Ariba system – Ariba Spend Management

On line tenders guide

Operative guide for partecipating to SE on line tenders 1

 Ariba system – Ariba Spend Management

Welcome in the on line tenders

guide!

Participate in SE
on line tenders
through the tender system Ariba

Operative guide for partecipating to SE on line tenders 2

 Ariba system – Ariba Spend Management

Ariba tender system is a platform dedicated to on line

tenders and allows buyers and suppliers to manage all
the tender phases in on line mode

To obtain information about Ariba system please

connect to
SE Purchasing Portal
www.seas.sk/en/procurement-sales

Operative guide for partecipating to SE on line tenders 3

 Access rules

Tender system access rules

Operative guide for partecipating to SE on line tenders 4

 Access rules | Who is able to enter

The access is allowed to all companies that

have performed the following actions:

Register to access online services and obtain

login access
Fill in the company details form
Fill in the acceptance form
Send the acceptance form with “Master Contact”
and give your assent to the eProcurement rules
Send an application for Registration/Qualification
related to the Merchandise Group of interest
Select merchandise groups to associate to the user

Operative guide for partecipating to SE on line tenders 5

 Access rules | Who is able to enter

The access is allowed to all companies that

have performed the following actions:

Register to access online services and obtain login

access
Fill in the company details form
Fill in the acceptance form
Send the acceptance form with “Master Contact”
and give your assent to the eProcurement rules
Send an application for Registration/Qualification
related to the Merchandise Group of interest
Select merchandise groups to associate to the user

Operative guide for partecipating to SE on line tenders 6

 Access rules | Who is able to enter

The access is allowed to all companies that

have performed the following actions:

Register to access online services and obtain login

access
Fill in the company details form
Fill in the acceptance form
Send the acceptance form with “Master Contact”
and give your assent to the eProcurement rules
Send an application for Registration/Qualification
related to the Merchandise Group of interest
Select merchandise groups to associate to the user

Operative guide for partecipating to SE on line tenders 7

 Access rules | Who is able to enter

The access is allowed to all companies that

have performed the following actions:

Register to access online services and obtain login

access
Fill in the company details form
Fill in the acceptance form
Send the acceptance form with “Master
Contact” and give your assent to the
eProcurement rules
Send an application for Registration/Qualification
related to the Merchandise Group of interest
Select merchandise groups to associate to the user

Operative guide for partecipating to SE on line tenders 8

 Access rules | Who is able to enter

The access is allowed to all companies that

have performed the following actions:

Register to access online services and obtain login

access
Fill in the company details form
Fill in the acceptance form
Send the acceptance form with “Master Contact” and
give your assent to the eProcurement rules
Send an application for
Registration/Qualification related to the
Merchandise Group of interest
Select merchandise groups to associate to the user

Operative guide for partecipating to SE on line tenders 9

 Access rules | Who is able to enter

The access is allowed to all companies that

have performed the following actions:

Register to access online services and obtain login

access
Fill in the company details form
Fill in the acceptance form
Send the acceptance form with “Master Contact”
and give your assent to the eProcurement rules
Send an application for Registration/Qualification
related to the Merchandise Group of interest
Select merchandise groups to associate to the
user

Operative guide for partecipating to SE on line tenders 10

 Access rules | System requirements

System requirements

Browser:
Microsoft Internet Explorer version 8.0, 9.0, 10.0 *
Chrome version 27 +
Firefox version 24 +
Safari version 5
Safari for iPad

* MS Internet ver. 11.0 is not supported

yet. If you are compelled to use it, set
the compatibility settins:

Operative guide for partecipating to SE on line tenders 11

 Access rules | System requirements
System requirements

Operating system:
Microsoft Windows XP SP2 e SP3
Microsoft Windows Vista SP1
Microsoft Windows 7
Microsoft Windows 8
iOS

Office productivity applications:

Microsoft Office 2003 +
Lotus Notes 6.5 and 8.0

Oracle Java Runtime – recommended

Operative guide for partecipating to SE on line tenders 12

 Access rules | Security

Ariba system assures the highest level of security of

the managed information through:

– The SSL protocol with 128 bit cryptography

– The authentication with private

Operative guide for partecipating to SE on line tenders 13

 How to proceed

How to proceed

Operative guide for partecipating to SE on line tenders 14

 How to proceed

The participation to on line tenders is

possible only after a formal invitation sent by
SE

Remember!
The invited company will not know the
other invited competitors to the same on
line tender nor their number

Operative guide for partecipating to SE on line tenders 15

 How to proceed

To receive invitation to
published tender:

In case of tender announced by

the Act No. 25/2006 Coll. on
Public Procurement:
contact the responsible buyer.

