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ProCon Bidder User Guide

Supply Chain Management


Division

Bidder User Guide Content


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Introduction:
- E-bidding (OTM) by ADCO
- Technical Requirements
Access to ProCon E-Bidding (OTM) Login Screen

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Viewing and Downloading Tender invitations Viewing Tender Invitation Package


Tender Communications Tender Messages
Acknowledgement and Submission of formal bids:
- Form of Tender Acknowledging Receipt of Tender invitation & Form of Tender
- Technical Submission Acknowledging intention to make a Technical submission
- Bid Bonds Acknowledging intention to make a Bid Bond submission
- Commercial Submission
Acknowledging intention to make a Commercial submission
Retract Submissions Retracting a Submission
Adding Team Members Adding Team Members

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ADCO E-bidding (Online Tender


Management)

ADCO uses ProCon Online Tendering System to facilitate the submission of tender documents electronically.
Bid submissions will be split into two stages.
Stage 1: Form of Tender and Technical submissions
Stage 2: Bid Bond and Commercial submissions
Please note that ADCO will request Bid Bond (if required) and Commercial submissions only in
case the Bidder is technically accepted for the tender.
Form of Tender - You will find the Tender invitation package and all the documents sent by ADCO and it is
required that you attach the Form of tender ONLY here
Technical Submission It is required that you attach your technical submission documentation ONLY
here
Bid Bonds It is required that you attach your scanned bid bonds if they are required as part of the
tender. Please note that you are still required to submit hard copies of Bid Bond documentation submitted
as electronic submissions and failure to supply the required hard copies by the Final Submission Date will
result in disqualification from the tender
Commercial Submission It is required that you attach your Commercial submission documentation
ONLY here
ProCon requires that you acknowledge all tasks first before you can make your submissions
IMPORTANT: Please note that the Bidder shall not use the tender messages to make formal bid
submissions and the Bidder shall submit all bids before the Final Submission Date.

Technical Requirements

ProCon is a web base application and supports Microsoft Internet Explorer 8 & 9 only. Please do not use
Firefox, Chrome or Opera as your browsers when accessing the ProCon site

Preparation of soft copies of documents for online submission


For tenders dispatched via ProCon Online Tender Management system, ADCO requires bidders to prepare all
formal submission documents to be in soft copies which are of Adobe Portable Document Format (PDF). It
should be noted that all requirements as specified within the Tender Invitation Package (TIP) documents
should be followed to prepare the submission documents. These documents should be scanned to soft
copies which should include all relevant signatures and stamps as required by standard tendering guidelines
in TIP documentation.

Format and size of documents


Please note that all your documents should be submitted in PDF format. For better handling of these
documents, they can also be delivered in batches by using standard Windows compression methods. If
submissions are made in this manner, the preferred format for compressed files is ZIP format. Other formats
such as RAR, 7z, ISO, NRG etc. will not be accepted. Please also make sure that the size of a single
compressed file does not exceed 50 Megabytes. Multiple files which are less than this limit can be uploaded
successively but the files should be given proper names as specified in the following naming conventions
section in this document.

Naming Conventions
Please ensure that you name all tender submission documents appropriately with the correct names of what the
document consist of and with clear serial numbers as suffix. As a prefix, we recommend putting a short
company abbreviation to all the file names of the documents. This will ensure that your documents can be
easily identified and organised by those involved in the evaluation of submission. We have included some
examples below.
Sample submission files for a company known as ABC company: ABC-Form of tender.pdf, ABC-HSE Policy.pdf

E-Bidding (OTM) Login Screen


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1

When invited to a
Tender by ADCO the
Bidder will receive an
email similar to the one
displayed here.

Note: Final Submission


Date is displayed in GMT
time zone.

