How to Use GPS to Fill Out a Bid Document February 2007

2 Agenda Invitation to an event Accessing Bid on GPS How to fill out Questionnaires / Bid How to Create & Invite Members of Your Company to the bid on a Package you have been invited to How to deal with Attachments Printing a Report showing what you have responded Responding Offline

3 Invitation to an event. When you are invited for a RFx, the first thing to happen, is that you receive an advising you of the invitation. All you need to do is log onto your GPS account, go to RFx and review the event so you can take a decision as to Accept or Decline the invitation to bid. Name of the package you are invited to bid on

4 Supplier Accessing GPS & Bid(s)  Access GPS by opening your internet browser and type the following address:  Type in User ID and password for your SNC-Lavalin Global Procurement System account  Read the terms of participation for using SNC- Lavalin’s GPS System and Accept the terms  Please note that the time of inactivity in the system is 20 minutes then system will log you out

5 Supplier Accessing GPS & Bid Every time you enter GPS, you will have to agree on the Terms and Conditions of System usage. If you click on the I do NOT Agree button, the system will log you out automatically.

6 Supplier Accessing GPS & Bid This is the window that is displayed to the Supplier “USER” once they have entered their User ID and password and that they have accepted the terms of using the system. Top menu shows the options that are opened to the particular user: 1) My Profile – this is the company information for this particular supplier. 2) Bids – This is the list of RFx(s) that this individual has been invited to 3) Contracts – Not currently used by SNC-Lavalin 4) Messages – List of message that have been sent through the system 5) Utilities – Used to Download Items and Update user’s profile

7 Supplier Accessing GPS & Bid 1 - Access RFx detail by clicking on the RFx name. Decide if you want to bid by assessing scope of package. You should do this by looking at the following elements of the package. 1 – Can you place a bid before the package closes 2 – Look at the list of questions being asked 3 – Look at the items that you are being asked to bid on 4 – Download specifications, quotation document and the any other documents to judge your interest

8 1 - Bid Period Located at the top far right hand side of the Bid Window, the supplier will see the count down with respect to the bid period for the specific package. The vendor will see the remaining time shown in days, hours, minutes and seconds and also the Open Time and the Close Time for the package. The status for the bid package will also be shown in this section of the application. Vendors are able to revise their responses while the bid has a Status which is set to Open. Once the Status is set to Closed, the vendor will no longer be able to revise their answers.

9 2 - Questionnaires Run the RFP report to get the list of the Questionnaires and the Questions in each Questionnaire. You may look at this on the screen but it is easier to look at an EXCEL output. Click on Let the Report Run and then Click on the Link that says Done – Click Here to Download Results

Items There are two tabs located at the top of the window. One called Questionnaires that we already covered and the other called SingleBid where the supplier will find the list of the items. To be able to assess that they wish to bid, they should do the following: 1 – Click on the Tab called Single Bid 2 – Click on the Print button to get the listing of the items to be priced

11 4 – Bid Documents The Paper Clip Icon at the top of the RFx will tell you how many attachments are in the system for the package. The total number will include RFx documents provided by SNC- Lavalin but also the ones that the supplier will attach. Click on to see the attachments. Click on to see SNC-Lavalin’s attachments.

12 4 – Bid Documents – Downloading 1 – Click on General Attachments to see the list of the attachments provided by SNC-Lavalin. 2 – Click on the Link for each under Content. 3 – Click on Save attachment. Once all attachments are saved, there may be Word documents, Excel sheets and ZIP files containing drawings. Assess the content of all the documents.

13 Declining to Bid 1 - Click on the Decline button. 2 – You can then enter the reason why you are declining in the Optional Comment window. 3 - You will then click on OK. Bid will then disappear from the list of packages that you will see in your Bids view

14 Accepting to Bid after Declining 1 - Click on Bids and then on View Invitations. 2 - Click on the Tab Called Declined. 3 - Select Package that you would like to Accept to participate. 4 - Click on the Button. Bid will then reappear in the list of packages that you will see in your Bids view View Invitations is also the place where you can invite other people of your company to participate in responding to the bid.

15 Accepting to Bid Click on and enter a message that will be sent to the buyer and the team at SNC-Lavalin responsible for tracking this particular package.

16 What Happens Once You Accept 1 – You will now be able to enter your responses to the questions in each questionnaire. 2 – You will be able to enter your bids either using the Single Bid or Multi Bid Functions. You will have the chance to Place New Bid and View My Bid.

17 Responding to Questions 1 – Click on each of the questionnaires and you will get a pop-up that will display all the questions related to this questionnaire. 2 – Once you have responded you will be able to either View History (evolution of your responses) and you will be able to Revise Response (to change an answer)

18 Responding to Bid Detail will be used only once on each item to create the first bid for a given item for a package. Once you have entered a bid you will get the command button with the label. 1 - Click on this and to change a bid already entered click on 2 - Once you have entered your bid click on to register these bids for analysis by the buyers.

19 Attaching Documents / Appendices 1 – Click on to attach your responses and your documents and drawings. 2 – Click on, specify where the file is and give it a significant name that the buyer will understand.

20 Asking For Clarifications Using GPS 1 – Make sure that you are in the bid package for which you have a question. Click on 2 – In the window that appears click on Create Message and address the Message to All Hosts. Then click on This will get the message to the buyer.

21 Message Window 1 – Click on Create Message 2 – Window will appear showing that you will be sending a message for a specific package. Choose to whom you would like to send the message.

22 Inviting Other Members to Participate The system will allow you to invite someone else from your organization to participate in the bid Before associating someone from your organization to the bid, the person must be created in the system The person who can create this new individual is the Supplier Application Manager of your company

23 Creating New Users You must create new users for your company in My Profile under the menu option called Users You must be a SAM to create users Create the user giving the person a User ID and password

24 Creating New Users Continued

25 View Invitations

26 Inviting Individual to Participate

27 Running Reports Running a report will open a window that will show you the report you are printing. It will say either Pending, Running or Done You can only see the report once the system says Done

28 Data Manager

29 Exporting Package Detail to EXCEL