spsrm user guide - sp group
TRANSCRIPT
__________________________________________________________________________________
SPSRM
User Guide __________________________________________________________________________________
(Version 1.04, Apr 2022)
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TABLE OF CONTENTS
1. GENERAL INFORMATION .................................................................................................. 5
1.1. Purpose of User Guide ............................................................................................ 5
1.2. SPSRM Portal URL ................................................................................................... 5
1.3. Contact Us .............................................................................................................. 5
2. SYSTEM REQUIREMENTS .................................................................................................. 6
3. IMPORTANT POINTS TO NOTE .......................................................................................... 7
3.1. Avoid last minute submissions ................................................................................ 7
3.2. Do NOT log in at multiple locations with a User ID ................................................... 7
3.3. Always close ALL browser windows after logging out of SRM ................................... 7
3.4. Updating document content (Refresh) .................................................................... 7
3.5. Avoid use of browser’s Close button ....................................................................... 8
3.6. Verify Transaction was successful............................................................................ 9
3.7. System messages .................................................................................................... 9
3.7.1. Error messages .................................................................................................... 9
3.7.2. Warning messages ............................................................................................ 10
3.7.3. Informational messages .................................................................................... 10
4. ACCESS & LOGON ........................................................................................................... 11
4.1. Accessing the Portal .............................................................................................. 11
4.1.1. Direct with SPSRM URL ..................................................................................... 11
4.1.2. From SP Group Corporate website ................................................................... 11
4.2. Log in to the SRM Portal ....................................................................................... 12
5. SUPPLIER SELF-SERVICE .................................................................................................. 13
5.1. Account Types ...................................................................................................... 13
5.1.1. Authorised Representative ............................................................................... 13
5.1.2. Contact Person .................................................................................................. 13
5.1.3. Summary of Authorised Representative and Contact Person Privileges .......... 13
5.2. Self-Service Activities ............................................................................................ 14
5.2.1. Company Data ................................................................................................... 15
5.2.2. Create User [Restricted to Authorised Representative] ................................... 17
5.2.3. Find User [Restricted to Authorised Representative] ....................................... 19
5.2.4. Own Data .......................................................................................................... 25
5.3. Forgot User ID ...................................................................................................... 25
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5.3.1. Authorised Representative Account ................................................................. 25
5.3.2. Contact Person Account .................................................................................... 25
5.4. Forgot Password / Reset Password ........................................................................ 26
5.4.1. Before registration of MFA device .................................................................... 27
5.4.2. After registration of MFA device....................................................................... 28
6. VIEW OPPORTUNITIES .................................................................................................... 30
6.1. Before Logging In .................................................................................................. 30
6.1.1. Display List of Public RFx ................................................................................... 30
6.1.2. Display RFx’s Eligibility and Site Showround ..................................................... 31
6.2. After Logging In .................................................................................................... 33
7. DISPLAYING RFX ............................................................................................................. 34
7.1. RFx Overview ....................................................................................................... 34
7.1.1. Active Queries ................................................................................................... 34
7.1.2. Quick Criteria Maintenance .............................................................................. 35
7.1.3. RFx List Area ...................................................................................................... 36
7.2. Display RFx document ........................................................................................... 38
7.2.1. Display RFx: Method 1 ...................................................................................... 38
7.2.2. Display RFx: Method 2 ...................................................................................... 39
7.3. Understanding RFx/RFx Response Interface .......................................................... 40
7.4. Register Interest & Indicate Participation Intent .................................................... 41
7.4.1. Register Interest ................................................................................................ 41
7.4.2. Indicate Participation Intent ............................................................................. 42
7.5. RFx Header tabs .................................................................................................... 43
7.5.1. RFx Information tab .......................................................................................... 43
7.5.2. RFx Items tab ..................................................................................................... 43
7.5.3. Notes and Attachments tab .............................................................................. 45
8. RFX RESPONSE – CREATE/SAVE/SUBMIT/EDIT/DELETE/WITHDRAW ................................ 47
8.1. Create RFx Response ............................................................................................. 47
8.1.1. Method 1: At RFx Overview .............................................................................. 47
8.1.2. Method 2: From RFx ......................................................................................... 49
8.2. Save vs Submit RFx Response ................................................................................ 51
8.2.1. Save RFx Response ............................................................................................ 51
8.2.2. Submit RFx Response ........................................................................................ 52
8.3. Edit RFx Response ................................................................................................. 54
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8.4. Delete RFx Response............................................................................................. 55
8.5. Withdraw RFx Response ....................................................................................... 57
9. RFX RESPONSE – ENTERING DATA ................................................................................... 60
9.1. Information tab .................................................................................................... 60
9.2. Items tab .............................................................................................................. 61
9.2.1. Enter Price/Selection of Reason for 0.00 value response ................................. 61
9.2.2. Add Item ............................................................................................................ 67
9.2.3. Delete Item ....................................................................................................... 73
9.3. Notes and Attachments tab .................................................................................. 74
9.3.1. Notes ................................................................................................................. 74
9.3.2. Attachments ...................................................................................................... 75
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1. GENERAL INFORMATION
SPSRM refers to SP Supplier Relationship Management System, a structured electronic system
operated by SP Group via the Internet which facilitates the procurement of goods and/or services by
SP Group through electronic means.