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2

1
1

Click on the Link to


view the
tender invitation

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2

1
1

E-Bidding (OTM) Login Screen


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3

Enter the user name and


Password previously
email to you by ADCO

4
4

Click on the Login


button

5
5

If you have forgotten


your password click on
the link Password
Reminder, enter your full
email address and click
Submit

Note: You will be


returned to the login
screen and the
password will be sent to
you via email.

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Viewing Tender Invitation


Package
1i.e. If you log in normally
1

2
2

not using the link in


the email
then you will be
brought to
the overview page

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3

You will be able to see


all ADCO tenders you
currently have tasks or
messages for

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4

You can see that


there are tasks currently
awaiting action

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There is 1
unread message. Click on
the tender name to go to
the tender page.

Click to Change
Note: The number of tasks
your contact details
available for you will be
dependent on the nature of
Click to change
the Tender.
your password

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Viewing Tender Invitation


Package
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You are now in the tender


page.

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7

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Here you will be able to


action
Note: There are only two
the current tasks
tasks: TIP- Form of tender
and Technical Submission
with the same Final
Submission Date at this
stage of the Tender. If the
Technical Bid passes
technical evaluation then
ADCO will request the
Bidder to submit Bid Bonds
(if required) and
Commercial Bid Submission.

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Click on the View Details


button for TIP Form of
Note:tender
The Tender Invitation
Package (TIP) can be found
in the Task TIP Form of
Tender.

Note: The number of tasks available for you will be


dependent on the nature of the tender whether it
requires bid bonds or not.

Viewing and Downloading the


Tender Invitation Package
This is the Final Submission

1 Date
1
0
0
1 The additional Information
1
1 section
1
contains important
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1
2
2

information
please read fully

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0
0

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1

All Tender package


documents are
displayed and can be
Note:
In ProCon you need to
downloaded
acknowledge
each
Task
by clicking
on download
before you can complete it.
This guide will cover all the
steps required.

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1
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2

Viewing and Downloading the


Tender Invitation Package
A File download pop-up

1 screen
1
will appear
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3
1
1
To view the file click on
4 Open
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1
1
5 or
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5

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To save the file to your PC

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network drive click on save


and
save as normal

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Viewing and Downloading the


Tender Invitation Package
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The file will automatically


launch the required
programme e.g. Microsoft
word and the file will be
visible

Note: If you have any


difficulty
downloading, opening or
uploading file please refer to
the Troubleshooting guide
available on the login screen.

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Tender Messages
Note: ProCon can be used
to receive
and send messages
regarding your
tender e.g. requests for
information
Clarifications. When you
are sent a
message by ADCO via
ProCon you will
receive an email
automatically
informing you of a message
in ProCon.

Tender Messages
1
1

To access the message in


ProCon
click on the link

Note: This is an example of


the notification via email
please ensure your SPAM
filter is set to allow emails
from
proconsupport@adco.ae

1
1

Tender Messages
2
2

This will bring you to the


ADCO E-Bidding Portal

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3

Enter the user name and


Password previously email to
you by ADCO

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4

2
2

Click on the login button

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4

Tender Messages
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Once logged in you will be


brought directly to the
message
Click on the Mark As Read
button

5
5

Note: If you do not mark the


message as read it will
remain visible on the
Overview screen. Some
messages will not require a
response such as this
example however some will,
in this case you will see a
link titled reply.

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Tender Messages
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A pop-up message will


appear asking are you sure
you want to mark this
message as read?
Click on OK to proceed

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Tender Messages
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1
0
0
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1
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1

You are informed the


message has been
successfully marked as
Read
You can Navigate to the
Tender by clicking on the
Tenders Tab or
By clicking on the link in the
message

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1
0
0
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1
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1

Tender Messages
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To create a message
navigate
to the Tender screen
Click on the Create
message
link

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Tender Messages
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Enter a descriptive subject


Enter the message body
If you wish a response from
ADCO ensure Yes is selected
Enter the date and time you
would like a response by
You can attach files if you wish
Double check your message
and click on send

Note: Attaching files directly


related to you submissions
will lead to your
disqualification.

