mini guide - nhs sc procurement...

MINI GUIDE

MANAGE A PQQ FOR SUPPLIERS (ISS)

MINI GUIDE MANAGE A PQQ FOR SUPPLIERS (ISS)

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Table of Contents

1. DOCUMENT APPROVAL .................................................................................................................. 3

1.1. DOCUMENT CONTROL ............................................................................................................ 3

2. AIM .................................................................................................................................................. 4

3. PREREQUISITES ............................................................................................................................... 4

4. SELECTING THE APPROPRIATE PQQ ................................................................................................ 4

5. MY PQQ RESPONSES ....................................................................................................................... 7

6. REVISION CHART ........................................................................................................................... 15


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1. DOCUMENT APPROVAL

NAME DATE SIGNATURE

Nicolette Fick

Koos Mynhardt

Anthony Walker

Lee Whip

1.1. DOCUMENT CONTROL

REFERENCE: Manage a PQQ For Suppliers

DATE: 19th March 2012

VERSION: 1.0

RELEASE:

AUTHOR/S: Christina Meyer

COMPANY CONFIDENTIAL: Copyright Intenda

This document and information herein is the property of Intenda.

Usage and/or reproduction of this document is restricted to

authorised members of staff of Intenda, or authorised persons of

companies that have entered into a confidentiality agreement with

Intenda.


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2. AIM

The aim of this document is to provide a guide for suppliers when responding to

PQQ opportunities published by NHS SC.

NOTE: Please refer to the Supplier1_Logging On & Supplier Dashboard Mini Guide

for detailed guidance on navigating the system from the Supplier Dashboard.

3. PREREQUISITES

Supplier will need to be a registered user of the system.

Supplier will already have expressed an interest in the relevant sourcing event.

4. SELECTING THE APPROPRIATE PQQ

To access the PQQ, select the Supplier Dashboard icon from the desktop.


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By default the Supplier dashboard opens in the ‘New Opportunities’ view. Select the

My Active Opportunities radio button and then ‘Apply’ the new filter.

From here there are several options for identifying the most relevant sourcing event.

Suppliers can search for opportunities via:

Event Name

Events published between certain dates by making use of the Calendar Pickers.

- Select a date from the month that displays when

the calendar picker is open or;

- Use the arrows next to the year and month fields

to navigate the calendar backwards or forwards by

a month

- Use the drop downs provided to select a different

year or month from the options provided


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Scroll through the opportunities visible on the screen, and navigate to additional

pages by using the page forward and page backwards buttons.

By clicking on the Sourcing Event Description in the grid it opens the process flow.

A completed step in the project process will be indicated by the presence of a

GREEN tick next to each step.

An incomplete step in the project process will be indicated by the presence of a

RED cross next to each step.

By selecting the relevant PQQ link, highlighted in ORANGE, the My PQQ responses form for the selected sourcing event will open.


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5. MY PQQ RESPONSES

Once the PQQ has been selected from the Supplier Dashboard, the My PQQ

Responses form for the selected sourcing event will open.

By default the My PQQ Responses form will open with the Header tab active listing

all PQQ’s in which the supplier has expressed an interest.

There are two tabs available on this form. The expression of interest for the PQQ, the upload of the supplier documents and the submission of the PQQ is done from the Header tab. The actual supplier’s responses to the PQQ are captured on the Capture PQQ Responses tab. This is done prior to the submission of the PQQ response.

There are five functions on this tab.


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Select the relevant lot by clicking on it in the Select a Lot grid.

Select the NHS DOCUMENTS button at the top Select PQQ tab. This will open a DMS (Document Management System) window from which the documents that the NHS SC Buyer attached to the PQQ can be viewed.

To open the documents, right click on a file name and select the Open Item option provided. The document will download and automatically open in MS Word, MS Excel or PDF, depending on the document type in which it was attached. The system logs that documents have been opened and will display the count of opened and viewed documents on the Supplier Dashboard for the relevant sourcing event. Guidance note: It is highly recommended that suppliers open and review all NHS SC documents to ensure the information provided by NHS SC has been reviewed.


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Should the supplier wish to respond to this PQQ after having viewed the accompanying documents, select the EXPRESS INTENT button. A message will display asking for confirmation that the supplier wishes to continue.