In case of tender announced

pursuant to SE internal
regulations:
Click on the link of the
Request...

Operative guide for partecipating to SE on line tenders 16

 How to proceed

... and fill in and submit the

form.

Operative guide for partecipating to SE on line tenders 17

 How to proceed

In case of tender for sale:

contact the responsible seller at
address odpredaj@enel.com

Operative guide for partecipating to SE on line tenders 18

 How to proceed

Each tender phase closing will be

communicated to all participants

Through a dedicated e-mail message

automatically sent by Ariba system

Operative guide for partecipating to SE on line tenders 19

 How to proceed

The winner supplier will be inform about the

awarding

Through tradition channels

or

Through dedicated e-mail message

automatically sent by Ariba system

Operative guide for partecipating to SE on line tenders 20

 On line tender phases classification

Before examine in details the steps to

participate in SE on line tenders…

Please take a look

to different kind of tender phases could
be performed

Operative guide for partecipating to SE on line tenders 21

 On line tender phases classification

Remember!
The on line tender is a process composed of a
sequence of events

Events may be of different types

by the procurement phase:

Invite (Request for information)

Technical (Sealed technical offer)
Economic (Sealed economic offer)
Economic (Auction)
Multienvelope (Request for information, Sealed technical
offer and Sealed economic offer at the same time)

Operative guide for partecipating to SE on line tenders 22

 On line tender phases classification | Invite – Request for information

The first kind of phase is

Invite: Request for information

It allows to download the Tender conditions

and the other documents and submit
requested documents

It is a preliminary phase, therefore no

economic information are required

Operative guide for partecipating to SE on line tenders 23

 On line tender phases classification | Technical – Sealed technical offer

The second kind of phase is

Technical: Sealed technical offer

– Used to send technical offers

– It is a closed envelope and has a fixed duration (with predefined closing
date and hour)
– The offer content is always not visible to other competitors and can be
visible for SE only after the defined deadline
– The offer can be always modified before the deadline. Ariba system will
consider valid and visible only the last sent offer
– It allows supplier to upload any attachments to the offer

Operative guide for partecipating to SE on line tenders 24

 On line tender phases classification | Economic – Sealed economic offer

The third kind of phase is

Economic: Sealed economical offer

– Used to send economic offers

– It is a closed envelope and has a fixed duration (with predefined closing
date and hour)
– The offer content is always not visible to other competitors and can be
visible for SE only after the defined deadline
– The offer can be always modified before the deadline. Ariba system will
consider valid and visible only the last sent offer
– It allows supplier to upload any attachments to the offer

Operative guide for partecipating to SE on line tenders 25

 On line tender phases classification | Economic – Auction

The fourth kind of phase is

Economic: Auction

– Used for the economic negotiation

– SE, as purchaser, establishes the conditions on which the participants can
perform improved bids in dynamic way

Operative guide for partecipating to SE on line tenders 26

 On line tender phases classification | Economic – Auction

Remember!
The auction deadline can be fixed or mobile!

When the Ariba system receives and offer within

the “inactivity period”, the auction deadline is
automatically extended for a time equal to the
“inactivity period”, starting from the moment in
which the offer has been accepted by the system

Operative guide for partecipating to SE on line tenders 27

 On line tender phases classification | Multienvelope

The last kind of phase is

Multienvelope: Request for Information, Sealed technical and economic offer
at the same time

– Used to require the supplier to provide at the same time offers for more or
all event types
– It is a closed envelope and has a fixed duration (with predefined closing
date and hour)
– The offer content is always not visible to other competitors and can be
visible for SE only after the defined deadline
– The offers can be always modified before the deadline. Ariba system will
consider valid and visible only the last sent offers
– It allows supplier to upload any attachments to the offers
– SE will proceed by opening the Request for Information offer and, only for
those considered valid, will open also the technical ones. After evaluating
the technical bids will open the economic bids.

Operative guide for partecipating to SE on line tenders 28

 Practical Examples

Now let’s see in details the steps

required to participate in on line
tenders

Operative guide for partecipating to SE on line tenders 29

 Practical Examples | Invite – Request for information

After accessing Tender System through

username and password, click on the tender
phase of interest

Note: you can change language by clicking on the „Preferencies“

Operative guide for partecipating to SE on line tenders 30

 Practical Examples | Invite – Request for information

You are now in the “Event content” section.

Download published documents to see information
about tender. Visualize the event rules set by SE in
the bottom of the page

Operative guide for partecipating to SE on line tenders 31

 Practical Examples | Invite – Request for information

Warning! In the top right corner the system

highlights the “Time remaining”

Operative guide for partecipating to SE on line tenders 32

 Practical Examples | Invite – Request for information

If you do not want to submit a bid, please

click on the "Decline to Respond" and then
fill in the reason and click OK.

