1. eSourcing
What is eSourcing?
- eSourcing is the use of secure web-based collaborative tools by procurement professionals and suppliers to conduct the strategic activities of the procurement lifecycle online. These strategic activities, including pre-assessment, requirements definition, tendering, negotiation, award and contract management, are designed to deliver value for money procurement solutions to the public sector.
Why has the NPIA adopted the eSourcing service?
- The NPIA have adopting a number of services to assist
in making the procurement process more efficient. These services help
to
identify and remove non-value added steps, reduce costs and remove barriers
for suppliers wishing to do business with the NPIA.
How is the eSourcing service being delivered in the NPIA?
- The service is delivered via a secure hosted managed service provider
by a primary service provider, BravoSolution UK.
Why this service?
- The BravoSolution eSourcing service was chosen by the NPIA after a rigorous EU Tender process.
- It offers a portfolio of best of breed, commercially off the shelf solutions.
- It is likely to be adopted across the public sector, with many suppliers becoming familiar with the functionality.
- If you wish to find out more about the eSourcing service, please see http://gps.cabinetoffice.gov.uk/.
What is the scope of eSourcing?
- The eSourcing Managed Service comprises four service elements that may be used individually or in any combination to support the sourcing and contract management activities. These service elements are:
- eTendering;
- eEvaluation;
- eCollaboration;
- eContract Management
- The service is offered in a modular format that allows customers to select the services most appropriate to their needs and existing legacy systems. The four service elements delivered together provide a single platform that facilitates the end-to-end sourcing and contract management process for public sector buyers and suppliers.
- eTendering facilitates the typical sourcing process for buyers and suppliers
from advertisement to award. The remaining three service elements act as additional
productivity tools for use by buyers and stakeholders in the decision making
process. The details below provide a high-level overview of the role played
by each service element in the sourcing process.
eTendering
- eTendering provides web-based technology that allows buyers and suppliers to securely manage their interactions during the tender process online. The tool is fully compliant with EU Procurement Directives and supports the full tender process including advertisement, pre-assessment, expression of interest, pre-qualification questionnaire (PQQ), invitation to tender (ITT/ITN), reverse auctions and award notices. It can be used for procurements of any category, size, complexity and value both above and below OJEU. (Official Journal European Union. Approx £100k threshold)
eEvaluation
- eEvaluation service provides web-based technology that enables teams to work collaboratively developing evaluation plans, structuring assessment criteria, evaluating tender documentation and carrying out bid comparisons in a secure, common working environment. eEvaluation is most suitable for complex or strategic procurements and can be used in conjunction with eTendering.
eCollaboration
- eCollaboration service provides web-based technology that enables teams to collaborate in the management of documentation and supports project and contract management both before and after contract award within a secure, shared working environment.
eContract Management
- eContract Management service provides web-based technology that facilitates the contract management life cycle from the establishment of a contract through to its expiry including contract authoring, vendor management and performance monitoring and automated alerts for key contract milestones
3. eTendering
What is "eTendering"?
- Electronic tendering ("eTendering") is a process for sending and receiving tenders by electronic means, rather than the old paper based method. Instead of inserting documents into an envelope and posting them, the NPIA and Companies will now exchange them securely via the Internet.
- The basic principles of tendering will not change, just the method of working.
Why is the NPIA switching to an electronic tendering service?
- The NPIA hope to use electronic tendering ("eTendering") wherever possible, as it is more efficient and quicker than a traditional paper-based process. It should also reduce costs and improve our access to management information. In addition, under the new EU Consolidated Regulations, eTendering will mean that some mandatory timescales can be shortened.
What are the benefits of eTendering?
- The NPIA has identified a number of potential benefits for both Companies and Buyers in using the eTendering service.
- For Companies, advantages include:
- Reduced costs - No postage and printing for tenders to be sent to us.
- Speed - Using the service means we will be able to shorten tendering periods for EU tenders, eliminate postage delays and rapidly disperse tender returns for evaluation, so providing faster decision-making.
- Peace of Mind - Eliminates worries regarding delivery of documents to a deadline by giving instant delivery and real-time feedback on the progress of the procurement.
- Efficiency - Enables tenders to be created, exchanged and stored electronically
- Open, fair and transparent tendering process for all parties.
- Secure, encrypted service to ensure commercial integrity
- For the NPIA, similar advantages accrue and we will also find it easier to access management information and ensure a clear audit trail.
- For more information pleasse go to http://www.ogcbuyingsolutions.gov.uk/esourcing/managed/esourcing_managed.asp
The service is hosted by BravoSolution – how sure are you that our confidential tender information is safe?
- The service is security accredited inline with government requirements, allowing the service to be used for all procurement documentation upto and including restricted.
- The service is hosted by BravoSolution and both the application software and data will be held on the technology provider's secure servers
- All data entered and held on the service is encrypted
- The service is able to support the use of digital signature and certificates should the NPIA wish to use this level of security.
- All information on the service, and all Buyer and Supplier actions, are recorded and are fully auditable.
How do Companies register for the service?
- Registration is designed to be a straightforward process which involves agreeing to the Terms and Conditions of use for the service, selecting a User ID, and then supplying contact details for Business and User Profiles.
- Once a new Companies details have been verified a system-generated password is issued by email. Users are able to change their password when they login, so the system-generated password can be replaced by something memorable to the User. Users are able to manage their own Business and User Profiles within the service.
- To register, click here
Do Suppliers have to pay to use the service?
- No. The eTendering service (Including Pre-Assessment) and the Helpdesk which supports its use are completely free of charge to all Companies.
What technology will Suppliers need to use the eTendering service?
- The service is web-based and is designed to be accessible to any prospective Companies using a computer (PC or Mac) equipped with a dial-up Internet connection and recent mainstream web browser software, such as Microsoft Internet Explorer version 5.5 or Netscape version 6. That means that if you are reading this page on the Internet, then you can probably use the service.
- The service is designed to be viewed at a display resolution of 1024 x 768 pixels or above
- The NPIA uses standard Microsoft Office business productivity software to create tender documentation. As part of a tendering exercise you may be required to view and edit documents created in Microsoft Word.
Will SME’s be able to use the service?
- The NPIA understands that smaller businesses may have concerns about the technology overhead involved in using the service, and whether they have the necessary equipment or expertise.
- In order to help Companies use the Service the NPIA provides a telephone Technical Helpdesk, free of charge, to all prospective Companies. If you are unsure about your technical ability to use the service, or if you want help at any time during the process of registering for or using the service, then please call the free helpline number: 0800 069 8630
Who can I contact with regarding other enquires realting to NPIA tenders?
What if I can’t use the eTendering service? Can I still tender?
- Because of the advantages of eTendering, the NPIA hopes to use the service as widely as possible. We envisage that there will be few instances when the traditional paper based method is reverted to; however, if there are reasons why you cannot use eTendering, please let us know and we will consider how best to overcome your difficulties.
4. Reverse Auctions
How do Reverse eAuctions work?
- The Reverse eAuction event is conducted on-line with pre-qualified suppliers being invited to compete on predetermined and published award criteria. A Reverse eAuction can be on any combination of criteria, normally converted to a ‘price equivalent’. Bidders are able to introduce new or improved values to their bids in a visible and competitive environment. The procedure and duration of the event will be defined before the Reverse eAuction commences. There will be a starting value that suppliers will bid against until the competition closes. The eAuction will be a key stage in the contracting process
- For more information please refer to the OGC website:
http://www.cabinetoffice.gov.uk/index.asp?docid=1003090
eSourcing Portal Helpdesk
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