| The Tasmanian Government Tenders Online eTendering System is used by Tasmanian Government agencies to make available information to Tasmanian, national and international businesses about tendering opportunities.
In the past, tendering has been a very physical process whereby tender information has been disseminated on paper and in newspaper advertisements. While the eTendering System reflects the traditional processes and controls that have always ensured the safety of Government tendering in Tasmania, since July 2002 eTendering has introduced many advantages that have allowed both Government and potential tenderers to save time and effort throughout the tendering process. All of these advantages have been realised without sacrificing the high degree of probity that has made government tendering in Tasmania a great example that others follow.
New users to the system are encouraged to read this page in full if time permits; but if not, we hope you will return to read this page before using any of the system’s functions for the first time.
For a detailed guide on how to use this site please refer to our Business User manual.
Step-by-step guide to eTendering
Visitors should be aware that all the tender/business opportunities advertised on the Tasmanian eTendering System by participating Tasmanian Government Agencies are listed on the website http://www.tenders.tas.gov.au.
Step-by-Step Guide – Contents
Step 1. Finding the right tender for you
Step 2. Finding what information is on the Tasmanian eTendering System?
Step 3. Registering your details
Step 4. Getting the tender documents
Step 5. Responding online
Step 6. Other features and hints
Step 1. Finding the right tender for you
Browsing
You can find an array of information on the Tenders Website. Information about tenders is listed under the four stages of a tender’s life-cycle. These four stages are:
1. Future Opportunities - Tenders that are yet to open but for which some details are available.
2. Open for Bids – Tenders that are open and seeking responses from businesses.
3. Closed for Bids – Tenders that have now closed but are still being evaluated.
4. Awarded – Tenders that have closed and for which the successful supplier(s) have been selected.
You can view the various life-cycle stages under various sorting functions, depending on the stage. These sorting functions include sorting by agency, category, and date. Use the main navigation menu to prompt the sorting options.
Searching
There are three search options on the eTendering System, a 'Keyword Search', a 'Quick Search', and an 'awarded tender search. They are all found under the Tools and Help Menu.
The 'Keyword Search' allows for quick searching for particular phrases or word, and can be limited based on the status of a tender. The 'Quick Search' allows for searching using criteria such as agency, category of good or service being sought, and Status of the tender. The awarded tender search allows for searching of all awarded notices and can be fefined by the value of the contract, the awarded date, the agency, the category of goods or services purchased, the type of procurment process used, and whether or not the contract is recurrent.
Step 2. What Information is on the Tasmanian eTendering System?
Open Tender Specific Information
Each opportunity on the system must contain the following information before it can be published as a 'Current' opportunity.
· RFT Title, or the name that the opportunity is known by;
· Tender Type;
· Tender Status;
· a unique RFT Number/Tender ID number;
· the Tender’s Closing Date and Time;
· the Agency responsible for the tender;
· the UNSPSC Category of the works, goods or services being sought;
· RFT description of works, goods or services being sought;
· the Opening Date by which potential tenderer’s/suppliers may begin bidding;
· the details of the person from whom the RFT documents are available from;
· the details of where the RFT submissions from businesses must be submitted; and
· the details of the person to whom tender enquiries should be directed.
Other General Tendering Related Information
If you are seeking general information about how the Tasmanian Government or a particular Tasmanian Government Agency establishes what suppliers it uses, visit the Winning Government Business section of the Purchasing website.
Step 3. Registration of your details
You are required to enter a user name and password when either downloading tender documents or when lodging a response. To obtain a user name and password you must first register on the system by clicking on the ‘Register for eTendering’ link provided on the home page or under the ‘Tools and Help’ section of the main navigation menu located under the site’s banner on every page.
Should you forget your password there is a ‘Forgotten Your Password’ and Forgotten Your Username’ function that can be used to send you an email with your password or username.
Why do I have to register?
The reason that you are asked to register your details when downloading tender documentation is simple. Government agencies need to know who they are potentially doing business with in case the specification changes during the course of the tender. When you register you will be asked to include a valid e-mail address. An e-mail message will be sent to this address if an addendum (an amendment or update to the original information) is issued. If you do not take the addendum into consideration in your response, that response may be rendered invalid or may simply leave your response out of the running. The information you enter will only be used for tendering related matters in accordance with the Personal Infomation Protection Statement.
The reason you are required to register in order to lodge a tender response is so we have a clear record of exactly who has responded to each Tender. When it comes to opening the electronic Tenderbox that list is made available to the witnesses (officers present to ensure probity in Government Tendering) for verification.
NB: If you are Tendering on behalf of someone else you should alter your registration details to reflect the body that you are tendering on behalf of...for example in a consortium situation, the consortium should be the legal entity lodging the response.
Once you have entered the correct username and password you will be able to proceed with the task that you set out to perform.
If you have any trouble with your registration please use the user feedback tools provided on each page under the ‘Tools and Help’ section of the navigation menu under the page banner.
You will notice when completing your registration details you are asked "Do you want to register your business under specific categories of interest and receive email notification of tender opportunities in these categories? Select 'Yes' to display categories". By selecting ‘Yes’, you will be shown a list of the tender (UNSPSC) categories that you would like to be emailed about in future.
Once you have set up your email notification profile you will be able to return to change it (or stop the emails being sent) as required.
Tender Types
When tender opportunities are invited they are attributed a 'tender type'. 'Tender types' dictate who can participate in that tender opportunity.
