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Step by Step Instructions for Lodging an Etender

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Step by Step Instructions for Lodging an Etender Step by Step Instructions for Lodging an eTender Step One: Creating a supplier account Before you start using the Electronic Tender Box you need to create a supplier account. This will register your company with the Electronic Tender Box. If a representative from your company has already registered they will be sent an e-mail requesting their authorisation for you to be registered as a representative of your company. To create a new supplier account: a) Select the tender or quote you are interested in from the current tenders and quotes page by clicking on the Title. Now select the “Register Interest” button. This takes you to the Electronic Tender Box login page; b) Select the “Register as a new supplier here” button; and c) Complete all necessary forms and create a login and password. Your account will now need to be activated. Access your e-mail account to activate and continue with Step two below. Step Two: Register your interest in a tender or quote a) Select “Current Tenders and Quotes” to display a list of the tenders and quotes currently available; b) Select the “Title” of the tender or quote you want to download; and c) Select the “Register Interest” button. You must register interest in the tender or quote before you can download files and/or submit responses. To do so you will need to log in by entering your e-mail address and password: i. fill out the “register interest” form - the form is pre-filled with information from your supplier account; however you can change these details if required. For example, you should enter the details of the primary contact in your business for this tender or quote; and ii. two additional email address fields are available - you can use these to ensure you receive any addenda notifications. iii. now select the “Register Interest” button. Step Three: Download files After you have registered your interest, the information page will automatically refresh to list any files and/or addenda available for download. To download a file: a) Click on the link and choose the location on your computer where you wish to save the file. b) Click “Save”. Make sure you take note of the file name and location of where the file is being saved. Ensure you download all relevant files before proceeding to the next step. Downloading zip files If you have Windows XP you have built in support for zip files and you don't need to install software to unzip the files. If you have Windows 98/ME/2000 you will need a program to unzip the files. There are several programs available: 7-Zip JustZIPIt WinZip SnapZip PowerArchiver If you have Mac OS X you can use these programs to unzip the files: StuffIt Expander ZipIt Step Four: How to submit a response There are three main steps to submitting a response using the Electronic Tender Box. a. Select “current tenders and quotes” This will display a list of the currently available tenders and quotes. Choose the tender or quote you want to respond to by clicking on the “Title”. If the tender or quote you are looking for is not in the list it may be listed in either the “Late” section or “Closed” lists. Important: The closing time for Box Hill Institute of TAFE tenders and quotes is 2pm Thursdays unless otherwise stipulated in the tender document. The Institute must have received your response in full by the advertised closing time. b. Compile your response If you are already logged in and have registered your interest in the tender or quote, you can scroll down to the end of the information page and see the “Tender a Response” button. Select the “Tender a Response” button: • fill out the response form - it will be pre-filled with information from your registration of interest, however you can change any or all of these details; • use the pre-set title or choose your own to identify your response. If your company intends to submit more than one response it is important to have a title that identifies your most recent response; • the optional “Cover Note" field is for you to enter minor details about your response, such as file handling or file replacement details. Cover note details do not formally constitute part of your response and are not considered during evaluation; and • ensure the correct contact details for the main contact person for this response are listed. c. Attach your response files: The files that you upload constitute your formal response. You can upload as many files as needed as long as their total size is less than the space provided (generally 10 megabytes)- the amount of space available is shown on the screen. To save space and to speed up file uploads it is a good idea to compress, or 'zip' your files. To attach a file: • select the 'Browse' button; • search your computer files to find the file you want to attach; and • double click on the file name to upload your file. Once your file has loaded you will see a box located underneath the “Browse” button which includes the file name, size, MD5 checksum, virus check and action. * repeat these steps for each file you wish to submit. Note: to remove an attached file from your response select the 'Delete' button. Please read the associated tender/quote documentation (e.g. Conditions of Contract) regarding the type of files to be submitted (e.g. Word/PDF). If you need to log out while you're attaching files, or you lose your internet connection, the Electronic Tender Box will save any files that you have already attached. This means you will not have to attach them again. d. Submit your response The time it takes to upload document files can vary considerably depending on the time of day you choose to send your files and the type of internet service you are using Once you have attached all documents for your completed response you must submit your response. Un-submitted responses are deleted when the tender or quote closes. Only submitted responses can be considered for evaluation. • Select the “Agree to the Terms and Conditions” button (to review the Terms and Conditions click on the “Terms and Conditions” link); • select the “Submit” button; • select the “Ok” button to confirm • a receipt for your response will appear on the screen - this receipt is proof of what you have submitted and when you submitted it. Please keep a copy for your records; and • an automatic e-mail copy of this receipt will be e-mailed to the registered e-mail address. You can check your response/s by reviewing the “Registered Tenders” link. You must be logged in to view Response History. Please allow enough time for your response to be transmitted before the closing time. As large files can take some time to upload, logging into the system just before the closing time may result in you missing the closing time. Box Hill Institute takes no responsibility for the amount of time it takes to upload a tender. .
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