Training Material

Sourcing System
R12.2.5

This document is classified as “Confidential Category C”

Copyright © Smart Dubai Government Establishment. 2017. All rights reserved.

No Part of this work may be reproduced or transmitted in any form or by any means, electronic, manual, photocopying,
recording or by any information storage and retrieval system, without prior written permission of Smart Dubai Government
Establishment.

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 Table of Contents
1 Introduction .............................................................................................................................4

1.1 Scope ............................................................................................................................... 4

1.2 Prerequisites .................................................................................................................... 4
1.2.1 The system requirements recommendations are as follows: .................................. 4
1.3 How this is Organized ...................................................................................................... 4
1.4 Suggestions or Clarifications ........................................................................................... 4

2 List of processes ....................................................................................................................5

3 Chapter 1 – Tendering ............................................................................................................6

3.1 Login and Search for Tenders ......................................................................................... 7

3.2 Review of the tenders .................................................................................................... 31
3.3 Online Quoting for an RFQ ............................................................................................ 46
3.4 Offline Quoting for an RFQ (Using Spreadsheets) ........................................................ 68
3.5 Submitting Multiple Quotation and Revising Quotations ............................................... 92
3.6 Clarifications About Tenders (Creating New Messages)............................................... 99
3.7 Clarifications About Tenders (Reply to Received Messages) ..................................... 109

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 Glossary

Term Description

Refers to the same meaning which represent request for quotation or proposals and
Tender / RFQ / RFP
the three terms are used interchangeably within the document

A member of the organization that is responsible for communication with supplier(s)

Buyer
on behalf of the organization.

SDG Smart Dubai Government Establishment

An Online payment Portal that supports multiple payment method like Credit Cards,
ePay
e-Dirham…etc. and empowered by SDG

Response to Tender by supplier’s representative and commitment to deliver the

Quote / Proposals service in case of awarding the tender fully or partially to the supplier. The two terms
are used interchangeable within the document
NDA Non-Disclosure Agreement
Refers to Government Resource Planning Systems which is used by Dubai
GRP Government’s department as a unified platform for managing the back office
operations
Responsibility A logical grouping of functions that access the system
Online Discussion The messaging feature in the tenders in the GRP system
Tender Fees The fees paid by the supplier for viewing the tender before submitting the quotation
A set of questions the supplier needs to answer and these responses are evaluated
Requirements
by the department
Close Date The last submission date and time for quotations / proposals by suppliers

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1 Introduction

The User Guide is a documentation of necessary steps required by the supplier who wants to
participate in the tenders published by a department within Dubai Government and they are invited
to it through public tendering (through the portal of the department) or by special invitation mail.

1.1 Scope
This document is only focused on the tendering process and how to quote for the RFQs or RFPs.
This user guide will use only the English Interface.

1.2 Prerequisites
The prerequisites for this document is that the reader be familiar with the Systems in General and
basic spreadsheet knowledge. Also the supplier need to ensure they have an access to the GRP
systems.

1.2.1 The system requirements recommendations are as follows:

1. Microsoft Windows (Windows 7 or higher)
2. Internet Explorer (version 8 or higher) – Other browser like Firefox are supported but the
view might differ. Also ensure that pop-up blocker is turned off and Disable ActiveX filtering
for the GRP website
3. Spreadsheet viewer similar to MS Office (recommend version of MS office is 2010 or higher)
4. Ensure that your mailer set SDG mail domain and a trusted safe mailer (sdg.gov.ae)

1.3 How this is Organized

The document is organized in the form of chapters, where each chapter is representing a particular
process and divided into sub-chapters or modules where it will contain a particular operation or
group of operations that are logically related and fit within a process.

All the information of Dubai Government’s staff, who’s users have been used within the process of making this
user guide for security and privacy compliance. Also a dummy supplier was created for the purpose of the
illustrations in this document only.

1.4 Suggestions or Clarifications

In case you have any suggestion on the user guide or the contents, or need further clarifications;
your feedback and suggestions matters to us and extremely valued. Kindly contact the respective
department.