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1.1. PURPOSE OF USER GUIDE
This Guide is intended to guide SPSRM Suppliers on the following:
• Logging in to SPSRM
• Supplier Self-Service
• Display opportunities
• Bid submission
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1.2. SPSRM PORTAL URL
URL to SPSRM Portal: https://srm.spgroup.com.sg
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1.3. CONTACT US
If you have any enquiries, please contact us at:
SRM Support
Telephone: 65 6916 8839
E-mail address: [email protected]
Operating hours (Singapore Time):
- Mon to Fri: 8:30am to 12:30pm; 1:30pm to 5:00pm
- Closed on Sat, Sun & Public Holidays
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2. SYSTEM REQUIREMENTS
The following are required to access and perform activities on SPSRM portal.
• Internet connection
• Computer with the following web browser:
o Windows Operating System: Chrome or Edge
o Mac Operating System: Safari
• Browser settings:
o Pop-up blocker must be disabled/turned off
o Zoom is set to 100%
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3. IMPORTANT POINTS TO NOTE
3.1. AVOID LAST MINUTE SUBMISSIONS
Suppliers are encouraged to familiarise themselves with the SPSRM System when they are granted
access by way of a User ID and password.
Early bid submissions are strongly encouraged. Last minute submissions may induce panic and this
increases risk of failure to submit on time. Moreover, if Suppliers encounter any issues while
submitting their bids and need to seek our assistance (Contact Us), there may not be sufficient time
for us to provide help. Bid submissions after the submission deadline will not be accepted.
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3.2. DO NOT LOG IN AT MULTIPLE LOCATIONS WITH A USER ID
Do not log in at multiple locations* with a User ID at the same time.
*The following are examples of multiple locations login:
e.g.1: At two or more computers and logged in at all respective computers’ browser
e.g.2: On a single computer but logged in at two or more different browsers (e.g. Chrome and Safari)
Multiple logins with a single User ID may trigger the security feature to lock down the User ID,
preventing activities within SPSRM. The time-out for the User ID to be unlocked may take up to
15 minutes from the last activity performed with the User ID.
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3.3. ALWAYS CLOSE ALL BROWSER WINDOWS AFTER LOGGING OUT OF SRM
Suppliers are recommended to close all browser windows after logging out of SRM. This will ensure
the session’s cookies/cache is fully cleared.
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3.4. UPDATING DOCUMENT CONTENT (REFRESH)
The Refresh button may be used to update content in a particular area or the entire document.
For faster update processing, it is recommended to use the Refresh button if it is available within the
window (avoid using the browser’s refresh function).
The Refresh button may be displayed in icon or in text:
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3.5. AVOID USE OF BROWSER’S CLOSE BUTTON
Note: Use the browser’s Close button only if there is no Close button within the window.
