Materials e-Bidding System

Saudi Electricity Company 1 oI 35

Materials
e-Bidding System
by
Kaleem Ahmad
B. Sc. (Phvsics), M.C.A.
Sr. Business Development Analyst
Systems Support Division
Materials Supply Department
Saudi EIectricity Company
Saudi Arabia
For further details, please contact on 858 5221 or e-mail us at
msessdvse.com.sa
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Introduction
e-Bidding System is Iully automated web based system using e-commerce concept. Vendors will
have their user ID and password that will be provided by Systems Support Division oI Materials
Supply Department. The vendor can change their password any time. The password is case
sensitive i.e. capital and small character will not be same.
Feature of the system
It is Iully automated and paper less system.
Cost eIIective. Vendors need not Iax or come to submit their quotation. This signiIicantly
saves the vendors time and money. For our side it also save time oI Iax operator (to log
and Iile the Iax), bid controller (to Iile the quotation till bid closing date) and buyer ( to
enter quotation in mainIrame).
Fast and reliable communication. The quotations submitted by vendor are directly saved
in database.
Time saving. No delay in processing the quotation. On the bid closing date the quotation
will be processed and lowest bidders can be determined in the bid summary.
ConIidentiality oI the data. In the manual process the quotation Irom the vendor side were
exposed to their typist / Iax operator. In our side it was exposed to Iax receiver, bid
controller and buyer. Now beIore the bid closing date the quotation cannot view by any
one.
No human intervention. Once buyer makes the bid, the system invites all related vendor
and select best ten vendors on the bid closing date and update the mainIrame system. So
in the whole bidding process there is no human intervention.
System Security
In this system the data is stored in SQL server, which has reliable data security. In order
to provide additional security to sensitive Iields such as price and password they are kept
encrypted.
The system is residing on web server, which is protected through Iirewall.
To access the system it requires vendor ID and password. To make it more secure, the
password is made case sensitive and vendors are advice to change their password once in
a week or month. The vendor can also change their password whenever they require.
Component of online bidding system
Open Bid System
Closed Bid System
High Value Bid System
Purchase Order System
Vendor InIormation System
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Open Bid System
This system will enable vendors to view and respond all their bids that bid-closing date is not
passed. So this will eliminate the need oI Iaxing the bid response to Purchasing Division.
This is a Iully secure system, the price submitted by vendors are encrypted in database so that it
cannot be read by anyone beIore the bid closing date. AIter the bid closing date the vendor`s bid
response inIormation will be automatically updated in our mainIrame based, Materials
Management System.
This system will eliminate several steps in manual bidding process and will be completely paper
less. So it will signiIicantly reduce the cycle time and cost in whole bidding process. It has
Iollowing Ieatures:
Once valid vendor`s user ID password is entered the system will list all his bids waiting
Ior response.
Every day new bids send to the vendors will be added in the list.
The bids Ior which the bid closing date is passed will not appear in the list. It will be
moved to bid history.
The bids Ior which the bid closing date is today, the bid closing date will be displayed in
red color.
The bids Ior which the bid closing date is tomorrow, the bid closing date will be displayed
in pink color.
The status will show the vendor action on the bid.
Closed Bid System
This system will enable vendors to view and print any bids Ior which the bid closing date is
passed. It helps the vendor to keep record oI past bid request. It has Iollowing Ieatures.
Status oI Bid will be updated automatically.
Once valid vendor`s user ID password is entered the system will list all his old bids.
Vendors can view or print their bid response.
High Value Bid System
This system will enable vendors to view and print any high value bids. It helps the vendor to keep
record oI high value bid request. It has Iollowing Ieatures.
Status oI Bid will be updated automatically.
Vendors can view or print their bid response.
Purchase Order System
This system will enable vendor to see our purchase orders with the vendor. Any new purchase
order will be added to the list automatically. The status oI purchase order i.e. delivered, accepted,
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rejected, invoiced etc. will also be updated automatically. This will help the vendor to know any
new purchase orders as well as the status oI the existing purchase orders.
Vendor Information System
This system will enable vendor to see their inIormation, which we have in our system i.e. name,
address, contact person, Iax, phone, e-mail etc. and kind oI materials which the vendor is
registered to deal with us. The vendors will automatically receive inquiries Ior the material,
which he is registered in our system.
