HOW TO DOWNLOAD, COMPLETE AND SUBMIT TENDER DOCUMENTS USING THE E-TENDER SYSTEM
Note: All links within the e-tender system have either a Green arrow or a Plus (+) sign in front of them
How to Download and Complete Tender Documents
STEP Tick when completed
1. On the internet go to
www.staffordshire.alito.co.uk
2. On the left hand side of the screen you will see two links: ‘Suppliers’ and ‘Council Users’; click on ‘Suppliers’.
3. On the left hand side of the screen you will see a box with the title ‘Existing Users’ where you will be asked to enter the Username and Password you were asked to set up for yourself when you initially registered on the e-tender system. Enter your Username and Password in the appropriate boxes and click on the ‘Log In’ link.
4. A new page will then open called ‘Supplier Home Page’. On this page you will be presented with three options – ‘Company Profile’ ‘Bulletin Board’ and ‘My Tenders’. Click on ‘Bulletin Board’.
5. A new page will then open called ‘Private Bulletin Board’ which contains a number of search criteria.
6. In the box called ‘Keyword or Contract ID’ type in the reference number of the tender, which is PC311.
7. Leave the box called ‘Current/Awarded’ as ‘Current’.
8. Change the box called ‘Display Tender’ to ‘All’ by clicking on the down arrow at the side of the box and selecting the ‘All’ option.
9. Leave the box called Council as ‘Staffordshire County Council’.
10. Change the box called ‘Matching Categories’ to ‘All’ by clicking on the down arrow at the side of the box and selecting the ‘All’ option.
11. Click on the ‘Search’ button underneath the search criteria boxes.
12. Scroll down the page and you will see a box called ‘Results’. If you have followed the above steps correctly you should now see one tender in the results box titled PC311: Provision of Transportation of Service Users (Childrens and Adult Services). Put cursor over this title and click.
13. You will then be presented with a message stating ‘You have already registered for this tender. Please select Continue to proceed to the My Tenders page’. To the right of this message you will see a link called ‘Continue’. Click on this link.
14. You will then be presented with a page which gives a summary of the tender. Part way down the page you will see in bold letters the following wording ‘Click Here to View Full Notice Including Documentation’. Put cursor on this wording and click.
15. You will then be presented with another page which again gives details of the tender. Scroll down the page and at the very bottom you will see a number of documents under the title ‘Documentation’. You MUST download all of the documents onto your own computer.
16. Click on each document in turn. You will be presented with a dialogue box which asks if you want to open or save the document. Click on save. You will then be able to save the document to your own computer. Please remember where you have saved the document as you will be required to read all of the documents and, more importantly, you must complete the document titled ‘PC311 Questionnaire – Return to Buyer’. This is the most important document as you are required to complete this and return it to us, via the e-tender system, by 12.00 Noon on 19th July 2011. If you do not complete and return the questionnaire document by this time and date you will be disqualified from the tender process and will be unable to compete for Staffordshire County Council work.
17. Please read all documents carefully and complete the document ‘PC311 Questionnaire – Return to Buyer’ on your own computer. Please ensure you save the document regularly as you work through it to ensure no work is lost. Tenderers who submit questionnaires by the deadline but which are not fully completed may be disqualified from the tender process.
18. Once the questionnaire is completed, submit it by the deadline time and date by up loading onto the e-tender system (instructions below).
19. Please DO NOT leave until the last minute to submit your completed questionnaires. Submitting questionnaires at the last minute leaves no time to resolve any problems associated with the up load of documents.
If you have not submitted your completed questionnaire by the deadline time and date your submission will be disqualified as the Council cannot, under ANY circumstances, accept questionnaires submitted after the deadline time and date. Please complete you questionnaire and up load it onto the e-tender system AS SOON AS POSSIBLE.
How to Up Load Completed Questionnaires
STEP Tick when completed
1. On the internet go to
www.staffordshire.alito.co.uk
2. On the left hand side of the screen you will see two links: ‘Suppliers’ and ‘Council Users’; click on ‘Suppliers’.
3. On the left hand side of the screen you will see a box with the title ‘Existing Users’ where you will be asked to enter the Username and Password you were asked to set up for yourself when you initially registered on the e-tender system. Enter your Username and Password in the appropriate boxes and click on the ‘Log In’ link.
4. A new page will then open called ‘Supplier Home Page’. On this page you will be presented with three options – ‘Company Profile’ ‘Bulletin Board’ and ‘My Tenders’. Click on ‘My Tenders’.
5. You will then be presented with a page called ‘My Active Tenders’. On this page should appear the tender PC311: Provision of Transportation of Service Users (Childrens and Adult Services). Put cursor over the title and click.
6. You will then be presented with a page which gives a summary of the tender. Scroll down this page and near the bottom and under the heading ‘What’s Next’ you will see the following symbol with the wording ‘You are required to submit documentation by 12.00 on Tuesday 19 July 2011’. To the right of this wording you will see the link Submit Documentation. Click on this link.
7. You will be then presented with a new page which allows you to submit you completed questionnaire. On this page you will see the following link
Add. Click on this link.
8. You will then be presented with another page where you select the document you wish to up load from your own computer. In the box titled ‘Document Title’ insert the title of the document. Please use the title ‘PC311 Completed Questionnaire’ followed by your company name.
9. Click on the ‘Browse’ button at the side of the box titled ‘Document’ This will then open up a box called ‘Choose file to upload’ which contains a list of the files on your computer. Select the file where you have saved your completed questionnaire and find the completed questionnaire document.
Once you have found the completed questionnaire, select it by clicking on it and then click on the ‘Open’ button on the bottom right hand side of the box. This should then attach the document to the e-tender system.
Please Note: Computer systems vary and the guidance given here is based on the computer system used by the Council. Your own system may be different to the Councils and therefore the wording may vary. Unfortunately the Council cannot assist with problems with individuals computer systems and if you experience problems with any element of your own system you will need to seek independent help/advice.
10. Click on the following link Submit, on the right hand side of the page. This up loads the document to the e-tender system.
11. If the up load has been successful you will be directed to a new page and will receive a message thanking you for submitting your document and you will receive a receipt number.
12. You are not required to do anything further at this stage, but if you want to double check that your document has been received please call Rosie O’Doherty on 01785 854650.
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