Using the browser’s Close button may terminate the system’s processing prematurely. As the processing was interrupted, the system may not recognise the activity has been completed and this will lock the SPSRM document that was closed with the browser’s Close button. It may take up to 15 minutes for the lock to time out. To prevent this, use the Close button within the window if available.
The pop-up box on the right will be displayed in two scenarios:
i. The document in edit mode is already opened in
another browser window.
Solution: Check through the browser windows for
the same document and continue with the
required activities at that window.
ii. The document was previously closed with the
browser’s Close button.
Solution: Check that there was no other opened
browser window for the document. If so, wait for
15 minutes for the lock to time out before
proceeding with the required activities again.
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3.6. VERIFY TRANSACTION WAS SUCCESSFUL
To detect unexpected error/failure, for important transactions, please verify the transaction was
successful.
For example: Response submission, please refresh the RFx List and check that the Response Number
column against the RFx has a number and the Response Status is “Submitted”.
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3.7. SYSTEM MESSAGES
System messages are displayed at the top of the screen.
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3.7.1. Error messages
Error messages are indicated with the red icon .
All errors in the document must be resolved before submission is allowed.
Example of error message
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Successful submissions will have
RFx Response number with
“Submitted” status
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3.7.2. Warning messages
Warning messages are indicated with the yellow icon .
The warning message is an alert to check the areas indicated. Please review/check the areas indicated
and proceed if no issues found. Submission is allowed regardless the presence of warning message(s).
Example of warning message
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3.7.3. Informational messages
Informational messages are indicated with the green icon .
This is for information which requires no action to be taken.
Example of informational message
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4. ACCESS & LOGON
4.1. ACCESSING THE PORTAL 4.1.1. Direct with SPSRM URL
SPSRM Portal may be accessed directly with URL https://srm.spgroup.com.sg.
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4.1.2. From SP Group Corporate website
Alternatively, go to SP Group Corporate website with URL https://www.spgroup.com.sg.
At the homepage, click on Login.
At the pop-up box, click on Supplier Relationship Management System (SRM).
The SPSRM Portal will be displayed in a separate window/tab (depending on your browser settings).
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4.2. LOG IN TO THE SRM PORTAL
With effect from 21 March 2022, the mandatory Multi-Factor Authentication (MFA) has been enabled
for login to SRM portal. All Users must be authenticated with their password and the passcode
generated from their registered mobile device before they can be logged in to the SRM portal.
Refer to the SPSRM MFA User Guide or the SPSRM MFA Quick Start Guide available at
https://www.spgroup.com.sg/resources?page=1&category=Procurement
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5. SUPPLIER SELF-SERVICE
5.1. ACCOUNT TYPES There are two account types for SRM: Authorised Representative; Contact Person. For each entity,
only one (1) Authorised Representative account is issued (refer to SPSRM Supplier Registration Guide
for details on the registration process). The maximum number of Contact Person accounts allowed
for each entity is ninety-nine (99).
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5.1.1. Authorised Representative
The Authorised Representative is assigned with Administrator rights to perform the following activities
in SPSRM System:
• Maintain Company Data (Product Category selection)
• Create Contact Person Account
• Maintain Contact Person Data (Name, Phone/Fax Numbers, E-mail Address)
• Lock / Unlock Contact Person Account
• View RFx
• RFx Response related activities (e.g. Create, Submit, etc)
Note: Please Contact Us if there are updates needed to the Company Data (e.g. address change) or
to the Authorised Representative (e.g. change of Authorised Representative’s particulars).
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5.1.2. Contact Person
Contact Person Account is a non-Administrator role which will only have basic rights such as display
Company/Own Data and bidding activities (e.g. View RFx, RFx Response related activities).
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5.1.3. Summary of Authorised Representative and Contact Person Privileges
Activity Description Authorised Representative Account
Contact Person Account
Reset Own Password
Create Contact Person Account
Display Company Data
Edit Company Data: Product Category
Edit Company Data: Company Details, Address Data, Contact Data
Display Own Data
Edit Own Data
Display Other Contact Person Data
Edit Other Contact Person Data
Lock/Unlock Contact Person Account
Display RFx
Create/Display/Edit RFx Response
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5.2. SELF-SERVICE ACTIVITIES
Suppliers may experience a pop-up at the bottom of the screen for allowing an add-on. Please note that this add-on is NOT REQUIRED for SRM. Suppliers may click on the grey “X” to close the pop-up notice whenever it appears.
