SmartSource Desktop - Quick Start Guide For...

SmartSource Desktop - Quick Start Guide

For Bidders

© Iasta.com, Inc, 2006

SmartSource Quick Start for Bidders

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Table of Contents Table of Contents................................................................................................3 Downloading/Installing SmartSource Desktop ................................................4 Logging into SmartSource.................................................................................6 Receiving an Invitation to Bid............................................................................6 SmartSource™ Desktop.....................................................................................6

Passwords................................................................................................................................... 6 Home Page / Navigation .....................................................................................6

Navigation Panel ......................................................................................................................... 6 Lots ......................................................................................................................6

Online Bidding Projects............................................................................................................... 6 Surveys (Forms)..................................................................................................6

To Respond to a Survey ............................................................................................................. 6 Documents ..........................................................................................................6 Attachments ........................................................................................................6 Timeline ...............................................................................................................6 Forum...................................................................................................................6

(Discussion Board / Event Blog) ................................................................................................. 6 Live Event............................................................................................................6

Standard Lot................................................................................................................................ 6 ItemBid Lot .................................................................................................................................. 6 eBid Excel Spreadsheet.............................................................................................................. 6 No-Live Event.............................................................................................................................. 6

Reports ................................................................................................................6


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Downloading/Installing SmartSource Desktop

Upon receipt of an email either introducing you to SmartSource or a formal Invitation to Bid, you will receive a URL link that will direct you to the SmartSource Desktop Download website:

(https://fluor.smartsourcedesktop.com/SourceWeb.dll/DownloadDesktop.html) Navigate to this website by clicking this link. You will see the following screen:

Click on the link titled “Download SmartSource Desktop for Windows XP or Higher” to start the download procedure. If you are not using Windows XP or Higher (or you don’t know your version), there is an alternate link below that states “Download the full version which works on all Windows platforms”. You may select either link to start the download procedure. Once you click the link, a pop-up box will appear:

Click Run to continue to the next step. The following pop-up box will appear:


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Once this process has completed, click Open to start the installation process. You may receive the following Security Warning pop-up box depending on how your computer / network are setup.


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The publisher of this software is Iasta. If you have any doubts about downloading and installing the SmartSource software, please take the time to run a virus scan on the software before installation. You can back-out of your previously selected options by selecting Don’t Run on this pop-up box. This will close and stop the installation process. Then, start from the beginning and select Save. Once the software is downloaded and saved in your Temp directory, you can manually scan the software with your company-owned software. Then proceed through the rest of the installation process. When you get to the Security Warning above, select Run to proceed. Next, you will need to Setup the SmartSource software. The following pop-up box will appear on your screen:

Click Next to continue. You will be asked to accept the “SmartSource Software End-User License Agreement”, as shown below:


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Click on the radio button next to “I accept the agreement”, after you have read. Then click Next to continue. The next pop-up box that appears is an option box of where you wish to install the SmartSource program. By default, it will point to C:\Program Files. If this location is okay, then select Next to continue:

Otherwise, select the file area where you wish to store the program files for SmartSource. You can either click the Browse button, or type in the desired location. Click Next to continue to the next step. You will see the following progress bar as the application is installed on your computer.

When it is finished with the installation, it will execute SmartSource Desktop which looks something like the screen below:


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When you click on your Company Name, you will be prompted for your user ID and password. Please Note: Do NOT click the “Save Password” option box. Your password will expire in 90 days and selecting this feature will disable you from remembering your password when it comes up for renewal.


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Logging into SmartSource

1. The first time you log into SmartSource, you will prompted for your User Name and Temporary Password that were provide to you. If you have previously logged into SmartSource and have changed your temporary password, you would use that password to log into SmartSource.

2. If this is your first time to log into SmartSource, you will be prompted to change your temporary password:

Click OK to continue.

Enter your temporary, system assigned password and click OK to continue.

Enter a new password, your choice and click OK to continue.

Re-enter your new password, and click OK to continue.


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Then you will a receive this confirmation that your password has been changed, click OK to continue.

Please Note: If some reason the system will not accept your new password, there are rules to password usage; i.e. must have a capitalized letter, lower-case letter, and a number at least 8 characters in length. Your password will change every 90days. When you are changing your password at this interval, you cannot use a previously used password from the last 5 times (no recycling of passwords).

3. Once you have successfully logged in, you will be in the SmartSource Desktop, and it should look something like this:

If you have not received an “Invitation to Bid”, you will not see anything listed under “Packages” / “Current Packages”.


