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Supplier Registration Guide

August 2016

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Table of Contents Introduction ............................................................................................................ 3

Supplier Company Registration ............................................................................... 4

General Company Information ............................................................................... 6

Company Contact Information ................................................................................ 7

Company Administrator Information ...................................................................... 8

Company Administrator Credentials ....................................................................... 8

Email Addresses for Alerts ...................................................................................... 9

Update Company Profile ......................................................................................... 9

Manage Business Alerts ........................................................................................ 14

Adding Company Users ......................................................................................... 17

Responding to Requests for Tender ...................................................................... 19

Responding to the Request for Tender ................................................................. 21

Assigning team members to a Request for Tender Response .................................................. 22

Responding to the Tender – The Process .................................................................................. 26

For Assistance ....................................................................................................... 33

Version Control

Version Date By Description

0.1 05-08-2014 Vivien Pierce First Draft

0.2 20-08-2014 Vivien Pierce Revised

0.3 10-06-2015 Vivien Pierce Revised

0.4 01-09-2016 Conor McDermott Revised

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Introduction

This document will help guide you through the Supplier Registration process on http://etenders.gov.ie/

highlighting mandatory fields for completion.

Accurate registration gives suppliers maximum exposure to tendering opportunities and fulfils new EU

obligations in relation to data capture and measurement. Warnings will prompt users to update

mandatory fields which are blank.

The following is a list of information fields which will be required if inaccurate or incomplete;

1. Type of Organisation, select from;

1.1 Private Company

1.2 Public Limited Company

1.3 Sole Trader

1.4 Partnership

1.5 Charity

1.6 Representative Body

1.7 Public Interest/Non-Supplier

2. Type of Business Activity. Refer to the following URL for business classification;

http://www.cso.ie/px/u/NACECoder/NACEItems/searchnace.asp

3. Company Legal Name and Address

4. Company VAT number or Organisation number

5. Company administrator contact for the E-tenders online platform

6. The list of email addresses within the company who should receive these alerts

7. Number of Employees

For assistance, please have a look at the following screenshots which will simplify the process for you.

Please note, each VAT number is unique and only one supplier registration per VAT number is permitted.

Registered suppliers will not be prevented from uploading tenders at this stage where their details are

inaccurate. However, OGP will deactivate supplier accounts in the future where no attempt is made to

update their registration details.

** For existing registered suppliers, please skip to page 9 to Update your Company Profile **

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Supplier Company Registration

To Register a new company, please click on Supplier Company Registration;

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You are now presented with the Supplier Registration Page. Please read carefully the Instructions on the

left hand side of the page. Registration is completed here within five sections over one page;

• General Company Information

• Company Contact Information

• Company Administrator Information

• Company Administrator Credentials

• Email Addresses for Alerts

When you finish Registration and Log In, you will be prompted to update your Company Profile.

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General Company Information

Fill in all fields accurately. You can click on the icon for more information.

The ‘Type of Organisation’ field is a new field and simply requires that you state which of the following

your business falls under;

• Private Company

• Public Limited Company

• Sole Trader

• Partnership

• Charity Organisation

• Representative Body

• Public Interest / Non-Supplier

Only trade Suppliers such as Private Company, Public Limited Company, Sole Trader, Partnership or

Charity can respond to tenders. These type of organisations must have a unique VAT number or PPSN or

Charity Number. If you are not a trade Supplier but want to receive alerts on tenders you should select

the most suitable from the remaining options available; Representative Body, Public Interest or

NonSupplier e.g. Journalist, Researcher or Student.

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Company Contact Information

Fill in all fields accurately. You can click on the for more information.

The ‘Point of contact’ field if the main business contact for the company. The phone number and email

address should be generic company details i.e. sales@abc.com

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Company Administrator Information

The Company Administrator will manage the setup of eTenders users for the company.

Company Administrator Credentials

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Email Addresses for Alerts

Click Add Email to enter email addresses here for alerts.