Note: If the add-on was allowed and enabled, Suppliers may experience a time lag of up to 10
seconds when navigating between the links/performing activities under the Supplier Data tab.
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5.2.1. Company Data
Company data pertaining to address and contact details cannot be changed by the Authorised
Representative. Please Contact Us if there are updates needed to the Company Data (e.g. address
change).
The data under
Company Details,
Address Data and
Contact Data cannot
be edited.
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Scroll down the page to view the Product Categories section. Selection updates can only be done by
the Authorised Representative.
Notifications will be sent to the Authorised Representative’s e-mail address when there are
opportunities published that matches the selected category.
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5.2.2. Create User [Restricted to Authorised Representative]
This allows the Authorised Representative to create the Contact Person. The User ID and password
will be sent to the Contact Person’s e-mail address upon successful creation.
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5.2.3. Find User [Restricted to Authorised Representative]
Administrative maintenance (update Contact Person data; lock/unlock Contact Person) of Contact
Person accounts may be done using this function.
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Status What it means
User Status: Active User has successfully logged in to SPSRM
User Status: Inactive User has never logged in to SPSRM since creation of User
Lock Status: Locked User has been locked and cannot log into SPSRM
Lock Status: Not Locked User can log in to SPSRM and perform RFx related activities
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5.2.3.1. Display Selected Contact Person’s details
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5.2.3.2. Edit Selected Contact Person’s details
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5.2.3.3. Lock/Unlock selected Contact Person
Contact Person accounts that are no longer active may be locked. The locked Contact Person account
will not be able to log into the SRM portal. A locked Contact Person account may be unlocked any time
by clicking on the Unlock button.
Lock Contact Person
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Unlock Contact Person
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5.2.4. Own Data
Authorised Representatives/Contact Persons may view their own details here.
Please Contact Us if there are updates needed to the Authorised Representative’s data (e.g. change
of e-mail address).
Contact Person’s data may be updated by the Authorised Representative. Please refer to 5.2.3.2 Edit
Selected Contact Person’s details.
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5.3. FORGOT USER ID 5.3.1. Authorised Representative Account
Please send e-mail to [email protected] with the Authorised Representative’s e-mail
address containing:
E-mail Subject Request for Authorised Representative’s User ID
E-mail Content Full Company Name: [Supplier to insert]
Company’s Unique Entity Number: [Supplier to insert]
Authorised Representative’s Name: [Supplier to insert]
Note: Please Contact Us at our hotline if you are in urgent need of the User ID.
__________________________________________________________________________________________
5.3.2. Contact Person Account
Please approach your Authorised Representative to obtain your Contact Person User ID.
Authorised Representative account possesses administrator rights to retrieve all Contact Persons
created for the Company. Please refer to 5.2.3 Find User.
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5.4. FORGOT PASSWORD / RESET PASSWORD
MFA Registration
This website is best experienced on Chrome or Edge or Safari
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Sample of password reset email
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5.4.1. Before registration of MFA device
Proceed to MFA registration page at https://srm.spgroup.com.sg/otp.
Enter User ID
Enter password
indicated in the
1
2
Click Log On
button
3
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Prompt to change password. User will be logged in to the MFA registration screen once the
password is successfully changed. User may proceed to set up the mobile device. Once mobile is
successfully set up, User can log in to SRM portal with the password and passcode (generated from
the SAP Authenticator App on the mobile device).
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5.4.2. After registration of MFA device
Proceed to SRM login at https://srm.spgroup.com.sg.
Enter password
indicated in the
1
Enter password of
your choice. Repeat
the password at
Confirm Password
Enter password of
your choice. Repeat
the password at
Confirm Password
2
Click Change
button to confirm
password
3
Enter password
indicated in the email
2
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Prompt to enter the PASSCODE from the SAP Authenticator App on the registered mobile device.
Prompt to change password. User will be logged in to the SRM portal once the password is
successfully changed.
