BIDDER SUBMISSION GUIDE - otm.adco.ae · PDF fileabu dhabi national oil companyadnoc onshore...

ABU DHABI NATIONAL OIL COMPANY ADNOC ONSHORE

BIDDER SUBMISSION GUIDE

ONLINE TENDER MANAGEMENT – PROCON SYSTEM

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BIDDER USER GUIDE CONTENT

Introduction:

- E-bidding (OTM) by ADNOC Onshore

- Technical Requirements

Access to ProCon E-Bidding (OTM) Login Screen

Viewing and Downloading Tender invitations Viewing Tender Invitation Package

Tender Communications Tender Messages

Acknowledgement and Submission of formal bids:

- Form of Tender Acknowledging Receipt of Tender invitation & Form of Tender

- Technical Submission Acknowledging intention to make a Technical submission

- Bid Bonds Acknowledging intention to make a Bid Bond submission

- Commercial Submission Acknowledging intention to make a Commercial submission

Retract Submissions Retracting a Submission

Adding Team Members Adding Team Members

TECHNICAL REQUIREMENTS

• ProCon is a web base application and supports Microsoft Internet Explorer 8 & 9 only. Please do not use Firefox, Chrome or

Opera as your browsers when accessing the ProCon site

• Preparation of soft copies of documents for online submission

For tenders dispatched via ProCon – Online Tender Management system, ADNOC Onshore requires bidders to prepare all formal

submission documents to be in soft copies which are of Adobe Portable Document Format (PDF). It should be noted that all

requirements as specified within the Tender Invitation Package (TIP) documents should be followed to prepare the submission

documents. These documents should be scanned to soft copies which should include all relevant signatures and stamps as

required by standard tendering guidelines in TIP documentation.

• Format and size of documents

Please note that all your documents should be submitted in PDF format. For better handling of these documents, they can also

be delivered in batches by using standard Windows compression methods. If submissions are made in this manner, the preferred

format for compressed files is ZIP format. Other formats such as RAR, 7z, ISO, NRG etc. will not be accepted. Please also

make sure that the size of a single compressed file does not exceed 50 Megabytes. Multiple files which are less than this limit

can be uploaded successively but the files should be given proper names as specified in the following naming conventions

section in this document.

• Naming Conventions

Please ensure that you name all tender submission documents appropriately with the correct names of what the document

consist of and with clear serial numbers as suffix. As a prefix, we recommend putting a short company abbreviation to all the file

names of the documents. This will ensure that your documents can be easily identified and organised by those involved in the

evaluation of submission. We have included some examples below.

Sample submission files for a company known as ABC company: ABC-Form of tender.pdf, ABC-HSE Policy.pdf

S U B M I S S I O N V I A O T M S Y S T E M

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E-BIDDING (OTM) LOGIN SCREEN

When invited to a Tender by ADNOC Onshore the Bidder will receive an email similar to the one displayed here.

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Note: Final Submission Date is displayed in GMT time zone. 1

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E-BIDDING (OTM) LOGIN SCREEN

Enter the user name and Password previously email to you by ADNOC Onshore

Click on the Login button If you have forgotten your password click

on the link Password Reminder, enter your full email address and click ‘Submit’

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Note: You will be returned to the login screen and the password will be sent to you via

email.

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VIEWING TENDER INVITATION PACKAGE

If you log in normally i.e. not using the link in the email then you will be brought to the overview page You will be able to see all ADNOC Onshore

tenders you currently have tasks or messages for

You can see that there are tasks currently

awaiting action There is 1 unread message. Click on the

tender name to go to the tender page. Click to Change your contact details Click to change your password

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Note: The number of tasks available for you will be dependent on the nature of the Tender.

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VIEWING TENDER INVITATION PACKAGE

You are now in the tender page.

Here you will be able to action the current tasks Click on the ‘View Details’ button for TIP – Form of tender

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Note: The number of tasks available for you will be dependent on the nature of the tender whether it requires bid bonds or not.

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Note: There are only two tasks: TIP- Form of tender and Technical Submission with the same Final Submission Date at this stage of the Tender. If the Technical Bid passes technical evaluation then ADNOC Onshore will request the Bidder to submit Bid Bonds (if required) and Commercial Bid Submission.

Note: The Tender Invitation Package (TIP) can be found in the Task ‘TIP – Form of Tender.

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VIEWING AND DOWNLOADING THE TENDER INVITATION PACKAGE

This is the Final Submission Date The additional Information section contains important information please read fully All Tender package documents are displayed and can be downloaded by clicking on download

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Note: In ProCon you need to acknowledge each Task before you can complete it. This guide will cover all the steps required.

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A File download pop-up screen will appear

To view the file click on Open

To save the file to your PC or network drive click on save and save as normal

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The file will automatically launch the required programme e.g. Microsoft word and the file will be visible

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16 Note: If you have any difficulty downloading, opening or uploading file please refer to the Troubleshooting guide available on the login screen.

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TENDER MESSAGES

Note: ProCon can be used to receive and send messages regarding your tender e.g. requests for information Clarifications. When you are sent a message by ADNOC Onshore via ProCon you will receive an email automatically informing you of a message in ProCon.

