Framework Agreements User Manual
Contents
1. Document Reference Date Module Version Author ISSUMFR1 2008 08 13 V5 3 1 1 Caroline Barnes ISSUMFR1 2008 08 13 V5 3 1 1 Amanda Spies 2008 09 30 V5 3 2 0 Amanda Spies 2009 01 31 V5 3 2 5 Amanda Spies 2009 03 30 V5 3 3 0 Amanda Spies ACKNOWLEDGEMENTS Topic Name of Reference Material Person Author Nature of input l e Information Reference Material etc Other information l e Publication date publisher etc Project manager Liza Law Information Module expert Corne Smit Information Subject expert Richard Green Definitions Programmer Trienie van der Merwe Technical Version 5 3 2 5 We 4 INTENDA USER MANUAL Framework Agreements Version 5 3 3 02. We 4 INTENDA USER MANUAL Framework Agreements Version 5 3 3 0 S i INTENDA Framework Agreements User Manual Table of Content Framework Agreements vns aaa 2 What is a framework agreement mennennnnnaneneennnanannannnnnnaannannnnannaananee 2 ISSUE a framework AMM iii il a 4 Gather Resposta aema amka iidne 4 Compute Comparative VS iii da 4 eel o PPP o 5 RECOMMENdAtONS oct A 5 Award and issue a framework agreement contract 0nnnnennnnnnennanai 6 What is a mini competition sonia ia ida 7 Creating a mini COMPE Msuscinn ia 7 Page 1 of 9 gt INTENDA Framework Agreements User Manual Framework Agreements What is a framework agreement A framework agreement is an agreement with suppliers the purpose of which is to establish the terms governing contracts to be awarded during a given period in particular with regard to price and quantity In other words a framework agreement is a general term for agreements with suppliers which set out terms and conditions under which specific purchases call offs can be made throughout the term of the agreement The framework agreement may in itself be a contract Method Creating a framework agreement e From the RFx dashboard select New ITT from the ITT Intention to tender menu e The Tender detail form will be displayed F Tender Detail 0 Header Tender Type v Buyer Code PHI Ten
3. the normal procedure to change confirm the issue method and issue the framework agreement on the relevant tabs as you would for other tender e The Tender must first be issued to the End User to make sure that the tender was approved before final issuing to the Supplier Community Gather Response All the functionalities relevant to other tenders are relevant to a framework agreement Not all functions are mandatory steps in the response process but all of them make a useful contribution to the whole 1 Add suppliers to tender 2 Rating Criteria 3 Confirm response received 4 Import Data 5 Capture Responses 6 Supplier Ratings T Transport Routes Follow the normal procedures to gather responses Compute Comparative Value For framework agreements RFx calculates the comparative values for all item responses of all suppliers and creates a scenario where one 1 item is allocated to all the suppliers whom responded to and was not excluded during the issuing process from the ITT Page 4 of 9 JA Z INTENDA Framework Agreements User Manual Method Complete the Compute Comparative Value e Select Compute comparative values from the ITT menu e Select the relevant framework agreement to display the compute comparative values form e Select the Cheapest price formula from the Compute comparative values form PLEASE NOTE When dealing with framework agreement only the cheapest gt price formula should be selected
4. the normal procedure to recommend each suggested contract per supplier PLEASE NOTE After editing each suggested contract for supplier who gt responded and was not excluded during the scenario modeling process and oe the recommend button is selected once the system awards a contract to each of the suppliers Award and issue a framework agreement contract Once a contract was created on the recommendations menu the contract status will be Approved the contract must be finalised on the award contract functionality in order that the framework agreement can be used in a mini competition Method Award and Issue a Framework Agreement Contract e Select the relevant contract e Follow the normal procedure to issue each approved contract to a supplier The following actions are important Maintain the Termination type of the contract on the contract header tab Check the Supplier s issue method on the corresponding tab Move the available supplier to the Selected supplier block Issue the Contract to the selected supplier Check the supplier issue status tab ARON The Contract is now in finalised status After a contract is issued an automatic batch run is executed in the background normally at night This batch checks the effective dates of finalised contracts and changes the status to Ordered When a contract status is ordered it is available to be used by other ISS modules and functionality within the RFx module It is advis
5. with information linked to the reference number fields PLEASE NOTE If the reference number is not known to the user either the description or number fields may be completed in the same way as described in step 8 The remaining two fields i e If the number field was competed the Ref Number and Descriptions fields will automatically be populated with the information linked to the competed field Select the OK button PLEASE NOTE If the date and time was not greater than the current date and time the system will return an error in which event the date and time should be corrected and the header must be saved again The system discloses a number of additional tabs PLEASE NOTE At this stage the system also allocates a number to the tender and reflects it as being in created status It is also important to note that the system does not open the Add tender lines dialog box at this stage as the line items are derived from the selected framework agreement Page 8 of 9 Ik 2 INTENDA Framework Agreements User Manual The procedure type tab is not displayed as the procedure type is derived from the selected framework agreement e Complete all the tabs as you would complete for other tender PLEASE NOTE The following tabs can be maintained by editing existing and gt adding new information to the existing information as you would for other a tenders 1 Lines 2 Commodity categories 3 Projects 4 Response fields 5 Att
