capitalEsourcing System Guidance for Suppliers Responding to invitations
capitalEsourcing System Guidance for Suppliers Responding to invitations to tender (ITT) and requests for quotations (RFQ). www.capitalesourcing.com Reminder: if you need help, give the Helpdesk a call; their contact details are always at the top right of the screen. Start off by viewing the Requests for
Quotations or Invitations to Tender that are open to all suppliers. To do so, click on the number in the Currently Open column. From the list of Requests to Quote and Invitations to Tender, choose the one you are interested in by clicking once on its title. Next, click Express
Interest, and then OK. Having expressed an interest, the following pop-up window appears. It contains some advice for getting started on creating a response, so please do read it. To start creating your response, click on My Response ... And then Create Response. A
pop up window will then appear note the advice and click OK to continue. If you have any queries about the specific procurement you can contact the Council via the Messages area. Click on Messages then
Create Message to send a message or Received Messages to read any you have been sent. You can also view the documents by clicking on Buyer Attachments on the left hand side of the page. The buyer might attach some documents to
the Request for Quotation/Invitation to Tender for example, some instructions for responding to the RfQ/ITT and the specification. You will be alerted to this via the red link below: An RfQ/ITT is divided up into three responses. The Qualification Response contains questions that are asked for information purposes only, or are used to judge whether a bidder has passed or failed minimum criteria. The Technical Response contains questions that will be scored by the Council. The Commercial Response contains the pricing schedule for completion (for contracts where the highest
price score will be awarded to the lowest price bid). Note that all three responses wont necessarily be used in all cases you may only need to complete one of the above. However, you need to respond to all sections that are available. This is the summary of the three different responses. It highlights where you have mandatory questions that still need to be answered. Note that all mandatory questions are marked with a red
asterisk. ...to start entering your responses to the questions click on Edit response. If you scroll down you will see that there is a separate Edit response button for the Qualification, Technical and Commercial Response sections. The questions
to be completed are listed here... You are now in Edit mode and able to complete the response. You may be asked to respond to questions in different ways. For Question 1, you would choose an option from the drop-down list.
For Question 2, you are asked to attach a document. To do so, click on the green +, browse to select a document and then confirm. For this question, simply enter your answer in the text box. First: click on the paperclip icon to download the
template. For the final question, you are asked to download the template, complete it and then upload it back into the system. Having downloaded the template, complete it and save it to your PC. Then use the green + to re-upload the document. Once you have answered all the questions, press Save and Exit
Response. If you just want to save as you are going along, press Save Changes. You are now ready to submit your quote/tender to the Council. Press Submit Response, and then OK when the pop-ups appear. Once you have answered all the
questions in all Response sections, My Response Summary will update to reflect this. You will be able to see that the status of your response is now Response Submitted to Buyer. The time and date of submission is confirmed here.
If you would like to change your response after you have submitted it but before the deadline, you can still do so by clicking on the Edit response buttons and then submit the response as before.
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