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TENDER MESSAGES

To access the message in ProCon click on the link

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Note: This is an example of the notification via email please ensure your SPAM filter is set to allow emails from [email protected]

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TENDER MESSAGES

This will bring you to the ADNOC Onshore E-Bidding Portal Enter the user name and Password previously email to you by ADNOC Onshore Click on the login button

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TENDER MESSAGES

Once logged in you will be brought directly to the message Click on the Mark As ‘Read’ button

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Note: If you do not mark the message as read it will remain visible on the Overview screen. Some messages will not require a response such as this example however some will, in this case you will see a link titled reply.

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TENDER MESSAGES

A pop-up message will appear asking are you sure you want to mark this message as read? Click on OK to proceed

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TENDER MESSAGES

You are informed the message has been successfully marked as ‘Read’ You can Navigate to the Tender by clicking on the ‘Tenders’ Tab or By clicking on the link in the message

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TENDER MESSAGES

To create a message navigate to the Tender screen Click on the ‘Create message’ link

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TENDER MESSAGES

Enter a descriptive subject Enter the message body If you wish a response from ADNOC Onshore ensure Yes is selected Enter the date and time you would like a response by You can attach files if you wish Double check your message and click on send

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submissions will lead to your disqualification.

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TENDER MESSAGES

You are informed your message has been successfully created

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Note: There is no need to choose a recipient as ProCon will automatically direct the message to the ADNOC Onshore Tender team for Action.

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TENDER MESSAGES

Note: Sometimes you will receive messages from ADNOC Onshore which you must respond to.

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To respond to a message from ADNOC Onshore click on Reply

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TENDER MESSAGES

Enter a descriptive subject Enter the message body

If you wish a response from ADNOC Onshore ensure Yes is selected

Enter the date and time you would like a response by You can attach files if you wish Double check your message and click on send

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26 Note: Please make sure you do not make formal bid submissions via tender messaging functionality. All submission shall be sent via formal process outlined in ‘Acknowledgement and Submission of formal bids’

section of this guide.

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TENDER MESSAGES

A pop-up screen will appear informing you that the message can be viewed by Authorised members of the tender within ADNOC Onshore

Click on OK

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TENDER MESSAGES

You are returned to the Message screen

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ACKNOWLEDGING RECEIPT OF TENDER INVITATION & FORM OF TENDER

Click on the ‘View Details Button for TIP –Form

of Tender 1

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After reviewing the Tender Invitation Package you should Acknowledge and Submit or Acknowledge and Decline.

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Note: This guide assumes you will be making a submission. If you do not wish to make a submission please click on ‘Acknowledge and Decline’ button and repeat for all 3 remaining tasks giving a full description of why you wish to decline. You may retract your decision to decline any time before the Final Submission Date please see end of guide for retraction instructions.

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When Acknowledging and submitting the form of tender please use the text provided in the Tender invitation Package for the Acknowledgement Letter

Click on send when you have entered and

modified the text correctly

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Note: You are required to Acknowledge receipt of Tender within 3 days of Invitation and you MUST fax a signed copy of the acknowledgement letter contained in the Tender invitation Package to ADNOC Onshore, again within 3 days.

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SUBMITTING THE FORM OF TENDER

You are returned to the tender page. Click on the ‘View Details’ button for Tip – Form of Tender

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Note: The following steps should only be performed when you are ready to make your submission to ADNOC Onshore.

Note: Don’t leave your submission to the last minute. ProCon is a web based application so if you have a slow web connection you will need longer to upload the files depending on their size.

Note: Submissions are not visible to ADNOC Onshore until after the Final Submission Date and you can retract your submissions and modify them at any time up until the final submission date. After this date and time you will no longer be able to submit or retract.

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Your Acknowledgement is visible To make you submission for form of tender click in the ‘Ready to Proceed now’ button

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To attach files Click on the ‘Yes’ Button

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To find the file click on the ‘Browse’ button on locate the file Click on the ‘Save” button to attach the file

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Note: A pop-up screen will appear explaining there may be a delay during upload.

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The attached file is visible The attached file can be deleted To save your changes but not submit click on the ‘Save’ button To complete your submission click on the ‘No, proceed to next step’ button

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Note: You may attach as many files as you need to.

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Steps 2 and 3 are now available, Modify the text in step 2 When you have completed step 2 click on ‘Submit’

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Note: Ensure only the Form of Tender document and related documents are attached here.

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A pop-up screen will appear asking ‘Are you sure you want to submit this response?’ Click on OK

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ACKNOWLEDGING RECEIPT OF TECHNICAL SUBMISSIONS

Click on the ‘View Details’ Button for Technical

Submissions 1

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ACKNOWLEDGING INTENTION TO MAKE A TECHNICAL SUBMISSION

Please read the additional information Click on the ‘Acknowledge and Submit’ button

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ACKNOWLEDGING INTENTION TO MAKE A TECHNICAL SUBMISSION

Modify the default text if required Click on the ‘Send’ button when ready. A confirmation note ‘Your acknowledgement has been logged successfully’ will be displayed.

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Note: This is a default text, you can enter specific text when acknowledging the Technical submission.