Select the ‘YES’ option to continue. The following message will display. Select the OK button.

Note: If a supplier has previously expressed interest in a lot the following message will appear, the system will advise the supplier accordingly.

Select the OK button.

Select the SUPPLIER DOCUMENTS button. This will open a DMS window where suppliers can upload required supporting documents which are relevant to the PQQ. Documents can be uploaded in any file format including .Doc, .xls, PDF etc.

Select the Upload New File(s) button, locate the relevant documents (as you would with any office application), select the documents and select the Open option. The selected files will be added to the Supplier Documents of the Select PQQ tab.


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To delete a document, right click on the file name and select the Delete File menu option. A message will display asking for confirmation that the document should be delected.

Select Yes to delete the document, or No to retain the document.

The next step in the process is to select the Capture PQQ Responses tab.


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Initially the Tree View will open with the folders closed. Select on the top

folder first by clicking on it.

Expand the PQQ Questionnaire folder by clicking on the next to the folder.

The selected folder will expand. The expanded folder will be indicated by the

arrow which has now changed to a black arrow.

Click on a PQQ Questionnaire section to display its linked questions in the right

hand side of the tab.

Note: These two steps must be done each time the Capture PQQ Responses

tab is selected.

Read each of the questions carefully. The scroll bar on the right of the

questions (if one is present) can be used to scroll up and down through the list

of questions.

Note: Keep a note of any supporting documents requested to ensure you have

uploaded them as part of the Supplier Documents before Submitting the final

PQQ response.

Complete the response to the question in the field provided by typing a free text

answer, or by making a selection from the list that is provided where a lookup

function is present in the answer field.

Note: Where free text responses are required, the supplier’s response is limited

to a maximum of 4000 characters per answer.


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Select the UPDATE button to save the answers provided.

Note 1: Suppliers will not be expected to answer all the questions in one go,

but may answer them over a period of time. However, as a general rule, all

mandatory questions fields will have to be completed PRIOR to submitting the

final PQQ response.

Note 2: It is recommended to UPDATE work every 10 minutes to avoid losing

work should there be any communication problems.

The final step in the process once the answers to the PQQ Questionnaire have been

captured is to return to the Header tab.

Select the relevant lot from the Submit Responses Grid.

Note: If responding to more than one lot each lot must be submitted

individually.

Select the TERMS & CONDITIONS button. A popup screen will display

detailing the Terms & Conditions that must be accepted prior to the submission

of the Lot response. Review details carefully, and select the Accept Terms &

Conditions button.

A message will display asking if the supplier wished to continue. Select the Yes


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option.

A message will display confirming the changed data has been saved successfully. Select the OK button.

Select the button to close the Terms & Conditions screen.

Select the SUBMIT button.

A message will display asking if the supplier wished to continue. Select the Yes option.

If for some reason the supplier has forgotten to accept the Terms & Conditions

a message will display a warning accordingly.

Select the OK button and then go to the Terms & Conditions and accept them.

If there are mandatory fields that have not been completed in the submission

process, on selection of the Submit button the supplier will receive a warning to

this effect and will not be able to submit a response.

In this example all the PQQ response has been successfully submitted. Select

the OK button.


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Note: Suppliers can submit corrections and amendments as frequently as they

like until the closing date and time of the PQQ.

Once a PQQ response has been successfully submitted the supplier can select

the Supplier Submission Report button. This will open a report in a separate

screen.

The supplier has successfully completed the submission for the PQQ. The

submission date and time of the PQQ will be recorded against the PQQ in the Select

PQQ grid of the Header tab. The Supplier Dashboard will now show that the PQQ

has been successfully submitted as well.

Once the PQQ has closed, it will no longer be available on the My PQQ Responses

Form. However, the Supplier Submission Report will remain available to the supplier

and can be opened from the relevant sourcing event listed on the Supplier

Dashboard.

The sourcing event and its Supplier Submission Report will remain on the Supplier

Dashboard for six months after the event has closed.


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6. REVISION CHART

VERSION:

AUTHOR/S:

DESCRIPTION:

SECTIONS AFFECTED:

DATE:

1.O CM Initial Document None 20/02/2012