INPEX CONTRACT MANAGEMENT SYSTEM

Transcription

1 INPEX CONTRACT MANAGEMENT SYSTEM Contractors Manual - Prequalification Document No.: PROCON Document no.: PROCON Page 1

2 1 RECEIVING & VIEWING A PREQUALIFICATION INVITATION LOGGING INTO PROCON OBTAINING PREQUALIFICATION DOCUMENTS HOW TO RESPOND ELECTRONICALLY TO AN INVITATION How to acknowledge and agree to submit How to acknowledge and decline to submit HOW TO RAISE CLARIFICATION REQUESTS / PREQUALIFICATION MESSAGES Login to ProCon Choose the Prequalification Pre-Award Compose the Prequalification message and send the message View messages HOW TO SUBMIT PREQUALIFICATION RESPONSES ELECTRONICALLY HOW TO VIEW PREQUALIFICATION MESSAGES SENT FROM THE COMPANY TROUBLESHOOTING Popup Blockers Always prompt to Save downloads from your browser Not prompted to specify the download directory File Download - Enable Always Ask before opening this File type Uploading Large Documents SUPPORT...20 Figure 1: Sample Prequalification from INPEX through ProCon for ITT Figure 2: Sample ProCon Login Screen... 5 Figure 3: ProCon Overview Page... 6 Figure 4: Pre-Award Prequalification Package Overview... 6 Figure 5: View Despatch screen containing Prequalification Invitation... 7 Figure 6: Prequalification Invitation Screen... 8 Figure 7: Acknowledge and Submit Screen... 8 Figure 8: Acknowledgement Logged Success Screen... 9 Figure 9: Acknowledge and Decline Screen... 9 Figure 10: ProCon Overview Page...10 Figure 11: ProCon Prequalification Details...10 Figure 12: Composing a Message...11 Figure 13: Message Prompt...11 Figure 14: File Upload Progress Bar...11 Figure 15: Message Success...12 Figure 16: New Messages...12 Figure 17: Messages Received Register...12 Figure 18: Messages Sent Register...12 Figure 19: Prequalification Invitation Response Area...13 Figure 20: Initial Pre-Award Prequalification Response Document Screen...13 Document no.: PROCON Page 2

3 Figure 21: Upload Prequalification response documents...14 Figure 22: Document Size Warning and Upload Progress Bar...14 Figure 23: Pre-Award/Prequalification Response Documentation...14 Figure 24: Pre-Award/Prequalification Response Submission Screen...15 Figure 25: Pre-Award/Prequalification Summary Screen...15 Figure 26: Pre-Award/Prequalification Messages Screen...16 Document no.: PROCON Page 3

4 1 RECEIVING & VIEWING A PREQUALIFICATION INVITATION You will first be notified of the Prequalification via an sent to your standard Inbox which will contain instructions and the link to the Prequalification Package for you to download. Figure 1: Sample Prequalification from INPEX through ProCon for ITT. The provides the following information Prequalification details Attachments General Info Final Submission Date Contracting Address Return Address Hyperlink to Response Area within ProCon The Prequalification Reference & Name Only essential ProCon related Prequalification documents will be attached to this . All other Prequalification related documents will be available via the ProCon system download General Prequalification Information The date and time at which submission of Prequalification response needs be completed. No submissions will be taken after this date and time This is the address pertaining to the organisation or department issuing the Prequalification Package The Return Address is to be used only if advised by INPEX administrator to submit non-electronic bids. Late submissions will not be considered. Clicking on this link will take you to the log on screen where you can download the Prequalification documents Document no.: PROCON Page 4

5 2 LOGGING INTO PROCON To access the Prequalification then follow the link in the to the web site you will be brought to the ProCon Login Screen. Enter the User Name and Password allocated to you. (If this has not been allocated then follow instructions in the note below). Figure 2: Sample ProCon Login Screen Note ProCon denies access to all users who enter their passwords incorrectly three times consecutively. Please use the password reminder link available on the front page if you do not remember the password. Please contact the ProCon administrator in the event you are denied access to the system. If a User Name and Password has not been allocated to you, contact the ProCon administrator at INPEX who is responsible for the ProCon immediately. Use the Support tab on the portal to send s to INPEX if you have any difficultly logging into ProCon. Document no.: PROCON Page 5

6 Alternatively, and once you have your Login Details you can log straight into ProCon from the above landing page if kept as a favourite to save time accessing from links. If logging into ProCon directly then you will see an Overview page similar to the one illustrated below. On the Overview page you will see your current Active Pre- Awards for which there will be a Task for a Pre-Award Prequalification. Click the hyperlink to be taken to the Task. Figure 3: ProCon Overview Page On clicking the hyperlink you will be taken to the Prequalification details where you will have a Task as follows: - Download the Prequalification Package Task Figure 4: Pre-Award Prequalification Package Overview Clicking on View Details option for the Download Prequalification Package Task will allow you to obtain the Prequalification documents. Section 3 details this further. Document no.: PROCON Page 6