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SUBMITTING YOUR TECHNICAL SUBMISSION

You are returned to the tender page Click on the ‘View Details’ button for Technical Submission

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Note: The following steps should only be performed when you are ready to make your submission to ADNOC Onshore.



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Read the Additional information Your Acknowledgement is visible Click on the ‘Ready to proceed now’ button

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To find the file click on the ‘Browse’ Button on locate the file. Click on the ‘Save” button to attach the file

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Note: A pop-up screen will appear explaining there may be a delay during upload. Click Ok to proceed.

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The attached file is visible The attached file can be deleted

To save your changes but not submit click on the ‘Save’ button To complete your submission click on the ‘No, proceed to next step’ button

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Steps 2 and 3 are now available, Modify the text in step 2 When you have completed step 2 click on ‘Submit

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Note: Ensure only your technical submission documents are attached here.

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ACKNOWLEDGING INTENTION TO MAKE A BID BOND SUBMISSION

Click on the ‘View Details’ Button for Bid Bond 1

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Note: The Bidder shall submit Bid Bonds only if requested by ADNOC Onshore.

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Modify the default text if required Note: This is a default text, you can enter specific text when acknowledging the Bid Bonds. Click on the ‘Send’ button when ready. A confirmation note ‘Your acknowledgement has been logged successfully’ will be displayed.

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SUBMITTING YOUR BID BONDS (IF REQUIRED)

You are returned to the Tender screen and informed the response has been successfully sent

Click on the ‘View Details’ button for ‘Bid Bond’.

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To find the file click on the ‘Browse’ button on locate the file Click on the ‘Save’ button to attach the file

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Steps 2 and 3 are now available, Modify the text in step 2 When you have completed step 2 click on ‘Submit

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Note: Ensure only your Bid Bond documents are attached here.

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ACKNOWLEDGING INTENTION TO MAKE A COMMERCIAL SUBMISSION

Click on the ‘View Details’ Button for Commercial Submission

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Modify the default text if required Click on the ‘Send’ button when ready. A confirmation note ‘Your acknowledgement has been logged successfully’ will be displayed.

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Note: This is a default text, you can enter specific text when acknowledging the Commercial submission.

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SUBMITTING YOUR COMMERCIAL SUBMISSION

You are returned to the Tender screen and informed the response has been successfully sent

Click on the ‘View Details’ button for ‘Commercial Submission’

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To find the file click on the ‘Browse’ button on locate the file Click on the ‘Save” button to attach the file

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Steps 2 and 3 are now available, Modify the text in step 2 When you have completed step 2 click on ‘Submit’

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Note: Ensure only your Commercial Submission documents are attached here.

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RETRACTING A SUBMISSION

Click on the History expander icon

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Note: You may wish to make a change to your submission or even submit after earlier declining. You can do this in ProCon as long as the Final Submission Date has not passed.

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The History menu is displayed Beside each of your submissions or declines you will have the option to retract Click on the relevant retract link e.g. you wish to update the technical submission

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Update the default text as required Click on Send when ready

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ADDING TEAM MEMBERS

You are informed your response/decline has been retracted successfully The task is now visible and the ‘View Details’ button is available

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Note: If you had previously declined all 4 tasks you must retract all 4 tasks and then submit all 4 task as per instructions in the Tender Invitation package.

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ADDING TEAM MEMBERS

Click on the Company Tab

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ADDING TEAM MEMBERS

You will be brought to the detail page by default To add a contact click on ‘Contacts’ Tab

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ADDING TEAM MEMBERS

Existing Contacts will be displayed and can be deleted or edited to update information.

To Add a new contact click on the ‘Add’ button

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Note: The ‘Edit’, ‘Delete’ and ‘Add’ buttons may not be visible due to your ProCon Permissions if this is the case please contact your companies ProCon Administrator or contact ADNOC Onshore support.

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ADDING TEAM MEMBERS

Populate all field with valid information * denotes a mandatory field

Ensure Primary Contact is set to ‘Yes’ if you wish this person to be able to receive tender invitations from ADNOC Onshore

Ensure ‘Use Extranet’ only is ticked or they may miss communications from ADNOC Onshore

Enter the Username as the contact first name and last name with a _ e.g. Andrew_Kealy

Ensure the role Supplier is selected from the dropdown

Enter a simple password e.g. Password1

Double check all entered information then click on Save

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Note: Selecting the wrong role may result is loss of functionality available to the user so ensure supplier is selected.

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ADDING TEAM MEMBERS

You are returned to the Contacts Tab and informed the contact has been added

Contact is visible on the screen

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ADDING TEAM MEMBERS TO TENDER

Click on Tenders

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Click on name of the tender you wish to add the new contact to

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Click on ‘Change Contacts’ link

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Current tender contacts are displayed Available contacts are displayed Ensure the check box for the contact you wish to

add is ticked Click on Add

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You are returned to the ‘Tender’ screen and informed Contact successfully added Number of contacts in now 2

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ADNOC ONSHORE

THANK YOU

BIDDER SUBMISSION GUIDE - otm.adco.ae · PDF fileabu dhabi national oil companyadnoc onshore...

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