e-Procurement Pilot Programme Office of the Government Chief Information Officer Environmental Protection Department Immigration Department Pg.0 c

Agenda Progamme Overview Benefits of e-Procurement System The Projection of The Procurement Amount of the Pilot Government Departments Demo of Account Activation Function Highlight for e-Submission Demonstration of e-Submission and Receive Purchase Order FAQ Q&A Pg.1

Programme Overview 3 Pilot Departments： Enhance the procurement process between Suppliers and the Government Details： e-Procurement Portal  Launched in June 2008 e-Services  Launched in September 2009 All Services were launched in March 2010 Pg.2 2

The E-services Has launched Programme Overview The E-services Has launched Activate User ID and PIN. Account Activation To update the information relate to the company, account, products and services. Profile Maintenance Master account can open up to 10 sub-account Master account - manage the subsidiary account information. subsidiary account - Upload the E-catalogue and submit the quotation. Account Management Invitation for Quotation Notified via email. Classified according to department or quotation date. Supplier can read the the information easily and download the invitation details. Purchase Order Can read information about purchase order status and download records Enrolled to use the e-Procurement System E-Catalogue For new suppliers. E-Submission Can upload the company's products and services to the system. Pg.3

Benefits of e-Procurement System Communicate with the Government more effectively and efficiently Update company profiles and products and services information which will be accessible to the three Pilot Departments Extend business opportunity with the Government Reduce the turnaround time for receiving invitation requests, submission of quotations, ordering and notification of acceptance Enhance capability in e-commerce Pg.4 4

The Projection of the total purchase of the pilot departments for the coming year Government Department Over the past year (Total purchases less than $ 1.43M) Environmental Protection Department $114M Immigration Department $117M Office of the Government Chief Information Officer $58M The Total procurement amount (Including the three pilot departments) $4,628M Pg.5 5

Download the “Application form for reissuing Activation ID and PIN”. Click “Download Forms and Documents”. Pg.6 6

Click “Application form for reissuing Activation ID and PIN”. Pg.7 7

Please send the completed form to the e-Procurement Pilot programme Office (Fax：28276646 or Email：eppmgmtoff@ogcio.gov.hk) Pg.8

Account Activation After the application data checking, you will receive information for account activation Activation ID By Email PIN By Post [PIN will expire in 14 days] Pg.9 9

Demo of Account Activation Pg.10 10

Click here to activate the account E-Procurement Pilot Programme www.eprocurement.gov.hk Pg.11

Click here to activate the account. Pg.12

If the security warning window pop up, please click “Accept." Pg.13

Pg.14

Enter the code Pg.15

Click “Continue”. Pg.16

Please refer to the Email and the notification letter to enter the activation ID and PIN Pg.17

The sample of the Activation ID Notification Email Pg.18

The sample of the Activation PIN Letter Pg.19

Enter the Activation ID. Enter the PIN. Click “Continue”. Pg.20

You can use the User ID or the Digital Certificate to log in the account Pg.21

Please enter your user ID Please enter the password again to confirm Use your own password to log in the master account ： New password must be at least eight characters and include at least the three characters in the following four categories. Capital letters： (A-Z) Small Capital letters： (a-z) Number： (0-9) Special characters: !@#%$ If you choose to use the User ID login, please enter the master account User ID. Pg.22

第23頁 Pg.23

Click “Use Digital Cert for authentication”. If you use the Digital Cert to log in，please click “Use Digital Cert for authentication”. Pg.24

Select the type of Digital Certificate. Enter the HKID number。 For example：If you want to use the “Personal Certificate”, please click here. Select the type of Digital Certificate. Enter the HKID number。 Pg.25

Click “Browse” to select the Digital Certificate. Pg.26

Select the Digital Certificate file Click “Open”. Pg.27

Please enter the PIN of Digital Certificate Pg.28

Click “Upload”. Pg.29

Scroll down Pg.30

Please select the contact person for the master account. Click “Continue”. Pg.31

Scroll down Please read the Terms and Conditions of Use and Participation of the E-Procurement carefully . Pg.32

Tick “I/We have read, understood and agreed with all the above terms and conditions”. Pg.33

Click “Accept” to agree the terms and conditions. Pg.34

Confirm the company details Scroll down Confirm the company details Pg.35

Click “Confirm” to continue. Pg.36

Click here to exit. Or, click “here” to login You have successfully activated the account.You can choose login or exit. Pg.37

Please use the master account user ID and password defined during the account activation. Pg.38

The home screen after login Pg.39

Function Highlight for e-Submission The e-Submission function has been progressively rolled out by end March 2010 You can save your traveling time for submitting paper quotation Can submit quotation at anytime, anywhere Pg.40 40