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Tender Messages
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0

You are informed your


message
has been successfully
created

Note: There is no need to


choose a recipient as
ProCon will automatically
direct the message to the
ADCO Tender
team for Action.

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0

Tender Messages
Note: Sometimes you will
receive messages from
ADCO which you must
respond to.

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1

To respond to a message
from
ADCO click on Reply

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Tender Messages
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Enter a descriptive subject


Enter the message body
If you wish a response from
ADCO ensure Yes is selected
Enter the date and time you
would like a response by
You can attach files if you
wish
Double check your message
and click on send

Note: Please make sure you


do not make formal bid
submissions via tender
messaging functionality. All
submission shall be sent via
formal process outlined in
Acknowledgement and
Submission of formal bids
section of this guide.

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Tender Messages
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2
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A pop-up screen will


appear
informing you that the
message can be viewed
by
Authorised members of
the
tender within ADCO

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Click on OK

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Tender Messages
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0
0

You are returned to the


Message
screen

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0

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Click on the View Details


Button for TIP Form of
Tender

Acknowledging Receipt of
Tender invitation & Form of
Tender

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1

2
2

After reviewing the Tender


Invitation Package you should
Acknowledge and Submit or
Acknowledge and Decline.

Acknowledging Receipt of
Tender invitation & Form of
Tender

Note: This guide assumes


you will be making a
submission. If you do not
wish to make a submission
please click on Acknowledge
and Decline button and
repeat for all 3 remaining
tasks giving a full description
of why you wish to decline.
You may retract your
decision to decline any time
before the Final Submission
Date please see end of guide
for retraction instructions.

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When Acknowledging and


submitting the form of
tender please use the text
provided in the Tender
invitation Package for the
Acknowledgement Letter

Acknowledging Receipt of
Tender invitation & Form of
Tender

Click on send when you


have entered and modified
the text correctly

Note: You are required to


Acknowledge receipt of
Tender within 3 days of
Invitation and you MUST fax
a signed copy of the
acknowledgement letter
contained in the Tender
invitation
Package to
ADCO, again within 3 days.

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3

4
4

Submitting the Form of Tender


You are returned to the

5 tender
5

page. Click on the View


Details
button for Tip Form of
Note: The following steps
Tender
should only be performed
when you are ready to make
your submission to ADCO.
Note: Dont leave your
submission to the last
minute. ProCon is a web
based application so if you
have a slow web connection
you will need longer to
upload the files depending
on their size.
Note: Submissions are not
visible to ADCO until after
the Final Submission Date
and you can retract your
submissions and modify
them at any time up until
the final submission date.
After this date and time you
will no longer be able to
submit or retract.

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5

Submitting the Form of Tender


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Your Acknowledgement is
visible

To make you submission for


form of
tender click in the Ready to
Proceed now button

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Submitting the Form of Tender


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To attach files Click on the


Yes
Button

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Submitting the Form of Tender


To find the file click on the

9 Browse
9

button on locate the file


Note: A pop-up screen will
appear
explaining there may be a
delay during upload.

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1
0
0

Click on the Save button


to attach
the file

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1
0
0

Submitting the Form of Tender


The attached file is visible

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1
1 The attached file can be
1
1 deleted
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2
2
1 To save your changes but
1
3 notsubmit click on the Save
3
1 button
1
4
4
To complete your
submission
on the
No, proceed
to
Note: click
You may
attach
as many
next
button
files as
youstep
need
to.

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1

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3

Submitting the Form of Tender


Steps 2 and 3 are now

1 available,
1
Modify the text in step 2
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5
1
When you have completed
1
2
6 step click
6
on Submit
Note: Ensure only the Form
of Tender document and
related documents are
attached here.