__________________________________________________________________________________
Enter passcode
generated from the
SAP Authenticator
App on the registered
mobile device
1
Click on Log On
button 2
Enter password
indicated in the
1
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6. VIEW OPPORTUNITIES
Opportunities are referred to as “RFx” (Request For x).
Header Name What it means
1. Event Number RFx reference number
2. Event Description Description of the purchase
3. Start Date / Start Time Date and time the RFx was published
4. End Date / End Time Closing date and time of the RFx (Submission Deadline)
__________________________________________________________________________________
6.1. BEFORE LOGGING IN
Suppliers may display all active public opportunities prior to logging in.
Note: Public viewing of RFx details (i.e. before logging in to the portal with User ID) is limited to the Site Showround and Eligibility.
6.1.1. Display List of Public RFx
Enter this URL in the browser’s address field:
https://srm.spgroup.com.sg/irj/portal/anonymous
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6.1.2. Display RFx’s Eligibility and Site Showround
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Example of Site Showround pop-up box displaying the RFx’s site showround details:
Example of Eligibility pop-up box displaying the RFx’s eligibility details:
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6.2. AFTER LOGGING IN
After logging in, Suppliers will be able to display all details of RFxs.
Note: RFxs that have closed (i.e. Submission Deadline already over) will only be displayed if Suppliers had saved/submitted RFx Response for the RFx.
RFx Overview screen will be displayed after clicking on the RFx tab. The Overview screen displays the
list of RFxs.
This website is best experienced on Chrome or Edge or Safari
MFA Registration
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From Section 7 onwards, Suppliers must be logged in to SPSRM for the functions to be available
7. DISPLAYING RFX
7.1. RFX OVERVIEW
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7.1.1. Active Queries
The query is defaulted to eRFxs All.
All Lists all RFxs (Published, Ended and Completed)
Published Lists active RFxs (i.e. submission deadline not over)
Ended Lists RFxs which submission deadline is over (must have RFx Response created)
Completed Lists RFxs which submission deadline is over (must have RFx Response created with Event Status: Transaction Completed
All queries under eAuctions
Not applicable
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7.1.2. Quick Criteria Maintenance
This is an optional feature which allows Supplier to further filter RFxs based on the criteria selection.
Note: Event Status is the same function as 7.1.1 Active Queries
Suppliers are recommended to use the following Search Criteria:
Event Number Enter RFx Reference Number. It should be 10 characters in length. Wildcard search is possible by including asterisks (e.g. QO118*).
Deadline Date Flag
Possible selections: ▪ Today: Lists RFxs ending on the current date ▪ Next 7 Days: Lists RFxs ending within the next 7 days ▪ Next 30 Days: Lists RFxs ending within the next 30 days ▪ Next 90 Days: Lists RFxs ending within the next 90 days ▪ Next 12 Month: Lists RFxs ending within the next 12 months
Status (of RFx
Response)
Possible selections: ▪ Saved: Lists RFxs with RFx Response having Saved status ▪ Bid Submitted: Lists RFxs with RFx Response having Submitted status ▪ Bid Rejected: Lists RFxs with RFx Response having Rejected status ▪ Bid Accepted: Lists RFxs with RFx Response having Accepted status ▪ Transaction Completed: Lists RFxs with RFx Response having Transaction
Completed status ▪ Deleted: Not applicable ▪ Bid returned: Not applicable
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7.1.3. RFx List Area
For better visibility, the RFx List Area will be presented in two parts.
