ProCon Bidder User Guide
Supply Chain Management Division
Bidder User Guide Content
1
Introduction:
- E-bidding (OTM) by ADCO
- Technical Requirements
2
Access to ProCon E-Bidding (OTM) Login Screen
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Viewing and Downloading Tender invitations Viewing Tender Invitation Package
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Acknowledgement and Submission of formal bids:
Tender Communications Tender Messages
- 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
6
Retract Submissions Retracting a Submission
7
Adding Team Members Adding Team Members
ADCO E-bidding (Online Tender Management)
ADCO uses ProCon Online Tendering System to facilitate the submission of tender documents electronically.
Bid submissions will be split into two stages.
•
Stage 1: Form of Tender and Technical submissions
•
Stage 2: Bid Bond and Commercial submissions
Please note that ADCO will request Bid Bond (if required) and Commercial submissions only in case the
Bidder is technically accepted for the tender.
Form of Tender - You will find the Tender invitation package and all the documents sent by ADCO and it is
required that you attach the Form of tender ONLY here
Technical Submission – It is required that you attach your technical submission documentation ONLY here
Bid Bonds – It is required that you attach your scanned bid bonds if they are required as part of the tender.
Please note that you are still required to submit hard copies of Bid Bond documentation submitted as
electronic submissions and failure to supply the required hard copies by the Final Submission Date will result in
disqualification from the tender
Commercial Submission – It is required that you attach your Commercial submission documentation ONLY here
ProCon requires that you acknowledge all tasks first before you can make your submissions
IMPORTANT: Please note that the Bidder shall not use the tender messages to make formal bid submissions
and the Bidder shall submit all bids before the Final Submission Date.
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Technical Requirements
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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, ADCO 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
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E-Bidding (OTM) Login Screen
1
When invited to a Tender by
ADCO the Bidder will receive
an email similar to the one
displayed here.
Note: Final Submission Date is
displayed in GMT time zone.
2
1
Click on the Link to view the
tender invitation
2
1
E-Bidding (OTM) Login Screen
3
Enter the user name and
Password previously email to
you by ADCO
4
Click on the Login button
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If you have forgotten your
password click on the link
Password Reminder, enter
your full email address and
click ‘Submit’
Note: You will be returned to the
login screen and the password
will be sent to you via email.
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5
Viewing Tender Invitation Package
1
2
If you log in normally i.e.
not using the link in the email
then you will be brought to
the overview page
1
You will be able to see all
ADCO tenders you currently
have tasks or messages for
3
You can see that there are
tasks currently awaiting action
4
There is 1 unread message.
Click on the tender name to go
to the tender page.
5
Click to Change your contact
details
6
Click to change your password
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
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You are now in the tender page.
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Here you will be able to action
the current tasks
Note: There are only two tasks: TIPForm 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 ADCO will
request the Bidder to submit Bid
Bonds (if required) and Commercial
Bid Submission.
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Click on the ‘View Details’ button
for TIP – Form of tender
Note: The Tender Invitation Package
(TIP) can be found in the Task ‘TIP –
Form of Tender.
Note: The number of tasks available for you will be dependent on the nature
of the tender whether it requires bid bonds or not.
Viewing and Downloading the Tender
Invitation Package
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This is the Final Submission Date
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The additional Information section
contains important information
please read fully
12
10
All Tender package documents are
displayed and can be downloaded
by clicking on download
11
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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Viewing and Downloading the Tender
Invitation Package
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A File download pop-up screen
will appear
To view the file click on Open
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To save the file to your PC or
network drive click on save and
save as normal
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Viewing and Downloading the Tender
Invitation Package
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The file will automatically launch
the required programme e.g.
Microsoft word and the file will be
visible
16
Note: If you have any difficulty
downloading, opening or uploading file
please refer to the Troubleshooting
guide available on the login screen.
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 ADCO via ProCon you will
receive an email automatically
informing you of a message in ProCon.
Tender Messages
1
To access the message in ProCon
click on the link
Note: This is an example of the
notification via email please ensure
your SPAM filter is set to allow emails
from proconsupport@adco.ae
1
Tender Messages
2
This will bring you to the ADCO EBidding Portal
3
Enter the user name and Password
previously email to you by ADCO
4
Click on the login button
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Tender Messages
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Once logged in you will be brought
directly to the message
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Click on the Mark As ‘Read’ button
5
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
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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
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You are informed the message has
been successfully marked as ‘Read’
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You can Navigate to the Tender by
clicking on the ‘Tenders’ Tab or
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By clicking on the link in the
message
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Tender Messages
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To create a message navigate
to the Tender screen
Click on the ‘Create message’
link
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Tender Messages
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Enter a descriptive subject
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Enter the message body
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If you wish a response from ADCO
ensure Yes is selected
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Enter the date and time you would
like a response by
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You can attach files if you wish
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Double check your message and click
on send
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Note: Attaching files directly related to
you submissions will lead to your
disqualification.
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Tender Messages
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You are informed your message
has been successfully created
Note: There is no need to choose a
recipient as ProCon will automatically
direct the message to the ADCO Tender
team for Action.