Now you can read the Terms & Conditions and Privacy Policy before accepting them and clicking Save

Once you click Save, you have finished Registration.

Update Company Profile

You must complete your company profile now. You can do so by logging into eTenders.

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Enter your username and password that you supplied during Registration and click Log In

Accept the Terms and Conditions by checking the box and clicking I have read the terms and accept them

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Welcome to eTenders, before you continue you must update your company profile to include your

Number of Employees. Click on Employees.

Note: For previously registered Users more details may be listed as missing from your company profile i.e.

your VAT number. You must complete all mandatory information to ensure you can perform all activities

on eTenders.

Once you click on Employees, you must now complete the below form ensuring you enter your Number

of Employees. When finished click Save.

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You have now successfully completed your company profile and registered as a Supplier on eTenders.

Note: We recommend all Suppliers complete as many fields as possible. Company profile information

assists Buyers in their selection of Suppliers for quick quotes and other activities. Your company profile

is a valuable promotional tool.

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Manage Business Alerts

Once logged into your new eTenders homepage, you can now manage your business alerts.

To do this, click on Manage Business Alerts as below;

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Enter an email address where the business alerts will be sent and click Save. You can enter multiple email

addresses here by clicking + Add email. When finished, click Next.

Now you can add CPV codes for the business alerts you wish to receive, click + Add CPV codes.

Click on Start using Business alerts as below;

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You are now presented with the Category Tree that lists all CPV codes in eTenders. Choose the CPV code

you want to be alerted on in either of the following ways;

• Check the box beside the relevant CPV code and click Add selected categories.

o Note: you can drill down into each category by clicking on the + sign.

• Enter the name of the category in the search box provided and click Search, then check the box

beside the relevant CPV code and click Add selected categories.

When you have finished selecting all CPV codes to be alerted on, click Finish and Done. You can at any

time disable the email alerts by clicking Off at the top of the page.

IMPORTANT NOTE: To ensure business alerts are working correctly so that you will not miss out on

opportunities, please check that your business alerts are on, highlighted in green as below;

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An email alert is sent every night if any new RFTs are published matching your categories, i.e. you will

only receive an alert for a specific RFT once. However, if you make any changes in your profile, the next

alert that will be sent out will include all matching RFTs even if some of them might have been included before.

IMPORTANT NOTE: These business alerts are what drives the RFT notifications you as a supplier will

receive. It is important that you carefully consider the categories in which your business operates in order

to maximise the chances of you receiving relevant RFT notifications.

Adding Company Users

Where companies are duplicated on the system, choose one account and update with your company VAT

number. All users for that same company should be attached to a single company registration.

To add users to your supplier account, please go to User profiles as below;

Then click on Create user…

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Fill in the form with the new user’s Contact details, Account details and Security Role as below;

For Security Role, ensure you check Company User unless you want more than one Company

Administrator. When finished click Save.

You can see that the new user has been created as below;

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You can create as many users as necessary.

IMPORTANT NOTE: Only the Company Administrator can update the company profile and manage

business alerts.

Responding to Requests for Tender

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Once logged into the system you will be presented with a screen similar to the one above. In order to

view Requests for Tenders available on the system you must click the Public RFTs link to view a full list

of current RFTs. The screen you will be presented with is similar to the one displayed below

To select a notice that is of interest to you, then simply click on the blue text under the name field as

shown above and you will be presented with a screen similar to this which will contain a detailed letter

from the Contracting Authority to prospective bidders. By clicking Accept you begin the clock on your

response to this RFT.

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Responding to the Request for Tender

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Once you have clicked the Accept button you are presented with the Tender Response screen. This is the

home screen for the Tender Response. It outlines your Response Status and the Time Left to submit a

response to the RFT. There is a Progress Tracker and this will increase to 100% as you complete all the

required fields for the response. You will also see the various Action Tabs to facilitate the response, such

as View RFT, Access Documents etc.