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Receiving an Invitation to Bid

Upon receipt of your “Invitation to Bid” on a RFQ package, your Login ID and Password will be enclosed in an email similar to the one shown below. Please refer to the information in this email to reference the project you are working with, the buyer that is responsible for this particular package, and the contact information to use in case you encounter issues with either your package or the SmartSource online bidding tool.

Upon receipt of your Invitation to Bid, if you have not previously installed the SmartSource Desktop software, you can navigate to the link of the SmartSource download site as shown in this email (i.e. listed as #1 above). Follow the instruction above for “Downloading SmartSource”. Instructions on how to log into SmartSource is also included above under “Logging into SmartSource”.


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SmartSource™ Desktop

Upon installation of the SmartSource Desktop, an icon was loaded onto your Windows Desktop.

Click to execute the SmartSource program, double-click this icon and the software will launch.

Passwords

Passwords are stored using one-way encryption, so once they are set, it is impossible for administrators to view them in both the Desktop and Portal applications. This has some important implications on how users manage passwords and security for suppliers in SmartSource™.

• Passwords can never be retrieved by users or by the administrators, only reset. If you loose or forget your password, the administrator can force a reset in their user properties, or the user can reset the password by visiting the SmartSource™ Portal website and clicking on the “Forgot Password” link.

• Administrators can reset a user’s password, and the user will receive an e-mail with a temporary password. At this point, the user can either log in with the original password or a temporary password. If the user logs in with the original password, the temporary password is no longer valid. If the user logs in with the temporary password, they are forced to change the password upon login.

• When new users (bidders or administrators) are created, they will be provided with a randomly generated temporary password (an 8-12 alphanumeric character sequence), which will need to be set to the user’s permanent password the first time they log in.

• The user’s actual password will never be transmitted or stored in plain text – not in the database, nor in an e-mail.


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Home Page / Navigation

The desktop client is somewhat more difficult to navigate in then the website portal, basically because it has more options for you to choose from and more ways to accomplish doing things. Nonetheless, the same information and functionality is available from either client for the access levels you have been assigned. Once you log into SmartSource Desktop, you will see a screen similar to the following:

The left side contains your package listings on the top half and the navigation panel on the bottom half. You can turn the Navigation panel off and on by clicking the X in the right hand

corner to close (turn off) and selecting the button in the Icon Bar to activate (turn back on). You will only see the packages that you are invited to that have not “Closed”. Once a package is closed from bidding, it will no longer be seen on your screen. If you do not see any packages listed, the bid package has not been opened for bidding. If you were sent an Invitation to Bid (ITB) and you don’t see a package, you should call the buyer listed in the ITB email you received and let them know you are not seeing the package. Packages are displayed by clicking on the next to .

This will cause the Current and Historical package nodes to expand for your

viewing .

To view the Current Package, click the and all current packages will display.

Keep expanding the section nodes until you get to the desire area for your viewing:


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Each package has a variety of components:

• Lots • Surveys • Documents • Attachments • Timeline • Forum • Live Event • Reports

Some or all of these components will be available depending on how the package is setup. For example, if the buyer is holding a “Live Event”, you will have the Lots and the Live Event components. If the buyer is holding a “No Live Event”, you will not see these components.

A brief description of each component will follow under a separate section title.

Historical Packages is a list of all the closed packages you have participated in. The user will be able to access the historical information, but the files and data will be locked and the user will not be able to make changes.


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Training is a set of documents that are bundled together and is accessible to the user. At this time, please disregard the iDemos for Bidder, as this training video refers to an “online auction”, which Fluor does not participate in.

Profiles is where the user can maintain their user and company profiles. The profile(s) are optional and not required unless the buyer forces the user to fill these in upon logon. Help is a library of help topics. These documents are for reference use only. Specific Fluor training will be offered by the project.

Navigation Panel The navigation panel allows you to quickly perform common tasks. Depending on what is highlighted in the Connections and Projects tree, with one click you can create server connections, change your preferences, print the document window, and other tasks depending on your needs.

7 Day Task List

Lists activities in which you are involved that are due in the next 7 days or are overdue (incomplete.) Place your mouse cursor over the Legend link for a quick reminder of the symbol's descriptions!

= Indicates a past due activity.

= Indicates an incomplete activity ends within 24 hours; the activity is almost up.

= Indicates an activity that is on schedule.