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Tender Messages
Note: Sometimes you will receive
messages from ADCO which you must
respond to.
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To respond to a message from
ADCO click on Reply
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Tender Messages
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Enter a descriptive subject
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Enter the message body
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If you wish a response from ADCO
ensure Yes is selected
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Enter the date and time you would
like a response by
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You can attach files if you wish
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Double check your message and click
on send
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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
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A pop-up screen will appear
informing you that the
message can be viewed by
Authorised members of the
tender within ADCO
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Click on OK
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Tender Messages
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You are returned to the Message
screen
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Acknowledging Receipt of Tender
invitation & Form of Tender
1
Click on the ‘View Details Button
for TIP –Form of Tender
1
Acknowledging Receipt of Tender
invitation & Form of Tender
2
After reviewing the Tender Invitation
Package you should Acknowledge
and Submit or Acknowledge and
Decline.
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.
2
Acknowledging Receipt of Tender
invitation & Form of Tender
3
When Acknowledging and
submitting the form of tender
please use the text provided in the
Tender invitation Package for the
Acknowledgement Letter
4
Click on send when you have
entered and modified the text
correctly
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 ADCO, again within 3 days.
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Submitting the Form of Tender
5
You are returned to the tender
page. Click on the ‘View Details’
button for Tip – Form of Tender
Note: The following steps should only
be performed when you are ready to
make your submission to ADCO.
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
ADCO 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.
5
Submitting the Form of Tender
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Your Acknowledgement is visible
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To make you submission for form of
tender click in the ‘Ready to
Proceed now’ button
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Submitting the Form of Tender
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To attach files Click on the ‘Yes’
Button
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Submitting the Form of Tender
9
To find the file click on the ‘Browse’
button on locate the file
Note: A pop-up screen will appear
explaining there may be a delay during
upload.
10
Click on the ‘Save” button to attach
the file
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Submitting the Form of Tender
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The attached file is visible
12
The attached file can be deleted
13
To save your changes but not
submit click on the ‘Save’ button
14
To complete your submission
click on the ‘No, proceed to
next step’ button
12
Note: You may attach as many files as
you need to.
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Submitting the Form of Tender
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Steps 2 and 3 are now available,
Modify the text in step 2
16
When you have completed step 2
click on ‘Submit’
Note: Ensure only the Form of Tender
document and related documents are
attached here.
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Submitting the Form of Tender
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A pop-up screen will appear
asking ‘Are you sure you want
to submit this response?’
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Click on OK
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Acknowledging Receipt of Technical
Submissions
1
Click on the ‘View Details’ Button
for Technical Submissions
1
Acknowledging intention to make a
Technical submission
2
Please read the additional
information
3
Click on the ‘Acknowledge and
Submit’ button
2
3
Acknowledging intention to make a
Technical submission
4
Modify the default text if required
Note: This is a default text, you can enter
specific text when acknowledging the
Technical submission.
5
Click on the ‘Send’ button when
ready. A confirmation note ‘Your
acknowledgement has been logged
successfully’ will be displayed.
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5
Submitting Your Technical Submission
6
You are returned to the tender
page
7
Click on the ‘View Details’ button
for Technical Submission
6
Note: The following steps should only
be performed when you are ready to
make your submission to ADCO.
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
ADCO 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.
7
Submitting Your Technical Submission
8
Read the Additional information
9
Your Acknowledgement is visible
10
Click on the ‘Ready to proceed
now’ button
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Submitting Your Technical Submission
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To attach files Click on the ‘Yes’
Button
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Submitting Your Technical Submission
12
To find the file click on the ‘Browse’
Button on locate the file.
Note: A pop-up screen will appear
explaining there may be a delay during
upload. Click Ok to proceed.
13
Click on the ‘Save” button to attach
the file
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13
Submitting Your Technical Submission
14
The attached file is visible
15
The attached file can be deleted
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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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Submitting Your Technical Submission
18
Steps 2 and 3 are now available,
Modify the text in step 2
19
When you have completed step 2
click on ‘Submit
Note: Ensure only your technical
submission documents are attached
here.
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Submitting Your Technical Submission
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A pop-up screen will appear asking
‘Are you sure you want to submit
this response?’
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Click on OK
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Acknowledging intention to make a Bid
Bond submission
1
Click on the ‘View Details’
Button for Bid Bond
1
Acknowledging intention to make a Bid
Bond submission
2
Please read the additional
information
3
Click on the ‘Acknowledge and
Submit’ button
Note: The Bidder shall submit Bid
Bonds only if requested by ADCO.
2
3
Acknowledging intention to make a Bid
Bond submission
4
Modify the default text if required
Note: This is a default text, you
can enter specific text when
acknowledging the Bid Bonds.
5
Click on the ‘Send’ button when
ready. A confirmation note ‘Your
acknowledgement has been logged
successfully’ will be displayed.
4
5
Submitting Your Bid Bonds (If Required)
6
You are returned to the Tender
screen and informed the response
has been successfully sent
7
Click on the ‘View Details’ button
for ‘Bid Bond’.