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1
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Submitting the Form of Tender


A pop-up screen will appear

1 asking Are you sure you


1
7 want
7
to submit this response?
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1
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1
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Click on OK

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Acknowledging Receipt of
Technical Submissions
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1

Click on the View Details


Button for Technical
Submissions

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1

Acknowledging intention to
make a Technical submission
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2
3
3

Please read the additional


information

Click on the Acknowledge


and
Submit button

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2

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3

Acknowledging intention to
make a Technical submission
4
4

Modify the default text if


required

Note: This is a default text,


you can enter specific text
when acknowledging the
Technical submission.

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5

Click on the Send button


when
ready. A confirmation note
Your
acknowledgement has been
logged
successfully will be
displayed.

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4
5
5

Submitting Your Technical


Submission
You are returned to the

6 tender
6

page

7
7

Click on the View Details


button
for Technical Submission
Note: The following steps
should only be performed
when you are ready to make
your submission to ADCO.
Note: Dont leave your
submission to the last
minute. ProCon is a web
based application so if you
have a slow web connection
you will need longer to
upload the files depending
on
their
size.
Note:
Submissions
are not
visible to ADCO until after
the Final Submission Date
and you can retract your
submissions and modify
them at any time up until
the final submission date.
After this date and time you
will no longer be able to
submit or retract.

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6

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7

Submitting Your Technical


Submission
Read the Additional
8 information
8

9
9

Your Acknowledgement is
visible

1
1
Click on the Ready to
0 proceed
0

8
8

now button

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9

1
1
0
0

Submitting Your Technical


Submission
1
1
1
1

To attach files Click on the


Yes
Button

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1
1
2
2

Submitting Your Technical


Submission
To find the file click on the

1 Browse
1
Button on locate the file.
2
2
Note: A pop-up screen will

appear explaining there may


be a delay during upload.
Click Ok to proceed.

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1
3
3

Click on the Save button to


attach
the file

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2
2

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1
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3

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1
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1
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5
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1
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7

Submitting Your Technical


Submission
The attached file is visible
The attached file can be
deleted
To save your changes but
not submit
click on the Save button
To complete your
submission click
on the No, proceed to next
step
button

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1
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1
4
4

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1
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5
1
1
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6

Submitting Your Technical


Submission
1
1
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8

Steps 2 and 3 are now


available,
Modify the text in step 2

1
1
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9

When you have completed


step 2
click on Submit
Note: Ensure only your
technical submission
documents are attached
here.

1
1
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1
1

Submitting Your Technical


Submission
2
2
0
0
2
2
1
1

A pop-up screen will


appear asking
Are you sure you want to
submit
this response?

2
2
0
0

Click on OK

2
2
1
1

Acknowledging intention to
make a Bid Bond submission
1
1

Click on the View


Details
Button for Bid Bond

1
1

Acknowledging intention to
make a Bid Bond submission
2
2

Please read the additional


information

3
3

Click on the Acknowledge


and
Submit button

Note: The Bidder shall


submit Bid Bonds only if
requested by ADCO.

2
2

3
3

Acknowledging intention to
make a Bid Bond submission
4
4

Modify the default text if


required

5
5

Note: This is a default


text, you
can enter specific text
when
acknowledging the Bid
Bonds.
Click on the Send button
when
ready. A confirmation note
Your
acknowledgement has been
logged
successfully will be
displayed.

4
4

5
5

Submitting Your Bid Bonds (If


Required)
6
6
7
7

You are returned to the


Tender
screen and informed the
response
has been successfully sent

Click on the View Details


Note:
The following steps
button
should
performed
foronly
Bid be
Bond.
when you are ready to make
your submission to ADCO.
Note: Dont leave your
submission to the last
minute. ProCon is a web
based application so if you
have a slow web connection
you will need longer to
upload the files depending
on their size.
Note: Submissions are not
visible to ADCO until after
the Final Submission Date
and you can retract your
submissions and modify
them at any time up until
the final submission date.
After this date and time you
will no longer be able to
submit or retract.