Part 1
Note: Other than Refresh and Export buttons, the rest of the buttons will become active only when RFx is selected
Button Action
A new window will pop-up displaying the RFx Response window in edit mode
Note: This action is only active if there is NO existing RFx Response created for the selected RFx (i.e. Response Number field does not contain any RFx Response Number)
A new window will pop-up displaying the selected RFx
A new window will pop-up displaying the RFx Response window in display mode
Note: This action is only active if there is existing RFx Response created for the selected RFx (i.e. Response Number field contains RFx Response Number)
Generates a pdf extract of the Response
Note: This action is only active if there is existing RFx Response created for the selected RFx (i.e. Response Number field contains RFx Response Number)
Refreshes the RFx listing
Exports the current listing of RFxs into an excel file
Header Name What it means
Event Number RFx reference number
Event Description Description of the purchase
Event Status Status of RFx
Start Date Date the RFx was published
End Date Closing date of the RFx (Submission Deadline)
Response Number Supplier’s RFx Response reference number (e.g. 62xxxxxxxx)
Note: This field will be empty unless RFx Response has been created and saved and/or submitted
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Part 2
Header Name What it means
Response Status Status of RFx Response
Event Version RFx version (i.e. number of changes to RFx)
Response Version RFx Response version (i.e. number of changes to RFx Response)
Q&A Not applicable
Start Time Time the RFx was published
End Time Closing time of the RFx (Submission Deadline)
RFx Long Description Detailed description of the purchase
Note: It is possible for this field to be blank if detailed description is unnecessary for the RFx
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7.2. DISPLAY RFX DOCUMENT
7.2.1. Display RFx: Method 1
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7.2.2. Display RFx: Method 2
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7.3. UNDERSTANDING RFX/RFX RESPONSE INTERFACE
RFx and RFx Response are presented in a similar layout as detailed below:
1. Document Description - Document Mode: Display or Edit - Document Type: RFx or RFx Response
2. Header Buttons Buttons for activities relating to the document are displayed here
3. Header Document Info Provides a brief of key information (e.g. RFx Number, Submission Deadline, etc)
4. Header tabs Tab separators for different Header areas
5. Item tabs Tab separators for different area of Item details
Items tab: Click on Details button or Line Number hyperlink to display the Item Details area
2. Header Buttons 3. Header Document Info
4. Header tabs
5. Item tabs
Item overview table
Display Item Details: Click Details
or Line Number hyperlink
1. Document Description
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7.4. REGISTER INTEREST & INDICATE PARTICIPATION INTENT
7.4.1. Register Interest
▪ Registration is only applicable for public RFxs; not required for closed RFxs ▪ Registration is mandatory before a RFx Response can be created for public RFxs
Suppliers who have registered interest for a RFx will be kept informed of updates (if any) to the RFx.
The e-mail notification will be sent to the e-mail address of the User ID used in the RFx registration.
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7.4.2. Indicate Participation Intent
Suppliers may indicate their participation intent at the RFx. The selected participation intent may be
changed any time before the RFx’s submission deadline.
Example:
Supplier is interested to submit a Response, clicks on the Participate button.
Subsequently, due to some reason, Supplier is now unable to submit a Response. Therefore, Supplier
displays the RFx and clicks on the Do Not Participate button to change participation intent.
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7.5. RFX HEADER TABS
7.5.1. RFx Information tab
RFx information tab contains vital information pertaining to the RFx. Suppliers are reminded to take note of the dates stated herein when preparing for the RFx Response submission.
Note: For avoidance of doubt, all date and time displayed are subject to Supplier’s computer’s Time Zone in the Date and Time settings. Singapore time zone is displayed with UTC+8.
__________________________________________________________________________________
7.5.2. RFx Items tab
RFx Items tab contains item(s) which will be copied over to the RFx Response. Supplier will need to
enter the applicable rate/price for the item.
Note: For certain RFxs (e.g. Offer is to be made in Percentage Variation on the established Schedule of Rates/Prices; etc), Suppliers may be required to enter a mock value of S$1.00 in order to submit the RFx Response.
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7.5.3. Notes and Attachments tab
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7.5.3.1. Notes
Notes contains Site showround/Briefing Detail and Tender Eligibility. To display either of the notes, click on the relevant note’s hyperlink to view the complete details.
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__________________________________________________________________________________
7.5.3.2. Attachments
The RFx Documents (e.g. Specifications; Schedules; Conditions of Contract; etc) will be available for download under this section.
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8. RFX RESPONSE – CREATE/SAVE/SUBMIT/EDIT/DELETE/WITHDRAW
To respond to a RFx, RFx Response must be submitted. The RFx Response allows Suppliers to enter
their offer and upload attachments.
