This is the text extract for PHARMAC’s Electronic Tender (eTendering) System, browse documents here.

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PHARMAC’s Electronic Tender (eTendering) System Supplier Response User Guide

conexa™Request for Tender Release 1.0

December 2007

conexa™Request For Tender 1.0

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

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conexa™ Request For Tender 1.0 Training Guide

Contents 1. Invitation to Tender............................................................................................................3 1.1 Tender Response Login Page ..............................................................................3 1.2 Tender Header......................................................................................................4 1.3 Chemical Items .....................................................................................................6 1.4 Aggregated Bids....................................................................................................7 1.5 Chemical Details ...................................................................................................8 1.6 Chemical Attachments ....................................................................................... 10 1.7 Submitting a Tender........................................................................................... 10 1.8 Frequently Asked Questions.............................................................................. 12

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

2

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conexa™ Request For Tender 1.0 Training Guide

1.

Invitation to Tender You will receive an email similar to the one below:

The email will contain 2 passwords. · The user password allows for responses to be entered and saved only. · The approver password must be used when the tender response is submitted, however, the approver can also enter and save responses. To access the tender response document, click on the link provided. This will take you to the secure Tender login page.

1.1

Tender Response Login Page

Enter your password (as received in the email) and click

.

NOTE: If you have forgotten your password, click on . The new password will be emailed to your registered email address that PHARMAC has in its database.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

3

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conexa™ Request For Tender 1.0 Training Guide

1.2

Tender Header

The top part of the header page contains the Tender details including contact details at PHARMAC and the tender closing date. You will receive reminder emails prior to the tender close date if you have not opened the tender or you have not submitted a response. Any attachments, in addition to the Invitation to Tender document, provided by PHARMAC will be listed under Tender Attachments. To view attachments, click on the File Name. To add your Offer Letter to your Tender Bid(s) click on . Select the file to add from your computer. Enter a description (e.g. Supplier X Offer Letter) and click . If required, other attachments can also be attached using this feature however please ensure that these attachments do not make your Tender Bid(s) non-conforming. To delete an attachment, click on the icon under Actions.

NOTE: There is a section within the Chemical Items to attach a copy of the therapeutic database report.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

4

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conexa™ Request For Tender 1.0 Training Guide

For additional help, click on website.

. This will take you to a help document within our

The second part of the header page contains the chemical names to be tendered. The label at the top will tell you how many Chemical Names are included in this tender.

The Status light will be green if the data of that chemical is valid (i.e. all complete) and red if the data is invalid.

Each page displays 25 chemical names. Use the buttons to move between pages or the search function above the list. The search function allows for “fuzzy” searches (.e.g. “para” would bring up the chemical paracetamol). To see the details and/or enter data for a Chemical Name, click on related Chemical Name. next to the

To clear the data for a Chemical Name, click on next to the related Chemical Name. This will delete any data that you have entered for that particular Chemical Name.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

5

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conexa™ Request For Tender 1.0 Training Guide

1.3

Chemical Items

The items that belong to the Chemical Name are now displayed.

To see additional information on a Tender Item, click on the item description to view the detail popup window. This information is all contained in Schedule 2 of the Invitation to Tender.

Enter the following information for the chemical: · To enter the pack size you need to choose a packaging type by clicking on the dropdown arrow. · Enter the product name (if unknown please use TBA). · If you have Market Approval, tick the checkbox. · Enter your price for the appropriate markets and combined price if applicable. NOTE: Columns marked with an * are mandatory. A popup message will display if mandatory fields are not completed. If greyed columns appear then you are not able to enter a price for this market as it has not been tendered. You can click on the Validate button at any time to check whether you have submitted all the mandatory information for the section of the response.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

6

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conexa™ Request For Tender 1.0 Training Guide

Should you wish to add another Tender Bid for a line item that you have already made a response for (e.g. different pack size), click data. under Actions to copy the line and enter your

Should you wish to delete all the information for a line item click on the delete all the information. Click 1.4

under Actions to

to save the data you have entered before proceeding to the next section. Aggregated Bids

Once two or more bids have been entered and saved, the Aggregated Bid View button will become available.