Operative guide for partecipating to SE on line tenders 33

 Practical Examples | Invite – Request for information

If you want to submit a bid, prepare your

response by clicking on button “Prepare bid”

Operative guide for partecipating to SE on line tenders 34

 Practical Examples | Invite – Request for information

Upload the required document by clicking on “Attach a

file” link

Operative guide for partecipating to SE on line tenders 35

 Practical Examples | Invite – Request for information

Click on button “Browse” to select the

document to be uploaded

Select the file of interest and click on “Open”

and then on “OK”

Operative guide for partecipating to SE on line tenders 36

 Practical Examples | Invite – Request for information

Examine the response summary and send the

responses by clicking on button “Submit
Entire Response” and then confirm by
clicking on “OK”

Operative guide for partecipating to SE on line tenders 37

 Practical Examples | Invite – Request for information

Remember! If necessary you can review and

modify your response till the event deadline
by clicking on button “Revise Response”

Operative guide for partecipating to SE on line tenders 38

 Practical Examples | Technical – Sealed technical offer

Prepare your sealed technical

offer

Operative guide for partecipating to SE on line tenders 39

 Practical Examples | Technical – Sealed technical offer

After accessing Tender System through

username and password, click on the tender
phase of interest

Operative guide for partecipating to SE on line tenders 40

 Practical Examples | Technical – Sealed technical offer

Visualize the event rules set by SE in the bottom of the page

Click on button “Download Content” to download documents provided
by SE
Click on button “Prepare bid” to prepare the technical offer

Operative guide for partecipating to SE on line tenders 41

 Practical Examples | Technical – Sealed technical offer

Click on “Attach a file” link and then on

button “Browse” to search the documents to
be uploaded on the system

Operative guide for partecipating to SE on line tenders 42

 Practical Examples | Technical – Sealed technical offer

To send the technical offer click on button

“Submit Entire Response” and then on “OK”.
To modify it you can click on links “Update
file” or “Delete file”

Operative guide for partecipating to SE on line tenders 43

 Practical Examples | Technical – Sealed technical offer

Remember! If necessary you can review and

modify your response till the event deadline
by clicking on button “Revise Response”

Operative guide for partecipating to SE on line tenders 44

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

Prepare your sealed economic

offer

Operative guide for partecipating to SE on line tenders 45

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

After accessing Tender System through

username and password, click on the tender
phase of interest

Operative guide for partecipating to SE on line tenders 46

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

Visualize the event rules set by SE in the bottom of the page

Click on button “Download Content” to download documents provided
by SE
Click on button “Prepare bid” to prepare the economic offer

Operative guide for partecipating to SE on line tenders 47

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

Fill in each required field with the economic offer values

Warning! The predefined values, if present, represent the starting
price for each item
Then click on „Submit Entire Response“

Operative guide for partecipating to SE on line tenders 48

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

Click on button “Update Totals” to verify the

total offered price

Operative guide for partecipating to SE on line tenders 49

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

Click on button “Save” to save the offer and

send it afterward
or
Click on button “Submit Entire Response”
and then on “OK” to send the offer

Operative guide for partecipating to SE on line tenders 50

 Practical Examples | Economic – Sealed economic offer (standard or with discount)

Remember! If necessary you can review and

modify your response till the event deadline
by clicking on button “Revise Response”

Operative guide for partecipating to SE on line tenders 51

 Practical Examples | Economic – Auction

Now let’s see how to prepare a bid

for the Auction

(sealed, opened)

Operative guide for partecipating to SE on line tenders 52

 Practical Examples | Economic – Auction

After accessing Tender System through

username and password, click on the tender
phase of interest

Operative guide for partecipating to SE on line tenders 53

 Practical Examples | Economic – Auction

Click on button “Prepare bid” to prepare the economic offer

Operative guide for partecipating to SE on line tenders 54

 Practical Examples | Economic – Auction
In this page you can view the current price you offer for the item (1), the
current best offer registered on the system for each item (2), automatically
improve your offer for all the items (3) or only for a subset of them (4)
The bid improvement rules are available in (5).
Remember! It is always possible to insert a value lower than the one suggested
by the system

(1)
(5) (4) (2)

(3) (5)

Operative guide for partecipating to SE on line tenders 55

 Practical Examples | Economic – Auction

After you click on button “Submit Entire

Response” you can see ranking of your bid, if
this is visible

Operative guide for partecipating to SE on line tenders 56

 Practical Examples | Economic – Auction

Now let’s see how to prepare a bid

for the Auction

(Dutch)

Operative guide for partecipating to SE on line tenders 57

 Practical Examples | Economic – Auction

After accessing Tender System through

username and password, click on the tender
phase of interest

Operative guide for partecipating to SE on line tenders 58

 Practical Examples | Economic – Auction

Click on button “Prepare bid” to prepare your economic bid

Operative guide for partecipating to SE on line tenders 59

 Practical Examples | Economic – Auction

You can select lots on this page – it means that in case of more items you can
select the items of your interrest. In the example below is used only one item.
You should select the item and after click on „Submit selected lots“.

