new eTendersNI system to register, browse for tender opportunities, submit bids, and manage notifications. Key points covered include how to register an organization, select procurement categories of interest, add additional users, search for and view tenders, submit clarification questions, create tenders using the online or offline tool, and set reminders for tenders of interest. The system is designed to streamline the tender process for both buyers and suppliers in Northern Ireland's public sector.
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eTendersNI Roadshow Slides
1.
2. Agenda
1. eTendersNI background
2. General tips on using the system
3. Registering
4. Getting to know the home page
5. Setting up your procurement categories
6. Adding additional users
7. Browsing for tenders
8. Expressing an interest
9. Creating a tender
10. Setting reminders about a tender
3. • New way for NI central government, agencies and arm’s
length bodies to advertise tender opportunities
• Phased introduction over the coming months
• Continue to check eSourcing NI until further notice
4. • eTendersNI service is provided by CPD
• Will be available for all public sector organisations
• Registration and use is free of charge to all suppliers
5. • Supplier database for registering, and completing
supplier profile certificates
• Automatic notifications about relevant tenders
• Secure arrangements around submission of tenders
• Advertising for sub-contractors
• Uploading product catalogues after contract award
From a supplier perspective,
what does eTenders NI do?
6. Suppliers are referred to as Economic Operators (EO)
Tender opportunities are Calls for Tenders (CfT)
Buyers are referred to as Contracting Authorities (CA)
Understanding the eTendersNI language...
7. Each organisation chooses an Economic Operator
Administrator, who is able to:
• Edit the organisation details
• Add / delete other users
• Complete Supplier Profile Certificates
• Publish subcontracting opportunities
The Administrator should carry out the registration
process, and after this they can add multiple other users.
Understanding supplier roles using the system
8. Other colleagues in your organisation chosen to become
Economic Operator Users for eTendersNI can do the
following:
• Express an interest in a Call for Tender
• Submit a request for clarification and view responses
• Prepare and submit tender returns
• Accept / reject contract awards
Understanding supplier roles using the system
10. Information displayed in tables often
has arrows in the table header – use
the arrows to sort the results in
ascending or descending order
Table headers may also contain this
symbol – use it to hide or show a
number of fields in the table
Use the arrows to move
between pages of information
11. The ‘Calendar’ button allows the
user to select a date
The ‘Search’
button is used
often
The ‘Clear’
button will clear
any items the
user has
previously
selected
13. • Supplier data has not been transferred from eSourcing
NI
• To ensure there are no multiple registrations by the
same organisation, the system requires a D-U-N-S
number
• Once the D-U-N-S number is confirmed, organisation
contact details will be completed automatically
Registering for eTendersNI
14. Select ‘Register as a Supplier’ from the home
page options on the left of the screen
16. Start by completing your ‘Organisation Name’
Then select ‘Retrieve company data from D&B to proceed’
17. To prevent duplicate registrations, all suppliers require a
D-U-N-S number to register for eTendersNI
The D-U-N-S number is a unique nine digit code to
identify your business
www.dnb.co.uk/forms/new_duns
18. A new window will pop-up, offering options
Choose the appropriate D-U-N-S number and then the
‘Select’ button
20. • Once the organisation details are confirmed, you should
provide details for your Administrator, including
password
• Opportunity to register interest in all tenders published
by a particular CA – skip if not relevant
Registering for eTendersNI
21. • A green success message will show your registration
was accepted
• The Administrator receives an email seeking verification
• Read and accept the User Agreement
• eTendersNI will check for system requirements –
download Java Runtime Environment
• Confirmation email will issue to Administrator
Registering for eTendersNI
22. You now reach the home page
dashboard – welcome to
eTendersNI!