Below are the types of tender and a description of the way they work:
Request for Proposals (RFP)
An RFP is usually used when the project or requirement has been defined, but where an innovative or flexible solution is sought.
Expression of Interest (EOI)
An EOI (sometimes called a Registration of Interest) is generally used to shortlist potential suppliers before seeking detailed offers. Suppliers are short-listed on their technical, managerial and financial capacity, reducing the cost of tendering by restricting the issue of formal tenders to those suppliers with demonstrated capacity. An Expression of Interest process is generally used when the information required is high-level and specific.
Request for Quotation (RFQ)
An RFQ is used for inviting offers from businesses to provide a quote for the provision of specified good or service.
Request for Information (RFI)
An RFI is used at the planning stage of a project to assist with defining the project. It is not used to identify or select suppliers.
Request for Tender (RFT)
An RFT is an open tender process and an invitation to tender by public advertisement with no restriction placed on who may tender. Tenderers will normally be required to demonstrate in their tender that they have the necessary skills, resources, experience, financial capacity, and in some cases licences, accreditations, etc., to fulfil the tender requirements.
Step 4. How to get the Tender Documents
There are two possible methods of collecting tender documents.
Electronic copies may be available for some tenders. This involves clicking on the ‘Download Files’ link at the top of the tender notice. You will be prompted to enter your username and password and then you will be directed to the tender’s Downloadables page, where you will be able to download the softcopy documents.
Requesting a Hardcopy involves contacting the person listed under the “documents are available from” field on the tender notice.
· Addenda - These documents are issued after the original request goes out and usually contain amendments to the original opportunity. It is crucial that the contents of any addenda are taken into consideration before submitting a response.
· If you have registered on the system with an accurate e-mail address and then gone on to download a specific set of documents for a tender, and that tender subsequently issues an addendum then you will be notified via e-mail to the address you registered with.
Step 5. Ready to Respond to a Tender Online
For a demonstration of how easy it is to respond to a tender opportunity online you can watch our Lodging a Tender Submission tutorial.
Some tenders will allow electronic lodgement. If they dont, the method for lodgement wil be outlined in the "application must be lodged at" field on the tender notice. To lodge a tender submission electronically, simply click on the "lodge a tender electronically" link on the tender notice, and provide your username and password (if you haven’t already). You will then be directed to the “Conditions of Use” page, and should you click on the “I Agree” button you will then be directed to the Tender response page.
IMPORTANT: Please ensure that you have read carefully through the terms and conditions before accepting.
Within the “Upload Documents’ table you will see spaces for file entry you will see five (5) entry fields and five (5) corresponding 'Browse...' buttons.
Select the 'Browse...' button corresponding to 'File 1' and then choose the file you wish to upload.
If you have more than one file in your response then repeat the process, moving onto the next file entry field.
Hint: This process of uploading files is very similar to attaching files to an email, in that you browse for the file and then choose the correct file prior to sending the email (or in the case of eTendering submitting the response).
If you have more than five files please compress several files using a tool such as WinZip™.
NB. There is a total file size limit of 5MB.
An alternative way of uploading a large response is to respond to the same RFT more than once. To do so, you would need to follow these steps:
1) Number the files you are submitting; for example if your company is called 'CompanyX' name the first file "Company_X_file_one_of_six.doc" and then the second file could be named: "Company_X_file_two_of_six.doc"
2) Click the 'Lodge' button. After a few moments you will see a message on the screen saying that your upload was successful.
3) You will be issued with a receipt number for each response on-screen after uploading your documents, as well as via email. Please record this number.
if you don not receive your receipt you should contact the Sytem Administrator at the Department of Treasury and Finace on (03) 62333885
NB: Your response should not be considered complete if you have not seen a receipt onscreen and received the email.
Step 6. Other Features and Hints
The eTendering System contains the following other features, found under the Tools and Help menu item in the main navigation system under every page banner:
Help
From here users can select help documentation in the following forms:
· Help manuals giving a step-by-step account of how to use the eTendering System;
· Tutorials in .mov or .wma formats that most users can view online or download onto their computers to get a visual account of how to use the eTendering System; and
· Frequently Asked Questions (FAQs) providing responses to those frequently asked questions from users regarding the eTendering System.
Feedback
Provides an function for e-mails to be sent to eTendering System administrators and eTendering Helpdesk staff. If you have any ideas/complaints/questions about the system you should take the opportunity to let us know using the Feedback page.
Links
This section includes links to Websites that contain tendering and government procurement related information. The links include other Tasmanian Government Agencies, Tasmanian business websites, and other national websites.
Hints
1. Always check that your e-mail address in your registration is accurate. You will not receive addendum notifications or eLodgement receipts if this address is wrong.
2. Make sure your registration details reflect your current status, as these will be recorded when lodging and this makes clear who the tendering entity is for the evaluation team and makes the evaluation faster.
3. Try to avoid responding at the last minute. In the same way that you would not normally send a courier or drop your paper-based response in the post right on closing time on closing day the same logic should be applied to the Internet. Between the physical location where you are sending the response from and where the response has to travel to there are many variables that may affect your response.
4. Should you require any further assistance with using this Tasmanian eTendering System please click the ‘Feedback’ link found in the Tools and Help section of the navigation menu, or send an email to tenders@treasury.tas.gov.au. Questions about a particular tender or business opportunity will be answered by the person managing that tender; in the first instance always direct questions to this person - they are usually named on the tender notice and within the documentation. |