esourcing project qatar airways general procurement … procurement rfi /rfq user manual supplier 1....
TRANSCRIPT
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General Procurement RFI /RFQ User Manual Supplier
REVIEWED BY:
Name Department Designation
Perwez Hasin Khan Information Technology Systems Controller
Laxmikant Dixit Information Technology Manager Business Systems
DOCUMENT HISTORY LOG – DETAILS OF REVISIONS
Rev. No Issue Date Purpose of Issue Revised Sections
1.0 25- Feb- 2015 RFI User Manual ( Supplier)
eSourcing Project
Qatar Airways – General Procurement RFI /RFQ
User Manual Supplier
Author :
Created Date :
Amit Kumar 25-Feb- 2015
Modified Date : Version : 1.0
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General Procurement RFI /RFQ User Manual Supplier
Contents 1. Introduction .......................................................................................................................................... 3
2. eSourcing Application Launching .......................................................................................................... 3
3. RFI Clarification ..................................................................................................................................... 4
4. RFI Clarification Message ...................................................................................................................... 4
5. Buyer Clarification response ................................................................................................................. 5
6. Acknowledge/ Regret Screen ................................................................................................................ 5
7. RFI is open for Response ....................................................................................................................... 6
8. Response Creation & Submit ................................................................................................................ 8
9. My Responses/ Submitted Response.................................................................................................... 9
10. RFQ Clarification ............................................................................................................................. 10
11. RFI Clarification Message ................................................................................................................ 11
12. Buyer Clarification response ........................................................................................................... 12
13. Acknowledge/ Regret Screen .......................................................................................................... 13
14. RFQ is open for Response ............................................................................................................... 14
8. Response Creation & Submit .............................................................................................................. 15
9. My Responses/ Submitted Response.................................................................................................. 18
10. Creating multiple Response ............................................................................................................ 19
11. BAFO Supplier Work list .................................................................................................................. 20
12. BAFO Clarification ........................................................................................................................... 20
13. BAFO Clarification Message ............................................................................................................ 21
14. Revise & Regret buttons ................................................................................................................. 22
14.1 Regret-: ........................................................................................................................................... 22
14.2 Revise-: ........................................................................................................................................ 22
15. After Clicking on Revise button ....................................................................................................... 23
16. Submit BAFO ................................................................................................................................... 24
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General Procurement RFI /RFQ User Manual Supplier
1. Introduction
eSourcing is the use of secure web-based collaborative tools by procurement professionals
and suppliers to conduct the strategic activities of the Procurement lifecycle online.
As e Business transforms the market for goods and services globally, it is redefining the way
companies manage their supply chain.
eSourcing does more than establish an electronic venue for Buyers & Sellers to meet.
By “e enabling“ the Procurement Process, eSourcing improves the accuracy and availability
of information on both supply and demand side facilitating collaboration as well as Control
and Compliance.
This User Manual specifically deals with the Request for Information & Request for
Quotation with Suppliers.
2. eSourcing Application Launching
The eSourcing Portal link is accessible on https://esourcing.qatarairways.com.qa/Account/Login.aspx
Notifications for Action on RFI/RFQ will be displayed on Supplier Work list.
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General Procurement RFI /RFQ User Manual Supplier
3. RFI Clarification
Supplier clicks on RFI Notification to view RFI Details & attached Documents.
The RFI Details include RFI Number/Title, Opening/Closing Date and all required
attachments. In case any clarification is needed from Buyer, Supplier can click on
“Clarification” Button.
4. RFI Clarification Message
Supplier can type in his query in the “Query “Text Box and send to Buyer. After Query is
sent to Buyer a Message displays the status of Clarification message sent.
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General Procurement RFI /RFQ User Manual Supplier
5. Buyer Clarification response
Buyer receives the Query Notification and submits his reply. Both Query & Reply are
recorded in History Log for future reference & tracking
6. Acknowledge/ Regret Screen
Supplier clicks on the “Acknowledge/Regret” Button for the following Options
(a) Acknowledge-: Supplier confirms acceptance of RFI & commitment to submit
Response by the closing date.
(b) Regret-: Supplier declines to participate in RFI.
Supplier can add any additional comments in the Comment Text Box. Notification is
sent to Buyer for the Supplier Acknowledgement/Regret.
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General Procurement RFI /RFQ User Manual Supplier
After RFI submission confirmation message is displayed
7. RFI is open for Response
After Acknowledgement is done by Supplier, RFI is opened for Response and displayed
in Work list as pending for Response Creation.