27. The home page: CfT Management
Now look at the ‘My CfTs’ section on
the home page
Once you associate your
organisation with a Call for Tender,
the title will be displayed here on the
home page, for easy access
28. The home page: EO administration
‘EO Management’ lets you edit your
organisation details, select
procurement categories, and
complete Supplier Profile
Certificates
‘User Management’ lets you add
more users, or change your
eTendersNI administrator
‘Auditing Reports’ lets you track your activity
on eTendersNI – e.g. when you placed a
particular bid, or added a new user
29. The home page: Information section
Link to Procurement Pipelines for
all Centres of Procurement
Expertise
Frequently Asked Questions by
suppliers using eTendersNI
Link to helpful information for
suppliers new to public sector
tendering
30. Return to the
homepage at any
time using this
link
Download the
Supplier User
Manual using this
link
Contact the
helpdesk by
email or
telephone
31. eTendersNI offers the option to receive email alerts about
tenders relevant to your organisation!
To receive these emails, you must select the relevant
procurement categories (CPV codes) and save these on
your profile.
You can do this, and edit the categories at anytime using
the EO Administration section of the home page.
32. Select the ‘EO management’ link
from the left of the home page
screen
33. Select the ‘EO management’ link
from the left of the home page
screen
Select the ‘Edit CPV Codes’
option from the main options on
this screen
34. CPV codes are used across all the EU countries to classify
contracts into categories
Most codes are 8 or 9 digits, but eTendersNI allows you to
search without knowing your code – start by selecting the
‘Search’ button (magnifying lens symbol)
35. Selecting procurement categories: using a word search
Type in the ‘Search’
text box and select the
‘Search’ button
The results will be
listed
Select a CPV category
from the results and
the ‘Add to List’ button
Select ‘Submit’ to save
your categories
36. Selecting procurement categories: search by category tree
Alternatively, search through the categories. Each main
heading breaks into several sub-categories, each with
further sub-categories. Be very specific!
37. Using the category tree to find the exact category
Use the + and – symbols to navigate through the layers
Double-click on a title you are certain you want to select
38. Categories selected will appear in the
‘Selected Items’ list
Continue to search for as many categories as
relevant to your organisation, before selecting
‘Submit’ to move on
39. On this screen select ‘Finish’ to save your
changes, and receive a success message
Your organisation Administrator will now receive email alerts
about tenders published in the selected categories
42. Each current and previous
user will be listed
The ‘Status’ column shows
users which are active and
inactive
Viewing the current users
Select ‘Add User’ to add
another member of staff
43. Select whether the new user will
replace the Administrator, or
simply be an additional user
Adding the new User details
Fill in the details and
select a username and
password
44. The new user will be listed as ‘Inactive’ until the staff
member receives an email with their transaction number
and activates their account
46. • Remember the new phrase ‘Calls for Tender’ (CfT)
• eTendersNI offers suppliers an extensive range of
search options
Search by key word
Use the Advanced Search functionality
Read a list of all opportunities and re-order the results
Browsing for tender opportunities
55. • Express an interest / associate your organisation
• View tender documents
• Submit clarification questions
• Start creating a bid
• Specify alerts on a particular
tender
The Call for Tender Menu
56. Returning to the ‘taxi’ example – select the link in the CfT Title
column to access the tender documents and the CfT Menu
Reaching the Call for Tender Menu
57. • Receive notifications about a
particular tender – e.g. When
a clarification query is raised
• Use the Cft Menu
• Select whether all the users
should be associated or just
you
Expressing an interest
58. • Initial screen shows link to
the Contract Notice
• Move to the ‘Contract
Documents’ tab to download
the tender documents
• Download files one by one, or
as a zip file
• Save the files to your
computer to access them
offline
Viewing CfT documents
60. Requesting clarifications
• This process enables tenderers to raise questions & clarify
requirements
• Responses are copied to all tenderers unless commercially
confidential
• Opportunity to discuss requirement with Client
• Develop full understanding of the requirement
• No negotiation
61. • Clarifications already posted