Demo of e-Submission and Receive Purchase Order Pg.41 41

Demonstration of e-Submission 更新電子目錄示範 Receive “Invitation to Quotation” Notification Login to the system Search Invitation to Quotation Submit quotations Receive Purchase Order Pg.42 42

(1) Receive “ Invitation to Quotation ” Notification 網上報價示範 (1) Receive “ Invitation to Quotation ” Notification Pg.43 43

Email Notification 更新電子目錄示範 Click this link to login to e-Procurement System. Secret Code will be used when submitting quotation, details will be covered in Pg. 75. Invitation to Quotation will be sent together with Email & Fax Notification In case you have any question about this Invitation to Quotation, please feel free to contact the following people. Pg.44 44

The sample of Fax Notification 更新電子目錄示範 Department Name Invitation to Quotation No. The sample of Fax Notification The website link If you have any questions about this offer invitations, please contact the following people. 確保大家能夠收到通知 雙重保障 輸入網址 登入系統 Pg.45 45

網上報價示範 (2)Login to the system Pg.46 46

The e-Procurement Pilot Programme website www.eprocurement.gov.hk Click “Login”. The e-Procurement Pilot Programme website www.eprocurement.gov.hk Pg.47

Click “Accept”. Pg.48

Login by User ID and password Enter User ID and Password Enter characters as shown in the picture on the left Login by User ID and password In case you can’t view the Security Code clearly, please Click “Regenerate” Click “Login”. If you have registered to login by Digital Certificate, please press “Login by Digital Certificate” to enter the login interface. Details will be shown on Pg. 50 Pg.49 49

Login by Digital Certificate Choose the type of Digital Certificate, Enter HKID No. or Certificate of Incorporation Registration No. Enter User ID Select the file of Digital Certificate and enter password of Digital Certificate. Login by Digital Certificate (Only applicable to supplier that has registered to login by Digital Certificate) Enter Security Code In case you can’t view the Security Code clearly, please press “Regenerate” Click “Login” to login by Digital Certificate Pg.50

網上報價示範 (3) Search Invitation to Quotation Pg.51 51

Interface after Login to the System List of Invitation to Quotation Interface after Login to the System Invitation to Quotation No. Search Invitation to Quotation Subject Matter Issue Date Closing Date 報價邀請編號 主題 發出日期 結束日期 Pg.52 52

Searching Interface that you can enter different searching criteria By Department Searching Interface that you can enter different searching criteria By Invitation to Quotation No. By Subject Matter After entering searching criteria, click “Search” By Closing Date and Issue Date 部門名稱 報價邀請編號 主題 日期 Pg.53 53

If you select this Invitation to Quotation Search Result If you select this Invitation to Quotation Click “View” Pg.54 54

網上報價示範 (4) Submit quotations Pg.55 55

Details for Invitation to Quotation Basic information of the Quotation Scroll Down Subject Matter Details for Invitation to Quotation Information of Contact Person Delivery Address 詳細資料 Pg.56 56

Download individual documents of Invitation to Quotation Quantity Item Description Download individual documents of Invitation to Quotation Download editable document Documents available for download Download full set of quotation document 相關部門既採購項目說明，數量 報價邀請既附加資料 「準備報價「 Click “Prepare Quotation” to start Pg.57 57

Select “Offer” or “No Offer” for specific item. 去到一個新既頁面進行第一步，準備報價 採購項目既項目說明，數量 回覆，提供／不提供 Pg.58 58

If you select “Offer”, please enter Proposed Item Description Enter Unit Price Enter Quantity and Unit 大家提供既建議項目簡介／數量／單價／總金額／總保養費 Pg.59 59

If maintenance service is provided, click “Input Detail”. 「詳細內容「 保養詳細金額 Pg.60 60

Enter maintenance charge 「詳細內容「 保養詳細金額 Click “OK” Pg.61 61

If there is more than 1 item, press “+ Sub-items” The sum of maintenance cost 新增「分項「 第62頁 Pg.62 62

Enter details of the newly added sub-item. 新增「分項「 Pg.63 63

Scroll Down 新增「分項「 第64頁 Pg.64 64

Upload additional document for quotation Enter Prompt Payment Discount If you want to submit later, press “Save As Draft” to save the document to your computer. Details will be shown in Pg. 66 計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣 保存為草稿 Pg.65 65

If you want to submit later, you can save the draft to your computer Click “Save” Press ‘Save As Draft” 計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣 保存為草稿 Pg.66 66