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Current Projects

List of Projects in which you are involved. Place your mouse cursor over the Legend link for a quick reminder of the symbol's descriptions!

= Indicates a past due activity.

= Indicates that an incomplete activity within the Project ends within 24 hours; the activity is almost up.

= Indicates an activity that is on schedule.


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Lots

Online Bidding Projects

Most of the structure of an online bidding package consists of Lots and items.

Lots are logical units of bidding in the SmartSource System. There are four different types of Lots which may be used for standard reverse auction bidding Projects (Standard, ItemBid, FlexBid, and ActiveBid.) Typically, Fluor packages are set up as Standard Lots or ItemBid Lots.

• Standard Lot: Standard Lots can contain several items to give additional information to the bidder. However, bidders can only place one comprehensive bid for all the items listed.

• ItemBid Lot: ItemBid Lots allow bidders to place bids individually for each item in a Lot during a Project.

Please Note: If the package is setup as “No Live Event”, then Lots will not be visible or used. The bidder will be expected to upload their bid documents using a survey.


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Surveys (Forms)

To Respond to a Survey 2. Select the Survey node of the Package you want to work with from the Connections and

Projects tree. The Surveys contained within the Package display on the right side of the screen.

3. Click the name of the Survey they want to work with and the Survey Response Editor screen appears.

SmartSource Desktop Surveys Screen

4. Enter answers in the spaces provided.

5. When finished, the click either:

• Click to save the responses for future submittal.

OR

• Click to submit the responses now. The System only allows a respondent to submit their responses if they have answered all of the required questions. Once a respondent has submitted the Survey, they are not permitted to edit or resubmit responses unless an administrator changes their Survey status to "Not Submitted" and instructs them to access the Survey again to make changes.

Exporting

To export the Survey responses to Word or Excel, use on the toolbar. A respondent may use this tool to e-mail a copy to team members quickly and easily, without the hassle of inviting them to the Project, or copying and pasting the responses.


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More on Attaching a File...

You may also upload a file to Fluor as an answer to a question.

1. Click Attach a file to this answer and the Add Attachment window appears.

2. Click BROWSE to search for the file to attach.

3. Select the file to upload from your computer's files and click OPEN. The selected file will display in the window.

4. Click ATTACH to apply your changes and attach the file to the question. Click CANCEL to exit out of the window.

Note: Click remove next to the file name to completely delete it from the Survey.


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Documents

The next section under Current Package is the Documents area.

There are two standard documents that Fluor will use, 1. Instructions to Bidders and 2. Sample Purchase Order. To view these documents, click on the hyperlink provided. You will be prompted to either Open or Save this file:

We recommend that you select Open to view this document. The document will open in PDF format (you must have the PDF reader installed on your computer to view this file).


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Once the file is opened, you can then save a copy to your local machine if necessary. These document are standard documents issued by Fluor for all RFQ packages. It is your responsibility to read these documents in their entirety. Failure to adhere to the requirements set forth by these documents and the project requesting your bid may result in non-acceptance.


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Attachments

The Attachments section under the Event Package is the area where all external documents are place for your download and review. This area will contain reference documentation, the most important documents for your review are the Technical Documents and the EBID Documents (Bill of Material).

To download or open any of the documents posted, click the hyperlink of the document. You will receive the dialogue box to either Open or Save the document:

Select your preference and review the documents as needed.


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Timeline

The timeline component just displays the status of the components that are required for the package.

If you need to work on an activity, click the hyperlink on the right side of the screen and that activity will launch for you action.


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Forum (Discussion Board / Event Blog)

The Forum is an area to post questions to directly to the Buyer. This area should be used for all bid clarifications or questions that you may have about the material / documents included in this RFQ package. You enter the Package Forum by clicking on the Forum Node. All previous questions posted will be listed on the right side of the screen.

To post a question, right-click on the Forum Node and select ‘Submit Forum Question’ option from the menu. A text box will appear for you to type your question(s). Please keep your questions very specific, as the Buyer will respond directly to you upon submission.

Click the Finish button when complete. The following box will appear:


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If you wish to submit another questions, repeat the steps just given.

Once you refresh your screen, click the button, you will see your question posted. When the Buyer answers your question, you will see the answer posted as well.