Assigning team members to a Request for Tender Response

As outlined earlier in this instruction document, you can add company users to your company profile. As

part of your tender response you will need to assign assess to your team members, for each individual

tender response, in order for them to receive system notifications relevant to the specific tenders to

which you have assigned them to access. In order to achieve this you will need to click the Assign user

access link, which will present you with a listing of people in your company.

To move specific users over into the team for the selected RFT, simply click their name once to highlight

it and simply click the right arrow to move them across into the members area. If you want to move

several people at once then hold the CTRL button and click the required names before clicking the right

arrow to move them to the members area. When you are satisfied click Save.

Once you have completed the above process you will be presented with the following screen

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Here you will see a listing of the team members you assigned to this particular RFT. If you are the person

who responded to the RFT then you will be the Owner, this means that you will receive all notifications

about this RFT. On this page you can assign rights to the people who are in the team assigned to this RFT.

There are two options available, Editor and Viewer and explanations for these can be seen on the page

in the Role Permissions area.

If you are the Owner and want other people in the team to receive message notifications in relation to a

specific RFT then you need to click the Assign responsible button and you will be presented with the

screen below, simply check the box beside the individuals name and click the Save button. As a result

these individuals will be given the same responsibilities as the response owner and will receive email

notifications of any new messages relating to this tender.

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It is also possible to change the owner of the response, simply click the Change owner button and you

will be presented with the following screen. As with the Assign responsible button you check the radial

button beside the individual’s name and click Save to complete the action.

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IMPORTANT NOTE: To ensure that all members assigned to the team will receive important notifications

relating to a tender, you must ensure that these team members have been selected as an Editor or have

their name checked in the Assign responsible section. Messages will always be delivered to the team

members inbox within the system but if the person is not marked as an Editor or checked in the Assign

responsible section they will not receive an email notification to alert their attention to the message in

the system mailbox.

In order to return to the RFT Response page you must click the link in the area marked above and you

will be returned to the page below

The Tender ID number will vary for each tender that is responded to but the link

back to the Tender Response page will always be this section of the pathway

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Responding to the Tender – The Process

As mentioned previously as you answer the various questions as required in the Tender response your

progress is being tracked as you can see below

Sample questions that the supplier could be

asked to answer by the Contracting Authority.

As the questions are answered the responses are

tracked above and progress is monitored on the

Tender Response page

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Response documentation can be viewed in the link on the Tender Response page and

suppliers can attach their responses by clicking the Attach Documents tab in the Tender Response page

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You then select the appropriate location on your computer by clicking the Browse button and give it an

optional File Title before clicking the Upload button.

Note: This is the screen users are presented with after clicking

the attach documents tab on the Tender Response page. To

upload the files you simply click the upload files button.

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After you have clicked the Upload button you will be presented with the following page in which you will

see your attached documents

Again you will need to click the link below to return to the Tender Response page

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The final step in the process is to submit your financial bid for this tender. To do this you will need to click

the Enter Response Sum tab on the Tender Response page

You will be presented with the following screen where you enter your bid and click Save. This should

return you to the Tender Response page. If it does not then click the link marked below to return to it.

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When you have completed all the steps required in the tender response the system will tell you that you

are 100% complete and all you need to do then is to click the Submit Response button.

When you click Submit Response the following screen will appear. To finalise the submission you need

to enter your login details for your supplier account and click Submit.

Note: The red line shows that you have completed the required

fields but not yet submitted the response. Once you click the

submit response button this strip will turn green.

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Once this has been done you will receive the following popup message

You can then log back into your supplier account and select the new invitations link in your home screen.

The Ongoing link will give you an itemised listing of all tenderers for which you have made a submission.

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Then you will be returned to the Tender Response page and you can see that the status is now 100% and

the strip is green and you will be have response timestamp which means your response has been

submitted successfully.

For Assistance

• Email the helpdesk on etenders@eu-supply.com

• Call us on +353 (0) 21 243 92 77 during office hours (09:00am – 17:30pm GMT).