計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣 保存為草稿 Select appropriate folder and click “Save” to save the draft to your computer Pg.67 67

Downloaded Successfully 計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣 保存為草稿 Click “Close”. Pg.68 68

If you want to continue to edit / submit the draft saved before Select the draft saved earlier Click “Open” 計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣 保存為草稿 Enter file name of the draft file Or Click “Browse”. Pg.69 69

Click “Load Draft” Pg.70 70 計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣 保存為草稿 Click “Load Draft” Pg.70 70

After editing, confirm Terms and Conditions. Click “Continue” to submit quotation Pg.71 71

Please check if the quotation details are correct. E-Submission Scroll Down Please check if the quotation details are correct. 第72頁 第72頁 Pg.72 72

E-Submission Select proposal authentication method. 第73頁 第73頁 Pg.73 73 計劃書認証 第73頁 第73頁 Pg.73 73

You can select Digital Certificate as authentication. Pg.74 74

E-Submission Or use the Secret Code as authentication. Secret Code has been sent to you before via email notification. For details, please refer to Pg. 44. If you forget the Secret Code, press “Click Here”. After you click “OK”, the system will resend the Secret Code to your registered email account. 第75頁 第75頁 Pg.75 75

E-Submission Enter Secret Code Enter Login Password If you select “Save and Submit”, please click “Browse” first. Select “Save and Submit” to save a copy in zip format (include attached document) and submit quotation. Enter Login Password 第76頁 第76頁 Click “Submit Quotation” Pg.76 76

E-Submission Select the folder for saving the copy, then Click “Open”. 第77頁 Select the folder for saving the copy, then Click “Open”. 第77頁 Pg.77 77

E-Submission Click “Save and Submit”. Or Select “Submit” to submit quotation only and not to save a copy 第78頁 第78頁 Pg.78 78

E-Submission Acknowledgement will be shown if the proposal is submitted successfully To save this acknowledgement , press “Save”. Click “Save”. 第79頁 第79頁 Pg.79 79

E-Submission To print this acknowledgement, Click “Print”. 第80頁 第80頁 Pg.80 80

Sample of Acknowledgement E-Submission Sample of Acknowledgement 第81頁 Pg.81 81

(5) Receive Purchase Order 網上報價示範 (5) Receive Purchase Order Pg.82 82

Email Notification for PO 更新電子目錄示範 Purchase Order Number Purchase Order Number Department Name Click the website link to login to e-procurement system. Purchase order would be sent out by email and fax notification simultaneously The sample of Email Notifcation If you have any questions about this purchase order, please contact the this person. Pg.83 83

Fax Notification for PO 更新電子目錄示範 Department name The sample of Fax Notifiation Purchase order number Website link If you have any questions about this purchase order, please contact this person 確保大家能夠收到通知 雙重保障 輸入網址 登入系統 Pg.84 84

The list of Purchase orders Click the purchase order number Purchase Order number Login Home page Content Issued date of invitation Or Click here to enter the home page of Purchase Order。 報價邀請編號 主題 發出日期 結束日期 Pg.85 85

Home page of the e-Procurement Pilot system P.O search result Home page of the e-Procurement Pilot system Click here to download the purchase order file. 報價邀請編號 主題 發出日期 結束日期 Pg.86 86

Sample Purchase Order (Page1) 報價邀請編號 主題 發出日期 結束日期 Pg.87 87

Sample Purchase Order (Page 2) 報價邀請編號 主題 發出日期 結束日期 Pg.88 88

網上報價示範 The Demonstrations of e-Submission and Receive Purchase Order are completed Pg.89 89

FAQ FAQ Pg.90 90

FAQ Will the Government send Invitation to Quotation to all Suppliers or Suppliers of related products/services only? Pg.91 91

FAQ Apart from the three Pilot Departments, can other departments also view the Suppliers’ information online? Pg.92 92

When will other departments join in e-Procurement System? FAQ When will other departments join in e-Procurement System? Pg.93 93

FAQ Are Suppliers able to read the information of other suppliers in the e-Procurement system? Pg.94 94

To help you more easily find answers for frequently asked questions ,they will be divided into 6 categories, general questions asked, digital certificate, account login, Downloading Quotation Specification , technical questions asked and E-submission. . Pg.95 95

http://www.eprocurement.gov.hk e-Procurement Pilot Programme Website: Pg.96 96

Enquiry Tel: 8107 0608 Fax: 2907 0755 Email: eppmgmtoff@ogcio.gov.hk Operation Hours :8:00am – 9:00pm (Monday to Friday, excluding Public Holidays) Pg.97 97

Q&A Pg.98 98

Thank You! Pg.99