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Live Event

The Live Event is the area used for monitoring and completing the RFx bid requirements. The term “Live Event” is SmartSource’s term used for an “Online Bidding” cycle. From the Package node, click on the Live Event options shown below:

This will open a screen to where you can monitor the event, check your status, upload your eBid document (see next section for details on eBid), and view messages that may be posted in the Forum. There will be four (4) different options for uploading your bid. Three (3) options are covered under the Live Event. The fourth option is covered under No Live Event.

Standard Lot

How to Place a Standard Lot Bid

1. Click on the Lot name in which you want to place a bid. (The selected Lot is highlighted in yellow.) The Bids area of the screen becomes available to work in.

Live Event Screen: Bids Window

2. Enter the bid into the available space and click SUBMIT. The updated bid information now displays on the screen.

ItemBid Lot

How to Place an ItemBid Lot Bid


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For ItemBid Lots, bidding occurs at the item level, so bidders see separate, biddable items. This allows bidders to place bids on an individual item basis during a Live Event which rolls up to the total Lot amount which is how bidders see their ranking.

1. Click on the Lot name in which they wish to place a bid. (The selected Lot is highlighted in

yellow.) The Bids area of the screen becomes available to work in and an button appears.

2. Click to access a specific ItemBids screen.

ItemBids Screen

3. Enter all bids separately into the available spaces.

4. Click SUBMIT BID. The updated bid information now displays on the screen.

• Click the arrows to either expand or minimize the ItemBid table.

• Click the arrows to either hide or show the quantity and start information in the ItemBid table.

Note: Item-level bids may now be accessed through additional reports.

The Estimator tool, located at the bottom of the ItemBids window, allows bidders to create new item-level bids by modifying their current bids by a certain percentage to estimate a new Lot bid. The Estimator tool does not guarantee to solve the bid precisely, but will approximate the item-level bids necessary to achieve the new percentage or nominal bid.

eBid Excel Spreadsheet

When you enter SmartSource you will see the lot and can view the items in the lot. You will need to download the Excel bidding document (Bill of Materials) under the Attachments area (instructions found above). Fill in your pricing on this Excel spreadsheet, then use that spreadsheet to import your bid by following the instructions below.


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Please Note: Do NOT make changes to the format of the Excel spreadsheet as SmartSource may NOT accept your bid.

To Submit Bids Using Excel Importation

If the Project is using Excel importation to submit bids, you should have the Excel file saved on your computer and open during the Live Event so changes can be made easily to your bids. If you choose to lower a price on the spreadsheet, you should save the revised Excel file on your computer, then select to "Submit Excel File."

Please Note: Once you “submit” your bid, you cannot re-enter or upload a bid higher than the one you previously submitted. Please ensure that your prices are correct before you “submit” the file.

1. Click on the Lot name in which you want to place a bid. (The selected Lot is highlighted in

yellow.)

2. Click SUBMIT EXCEL FILE in the Bids area of the screen. A window appears where you can select the spreadsheet from your computer's files.

3. Select the Excel file you want to submit as a bid and click OPEN.

4. Click OK to confirm the bid. The updated bid information now displays on the screen.

To Send an Instant/Private Message:

(Sent to, and viewable by, only the administrator of the Event)

Bidders may use the integrated Instant Messaging feature to communicate rapidly with the administrator during a Live Event. The Instant Messaging interface is easy to use and is intuitively designed to be similar to other popular Internet instant messaging programs but with the added benefit of being completely integrated into the SmartSource System.

Note: Instant Messaging only works during the open and pending time of a Live Event for a standard reverse or forward auction (not available for sealed bid auctions).

1. Click on the toolbar.

OR Click the Send an Instant Message to the Project Administrator link underneath the Administrator Messages box. The Send Instant Message screen appears.

Note: If the Live Event has not yet started, or it has ended, the icon will be grayed out and unavailable.


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Send Instant Message Screen

2. Enter the message text in the space provided.

3. Click . The sent message now displays in the message thread area of the screen and the conversation can begin!

No-Live Event

If the Buyer decides to conduct a “No Live Event” for a package, they have elected to post the Bill of Material in the Attachments area of the package and use a Survey as the means for you to upload your bids. Please refer to these sections for instructions on how to use that component.


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Reports

Expand the Reports Node to view the “Bidder Bid Report”. The Bidder Bid Report shows all of the bids submitted to a Project by you, the bidder. It lists the Lot that was bid upon, the time of the bid, and the amount. If ranking was enabled, it will show the final ranking. It is not Fluor’s practice to show ranking on their package awards.

Bidder Bid Report Example

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