University of Bolton Procurement

By | 25th April 2017

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University of Bolton Procurement

Welcome to the The University of Bolton electronic tendering process

From this web site you can

  • View a list of tenders/contracts/quotations.
  • View information on contracts that have already been awarded.
  • Express interest in a particular tender or quotation.
  • Receive tender and/or quotation documentation.
  • Safely return your tender or quotation documents.
  • Send and receive correspondence.

How do I get started?

  • To browse the list of tenders and quotations select the Tenders option. If you are interested in any of those listed, click the View Details button for further information and to express your interest.
  • To gain full access to this web site you must register your company / organisation using the Register option.
  • When your registration has been accepted, you will receive an email containing your Login Information.
  • Once you have received your Login Information, or if you are already a registered user, select the Login option.

For more information on using the web site select the Help option.

The University of Bolton procurement policies and initiatives.

  • For further information on The University of Bolton procurement policies and initiatives please click on the following link.
Tenders – Management

Expressing An Interest: Companies will see a brief outline of the Tender on the Tenders page and select View Details to attain a more detailed description of the Tender. From here they should express an interest in the Tender if desired. Once this has been accepted by the procurement team, the Tender will then move the My Tenders section. From here after selecting View Details more options become available to the yourself.

Document Publication: Once an expression of interest has been accepted by the procurement department you shall receive an e-mail notification about the publication of tender documents.

Online Management: Once you have received the Documents if you select View Tender Details option you should be able to see all the Documents sent to you via the procurement department. You will need to select the Stage name which is displayed to the right of the “Tender” button. The documents are highlighted on the left hand side in the ‘Tender Documents Received From The Procurement Department’ section. You may View or Download these documents at your disposal.

View Document: Selecting this option will give you three options. Open, Save, Cancel. Selecting open will give you access to view the document. (Note: If you proceed to save the document after opening it. You shall be saving a temporary internet version of the file and is not likely to work if you try to access from this saved version). If you select Save this will give you the option to save this to your local computer. You shall be downloading the file as it was when uploaded. This is the option you should use if you wish to make any amendments or complete any information required in the document. Selecting cancel with close the dialogue box given with the options.

Download Document: Selecting this option will give you three options. Open, Save, Cancel. Selecting open will give you access to view the document. (Note: If you proceed to save the document after opening it. You shall be saving a temporary internet version of the file and is not likely to work if you try to access from this saved version). If you select Save this will give you the option to save this to your local computer. You shall be downloading the file as it was when uploaded. This is the option you should use if you wish to make any amendments or complete any information required in the document. Selecting cancel will close the dialogue box given with the options.

Placeholders: All mandatory documents the procurement department are requesting from you are listed in the ‘Tender Documents Uploaded By Me For Return’ section with an Upload document button, once this is selected you will be required to browse your computer for the file you wish to upload. (Note: A Submission cannot be made until all these placeholders have had a document uploaded against them).

Additional Documents: You can also upload additional documents not specifically requested by the procurement department. You can use this feature to attach additional documents for your return. Select the Upload Document button and browse your computer for the file you wish to upload to your return. (Note: The procurement department can choose to disable this feature. Should this not be available contact the procurement department for the next best course of action).

Questionnaires: You are required at the request of the procurement department to complete all mandatory fields provided on all questionnaires listed. (Note: Without completing these you will not be able to make a submission for a return).

Notes: You may be required to provide some Notes along with your submission for return. (Note: The procurement department can disable this feature and so may not always be required).

Value: You may be required to provide a price as part of a tender return. You may select the currency but the value provided must be numerical only. Some Tenders require this value before a submission for a return can be made. (Note: The procurement department can disable this feature and so may not always be required).

Submitting Your Return: Once you have met all the necessary requirements provided by the procurement team and have uploaded all information you desire to your return, use the Submit Return button. This will provide a Return Receipt. This is proof that you have made a return via In-Tend. You should save/print this.

Tenders – Correspondence

Correspondence: On the Correspondence tab this will display a list of all Messages sent and received by you to and from the procurement department.

Compose Correspondence: On the Correspondence tab you may select the Send Correspondence option of the left hand side. (Note: The procurement department can choose to disable this feature. Should this not be available contact the procurement department for the next best course of action). You will have the option to specify whether this is regarding a specific stage or if left as None concerns the Tender itself. You may also reply to received correspondence by selecting the Reply button against a piece of correspondence received by the procurement department.

Correspondence Documents: You can also upload documents to your correspondence. Select the Upload Document button and browse your computer for the file you wish to upload to your return. (Note: The procurement department can choose to disable this feature. Should this not be available contact the procurement department for the next best course of action).

Unread Correspondence: On the Correspondence tab a number in brackets may be presented indicating there are that many pieces of correspondence you have yet to read. Once they have been read the number will decrease accordingly.

Tenders – Clarifications

Clarifications: On the Clarifications tab this will display a list of tender/stage related instances where the procurement department may wish to inform you of a change relating to the stage or tender. This may also be accompanied by documents. (i.e A document initially published within a tender stage is now obsolete and they wish to provide an updated version of this).

Unseen Clarifications: On the Clarifications tab a number in brackets may be presented indicating there are that many clarifications you have yet to view. Once they have been seen the number will decrease accordingly.

Tenders – Actions

Actions: On the Actions tab this will display a list of requests the procurement department require of you. Once you have performed what has been requested of you, you should Complete the Action.

Uncompleted Actions: On the Actions tab a number in brackets may be presented indicating there are that many actions you have yet to complete. Once they have been completed the number will decrease accordingly.

Tenders – History

History: This tab contains a chronological list of all events from the date this tender was advertised until the present day. This will display the date you received tender documentation and dates when you made submissions for a return.