7 3 OBTAINING PREQUALIFICATION DOCUMENTS When you follow the link in the and logon to the website or by logging on to the website outside of the and navigating to your Tasks you will be brought to the View screen of the Task. You are now looking at the despatched Prequalification from INPEX. Figure 5: View Despatch screen containing Prequalification Invitation You can download the Prequalification documentation by clicking on the download link. This will open the documentation and allow you to save to your PC. Note The Prequalification documentation will appear in a pop-up window. Please remember this if you are using pop-up blocking software. If you have any difficulty in downloading the documents, please read the Troubleshooting section of this document. After downloading the documents and deciding whether you will respond to the Prequalification Invitation, please follow the instructions in Section 4 - How to Respond Electronically to an Invitation Document no.: PROCON Page 7

8 4 HOW TO RESPOND ELECTRONICALLY TO AN INVITATION To respond to the invitation electronically follow the link at the bottom of both the Prequalification Invitation and login into ProCon. Alternatively, log directly into ProCon and navigate to the relevant Pre-Award and click the View Details button for the relevant Prequalification Pre-Award Task. Figure 6: Prequalification Invitation Screen For the Prequalification you will be provided with two options: - Acknowledge and Submit - Acknowledge and Decline 4.1 How to acknowledge and agree to submit Select the Acknowledge and Submit option to acknowledge receipt of the Prequalification invitation and your intention to make a submission. Note that you can submit your actual submissions at a later date after you have acknowledged your intention to respond. You can edit the Comments before clicking Send to submit your Acknowledge and Submit Response. Figure 7: Acknowledge and Submit Screen Document no.: PROCON Page 8

9 The system will present a message confirming your acknowledgement has been sent: Figure 8: Acknowledgement Logged Success Screen 4.2 How to acknowledge and decline to submit Select the Acknowledge and Decline option if you wish to withdraw from the tendering process. You can edit the Comments before clicking Send to submit your Acknowledge and Decline response. Figure 9: Acknowledge and Decline Screen Document no.: PROCON Page 9

10 5 HOW TO RAISE CLARIFICATION REQUESTS / PREQUALIFICATION MESSAGES 5.1 Login to ProCon Login to ProCon with the username and password sent to you via . Once logged in, you will be taken to the overview page of ProCon which shows all Pre- Awards relevant to your company in the Pre-Awards section. Figure 10: ProCon Overview Page 5.2 Choose the Prequalification Pre-Award Select the Prequalification Pre-Award for which you would like to send a Prequalification message by clicking on the Prequalification name hyperlink. You will be directed to the Pre-Award Prequalification page. Click on the create message hyperlink to create a message. Figure 11: ProCon Prequalification Details 5.3 Compose the Prequalification message and send the message Complete the details of the message - as required, attach documents if necessary and click the Send button to send the message along with the attached files. Document no.: PROCON Page 10

11 Figure 12: Composing a Message After clicking the Send button a popup message will appear - click the OK button to confirm you wish to proceed. Figure 13: Message Prompt If you attached a file to the Prequalification message you will see a progress bar showing you the file being uploaded into ProCon. Figure 14: File Upload Progress Bar Document no.: PROCON Page 11

12 The system will prompt you when the message has been successfully sent. Figure 15: Message Success 5.4 View messages Recent messages appear on the Prequalification page under the Your New Messages section. To access the message(s) click on the subject hyperlink. Figure 16: New Messages You can also use the messages register to view all previously sent and received messages. The register is available from the Pre-Award/Prequalification page, click the view messages register hyperlink to go to the message register. By default the Received messages are shown. Figure 17: Messages Received Register Messages requiring a response have a red exclamation icon. Messages that have not been marked as read have a closed envelope icon. Messages that have been marked as read have an open envelope icon. Messages that have and attachment have a paper clip icon. To view messages that you have sent to INPEX choose Sent from the drop down menu. Figure 18: Messages Sent Register Document no.: PROCON Page 12

13 6 HOW TO SUBMIT PREQUALIFICATION RESPONSES ELECTRONICALLY When you are ready to submit your Prequalification response document(s) follow the link at the bottom of the Prequalification Invitation and login into ProCon or login directly and navigate to the relevant Task. Select the Ready to Proceed button: Figure 19: Prequalification Invitation Response Area You will now be requested to upload any documents you wish to submit as part of your response. Select the Yes button to upload these documents. Figure 20: Initial Pre-Award Prequalification Response Document Screen Note You can save your submission at any point up to the Final Submission date. This will store your response documents for you to work on up until the point that you are ready to submit these documents. Document no.: PROCON Page 13

