Guide to ADCO's E-Bidding System (ProCon

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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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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Click on the Link to

view the
tender invitation
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E-Bidding (OTM) Login Screen

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Enter the user name and

Password previously
email to you by ADCO
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Click on the Login

button
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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
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not using the link in

the email
then you will be
brought to
the overview page
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You will be able to see

all ADCO tenders you
currently have tasks or
messages for
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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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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
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0
0
1 The additional Information
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1 section
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contains important
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information
please read fully
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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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A File download pop-up
1 screen
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will appear
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To view the file click on
4 Open
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5 or
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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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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
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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
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Tender Messages
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This will bring you to the

ADCO E-Bidding Portal
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Enter the user name and

Password previously email to
you by ADCO
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Click on the login button
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Tender Messages
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Once logged in you will be

brought directly to the
message
Click on the Mark As Read
button
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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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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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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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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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Tender Messages
Note: Sometimes you will
receive messages from
ADCO which you must
respond to.
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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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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
You are returned to the

Message
screen
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Button for TIP Form of
Tender
Acknowledging Receipt of
Tender invitation & Form of
Tender
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After reviewing the Tender

Invitation Package you should
Acknowledge and Submit or
Acknowledge and Decline.
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
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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Submitting the Form of Tender

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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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Your Acknowledgement is
visible
To make you submission for

form of
tender click in the Ready to
Proceed now button
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To attach files Click on the

Yes
Button
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To find the file click on the
9 Browse
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button on locate the file

Note: A pop-up screen will
appear
explaining there may be a
delay during upload.
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Click on the Save button

to attach
the file
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0

The attached file is visible
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1 The attached file can be
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1 To save your changes but
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1 button
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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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3

Steps 2 and 3 are now
1 available,
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Modify the text in step 2
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When you have completed
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6 step click
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on Submit
Note: Ensure only the Form
of Tender document and
related documents are
attached here.
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A pop-up screen will appear
1 asking Are you sure you

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7 want
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to submit this response?
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Click on OK
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Technical Submissions
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Button for Technical
Submissions
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Acknowledging intention to
make a Technical submission
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Please read the additional

information
Click on the Acknowledge

and
Submit button
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make a Technical submission
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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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Click on the Send button

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

Submission
6 tender
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page
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7

button
for Technical Submission
Note: The following steps
should only be performed
on
their
size.
Note:
Submissions
are not
submit or retract.
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Submission
Read the Additional
8 information
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visible
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Click on the Ready to
0 proceed
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now button
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1
0
0

Submission
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1

Yes
Button
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2
2

Submission
1 Browse
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Button on locate the file.
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2
appear explaining there may

be a delay during upload.
Click Ok to proceed.
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3
Click on the Save button to

attach
the file
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Submission
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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Submission
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available,
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step 2
click on Submit
Note: Ensure only your
technical submission
documents are attached
here.
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Submission
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0
0
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appear asking
Are you sure you want to
submit
this response?
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0
Click on OK
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make a Bid Bond submission
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Click on the View

Details
Button for Bid Bond
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information
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and
Submit button
Note: The Bidder shall

submit Bid Bonds only if
requested by ADCO.
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required
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Note: This is a default

text, you
can enter specific text
when
acknowledging the Bid
Bonds.
when
Your
logged
displayed.
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Submitting Your Bid Bonds (If

Required)
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Tender
screen and informed the
response
has been successfully sent

Note:
The following steps
button
should
performed
foronly
Bid be
Bond.
on their size.
submit or retract.
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Required)
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Read the Additional

information
visible
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1
0 proceed
0
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now button
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1
0
0

Required)
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Yes
Button
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2
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2
1

Required)
1 Browse
1
2 button on locate the file
2

appear explaining there
may be a delay
during upload. Click Ok to
proceed.
attach
the file
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Required)
deleted
not submit
To complete your
submission click
step
button
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Required)
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available,
step 2
click on Submit
Note: Ensure only your Bid

Bond documents are
attached here.
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Required)
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0
0
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appear asking
submit
this response?
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0
Click on OK
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make a Commercial submission
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Click on the View

Details
Button for
Commercial
Submission
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information
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and
Submit button
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required
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when
Your
Note: logged
This is a default text,
you can
enter displayed.
specific text when
acknowledging the
Commercial submission.
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Submitting Your Commercial

Submission
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Tender
screen and informed the
response
has been successfully sent

Note:
The following steps
button
should
be performed
foronly
Commercial
when
you
are
Submission ready to make
on their size.
submit or retract.
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Submission
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Read the Additional

information
visible
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1
0 proceed
0
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now button
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1
0
0

Submission
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Yes
Button
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2
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2

Submission
1 Browse
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2 button on locate the file
2

appear explaining there
may be a delay during
upload. Click Ok to proceed.
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3
3

attach
the file
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1
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1
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1
1
7
7

Submission
deleted
not submit
To complete your
submission click
step
button
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1
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Submission
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available,
step 2
click on Submit
Note: Ensure only your

Commercial
Submission documents are
attached
here.
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Submission
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0
0
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appear asking
submit
this response?
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0
0
Click on OK
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Retracting a Submission
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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.
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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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Update the default text as
5required
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Click on Send when ready
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Adding Team Members

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You are informed your

response/decline has been
retracted successfully
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The task is now visible and

the
View Details button is
available
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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.
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Adding Team Members

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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.
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Adding Team Members

2 detailYou will be brought to the
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page by default
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To add a contact click on

Contacts
Tab
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Adding Team Members

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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.
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Adding Team Members

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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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Adding Team Members

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Contacts Tab and informed
the contact has been added
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Contact is visible on the

screen
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Adding Team Members to

Tender
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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.
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5
5

Tender
1
1
6
6
Click on name of the

tender you wish to add the
new contact to
1
1
6
6

Tender
1
1
7
7
Click on Change Contacts

link
1
1
7
7

Tender
1
1
8
8
1
1
9
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

Tender
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!

Guide to ADCO's E-Bidding System (ProCon

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Guide to ADCO's E-Bidding System (ProCon

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ProCon Bidder User Guide

Supply Chain Management

Bidder User Guide Content

Viewing and Downloading Tender invitations Viewing Tender Invitation Package

ADCO E-bidding (Online Tender

Preparation of soft copies of documents for online submission

Format and size of documents

E-Bidding (OTM) Login Screen

Note: Final Submission

Click on the Link to

E-Bidding (OTM) Login Screen

Enter the user name and

Click on the Login

If you have forgotten

Note: You will be

Viewing Tender Invitation

not using the link in

You will be able to see

You can see that

Viewing Tender Invitation

You are now in the tender

Here you will be able to

Click on the View Details

Note: The number of tasks available for you will be

Viewing and Downloading the

All Tender package

Viewing and Downloading the

To save the file to your PC

network drive click on save

Viewing and Downloading the

The file will automatically

Note: If you have any

To access the message in

Note: This is an example of

This will bring you to the

Enter the user name and

Click on the login button

Once logged in you will be

Note: If you do not mark the

A pop-up message will

You are informed the

Enter a descriptive subject

Note: Attaching files directly

You are informed your

Note: There is no need to

Enter a descriptive subject

Note: Please make sure you

A pop-up screen will

You are returned to the

Click on the View Details

After reviewing the Tender

Note: This guide assumes

When Acknowledging and

Click on send when you

Note: You are required to

Submitting the Form of Tender

page. Click on the View

Submitting the Form of Tender

To make you submission for

Submitting the Form of Tender

To attach files Click on the

Submitting the Form of Tender

button on locate the file