will be shown on screen
• Complete a Clarification
Request Form
• Procurement Officer will post
a reply
• Other organisations who
have expressed an interest
will be notified
• Download clarifications as a
zip file
Clarifications
63. • Express an interest first
• Use the ‘Tender’ option
• Download Java plug-in
• Wait for the Tender
Preparation Tool to load
• The tool can only be open in
one browser at a time
Creating a Tender
64. The LEFT panel of
the tool displays
the envelopes for
the contract type
(e.g. Eligibility
Criteria, Technical,
Financial)
The RIGHT panel
of the tool displays
the requirements
of the selected
envelope
At the top of the Tender
Preparation Tool, the
tool bar shows the
completion % for the
tender
65. In this example the supplier may tick the check-box to
import one of their Supplier Profile Certificates
Tip: This saves time as it only needs completed once
during the registration process – so before you start
creating a tender, check your certificates using the ‘EO
management’ option from the home page
66. Alternatively the
user may have
to complete
check boxes,
insert dates, text,
or attach files
In all instances
the instructions
will be clear
Where text is
required, a
maximum
number of
characters will
be specified
67. Green colour means
this section is now
completed
The completion status
will change to reflect
your progress
68. The created tender can
be saved at any time
using the ‘Save’ button
above
The user will be asked
to specify a location on
their local environment,
and a copy will be
stored in XML structure
Once the tender is complete, use
the ‘Tools’ menu to select
‘Validate the Tender’
The system will check if all the
mandatory fields have been
completed, with values within
range
69. If the validation is not successful, the screen
will display the criteria which have not been
properly provided – using red ‘Stop signs’
70. Once the tender is 100% complete, simply click the
‘Submit Tender’ button
The eTendersNI system will validate the tender, pack it,
encrypt it, and submit it to the contracting authority
Once the tender has been submitted, it will appear in the
List of Submitted Tenders further down the screen, with a
tender receipt ID number, and a green tick
Submitting the tender
72. • If you prefer to prepare tenders offline, or have multiple
users accessing the documents
• Save it on your PC as a zip file and uncompress the
contents
The offline Tender Preparation Tool
• The tool works generally the
same as the online version
• In general, download it
before starting to prepare a
bid, to ensure you have the
latest version
73. Using the offline Tender Preparation Tool
At any time you can use the ‘save’ button to save a partially
completed tender, and return to it later.
Select a known folder, provide a name for the tender, and
‘save’ it to your desktop or another location.
Remember not to let the document be saved in a
temporary folder which the operating system may delete.
Once you are ready to submit, use the ‘Pack’ option to
create a tender package ready for uploading
74. Use the ‘CfT Menu’ to
select the ‘Tender’
option
Uploading your tender documents (prepared offline)
Use the ‘Manual Upload’
option on screen
Locate your package on
your PC and upload it
75. Use this link to begin
preparing your offline
tender
Use this link when your tender is complete and you
are ready to manually upload it to eTendersNI
Note that depending on the Call for Tender, you may
not be able to upload tenders at certain times or
dates (e.g. If the deadline has passed!)
77. If you have associated your
organisation with a tender, you
can use this option to specify
when you want email alerts:
e.g. a reminder a week from the
tender submission deadline
If you have associated your
organisation with a tender, you
can use this option to specify
which of your colleagues receive
the email alerts
79. Select the ‘EO management’ link
from the left of the home page
screen
80. The ‘eAttestations’ link refers to Supplier Profile Certificates
Using this function, you will be able to save time by saving
information to your profile and uploading the ‘certificate’
when you submit the tender
82. • Contracts Awarded archives
• Look at the list of current Pan-Government Contracts
(3-5 years) on the CPD website
• Check Procurement Pipelines
• Remember to check eSourcing NI while it still exists
Preparing for what is likely to be
advertised on eTendersNI...
83. Online guidance
The CPD website has a number of resources for
suppliers:
Quick Reference Guides
FAQs
Case Studies
Procurement Pipeline
Procurement Guidance Notes
www.dfpni.gov.uk/cpd
84. Where to find these?
www.dfpni.gov.uk/cpd and ‘Suppliers’ option from home page