8.1. CREATE RFX RESPONSE
▪ Supplier must have already registered interest for the RFx to be able to see the “Create Response” button (See 7.4.1)
▪ “Create Response” button is available only within the Submission Deadline date and time
8.1.1. Method 1: At RFx Overview
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8.1.2. Method 2: From RFx
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8.2. SAVE VS SUBMIT RFX RESPONSE
8.2.1. Save RFx Response
RFx Response may be saved any time after the creation. RFx Response in “Saved” status is a draft
version which is only available to the Supplier; SP Group will not be able to receive/view it.
▪ RFx Response in “Saved” status is a draft version which is viewable only by Supplier; SP Group will not be able to receive/view the RFx Response
▪ Saving is possible only within the Submission Deadline date and time
After a RFx Response is created (see 8.1) or edited (see 8.3), Supplier may save it any time by clicking
the Save button. This allows the changes/updates to the RFx Response thus far to be saved and
Supplier may edit the saved RFx Response any time as long as it’s done before the Submission Deadline.
Note: Suppliers are encouraged to save their edits to the RFx Response to prevent any loss due to system time-out (occurs when there’s inactivity of 15 mins) or disruption to internet connectivity.
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8.2.2. Submit RFx Response
RFx Response must be submitted prior to the Submission Deadline for SP Group to receive and view
the RFx Response after the Submission Deadline.
▪ Supplier MUST submit their RFx Response so that after the Submission Deadline, SP Group is able to receive and view the RFx Response
▪ No one other than Supplier is able to view their RFx Response (in any status) before the Submission Deadline
▪ Submission is possible only within the Submission Deadline date and time
Once Supplier is satisfied with the RFx Response and ready to submit it, click on the Submit button.
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If the RFx Response was previously saved, the Submit button is available only when the RFx Response
is in the edit mode (i.e. click the Edit button).
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8.3. EDIT RFX RESPONSE
▪ There must be an existing RFx Response to edit it ▪ RFx Response with “Submitted” status may be edited (before Submission
Deadline) but the updated RFx Response must be submitted again ▪ Edit is possible only within the Submission Deadline date and time
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8.4. DELETE RFX RESPONSE
Suppliers may use this function (before the Submission Deadline) to delete a RFx Response that is no
longer required.
▪ Delete is available for RFx Response that was not submitted (i.e. RFx Response does not have any prior active version in “Submitted” status)
▪ Deletion is possible only within the Submission Deadline date and time
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8.5. WITHDRAW RFX RESPONSE
Suppliers may use this function (before the Submission Deadline) to retract their RFx Response if they
are no longer able to offer the goods/services.
When the RFx Response is in the “Withdrawn” status, SP Group will not be able to view Supplier’s RFx
Response nor any of the attachment(s) in it.
▪ Withdraw can only be done for RFx Response that was submitted ▪ Withdraw is possible only within the Submission Deadline date and time ▪ Suppliers may re-submit RFx Response after withdraw, but it must be
done within the Submission Deadline date and time
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Withdraw activities completed, this window may be closed.
Re-submit RFx Response:
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9. RFX RESPONSE – ENTERING DATA
To submit an RFx Response, the key tabs for data entry are Information, Items and Notes and
Attachments. The other tabs are for information purposes (e.g. Summary; Tracking) or not in use (e.g.
Business Workspace; Business Attachments).
9.1. INFORMATION TAB
Field Name Action required?
1. Currency This field will be in display mode if selection of foreign currency is not activated for the RFx. If foreign currency selection has been activated, Suppliers may select the required currency as available from the dropdown list.
Note: Currency should be left in Singapore Dollars if the RFx Response contains mix of various currencies (e.g. Item 1 offered in SGD, Item 2 offered in USD)
2. Target Value of RFx Response
No entry required from Supplier. Offer value should be completed in the Form of Base/Alternative Tender/Quotation, whichever applicable (available in the RFx Documents).
Note: This field may not be visible for some RFxs
3. Terms of Payment No entry required and Supplier may disregard this field. Terms of Payment shall be as per specified in the Conditions of Contract (available in the RFx Documents).
