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S2C – Sourcing to Contract

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Sourcing Process Map for Suppliers

Nov 2013, ARIBA Inc. All rights reserved

Supplier completes and submits soft-copy response to

NTU sourcing event

NTU evaluates and conducts clarification

sessions with suppliers as necessary

Sourcing event creation and publishing by NTU

Supplier elects to respond to event

Supplier registers and creates Ariba Account in order to respond (if

required)

NTU formally awards sourcing

event to successfully

contracted supplier via Ariba Sourcing

solution

NTU and Supplier

complete and sign agreed

contract document NTU Action

Supplier Action

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Source-to-Contract (Open Tender)

1. Event Publish

2. Respond

3. Award & Contract

1. Event Publish

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Searching for business opportunity on NTU Procurement Website

1. You may filter for particular Descriptions, Document No., Categories, by Open/Closing dates and opportunities under a particular status.

2. Your search results will appear here. If you wish to participate, click on ‘Click to access Discovery Posting’ or click on the ad for details.

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Searching for business opportunity on NTU Procurement WebsiteIf you click on the posting we will be taken to this page, where we can see further details on the tender3. Once you have read the information, if you wish to participate in the tender click on the ‘Click to access Discovery posting’ link.

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Responding to a business opportunity Posting on Ariba DiscoveryOnce you click the link on the NTU website you will be redirected to the Ariba Discovery posting4. To register your interested to participate in this tender click on ‘Respond to Posting’.

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Responding to a business opportunity Posting on Ariba DiscoveryOnce you have clicked on ‘Respond to Posting’ you will be prompted to log into Ariba Network5. Proceed to log-in with your Ariba Network Account details and continue to the respond section in this user guideNOTE: Always login with your supplier organization’s existing user IDs. Register for a new account only if your organization does not have any existing supplier accounts. Please contact your supplier organization’s Ariba admin if you are unsure.

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2. Respond

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Before You Begin…

Things to keep in mind..

NOTE: Once logged in you may be directed to a ‘expression of interest’ page or to the sourcing portal. In case the direct route to sourcing portal doesn’t work, you will directed to the ‘expression of interest’ page. Steps 1 to 7 detail the procedures for when you are directed to this page.

In the case where you are directed to the sourcing portal, you may refer to the instructions detailed step 8onwards.

Once a bid has been submitted, it can NOT be removed, only amended. You may amend the bid value to 0 in case you wish to nullify the submitted bid.

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Nanyang Technological University

Responding to a business opportunity Posting on Ariba DiscoveryOnce logged in you may be taken to the response page. In case you are taken directly to the sourcing portal, refer to the instructions given step 8 onwards.1. Here you have to fill in your contact details2. Enter a short response to the tender in the ‘Response box’ and scroll down

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Responding to a business opportunity Posting on Ariba Discovery3. You can submit any supporting documentation here, by clicking ‘Attach File’.4. Once you are satisfied with your response, click on ‘Review and Submit’ to continue.

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Nanyang Technological University

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Responding to a business opportunity Posting on Ariba Discovery5. Review all your details and click on ‘Submit’, to register your interest in participating in this tender.

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Nanyang Technological University

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Invitation to participateAfter having registered your interest to participate in the tender, you (the supplier) will receive an email, once NTU has confirmed, inviting you to participate in the event.6. Click on the ‘Click Here’ hyperlink below to access the event

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Responding to an EventAfter having clicked the hyperlink in the email you will arrive at this page.7. Login using your credentials.

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Responding to an EventNow you have arrived at the event posting on the sourcing portal.8. Click on ‘Intend to Participate’ to continue. 9. If you want to decline you can click on ‘Decline to Participate’. NOTE: Should you change your mind, provided its within the time frame, you may still participate by returning to the event page and clicking ‘Intend to Respond’. You may then follow the steps listed on the upcoming pages to proceed.

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Responding to an EventYou will now arrive at the “Select Lots” page.10. First select the currency you would want to bid in. You may use different currencies for different lots by clicking the check

box below. Note: Once selected, currency cannot be amended.11.Select the Lots you intend to bid for.12.Click “Submit Selected Lots” to proceed.

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Responding to an EventOnce you’ve arrived at the ‘Submit Bids’ page, follow the steps below.13. Accept NTU’s ‘Terms and Conditions’ before submitting any bids.14. Go through all relevant information and attach all necessary documents as specified under “Requirement Specifications

and Evaluation Criteria”.

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Responding to an EventYou can expand the pricing schedule section to view all the bidding line items and follow the steps below:15. Click on the boxes below to type in your bid for each line item. You may choose to provide alternative bids for individual

line items (Refer to next page for more information on alternative pricing)16. Now you should attach the “Form of Tender and Particulars of Contractors” for which you can refer to the template

provided under the “References” icon that is highlighted in a yellow box below.

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Alternative BiddingAlternative bidding gives suppliers the ability to submit alternate bids after they have submitted a primary bid. For example, the buyer may want to offer two or three other proposals.

There are three types of alternative bids: Supplier Bundles - Allows participants to submit discounted pricing based on bundles of items they create. Volume Tiers - Allows participants to create volume tier structures with pricing at each of the volume tier levels thereby

eliminating the need for re-negotiation at a new quantity. Alternative Pricing - Allows participants to submit different values for the terms included in an item and adjust their price

accordingly. Alternative pricing allows participants to respond to what the buyer is looking for and also provide alternativeresponses.

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Responding to an Event

17. You may also submit your proposal, brochures and any additional supporting documents relevant to your bids. NOTE: The total upload size is 100MB. The valid file types are: txt, xls, xlsx, doc, htm, html, pdf, ppt, jpeg, jpg, bmp, gif, rtf, ps, csv, docx, png, pptx, ppsx, dotx, potx, sldx, xltx.

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Submitting Reponse18. Once you have inputted the bids and attached all necessary files, you may click ‘Submit Entire Response’

NOTE: Once a bid has been submitted it can NOT be removed, only amended. You may amend the bid value to 0 in case you wish to nullify the submitted bid.

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3. Award & Contract

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Award & Contract

The awarded results will be released via email to all participating suppliers and published in NTU website at http://www3.ntu.edu.sg/suppliers/

4. Ariba Support

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Troubleshooting

During a sourcing event, if you are facing technical difficulty while participating in a sourcing event, please contact the below numbers: For local support: +65 6311 4746

United Kingdom (Freephone): 0800 358 3556

Europe: +44 20 7187 4144;

All other locations, call +1 412 222 6153

U.S. and Canada (toll-free) call 1 (866) 218-2155.

For other queries and concerns, please refer to the Ariba community help page as shown in the upcoming pages

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Ariba Support

1. Go to the supplier login page to access the Ariba community support page

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Ariba SupportOnce you have arrived at the Ariba supplier dashboard, 2. Click on the top right corner to reveal the Help Centre. A list of queries will appear including the FAQs and a search bar3. If you need more information, you may click on “View more”/“Documentation”/”Support”. These will take you to the user

community pages which are Home/Learning/Support respectively.

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Ariba SupportClicking “View more” brings you to the Community Homepage as shown below4. You can access popular topics from the home tab of this page. If you want detailed documentation on any of the topics,

you can go to learning and if you have any specific queries, you may access support.

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