(3)
Operative guide for partecipating to SE on line tenders 60
 Practical Examples | Economic – Auction
If you want to accept the price, click on button “Send acceptance”. (1) – it
shows price adjustment, (2) – it shows current price, (3) – it shows at what
time there is a next adjustment.

(1)
(2)

(3)

Operative guide for partecipating to SE on line tenders 61

 Practical Examples | Economic – Auction

When you had accepted the price auction has finished.

Operative guide for partecipating to SE on line tenders 62

 Practical Examples | Multienvelope – more offer types at the same time

Now let’s see how to participate in the event

Multienvelope

Operative guide for partecipating to SE on line tenders 63

 Practical Examples | Multienvelope – more offer types at the same time

After accessing Tender System through

username and password, click on the tender
phase of interest

Operative guide for partecipating to SE on line tenders 64

 Practical Examples | Multienvelope – more offer types at the same time

Visualize the event rules set by SE in the bottom of the page

Click on button “Download Content” to download documents provided
by SE
Click on button “Prepare bid” to prepare the offer

Operative guide for partecipating to SE on line tenders 65

 Practical Examples | Multienvelope – more offer types at the same time

Click on button “Attach a file” and then on button “Browse” to search

the documents to be uploaded on the system
Fill in the field/fields the economic offer value

Operative guide for partecipating to SE on line tenders 66

 Practical Examples | Multienvelope – more offer types at the same time

Verify the correct selected file uploading

Click on button “Update Totals” to verify the total offered price

Operative guide for partecipating to SE on line tenders 67

 Practical Examples | Multienvelope – more offer types at the same time

Click on button “Save” to save the offer and

send it afterward
or
Click on button “Submit Entire Response”
and then on “OK” to send the offer

Operative guide for partecipating to SE on line tenders 68

 Practical Examples | Multienvelope – more offer types at the same time

Remember! If necessary you can review and

modify your response till the event deadline
by clicking on button “Revise Response”

Operative guide for partecipating to SE on line tenders 69

 Advance features | Message Board

Let’s see how to interact with SE during an

event through Ariba

Message Board

Operative guide for partecipating to SE on line tenders 70

 Advance features | Message Board

For each kind of communication related to on

going event click on button “Compose
Message”

Operative guide for partecipating to SE on line tenders 71

 Advance features | Message Board

Insert the message subject, the content and,

if necessary, upload a document through the
link “Attach a file”
Click on button “Send” to send the message
to SE

Operative guide for partecipating to SE on line tenders 72

 Advance features | Message Board

By clicking on link “Event Messages” it is

possible to view all the received/sent messages
related to the on going event
Warning! In case of response from SE you will
also receive an e-mail notification

Operative guide for partecipating to SE on line tenders 73

 Advance features | Message Board

Click on the message subject to view it

Operative guide for partecipating to SE on line tenders 74

 Advance features | Document digital signature verification on Ariba

Now let’s see the way to verify document

digital signature on Ariba system

- This is not used in SE now -

Operative guide for partecipating to SE on line tenders 75

 Advance features | Document digital signature verification on Ariba

In some tenders you could be requested to

upload documents digitally singed
In these cases the request is highlight by a
dedicated icon

Operative guide for partecipating to SE on line tenders 76

 Advance features | Document digital signature verification on Ariba

After uploading the requested file, click on

“Send” and then on “OK”
The system will automatically verify the
presence of digital signature and will return
the outcome

Operative guide for partecipating to SE on line tenders 77

 Advance features | Document digital signature verification on Ariba

Following the icons used by Ariba to manage the document digital signature

Digital signature request Digital signature verification

Digital sign requested Waiting, check digital sign in progress

Optional digital sign Document signed and valid

Document singed with errors

Document not signed

Operative guide for partecipating to SE on line tenders 78

 Info

Good! You have reached the end of tender

phases advice section!

If you have any problems or require

clarifications

Call on +421 2 5866 3453

or

Write to nakup.backoffice@enel.com

Operative guide for partecipating to SE on line tenders 79

 Info

Details and useful information are available in

other documents on our web pages
www.seas.sk in section „Procurement and
Sales“

Operative guide for partecipating to SE on line tenders 80

 Info

END

Operative guide for partecipating to SE on line tenders 81