14 Select the Browse button to locate the document to be uploaded, and enter a name for the document. Once selected, click on Save to upload. Figure 21: Upload Prequalification response documents Figure 22: Document Size Warning and Upload Progress Bar The document will now be uploaded. Repeat to add any other documents to your response. NOTE that each file uploaded must be less than 100MB, but there is no limit to the number of files that can be added. Figure 23: Pre-Award/Prequalification Response Documentation Document no.: PROCON Page 14

15 Once you have added all your documents and completed your response, select the No, proceed to next step button. Add any additional comments. Figure 24: Pre-Award/Prequalification Response Submission Screen To send your bid response click on the Submit button. You will be prompted to confirm submission. Click OK. Figure 25: Pre-Award/Prequalification Summary Screen Your Prequalification submission/response is now complete. You can view your submission documents at any time by expanding the Prequalification History area of the Pre-Award/Prequalification Summary Screen. Note A Response Submission can be retracted until the Final Submission Date has passed. This will allow you to change the response given. If a submission has been retracted INPEX will assume that you have made no response to the invitation until the response is re-submitted. Document no.: PROCON Page 15

16 7 HOW TO VIEW PREQUALIFICATION MESSAGES SENT FROM THE COMPANY When supplementary Prequalification material in the form of Prequalification messages has been issued, you will receive an alert with a link attached. To view this material, click the link within the message body. From here you can view the message and any documentation attached. Acknowledge receipt of this message by selecting Mark as Read Figure 26: Pre-Award/Prequalification Messages Screen Document no.: PROCON Page 16

17 8 TROUBLESHOOTING This section contains troubleshooting procedures for the bidders based on the usage of ProCon contractor portal. ProCon users sometimes may encounter problems when downloading files. The probable reasons for the occurrence of such problems can be attributed to the configuration settings of the Internet browser. The following are the most common issues and their possible solutions. 8.1 Popup Blockers You may have a third party Pop-up Blocker installed on your PC. ProCon uses a pop-up window to start downloading documents to your PC. You should set your Pop-up Blocker to allow pop-up windows to be launched by ProCon site (i.e. ) 8.2 Always prompt to Save downloads from your browser ProCon downloads documents to your PC by opening a pop-up window. Depending on your browser settings, you may be prompted to Open or Save the document. Best practice is to always select Save the documents to a folder on your hard disk when prompted and then view the documents by opening them on your PC. If you select Open, the document will be saved to a temporary directory on your PC and opened in a new Pop-up window. Before closing the pop-up window you should use the Save option on the File menu to save the document to a proper location on your PC. To ensure you are always prompted to Save downloads, set the following settings in your browser. To ensure you are always prompted to save downloads, set the following options in your browser: - Internet Explorer: - Using the Tools menu, select Internet Options, Security, Custom Level Ensure that the following options are selected: Document no.: PROCON Page 17

18 8.3 Not prompted to specify the download directory To get the download dialog box, enable the "confirm open after download" option for that file type: - Open Windows Explorer - Then click [Tools] [Folder Options] [File Types] - Scroll down to locate the file type - Highlight the file type (example :"PPT Microsoft PowerPoint Presentation") - Click the "Advanced" button - Enable the option "confirm open after download" 8.4 File Download - Enable Always Ask before opening this File type To get the download dialog box, enable the "confirm open after download" option for that file type: - Open Windows Explorer - Then click [Tools] [Folder Options] [File Types] - Scroll down to locate the file type (eg. *.ppt) - Highlight the file type (example :"PPT Microsoft PowerPoint Presentation") - Click the "Advanced" button - Click OK or Cancel NB. This resets the Registry entry for this setting, thus, enabling user the option to select Always Ask before opening this file type. Document no.: PROCON Page 18

19 8.5 Uploading Large Documents When interacting with ProCon there are a number of screens that allow Contractor users to upload a document, for example submitting bid documents or adding an attachment to support a contract communication/activity. For compressed file formats (files that have the extension ZIP, PDF, DOCX, XLSX, PPTX) the Contractor user should not attach/upload a file of a size greater than 100 MB. If the file size exceeds 100 MB, then please split into volumes of less than 100MB. Document no.: PROCON Page 19

20 9 SUPPORT If you are experiencing problems operating ProCon please contact the INPEX ProCon desk at Never send your ProCon passwords through s. Please state: Your name Your company name User name as a form of authentication A contact telephone number A contact address A description of the nature of the problem. Document no.: PROCON Page 20

21 INPEX is the custodian of this manual. Refer to your ProCon contract library for the latest version of this document. The ProCon logo is a trademark of 8over8 Ltd registered in the UK. This document was developed by 8over8 for INPEX. Restricted internal use. Permission should be sought from INPEX before any part of this publication is reproduced, stored in a retrieval system, or transmitted by any other means. INPEX July 2015 Document no.: PROCON Page 21