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2 List of processes

# Title Description

1 Search for a Tender (RFQ / Explains how to search for a tender weather it was with a
RFP) special invitation or public

2 Review of Tenders Explains how to review the tenders, pay the fees (if required)
and download them into the local PC.

3 Online Quoting for an RFQ Explains how quote creation can happen from supplier side

4 Offline Quoting for an RFQ This shows how the supplier will be able to quote offline and
(Quoting using then upload it back to the system
Spreadsheets)

5 Submitting Multiple Quotes This will show how to update a draft or a submitted quote and
and Revising Quotes or submit another quote from the system

6 Clarifications About Explain how to send message to the buyer about a tender
Tenders (Creating New through the GRP system
Messages)

7 Clarifications About Explain how to review received message and to reply to them
Tenders (Creating New through the GRP system
Messages)

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3 Chapter 1 – Tendering
 Usually tenders are the way for supplier to communicate their services’ pricing and
demonstrate their experiences
 Note: Supplier must have a user name on the GRP in order to access the tender and
respond to it. If you don’t have a user name or password, kindly contact the respective
department who you wish to participate in the tender with.

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3.1 Login and Search for Tenders
Upon accessing the GRP, the first screen is your login screen and will discuss in the module how to search for published tenders

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3.2 Review of the tenders
Review the tenders by the suppliers is a step to ensure they respond properly to the organization and send clarification questions to the
beneficiary department and provide their best quote.

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3.3 Online Quoting for an RFQ
Creation of Quotations or Proposal by the supplier should happen through the iSupplier Portal of GRP. The Quote can be created online directly
on the system or through excel sheet (offline) and then uploaded back to the system. Next the online creation of quote will be discussed.
Kindly notice unless stated otherwise clearly in the tender, all bid-bonds (if requested) needs to be submitted physically (in hard copy) to
department office if the department requested so. Kindly contact the respective department for further clarifications.

Step Description
1 After Opening the tender as discussed in the previous module (Login and search for Tenders) you will be able to view the tender

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Step Description

2 From the Actions menu click on Create Quote and then click on the button Go

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3 The quote creation page loads, and note that the system has generated an automatic number for you. The quote is automatically
saved as draft. To review how to access the draft page indly review Login and Search for Tenders module.

3.1 Optionally, you can set the quote validity date (Validity date must be after the close date, and must follow the organization published
rules to avoid disqualification i.e. validity 90 Days from closure dates)

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Step Description
3.2 Optionally, put your internal reference number of the quote
4 You can add any attachments such as the design, manuals, reference documents that might be required for the quote by clicking on
the Add Attachments button

5 The attachment page pop-up loads. Enter the Title for the attachment, and a Description and attachments
1- Attachment Type: Includes File, Text, URL
2- Title: should be descriptive title
3- Description: Enter the description of the attachment (brief description)
4- Text / File / URL: The actual attachment itself

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Step Description

6 You can Add more attachments by clicking on the button Add Another or if you have done all the attachments click on Apply button

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7 After clicking on Apply a confirmation message will pop-up and thhe attachment will reflect

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Step Description

8 In case bid bond required, you must add the bid bond in the bid-bond section of attachments and Click on Add Attachments button and
follow the same steps from 4 to 7 to add bid bond attachments.
Note: It is important to add id bond attachment in the specific section as it will be viewed separately and excluding it may be leading to your
disqualification. Only include the bid bond and not the proposal as it will not be reviewed by evaluation team.

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Step Description

9 After finalizing you can move to the requirement section to answer the question of the tender

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10 Now you need to answer the header requirements which shows in the requirements region.
Notes:
1. The requirements can be informative of directive which is only displayed and expect no direct response from supplier (i.e. Attach
all the product specs, or financial statements) which there are no direct response but only to inform the supplier regarding some
actions to take.
2. Other Requirements are mandatory for the supplier to answer and the system will show what data to put (Numerical, date, or
text)

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Step Description

11 Upon filling the requirements, click on the Lines tab to set the quoting price (you have to click on the lines Tab to move to view the
lines

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12 Set the Quotes Price and promise date (Promise Date will be defaulted as per the organization’s requirements, but you can update it
by entering the delivery date)
In some cases the supplier is forced to reply to all lines or can be selective (in case of selective, the supplier will view an option to
quote or No.

