PEP 2015 – Processes and Systems Training Document · PEP 2015 – Processes and Systems Training Document Supplier Guide – RFP Version 1.0 / October 2010 Welcome to ... 2 Accessing

PEP 2015 – Processes and Systems

Training Document

Supplier Guide – RFP

Version 1.0 / October 2010

Welcome to

Global Pharma Procurement

PEP 2015 – Processes and Systems Supplier Training Material

Version 1.0 / October 2010 Page 2/22

Table of Contents

1 What is an RFP? ..................................................................................................................................... 3

2 Accessing the Ariba Sourcing System........................................................................................... 4

3 Responding to an RFP ......................................................................................................................... 5

3.1 Accessing an RFP.......................................................................................................................... 5

3.2 Navigating in the Event ............................................................................................................... 5

3.3 Review Bidder Agreement ......................................................................................................... 6

3.4 Review Event................................................................................................................................... 8

3.4.1 Selecting Currency and Lots ................................................................................................. 8

3.4.2 Event Contents........................................................................................................................... 9

3.5 Message Board ............................................................................................................................11

3.6 Preparing Response ...................................................................................................................12

3.6.1 Downloading and Uploading Documents ......................................................................12 3.6.1.1 Downloading Documents............................................................................. 12 3.6.1.2 Uploading Documents.................................................................................. 12 3.6.1.3 Replacing and Deleting Documents ............................................................. 13

3.6.2 Bidding........................................................................................................................................13

3.6.3 Creating Proposal Offline .....................................................................................................14 3.6.3.1 Download RFP Content ............................................................................... 14 3.6.3.2 Upload Response Offline ............................................................................. 16

3.7 Saving and Submitting Response..........................................................................................16

3.8 Revising your Response............................................................................................................17

3.9 Response History.........................................................................................................................18

4 Event Status ...........................................................................................................................................20

4.1 Open.................................................................................................................................................20

4.2 Paused.............................................................................................................................................20

4.3 Pending Selection .......................................................................................................................20

4.4 Completed......................................................................................................................................20

5 Logout from Ariba ...............................................................................................................................22



1 What is an RFP?

In an RFP (Request for Proposal), suppliers submit proposals consisting of price and other

buyer specified information.

The RFP can be structured flexibly to include a variety of additional information, like offered

services, project plans, organisational aspects, etc.

An RFP communicates business needs to potential participants and asks them to propose

goods or services to fulfil the business needs. Participants typically include pricing

information in the response, but price might not be the most important factor in winner

selection.



2 Accessing the Ariba Sourcing System

When the RFX opens, you automatically receive an email message containing a link to the

Roche Ariba Sourcing website. You can either click on the indicated URL or open an

internet browser and type in the following website address:

http://rsmsourcing.roche.com

Enter your user name and password, which were sent out to you in a separate system

generated email. Then click the Login button.



3 Responding to an RFP

3.1 Accessing an RFP

To access the RFP you have been invited to, simply select it from the Event List that

appears after login.

If you have been invited to only one event, you will be taken directly to that project after

logging on. In case you have been invited to multiple events you will see them grouped on

your screen, based on their status: Completed, Open, Pending Selection or Preview.

You may expand the panels by clicking on the arrow located on the very left of the page.

You can enter the event by simply clicking on the event name.

3.2 Navigating in the Event

An RFP is similar to an RFI in content. It contains both introductory and question sections.

It may also have General Commercial Terms and a section for you to input costs

associated with your proposal or a price breakdown.

When entering an RFP you will see the following screen.

In the upper right hand corner is the countdown clock, which shows you how much time

is remaining to complete the RFP and submit your responses.



In the left hand side panel you will find Event Details.

From this panel you can reach messages related to the event, download tutorials and go

through the RFP steps one after the other.

Check list consists of tasks that you have to follow:

1. Review Event Details

2. Review and Accept Agreement

3. Submit response

At the bottom of the page you will see the Event Overview and Timing Rules, with the

timing. Always pay particular attention to the event close time and never leave bidding for

the last couple of hours.

In Event Content panel you will see the list of sections that you have to go through step

by step while preparing your response. Depending on the Buyer’s set up it might be that

some sections are not visible from the very beginning, but accessible only after you have

reviewed the agreement and stated your intent to respond.

3.3 Review Bidder Agreement

Before participating in an event, you will need to review and accept the bidder agreement.

This agreement is separate from the initial agreement you see when you first log into the

site, and must be agreed to on a per event basis. To access the bidder agreement, click

Review Agreement.



Select I accept… or I do not accept… and click OK.

Or click Decline to Respond if you do not want to participate.

You can give a reason in the pop-up window.



3.4 Review Event

3.4.1 Selecting Currency and Lots

After accepting the agreement, you will be directed to a page where you can select a

currency, and if applicable, lots.

Next step is Selecting Lots.



Select the ones you wish to bid on and click Submit Selected Lots. If you are required

to bid on some or all lots you will see that they are already selected and cannot be de-

selected.

3.4.2 Event Contents

After selecting currency and lots you will have full access to the RFP.