System Requirement
Vendors only require a Personal Computer with windows operating system and Internet
connection.
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User`s Guide
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Accessing e-Bidding System
To access Materials e-Bidding System,
Come to our company home page: www.se.com.sa
And click on Purchasing`
OR
Directly enter link address: www.se.com.sa/mmd
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The e-Bidding System will be open and it will give Iollowing screen.
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Open Bid System
Click on Vendors Login, Iollowing logon ID screen will come. The vendor should
enter his vendor ID and password, which is initially provided by MMD, The
password is case sensitive.
AIter successIul login, the system will list open bids (bid closing date not passed)
in the Iollowing screen.
This system will allow printing and submitting bid.
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The bid will stay here till the bid closing date. The quotation can be revised any
number oI times beIore the bid closing date. The status shows the users action on
the bid. Bid-closing date will be shown in red color Ior which the bid closing date
is today, and in pink color Ior which the bid closing date is a day aIter.
To quote, click on the bid number. To print a bid, click on the print`. The
Iollowing screen will show the bid in print Iorm.
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To print hard copy, click on Print` button. You can also make copy oI whole or
part oI the document and past it to other place like word document.
To go back the previous screen, click on Back` button.
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To respond or re-quote any bid, just click on the desired bid number. The Iollowing
bid response screen will appear.
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In the above screen all the Iields are required except the remarks and alternate price
Iields are optional.
Declined to Bid: Click here to check the box, iI you want to decline the whole bid.
ReIerence Number: Enter the your (vendor) reIerence number.
Ship Via: By Sea or By Air etc.
Valid Up to: Quotation validity date. It must be entered in mm/dd/yyyy Iormat.
Normally it should be 90 days Irom bid closing date.
Quoted By: Enter the name and phone number oI sales person or person responsible Ior
this quotation
Delivery Point: Enter our company warehouse location, where you will deliver the
material.
Custom Duty: Select the custom duty charges included in the price.
Quoted Currency: Currency oI your price. The deIault value is Saudi Riyal (SAR). The
Ioreign vendors can quote in any major world currency. Local vendors
must quote in Saudi Riyal (SAR), iI they do not have any pre-agreement to
quote in Ioreign currency.
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Remarks: This is an optional Iield in which you can enter maximum 160 characters
comment. This can be utilized to provide any additional inIormation that
you want to give Ior the oIIer.
Quoted Quantity: The quantity you are quoting in requested unit oI measure only. DeIault
value is requested quantity.
Quoted Unit Price: The unit price you are oIIering.
Quoted Alternate Unit Price: This is an optional Iield. II vendor want to quote another price
in addition to the main price, he can use this Iield. II you are oIIering
alternate unit price, you must provide details in Remarks / Deviation Iield.
Delivery Time (Days): The time you need to deliver this item aIter getting the purchase order.
It must be in days and one number only like 38 and not 25-38.
Remarks / Deviation: This is an optional Iield in which you can enter maximum 200
characters. This Iield can be utilized to provide any kind oI inIormation
you want to provide Ior the item. II you have any attachment like catalog,
drawing etc. you can either e-mail to buyer or send by Iax or normal mail
address to buyer.
Decline: Click here, iI you want to decline this line item.
To see the description oI the item, click on the desired item number. The system
will show the description oI item in Iollowing screen.
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To go back to the previous Bid Response Entry Form` screen, click on the Back`
button.
Fill the inIormation in Bid Response Entry Form` screen. Make sure that all
entries are correct. To submit, click the submit button or press ENTER key.
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A conIirmation message will appear. Press OK button to submit or cancel to go
back to the entry Iorm. Once the bid is submitted successIully, the Iollowing screen
will come.
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To print the bid response, click on Print this Bid Response`, the Iollowing screen
will come. To go back to bid list, click on Go Back to List`
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To print hard copy, click on Print` button. To back to the previous screen, click on
Back` button.
On the List oI Bids Waiting Ior Response` screen, once the bid is quoted, the
status oI the bid will change to Quoted`.
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To response other bids, just Iollow the above steps. Once Iinished you must logoII.
To logoII Irom the Bid Response System` click on Log OII` button. The
homepage screen will appear.