6
6

7
7

Submitting Your Bid Bonds (If


Required)
8
8
9
9

Read the Additional


information

Your Acknowledgement is
visible

1
1
Click on the Ready to
0 proceed
0

8
8

now button

9
9

1
1
0
0

Submitting Your Bid Bonds (If


Required)
1
1
1
1

To attach files Click on the


Yes
Button

1
1
2
1
2
1

Submitting Your Bid Bonds (If


Required)
To find the file click on the

1 Browse
1
2 button on locate the file
2

Note: A pop-up screen will


appear explaining there
may be a delay
during upload. Click Ok to
proceed.
Click on the Save button to
attach
the file

1
1
3
3

1
1
2
2

1
1
3
3

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1
4
4
1
1
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5
1
1
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6
1
1
7
7

Submitting Your Bid Bonds (If


Required)
The attached file is visible
The attached file can be
deleted
To save your changes but
not submit
click on the Save button
To complete your
submission click
on the No, proceed to next
step
button

1
1
7
7
1
1
4
4

1
1
5
5
1
1
6
6

Submitting Your Bid Bonds (If


Required)
1
1
8
8
1
1
9
9

Steps 2 and 3 are now


available,
Modify the text in step 2
When you have completed
step 2
click on Submit

Note: Ensure only your Bid


Bond documents are
attached here.

1
1
8
8
1
1

Submitting Your Bid Bonds (If


Required)
2
2
0
0
2
2
1
1

A pop-up screen will


appear asking
Are you sure you want to
submit
this response?

2
2
0
0

Click on OK

2
2
1
1

Acknowledging intention to
make a Commercial submission
1
1

Click on the View


Details
Button for
Commercial
Submission

1
1

Acknowledging intention to
make a Commercial submission
2
2

Please read the additional


information

3
3

Click on the Acknowledge


and
Submit button

2
2

3
3

Acknowledging intention to
make a Commercial submission
4
4

Modify the default text if


required

5
5

Click on the Send button


when
ready. A confirmation note
Your
acknowledgement has been
Note: logged
This is a default text,
successfully will be
you can
enter displayed.
specific text when
acknowledging the
Commercial submission.

4
4

5
5

Submitting Your Commercial


Submission
6
6
7
7

You are returned to the


Tender
screen and informed the
response
has been successfully sent

Click on the View Details


Note:
The following steps
button
should
be performed
foronly
Commercial
when
you
are
Submission ready to make
your submission to ADCO.
Note: Dont leave your
submission to the last
minute. ProCon is a web
based application so if you
have a slow web connection
you will need longer to
upload the files depending
on their size.
Note: Submissions are not
visible to ADCO until after
the Final Submission Date
and you can retract your
submissions and modify
them at any time up until
the final submission date.
After this date and time you
will no longer be able to
submit or retract.

6
6
7
7

Submitting Your Commercial


Submission
8
8
9
9

Read the Additional


information

Your Acknowledgement is
visible

1
1
Click on the Ready to
0 proceed
0

8
8

now button

9
9

1
1
0
0

Submitting Your Commercial


Submission
1
1
1
1

To attach files Click on the


Yes
Button

1
1
1
2
1
2

Submitting Your Commercial


Submission
To find the file click on the

1 Browse
1
2 button on locate the file
2

Note: A pop-up screen will


appear explaining there
may be a delay during
upload. Click Ok to proceed.

1
1
3
3

Click on the Save button to


attach
the file

1
1
2
2

1
1
3
3

1
1
4
4
1
1
5
5
1
1
6
6
1
1
7
7

Submitting Your Commercial


Submission
The attached file is visible
The attached file can be
deleted
To save your changes but
not submit
click on the Save button
To complete your
submission click
on the No, proceed to next
step
button

1
1
7
7
1
1
4
4

1
1
5
5
1
1
6
6

Submitting Your Commercial


Submission
1
1
8
8
1
1
9
9

Steps 2 and 3 are now


available,
Modify the text in step 2
When you have completed
step 2
click on Submit

Note: Ensure only your


Commercial
Submission documents are
attached
here.