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Step Description

13 In case (Review Module 2 Step 2 for more details) the tender allows adding new lines or alternate line in the last section of the line
page you will see the section Alternate Lines

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Step Description

13.1 To create a new line or alternate line. From Actions menu select Create Line then Click on Go

13.2 Enter the details:

1- Description of the good or service
2- Category Don’t change it
3- Required Quantity: The quantity the supplier offers for this tender / proposed project
4- Link the line to the RFQ line optionally

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13.3 Click on Apply Button to reflect the new lines

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Step Description
14 Now after all the editing is finished Click on Continue button

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15 You will see the final review page Click on the Submit button to submit the quote (in some cases multiple submission is not allowed –
in that case you will receive a note that the quote can’t be amended upon submission)

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16 Upon Submission you will receive a confirmation message in a small pop up o top of the screen

17 In the sourcing home Page you will see the response you submitted, and to view it just click on the link of Response Number

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 Step Description

3.4 Offline Quoting for an RFQ (Using Spreadsheets)

The system in general allows the supplier to submit quotation through Spreasheets (it is recommended to use MS Excel 2013 and above) where
they can quote the RFQ offline and upload it back to the system. It is always recommended for negotiations beyond 500 Lines to use the
spreadsheet to avoid anylogout or loss of data due to connection issue.

Step Description
1 After Opening the tender as discussed in the previous module (Login and search for Tenders) you will be able to view the tender

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2 You will notice there is a warning showing that this is a large negotiation (over 500 lines) and using spreadsheets is recommended. From Actions
menu click on Export to Spreadsheet then click on the button Go

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2.1 The Export page will load to choose the best view option (Recommended to use: XML Spreadsheet - Rich Style (.xml)) then click on the button
Export to download the spreadsheet file

3 The system will prompts the download for the Spreadsheet (in Mozilla Firefox, Safari and Chrome setting may automatically sends the file to
Downloads file) – The snapshoit below is taken from Internet Explorer 11

3.1
The downloaded file is a compressed file that can be extracted through any operating system and doesn’t require any special software.

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Step Description
3.2 The file will contain a help file which explain all the possible actions and entries on the sheet and another file represent the file that you will fill for
quoting which will be named as RFQ9999_Response.XML where 9999 represents the RFQ number.

Open the XML file (usually automatically opens in the default spreadsheet program) it is recommended to use MS Excel 2013 and above. In this
user guide the used software is MS Excel 2016. Notice the sheet has two Tabs

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4 Start Filling the Header Tab (circled in Red) and Fill the requirements which are marked in yellow. The requirements which has no response
required will be marked in Grey. The format of data inserted has to meet the same format mentioned on the right

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5 On the Lines Sheet, you will see the list of the items in the scope of work. Enter the Price, and the notes if there is any. Total Quote value is
automatically calculated. For some tenders the quote value is not representing the actual value and they must wait till the quote is uploaded

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Step Description

5.1 In case there are attributes in the lines required, they will show in yellow

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6 Now Return back to the RFQ page and upload the document. From Actions Menu choose Create Quote then click on the button Go
Note: the quote has to be submitted before the closing date nothing after this date will be accepted

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Step Description
7 The Quotation creation page loads. Notice that the quoe has a number now. If there is any attachment for your quote like technical document,
schedules, catalogues…etc. then, you need to attach them on the system through this page.