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Closed Bid System
Once the bid closing date is passed, the bids are moved Irom open bids to the
closed bid system.
The vendor may use this system, to keep track oI past bids.
This system requires vendor ID and password. To use Bid history system, click on
Vendor Login, Iollowing logon screen will come. Enter the Vendor ID and
password.
AIter the validation oI the vendor ID and password, the system will list the open
bids. Click on the Closed Bids, the Iollowing screen will come.
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The status column on the above screen shows the vendor`s action on that bid. To
print or view your quotation, click on the desired bid number. It will show the
quotation in Iollowing screen.
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To print hard copy, click on Print` button. To go back to previous screen, click
Back` button.
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High Value Bids System
The High value bids system will enable vendor to view, print and know the status
oI high value bids. Bid should be submitted through sealed bid in the bid box only.
AIter vendor login click on High Value Bids, Iollowing screen will come.
The status oI the bid shows the current status oI the bid. Following are possible status.
Open Bid is valid to quote
Close Bid closing date passed
Quoted Vendor has quoted the bid.
Completed Bid completed. Purchase Order is issued to other vendor.
PO Bid completed. Purchase Order is issued to you against this bid.
AIter the bid closing date once buyer enter the price in the system, it will change the status oI the
bid to Quoted and vendors will be able the see their prices.
The see the content oI high value bid click on the bid number, Iollowing screen will come.
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Purchase Order System
This system will help vendors to know our active purchase orders with vendors.
This system requires vendor ID and password.
To use Purchase Order system, aIter logging to the system click on Purchase
Order`, Iollowing logon screen will come.
To know the details oI purchase order click on PO Number. Following screen will
show the details.
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The purchase order will stay in this system till the status is OPEN`. The closed
purchase order with status CLOSE` will be removed at month end.
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Vendor Information System
This system will help the vendor to know about inIormation about them and
commodity classes they are registered in our system.
AIter logging to system, click on Vendor InIormation`, Iollowing logon screen
will come.
In this screen system shows the vendors address, Iax, phone and contact person
address, e-mail, phone, Iax and Zakah inIormation.
The next important inIormation is List oI Registered Classes`. This is the list oI
kind oI material which vendor is registered to deal with the Materials Management
Department. In near Iuture, it will not be on buyer to select the vendor to send bid
request. Based on the above registered classes, the vendor will automatically
receive all bid requests Ior his registered classes.
So it is very important Ior vendor to check above inIormation and iI it needs to be
updated, they must contact Mr. Thawab M. Al-Otaibi, Vendor Liaison
Coordinator, Vendor AIIairs Unit at 858-6654 or 858-6287.
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Bid Terms & Conditions
This provides the inIormation about terms and condition Ior bidding. This does not
require any password.
Click on Bid Terms & Condition`, Iollowing screen will come.
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Vendor Registration
This provides the inIormation how to register your company as supplier oI material
to SEC. This does not require any password.
Click on Vendor Registration`, Iollowing screen will come.
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Item Class
This provides the list oI code and description oI commodity classes . This does not
require any password.
Click on Item Class`, Iollowing screen will come.
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Buyer`s Phone
This provides the inIormation about Buyers contact details Ior all regions. This
does not require any password.
Click on the region you want. II you click on Eastern Region`, Iollowing screen
will come.
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Warehouse Locations
This provides the location code and description oI all warehouses oI Materials
Supply Department. This does not require any password.
Click on the region you want. II you click on Eastern Region`, Iollowing screen
will come.
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FAQs
This provides the answer oI Irequently asked questions. This does not require any
password.
Click on FAQs`, Iollowing screen will come.
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User`s Guide
This will open the user`s guide. It is in PDF Iormat. It can be down loaded and
printed easily. This does not require any password.
Click on User`s Guide, Iollowing screen will come.
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About Kaleem Ahmad
Mr. Kaleem Ahmad is working in Systems Support Division, Materials Supply Department Saudi
Electricity Company as Sr. Business Development Analyst since 1994. He has bachelor degree in
Physics and Master degree in Computer Science & Applications. He has successIully done
several projects in business automation and business intelligence. The e-biding is one oI his
prominent innovative project implemented in 2001. For this project company has awarded him
Employee Innovation Award`. The department has recognized his outstanding perIormance and
awarded him Employee oI the year` twice.