1
1
8
8
1
1

Submitting Your Commercial


Submission
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0
0
2
2
1
1

A pop-up screen will


appear asking
Are you sure you want to
submit
this response?

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2
0
0

Click on OK

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2
1
1

Retracting a Submission
1
1

Click on the History


expander icon

Note: You may wish to make


a change to your submission
or even submit after earlier
declining. You can do this in
ProCon as long as the Final
Submission Date has not
passed.

1
1

Retracting a Submission
2
2
3
3
4
4

The History menu is


displayed
Beside each of your
submissions or
declines you will have the
option to
retract
Click on the relevant retract
link e.g.
you wish to update the
technical
submission

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4
2
2

Retracting a Submission
Update the default text as
5required
5

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Click on Send when ready

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6

Adding Team Members


7
7

You are informed your


response/decline has been
retracted successfully

8
8

The task is now visible and


the
View Details button is
available

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7

Note: If you had previously


declined all 4 tasks you must
retract all 4 tasks and then
submit all 4 task as per
instructions in the Tender
Invitation package.

8
8

Adding Team Members


1
1

Click on the Company Tab

Note: It is possible to add


existing company contacts to
the tender to assist in the
tender submissions or to
complete in your absence. If
the contact does not exist
already they must be added to
your company first.

1
1

Adding Team Members


2 detailYou will be brought to the
2
page by default

3
3

To add a contact click on


Contacts
Tab

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2

3
3

Adding Team Members


4
4
5
5

Existing Contacts will be


displayed and can be
deleted or edited to update
information.
To Add a new contact click
on the Add button

Note: The Edit, Delete and


Add buttons may not be
visible due to your ProCon
Permissions if this is the case
please contact your companies
ProCon Administrator or
contact ADCO support.

4
4

4
4

5
5

Adding Team Members


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1
0
0
1
1
1
1
1
1
2
2

Populate all field with valid


information * denotes a
mandatory
field
Ensure Primary Contact is set
to Yes if
you wish this person to be
able to
receive tender invitations from
ADCO
Ensure Use Extranet only is
ticked or
they may miss
communications from
ADCO
Enter the Username as the
contact first
name and last name with a _
e.g.
Andrew_Kealy

Ensure the role Supplier is


selected
Note: Selecting the wrong role
from the dropdown
may result is loss of
functionality
available
to the
Enter a simple
password
e.g.
user so
ensure supplier is
Password1
selected.
Double check all entered

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6

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1
0
0

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1
1
1

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1
2
2

Adding Team Members


1
1
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3

You are returned to the


Contacts Tab and informed
the contact has been added

1
1
4
4

Contact is visible on the


screen

1
1
3
3

1
1
4
4

5
5

Adding Team Members to


Tender
1
1
5
5

Click on Tenders

Note: The newly added


Contact can
now be added to the tender.
You
should notify the newly
added contact
and inform them of their
username
and password.

1
1
5
5

Adding Team Members to


Tender
1
1
6
6

Click on name of the


tender you wish to add the
new contact to

1
1
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6

Adding Team Members to


Tender
1
1
7
7

Click on Change Contacts


link

1
1
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7

Adding Team Members to


Tender
1
1
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8
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1
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9
2
2
0
0
2
2
1
1

Current tender contacts


are displayed
Available contacts are
displayed

1
1
8
8

Ensure the check box for


the contact you wish to add
is ticked
Click on Add

1
1
9
9

2
2
0
0
2
2
1
1

Adding Team Members to


Tender
You are returned to the
2Tender
2
screen and informed
2
2
Contact
successfully added

2
2
3
3

Number of contacts in
now 2

2
2
2
2

2
2
3
3

THANK YOU!