Note: The following steps should only
be performed when you are ready to
make your submission to ADCO.
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
ADCO 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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7
Submitting Your Bid Bonds (If Required)
8
Read the Additional information
9
Your Acknowledgement is visible
10
Click on the ‘Ready to proceed
now’ button
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Submitting Your Bid Bonds (If Required)
11
To attach files Click on the ‘Yes’
Button
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Submitting Your Bid Bonds (If Required)
12
To find the file click on the ‘Browse’
button on locate the file
Note: A pop-up screen will appear
explaining there may be a delay
during upload. Click Ok to proceed.
13
Click on the ‘Save’ button to attach
the file
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13
Submitting Your Bid Bonds (If Required)
14
The attached file is visible
15
The attached file can be deleted
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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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Submitting Your Bid Bonds (If Required)
18
Steps 2 and 3 are now available,
Modify the text in step 2
19
When you have completed step 2
click on ‘Submit
Note: Ensure only your Bid Bond
documents are attached here.
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Submitting Your Bid Bonds (If Required)
20
A pop-up screen will appear asking
‘Are you sure you want to submit
this response?’
21
Click on OK
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21
Acknowledging intention to make a
Commercial submission
1
Click on the ‘View Details’
Button for Commercial
Submission
1
Acknowledging intention to make a
Commercial submission
2
Please read the additional
information
3
Click on the ‘Acknowledge and
Submit’ button
2
3
Acknowledging intention to make a
Commercial submission
4
5
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.
Note: This is a default text, you can
enter specific text when acknowledging
the Commercial submission.
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5
Submitting Your Commercial Submission
6
You are returned to the Tender
screen and informed the response
has been successfully sent
7
Click on the ‘View Details’ button
for ‘Commercial Submission’
Note: The following steps should only
be performed when you are ready to
make your submission to ADCO.
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
ADCO 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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Submitting Your Commercial Submission
8
Read the Additional information
9
Your Acknowledgement is visible
10
Click on the ‘Ready to proceed
now’ button
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9
Submitting Your Commercial Submission
11
To attach files Click on the ‘Yes’
Button
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Submitting Your Commercial Submission
12
To find the file click on the ‘Browse’
button on locate the file
Note: A pop-up screen will appear
explaining there may be a delay during
upload. Click Ok to proceed.
13
Click on the ‘Save” button to attach
the file
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13
Submitting Your Commercial Submission
14
The attached file is visible
15
The attached file can be deleted
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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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Submitting Your Commercial Submission
18
Steps 2 and 3 are now available,
Modify the text in step 2
19
When you have completed step 2
click on ‘Submit’
Note: Ensure only your Commercial
Submission documents are attached
here.
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Submitting Your Commercial Submission
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A pop-up screen will appear asking
‘Are you sure you want to submit
this response?’
20
Click on OK
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Retracting a Submission
1
Click on the History expander icon
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.
1
Retracting a Submission
2
The History menu is displayed
3
Beside each of your submissions or
declines you will have the option to
retract
4
Click on the relevant retract link e.g.
you wish to update the technical
submission
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2
Retracting a Submission
5
Update the default text as required
6
Click on Send when ready
5
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Adding Team Members
7
You are informed your
response/decline has been
retracted successfully
8
The task is now visible and the
‘View Details’ button is available
7
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.
8
Adding Team Members
1
Click on the Company Tab
1
Note: It is possible to add existing company
contacts to the tender to assist in the
tender submissions or to complete in your
absence. If the contact does not exist
already they must be added to your
company first.
Adding Team Members
2
You will be brought to the detail
page by default
3
To add a contact click on ‘Contacts’
Tab
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3
Adding Team Members
4
Existing Contacts will be displayed
and can be deleted or edited to
update information.
5
To Add a new contact click on the
‘Add’ button
4
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 ADCO support.
4
5
Adding Team Members
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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 ADCO
8
Ensure ‘Use Extranet’ only is ticked or
they may miss communications from
ADCO
9
Enter the Username as the contact first
name and last name with a _ e.g.
Andrew_Kealy
10
Ensure the role Supplier is selected
from the dropdown
11
Enter a simple password e.g.
Password1
12
Double check all entered information
then click on Save
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
13
You are returned to the Contacts
Tab and informed the contact has
been added
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Contact is visible on the screen
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5
Adding Team Members to Tender
15
Click on Tenders
15
Note: The newly added Contact can
now be added to the tender. You
should notify the newly added contact
and inform them of their username
and password.
Adding Team Members to Tender
16
Click on name of the tender you
wish to add the new contact to
16
Adding Team Members to Tender
17
Click on ‘Change Contacts’ link
17
Adding Team Members to Tender
18
Current tender contacts are
displayed
19
Available contacts are displayed
20
Ensure the check box for the
contact you wish to add is ticked
21
Click on Add
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Adding Team Members to Tender
22
You are returned to the ‘Tender’
screen and informed Contact
successfully added
23
Number of contacts in now 2
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THANK YOU!