To enter Aggregated Bids, click on

Click to enter an Aggregate Bid. For additional help, click on you to a help document within PHARMAC’s website.

. This will take

Only Tender Items and the markets that have had bids entered and saved will display in the Aggregate Bid window. Tick the checkbox of the market(s) that you wish to enter an Aggregate Bid for. Remember at least two Tender Items must be checked in order to create an Aggregated Bid.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

7

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conexa™ Request For Tender 1.0 Training Guide

A pop-up message will occur if invalid combinations are used. Click you have entered. NOTE: Saved Aggregate Bids can be viewed at any time by clicking on the the Aggregate Bids. Additional Aggregate Bids can be entered by clicking on 1.5 Chemical Details

to save the data

icon next

To complete the chemical details section click on the bottom left under the Chemical Item section.

icon that is located on the

This will show the following window:

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

8

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conexa™ Request For Tender 1.0 Training Guide

Fill in each section with the information required and click NOTE: · · You need to complete one box only for the registration details of your product. You can however complete more than one box (if required). Any particular information you need to mention about your lead time can be added in the free text box next to the lead time drop down box. Please remember that the number you provide in the drop down box will be the lead time that we use for the contractual requirements of the Invitation to Tender and our analysis. At any time you can save your Chemical Detail data and return to it to complete. To check that you have completed all the required fields click on .

· ·

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

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conexa™ Request For Tender 1.0 Training Guide

1.6

Chemical Attachments

To add an attachment to the Chemical, e.g. a copy of the therapeutic database report, click on . Select the file to add. Enter a description and click .

As many attachments as required, can be added. To delete an attachment, click on the icon under Actions. Please do not attach your Offer Letter at the Chemical level.

When you have completed adding or viewing data, click home page. Ensure that you have saved your data. 1.7 Submitting a Tender

to return to the Tender

When you are ready to submit your tender response, click . Please note that if you have incomplete responses you will not be able to submit your responses to PHARMAC. You will be requested to enter a password – this must be the approver’s password. You need to also enter your name as the approver. Please read the statement displayed and click either Agree or Cancel.

NOTE: You may submit a tender response as many times as you wish up until the close date, however, previously submitted bids are greyed and non-updateable.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

10

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conexa™ Request For Tender 1.0 Training Guide

The authorised user’s email address will receive an email confirming the receipt of your response and also a summary of the chemicals.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

11

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conexa™ Request For Tender 1.0 Training Guide

1.8 Q: A: Q: A: Q: A: Q: A: Q: A: Q: A: Q: A:

Frequently Asked Questions Why will my password not allow me to submit a bid? The correct “approver” password is required to complete submission. How will I know if my submission has been received? The authorised user will receive an e-mail confirmation following submission. The unit type for my product is not available in the drop down list, what should I do? Select the “Other” option in the drop down box and type in the unit type. What does invalid data mean? This means that one or more mandatory fields have not been completed. Is there a faster way to access a chemical name without using the buttons? You can type the chemical name (or part of it) into the “Chemical name” field and search for the required chemical. I want to place a community and hospital bid for a chemical but it doesn’t allow me to do so? A combined bid can only be completed when an individual community and individual hospital bid are completed. Am I able to change my bid once I have submitted it? Once you have submitted your bid(s) you will not be able to make changes, however you will still be able to make additional bids on other chemicals before the Tender closing date. Can PHARMAC access my Tender bid prior to the closing date? PHARMAC will not be able to view the tender bids before the closing date. The tender process will remain a closed tender as per the current process. The data will not be stored by PHARMAC. Am I able to see a summary of my Tender bid(s)? Click on the any point of time. to review your Tender bid(s) at

Q: A:

Q: A: Q: A:

Who should I contact for more help? You can send your queries to tender@pharmac.govt.nz or contact us directly at PHARMAC. Conexa will also be available for support and have a support desk if required.

conexa™Request For Tender Supplier Response

ask@conexa.com tender@pharmac.govt.nz

www.conexa.com www.pharmac.govt.nz/etender

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