Tender Management System: User Guide

Tender Management System: User Guide

Contents Creating a User Account................................................................................................................................................................................................................ 2 Access TMS and Login ................................................................................................................................................................................................................... 4 Dashboard Page ............................................................................................................................................................................................................................ 4 Open Tenders Page ....................................................................................................................................................................................................................... 5 Tender Summary View .................................................................................................................................................................................................................. 5 Plan Holder List ............................................................................................................................................................................................................................. 5 Download Tender Documents and/or Addenda ............................................................................................................................................................................ 6 Request a Hard Copy ..................................................................................................................................................................................................................... 7 Closed Tenders Page ..................................................................................................................................................................................................................... 8 My Account Page .......................................................................................................................................................................................................................... 9 Logout At Any Time................................................................................................................................................................................................................................. 9 Help Icon ..................................................................................................................................................................................................................................... 10

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide The Government of Yukon Tender Management System (TMS) allows businesses and interested parties to access tender documents and receive automated notifications. This guide provides an overview of how to navigate within TMS. NOTE: Microsoft Internet Explorer version 7 or higher is recommended to access TMS.

Creating a User Account Signing up for an account for the Government of Yukon Tender Management System will allow you to do the following: •

view, download and print current active tender documents,

•

receive automatic email notifications for specific categories of tenders when they are published, and

•

view and add yourself to the plan holder list for a particular tender.

Follow these easy steps to sign up for an account: 1. Open your internet browser (e.g. Microsoft Internet Explorer) and click or type the following link in the address bar: http://www.hpw.gov.yk.ca/tenders/tms.html From this page, click the link to the TMS. 2. The Tender Management System sign up page will display. 3. Click on the Create an account button as highlighted here.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

4. Enter the relevant information in the fields. 5. Click on the Create Account button. 6. The system will automatically send you an email with a temporary password and will return you to the login screen. 7.

Login in to the account of the email you provided and check for a message from [email protected]. Check your “junk” email folder if the message does not appear in your “inbox” email folder.

8. Note the password contained within this email (diagram) and click the link Government of Yukon Tender Management System. 9. At the login prompt, enter your email address and password provided. 10. The system will prompt you to change your password. 11. Once the password is changed, you will be logged in to the Tender Management System.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

Access TMS and Login: 1. Open your internet browser (e.g. Microsoft Internet Explorer) and type in the address bar http://www.hpw.gov.yk.ca/tenders/tms.htmlclick the link to the TMS. 2. Enter your account details. Click on the “Sign in” button. If you do not have an account, you can sign up for one (click the indicated hyperlink for instructions).

Dashboard Page 3. The dashboard contains a list of the top 5 items from the following 3 areas: • Recently Advertised Tenders • Open Tenders I am on the Plan Holder List for • My Recent Bid Submissions 4. Click on an item under any heading to open that particular record. 5. Click on the column header to sort the information in ascending or descending order by name or closing date. 6. Click on the “previous” or “next” arrows at the bottom right hand corner of the respective area to see the next 5 items.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

Open Tenders Page 7. Click on the “Open Tenders” tab to see tenders that are currently open. 8. Click on the name of any tender in the list to go to the Tender Summary View. 9. Find a specific tender by entering part of the name or subject in the search field and click “Go”. Using the search field allows filtering results to the specified search terms. Click “’Reset” to clear the filtered results.

10. To download this list to a spreadsheet, click “download this list” in the bottom left hand corner of this area.

Tender Summary View 11. This shows the basic information about the tender and the respondent(s) in the Plan Holder List.

Plan Holder List 12. Be able to view and download the tender documents and receive automatic updates and notifications about a specific tender. Click the “Add Me to the Plan Holder List” button. Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

Download Tender Documents and/or Addenda Once on the Plan Holder List – the “Documents to Download” area will appear.

13. Click on the document name in this area to be able To open or save the document.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

Request a Hard Copy 14. Click the “Request Hard Copy” button to have the tender documents mailed or couriered. 15. Click “OK” to consent to being added to the Plan Holder List once your request has been processed.

16. Ensure the contact information and mailing information is accurate. 17. Under the Shipping Instructions area, select regular mail or courier (at your own expense). 18. Click the “Submit” button to process the request. A confirmation email will be sent once the request is processed.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

Closed Tenders Page 19. This shows all the tenders that are closed and their current status, whether they are pending to be or have been awarded. Click the tender status column to sort the list. 20. Click on the relevant tender from the list to view more details on a particular tender such as the list of bidders, value of bids, and who it was awarded to - if it has been awarded. 21. The search feature and “download this list” option are available. See steps 9 and 10.

22. The “Bids Received - Award Pending” area shows the bidders, the bid amount and who was awarded the contract. (If a bid sheet has been uploaded, a View Bid Sheet button will appear) NOTE: Only the successful bidder will see their name highlighted in green.

23. Click the “Back” button above the name of the tender to return to the closed tenders list.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

My Account Page 24. Update contact details such as contact preference and the tender categories to be notified of (only if the contact preference is set to email). 25. Click the “Update Account” button to submit the changes. 26. Click the “Remove My Account” button to delete the account and discontinue access to the system.

Logout At Any Time Click “Logout” – located on the top right hand corner of every screen.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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Tender Management System: User Guide

Help Icon Hover the mouse cursor over a field title, if the icon changes, click to access the help menu for that field.

Procurement Support Centre: Phone (867)667-5385 Toll Free in Yukon: 1-800-661-0408 Email: [email protected] Web: www.hpw.gov.yk.ca/tenders

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