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General Procurement RFI /RFQ User Manual Supplier
Supplier initiates the Response Process by opening the “Response Creation” Notification
and clicking on “Create Response”
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General Procurement RFI /RFQ User Manual Supplier
8. Response Creation & Submit
Supplier responds to the RFI by submitting the required details and adds the necessary
documents/comments.
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General Procurement RFI /RFQ User Manual Supplier
9. My Responses/ Submitted Response
Details of submitted Response can be viewed in Work list.
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General Procurement RFI /RFQ User Manual Supplier
10. RFQ Clarification
Supplier clicks on RFQ Notification. In case any clarification is needed from Buyer,
Supplier can click on “Clarification” Button.
On the Clarification screen Supplier can enter his Query to the Buyer in the Query Dialog
Box. All Queries raised will be recorded in History Log for future reference.
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General Procurement RFI /RFQ User Manual Supplier
11. RFI Clarification Message
Supplier can type in his query in the “Query “Text Box and send to Buyer. After Query is
sent to Buyer a Pop up Message displays the status of Clarification message sent.
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General Procurement RFI /RFQ User Manual Supplier
12. Buyer Clarification response
Buyer receives the Query Notification and submits his reply. Both Query & Reply are
recorded in History Log for future reference & tracking
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General Procurement RFI /RFQ User Manual Supplier
13. Acknowledge/ Regret Screen Supplier clicks on the “Acknowledge/Regret” Button for the following Options
(a) Acknowledge-: Supplier confirms acceptance of RFQ & commitment to submit
Response by the closing date.
(b) Regret-: Supplier declines to participate in RFQ.
Supplier can add any additional comments in the Comment Text Box. Notification is
sent to Buyer for the Supplier Acknowledgement/Regret.
Message is displayed confirming Acknowledgement of RFQ
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General Procurement RFI /RFQ User Manual Supplier
(c) RFQ is open for Response After Acknowledgement is done by Supplier, RFQ is opened for Response and
displayed in Work list as pending for Response Creation.
Supplier initiates the Response Process by opening the “Create Quote” Notification.
The “Create Quote” Tab displays the RFQ Details.
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8. Response Creation & Submit
Supplier responds to the RFQ by submitting the required details and adds the necessary
documents/comments.
Supplier can enter separately Unit Price, Additional Cost, Maintenance Cost &
Installation cost
Supplier completes submission of RFQ Documents for Technical Package & Contracts
Terms & Conditions. Additional relevant Documents can be attached along with the
RFQ.
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General Procurement RFI /RFQ User Manual Supplier
RFQ Documents Technical Package and Contract Terms & Conditions.
Supplier initiates the Technical Package by viewing Test Section of Technical
Evaluation & Section Details .After viewing Supplier completes the Attribute Details
by entering Yes or No. On Completion Supplier closes the Technical Package.
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General Procurement RFI /RFQ User Manual Supplier
Supplier views the Contract Term and Conditions by uploading attached file & has the
option of Accept or Decline
Confirmation displayed after submission of RFQ Documents.
Supplier accepts the Proposal Submission declaration for RFQ Validity and adherence
to Qatar Airways contractual Terms & Conditions. Any additional Note to Buyer can be
added before Final Submission of RFQ
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9. My Responses/ Submitted Response
Submitted Quote can be viewed in “Create Quote “Window
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10. Creating multiple Response Supplier can submit multiple responses to RFQ by clicking on “View Quote” of the
submitted RFQ in Supplier Sourcing List Tab
On submitting a Revised quote for RFQ, System will display warning message alert that
previous Quote will be inactivated.
Status of both Inactive and Inactive quote displayed in Work list.
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11. BAFO Supplier Work list
On completion of Final Negotiations the Supplier receives BAFO Notification to enable
him to submit the Beast and Final Offer.
12. BAFO Clarification
Supplier clicks on BAFO Notification. In case any clarification is needed from Buyer,
Supplier can click on “Clarification” Button.
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13. BAFO Clarification Message
On the Clarification screen Supplier can enter his Query to the Buyer in the Query
Dialog Box. All Queries raised will be recorded in History Log for future reference.
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General Procurement RFI /RFQ User Manual Supplier
14. Revise & Regret buttons
For taking action on the BAFO Notification the following options are available to the
Supplier.
14.1 Regret-: Supplier can click on “Regret “to withdraw from the Bidding Process
14.2 Revise-: Supplier can click on “Revise “to make the necessary modifications as per Final
Negotiations with Supplier.
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15. After Clicking on Revise button
Supplier revises the Quotations as per negotiations with Supplier and enters the Final
Cost Details .Additional attachments can be uploaded.
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16. Submit BAFO
After the necessary modifications & attachments Supplier clicks on “Submit” for Final
Submission of Best and Final Offer.
Message is displayed after submission of BAFO confirming submission.
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