6. able to confirm the status of a given contract Page 6 of 9 UA gt i INTENDA Framework Agreements User Manual What is a mini competition A mini competition is a tender which is related to an already existing framework agreement When creating a mini competition it must reference a framework agreement and can only make use of suppliers available on the framework agreement Other than this stipulation a mini competition is treated as a standard tender in the market Creating a mini competition Method Create a mini Competition e From the RFx dashboard select New ITT from the ITT Intention to tender menu e Select Mini competition as tender type e Complete all the fields on the header tab as you would complete for other tender PLEASE NOTE No workplan needs to be linked to the mini competition as it will use the workplan linked to the framework agreement e Save the header information e The system automatically displays the select a tender form Page 7 of 9 4 INTEN _ DA Framework Agreements User Manual PLEASE NOTE When dealing with mini competitions the only type of tender that is available on this screen is framework agreement and the only status that is available is ordered These fields are populated automatically when the screen opens Select the Reference number using the dropdown arrow adjacent to the Ref Number field The Number and description fields are populated automatically
7. achments The following tabs can only be maintained No data may be added 1 Suppliers 2 Evaluation categories No changes made on the tables of a mini competition will influence the original framework agreement e Save and close the created mini competition PLEASE NOTE No approval process is required as the framework gt agreement was already approved The rest of the tender and contract procedure resembles that of other tender types with the additional requirement that the expiry date of a mini competition that may never exceed that of the linked framework agreement Page 9 of 9 A INTENDA Document information DOCUMENT PURPOSE This document serves the purpose of providing a quick reference to assist Intenda Solution Suite users to use the ISS Framework agreements COPYRIGHT Company Confidential as amended Copyright by Intenda Pty Ltd This manual was created and distributed by Intenda PTY LTD Our company specialises in software solutions Visit our websites at www intenda co za and www globalerfx com for more information All rights are reserved No part of this publication may be copied reproduced or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise save without the written permission from Intenda or in accordance with the provisions of the Copyright Act 1956 DOCUMENT VERSION CONTROL
8. der Number Description Issue Date Closing Date Commencing Date Created By Reference Spot Date Cross Reference 2008 08 07 2008 08 07 2008 08 08 NPY Discount ig Rate ae Closing Time 11 00 Date Created Motivation a Requestor Piet vi Fixed Quantity Duration in Extension Months Period in Validity Days Months 2008 08 07 Estimated Tender Value Tender Detail Figure Tender detail form e Select Framework agreement as tender type the tender detail form changes to include a workplan and description field Page 2 of 9 i 2 INTENDA Framework Agreements User Manual Tender Detail 0 Requestor Royal Hotel Group Discount Tender Group Evaluation Simplified Web Responses Estimated Quantities Tender Cross Number Reference Description gt i NPY Discount g Duration in 2 Extension 0 pesi 2008 08 07 Rate 9 E Months te Period in E Months Closing Date 2008 08 07 Closing Time 11 00 validity Days 0 2008 08 08 Date Created Created By Motivation l Si Reference Spot Date 2008 08 07 Estimated Tender value Workplan Tender Detail Figure Tender detail screen with Framework agreement as tender type e Complete all the fields on the header tab as you would complete for other tender PLEASE NOTE The workplan selected m
9. e Select the rate of exchange spot date PLEASE NOTE lf the Delete All Current Scenarios checkbox is selected all gt existing scenarios for the tender will be deleted e Select OK PLEASE NOTE When the CCV is executed the system calculation for ae framework agreements automatically awards one item to each supplier whom responded and was not excluded during the issuing process to the issued framework agreement This implies that if the quantity required per item is 5 and 10 suppliers responded to the framework agreement one item will be awarded to each of the 10 suppliers resulting in a split award contract Scenarios The normal scenario process is followed for framework agreements After creating a copy of the original scenario you may eliminate certain variables to take note of the effect Method Scenario e Select the relevant framework agreement e Follow the normal procedure to compare the impact of different scenarios on the resulting framework agreement Recommendations Page 5 of 9 SE NTE N DA Framework Agreements User Manual Framework agreements still allow the user to compile the framework agreement contract s in draft form before submitting the framework agreement contract s for approval Once the recommendation has been approved the contract s can be issued to the contract Suppliers and or End Users to finalise it Method Recommendations e Select the relevant framework agreement e Follow
10. ust be linked to a PQQ Prequalification questionnaire in pending status e Save the header information to add line items e Once the tender header has been saved for the first time the Add Tender Lines dialog box displays automatically prompting the user to add items PLEASE NOTE Inventory non inventory as well as non quantifiable services gt and end user requisitions items may be added as you would for other tender a Multi level agreements will only be an active option if the tender type is multi level service agreement e Select OK on the refresh tender lines screen Page 3 of 9 S gt 2 INTENDA Framework Agreements User Manual PLEASE NOTE At this stage the system also allocates a number to the gt tender and reflects it as being in created status The system displays go additional tabs e Complete all the tabs as you would complete for other tender e Save and close the created framework agreement Issue a framework agreement After the framework agreement documentation was prepared the tender opportunity is ready to be issued to the potential suppliers identified when the tender was created Method Issue a Framework Agreement e From the ITT link on the RFx menu select Issue ITT e Select the relevant framework agreement e Follow the normal procedure to exclude suppliers change confirm the issue method and issue the framework agreement on the relevant tabs as you would for other tender e Follow
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