In the Event Contents panel you see all RFP sections created by the Buyer. This contains

all information, questions and items to bid on. In the sample event there are four of

them:

1. Invitation to Bid – invitation text

2. Introduction – general introduction of the company and the project

3. Additional Contract Terms and Conditions (new content compared to the review

phase) – here you may find Roche requirements, or some agreements that you have to

accept

4. Proposal (new content compared to the review phase) – this is the section where you

need to enter your answers/bids.



If you select All content, you will see all sections on one screen.

You can filter any of the sections by clicking in the name in Event Contents.

To customize your view click on the columns for

drop down list.



3.5 Message Board

It is possible to send messages to the Buyer through the system. To do that, click

Compose Message.

Enter your message in the text box and click Send when ready.

Another way to write new messages is by going to Event Messages

in the Console. Here you will have a list of messages sent and

received around this event. New messages are in bold. You can view

or reply to messages by either selecting them in the beginning of the

row and click View or Reply buttons, or by clicking on the subject.

If you click on reply either in the event message list or in the message itself you will be

directed to the Respond Message box, where you can compose your answer and click

Send when ready.



3.6 Preparing Response

There are several types of answers required by the Buyer: free text, numbers, drop down

lists with predefined answers, and Yes/No answers. For entering dates you should use the

calendar icon. It might be that you are required to attach documents as well, or add

comments.

All questions marked with an asterisk are required ones. That means unless you answer

all of them you will not be able to submit your response. The system will send you an error

message if anything is missing so you cannot leave any questions unanswered.

3.6.1 Downloading and Uploading Documents

3.6.1.1 Downloading Documents

To Download any documents from the event click on the document and select either

Download this attachment or Download all attachments.

3.6.1.2 Uploading Documents

To attach a document click on the Attach file link, and browse for your file. If you need to

attach multiple documents to one question, it is better to save them in a zip file.



You can locate your file by clicking on the Browse button. Click OK when done.

You may enter any comments to your attachments by clicking on the little icon.

In the next window fill out the Comment box and click OK.

3.6.1.3 Replacing and Deleting Documents

You can either replace or delete the file you attached originally. To do so, click on Update

file or Delete file next to your document.

3.6.2 Bidding

After entering your prices click Update Totals and the system will calculate the cost for

all items/lots and give the total amount as well for the whole proposal.



3.6.3 Creating Proposal Offline

For RFPs that contain a large amount of line items, you can also export the data into an

MS Excel spreadsheet, update it, and then import it back to the system.

Please note that this option might be disabled by the Buyer.

3.6.3.1 Download RFP Content

To download the whole RFP content to an excel file click on Download Content. Save

the file on your computer, modify it with your answers and upload it in the system again.



Attachments can be downloaded in a zip file.

The Excel file has different tabs, which are equivalent to the Event Content items. For

instance in the Proposal tab you will find the bidding template where you can enter your

prices.

Make sure that you do not change the format of the template, do not delete or add

columns, otherwise the upload will fail. Note: if you enter the response to one line item

in the system prior to using the download option, one line item will be pre-populated in

your excel download, and it will be easier for you to enter the rest of your responses.



3.6.3.2 Upload Response Offline

To upload your responses browse for your excel file and click the Upload button.

3.7 Saving and Submitting Response

If you want to save your work and return to it later, you can save it, without sending the

response to Roche. Just click on the Save button. Saving simply records your answers in

the system, therefore please never forget to submit your answers before the event closes,

otherwise the Buyer will not see it in the system.

Once you saved your response, you will have a notification from the system on the top of

your screen, telling you saved your work successfully.

Once you have finalised your response, you can submit it by clicking on the Submit



Entire Response button.

All questions that are required to be answered are marked with an asterisk. If you forgot

to put an answer somewhere, the system will send you a warning message before letting

you submit you response.

Once the error is corrected you can go and

submit your response.

A pop-up message will appear. Click OK to

submit your response.

Once you submitted you will see a confirmation at the top of the screen.

3.8 Revising your Response

If you made any errors, or the Buyer requires additional information from you, you may

edit your response by clicking the Revise Response button. Please note that you will

only be able to edit your response while the event is in Open Bidding status.



Click OK to confirm your intention to revise your

response.

While editing you can reload your last submitted bid by clicking on the Reload Last Bid

button.

When ready click Submit Entire Response to update your bid in the system.

3.9 Response History

You can access all submitted versions of your answers by going

to Response History on the Console.

Here you will find the list of all your submitted answers. To enter any of them click on the

Reference Number.



This is how it looks.



4 Event Status

4.1 Open

Open - In Open status you can work on your responses.

4.2 Paused

Paused - Event might be paused by the Buyer for editing reasons. In paused status you

cannot post any answers.

4.3 Pending Selection

When the event has ended, the countdown clock disappears, and the event status

changes to Pending Selection. In this status, responses are no longer accepted, and the

Buyer is evaluating the responses.

Here you there are four actions you can take:

Download Content – download the event with your answers into an excel spreadsheet

Review Agreement – review the agreement you accepted at the beginning

Print Event Information - this is a print version of the event. It contains a summary of

the event and its contents

Review Bidding – shows your last accepted bid

4.4 Completed

The final status of an event is Completed.

Go to View Award to see the award details. This button is only available if the bid was

partly or fully awarded to your companyby the Buyer.





5 Logout from Ariba

For security reasons, always use the Logout button to exit Ariba Sourcing.