4. Incoterm No entry required from Supplier. Incoterm (if applicable) shall be specified in Supplier’s bid document that should be uploaded under the Attachments section (see xxx).
5. Supplier’s Contact Person Data
Optional entry. Contact Person to be entered in event SP Group needs to contact Supplier on matters pertaining to the RFx. These fields are optional as the Contact Person and contact details may be specified in Supplier’s bid document that should be uploaded under the Attachments section (see xxx).
6. Bidder Defect Liability Period
This field is defaulted to the Defect Liability Period required by SP Group but it may be updated by the Supplier as required.
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9.2. ITEMS TAB
Item(s) is/are copied over from the RFx upon creation of the RFx Response. Suppliers are required to
enter their offer rate(s)/price(s) for the item(s).
Note: For certain RFxs (e.g. Offer is to be made in Percentage Variation on the established Schedule of Rates/Prices; etc), Suppliers may be required to enter a mock value of S$1.00 in order to submit the RFx Response.
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9.2.1. Enter Price/Selection of Reason for 0.00 value response
9.2.1.1. Material
Material Items can be identified by this icon under the “Line Number” column.
i. Foreign Currency selection DEACTIVATED
Item Overview table: Unit Rate/Price may be entered in the “Price” field for the item.
OR
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Item Data tab: Unit Rate/Price may be entered in the “Price” field for the item.
For selection of the reason for 0.00 value, scroll down the window, it will be available below the
Delivery Days field:
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ii. Foreign Currency selection ACTIVATED
Item Overview table: Entry of Unit Rate/Price is not allowed.
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9.2.1.2. Service (under Outline)
Under the “Line Number” column:
- Outline Items identified by this icon . Price cannot be entered for Outline Items.
- Service Items identified by this icon . Price must be entered at Service Items.
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i. Foreign Currency selection DEACTIVATED
Item Overview table: Unit Rate/Price may be entered in the “Price” field for the Service Item.
OR
Item Data tab: Unit Rate/Price may be entered in the “Price” field for the Service Item.
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ii. Foreign Currency selection ACTIVATED
Item Overview table: Entry of Unit Rate/Price is not allowed.
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9.2.2. Add Item
▪ If the “Add New” button in the RFx Response is inactive, this function is not available
9.2.2.1. Add New Item
This function may be used to add new items into the RFx Response.
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9.2.2.2. Add Alternative Item
This function may be used to add alternative items to SP Group Buyer’s created items into the RFx
Response.
E.g. Supplier offers value “1.00” for Item A and there is an alternative offer for Item A at “0.90”. Use
this function to add the alternative “0.90” offer for Item A.
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9.2.2.3. Add Substitute Item
This function may be used to add substitute items to SP Group Buyer’s created items into the RFx
Response.
E.g. Supplier has no offer for Item A, however, there is a substitution item which may function the
same as Item A at “1.00”. Use this function to add the substitute item at “1.00” offer for Item A.
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9.2.2.4. Add Supplement Item
This function may be used to add supplement items to SP Group Buyer’s created items into the RFx
Response.
E.g. Supplier has offer for Item A and in addition to that, there are supplementary items which SP
Group Buyer may wish to consider along with Item A. Use this function to add the supplementary
item for Item A.
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9.2.3. Delete Item
Only items added by Suppliers may be deleted.
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9.3. NOTES AND ATTACHMENTS TAB
9.3.1. Notes
Suppliers may add remarks for their RFx Response using this function. However, Suppliers are
encouraged to enter offer-related remarks in their proposal/write-up submission in the attachments.
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9.3.2. Attachments
▪ Maximum file size is limited to 20MB per file ▪ Allowed file types: .bmp, .doc, .docx, .jpeg, .jpg, .ods, .odt, .pdf, .png, .ppt, .pptx, .rtf, .xls, .xlsx, .zip ▪ Files encrypted with password cannot be uploaded ▪ Suppliers are encouraged to zip up the files (not exceeding 20MB per zip
file) for ease of upload
Proposals, brochures, etc in softcopy may be added to the RFx Response under this section.
9.3.2.1. Add Attachment
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9.3.2.2. Delete Attachment
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