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Step Description
8 You can add any attachments such as the design, manuals, reference documents that might be required for the quote by clicking on the Add
Attachments button

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Step Description
9 The attachment page pop-up loads. Enter the Title for the attachment, and a Description and attachments
5- Attachment Type: Includes File, Text, URL
6- Title: should be descriptive title
7- Description: Enter the description of the attachment (brief description)
8- Text / File / URL: The actual attachment itself

10 You can Add more attachments by clicking on the button Add Another or if you have done all the attachments click on Apply button

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Step Description

11 After clicking on Apply a confirmation message will pop-up and thhe attachment will reflect

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12 In case bid bond required, you must add the bid bond in the bid-bond section of attachments and Click on Add Attachments button and follow the
same steps from 8 to 11 to add bid bond attachments.
Note: It is important to add id bond attachment in the specific section as it will be viewed separately and excluding it may be leading to your disqualification. Only
include the bid bond and not the proposal as it will not be reviewed by evaluation team.

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Step Description

13 Now after you have added all of your attachments, click on Save to save your work then click on the button Quote by Spreadsheet

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Step Description
14 The page loads, use it to create the quotation, from Section 2, Import the file from the location on your hard drive by clicking on the button Import

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Step Description
15 Once you import the quote the system will validate the error and if none found the quote filled will show on the system (in some cases the system will
do the processing and notify you when the process is done). When opening the pqage click on the button Continue

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16 Click on the button Submit to submit the quote to the department

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17 You will receive a confirmation message that quote submission is successful

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3.5 Submitting Multiple Quotation and Revising Quotations
As explained in Module (2): Tender Review the department may allow the supplier to submit multiple quotes, or revise their quotes after they have
submitted it as long as this edit happens before the closing date (Note: this feature is completely controlled by department at its own discretion to
use it or force supplier to submit their quotes only once).

Step Description
1 After Opening the tender as discussed in the previous module (Login and search for Tenders) you will be able to view the tender

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Step Description

2 From the Actions menu click on Create Quote and then click on the button Go

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3 You will see the system request you to select the appropriate choice
1- Modify existing Quote (Draft or Active) – If the organization is not allowing quote updates after submission
2- Create a New Quote: Where a new quote is added

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3.1 Revise the quote option will open the page below. Select the quote then click Revise

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Step Description
3.2 If you click create new quote it will open the normal quote page and you can create quote as explained earlier in Module 3 abd 4

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3.6 Clarifications About Tenders (Creating New Messages)
In order to provide an organized manner for communications regarding tender with the department, the GRP is providing a mechanism for
messaging which is similar to mail and hopefully will keep all communications focused regarding particular tender only. The mechanism introduced
is known as “Online Discussion”. This communication can happen at point of time during the negotiation.

Step Description
1 After Opening the tender as discussed in the previous module (Login and search for Tenders) you can view the te

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Step Description

2 From the Actions menu click on Online Discussion then click on the button Go

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3 The Online discussion page loads, and you will see a list of all communications has been communicated with the organization

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Step Description
4 To Create a message click on the button New Message (you can only communicate with Department)

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5 The message creation page loads, enter the details as follows:
1- Title: message title
2- Body: description of your inquiry
3- Attachments: any supportive document about the concern, clarification, or inquiry your organization has

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Step Description

6 Now Click on the Send button and the message will be sent

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7 You will return to the main page which shows that the message has been send

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3.7 Clarifications About Tenders (Reply to Received Messages)
In order to provide an organized manner for communications regarding tender with the department, the GRP is providing a mechanism for
messaging which is similar to mail and hopefully will keep all communications focused regarding particular tender only. The mechanism introduced
is known as “Online Discussion”. This communication can happen at point of time during the negotiation.

Step Description
1 After Opening the tender as discussed in the previous module (Login and search for Tenders) you can view the te

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Step Description

2 From the Actions menu click on Online Discussion then click on the button Go.
You click on the new message notification also to view the messages

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Step Description

3 The Online discussion page loads, and you will see a list of all communications has been communicated with the organization

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3.1 You can click on the reply icon new to the message or open the message to view and reply. Click on the message to view it.

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4 You can click on the reply icon new to the message or open the message to view and reply. Click on the message to view it.

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5 The message loads and after reading it, you can reply by clicking on the button Reply

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6 Enter the message in the same way as explained in the earlier chapter for clarifcations the click on the button Send to send your reply

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7 The message is sent and you can notice that the status is now Replied

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