eTender BoxYarra City Council

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Tender help

The eTender Box allows you to electronically view current tenders, register interest, download tender documentation and submit your response.

  1. The eVALUA eTender Box Portal
  2. Supplier Account
  3. View a Current Tender
  4. Restricted Tenders
  5. Registered Tenders
  6. Register Interest
  7. Download Files and Addenda
  8. Q&A
  9. Respond to a Tender
  10. General Information
  11. Contact Us

1)  The eVALUA eTender Box Portal

The eVALUA eTender Box Portal provides a single access point to the electronic tender boxes hosted by eVALUA. From this point you can create your supplier account and login as well as view the list of organisations and tenders (current, late, closed and awarded). By default these pages display the list of organisations but not the tenders. All tenders of a particular category (ie. current) will be displayed if the Show All link is selected. To contract the tenders lists for every organisation click on the Hide All link. The tenders for an individual organisation can be displayed or hidden by clicking on the blue arrow next to the organisation’s name. For each tender the Reference number, Title, Type and Close Date are displayed. An individual organisation’s tender box can be accessed by clicking on its name.

2)  Supplier Account

The eTender Box requires a supplier account before you can register interest in a tender.

To create a new supplier account:

  1. Click on the New Supplier link.
  2. Complete the Create supplier account form, fields labelled in bold are mandatory and click NEXT.
  3. Complete the Create login form, fields labelled in bold are mandatory and click NEXT. Your password must be eight or more characters.
  4. The Account created message is displayed and an activate email sent to your registered email address. Click OK.
  5. Follow the directions in the activate email to activate your account. Once your account is activated click OK. The system returns to the eVALUA eTender Box Portal.

To login to your supplier account:

  1. Click on the Log in link.
  2. Enter your registered email and password. If you forget your password click on the link next to Forgotten your password? Enter your email address to initiate the “forgotten password” process. Follow the instructions in the “forgotten password” email.

The details of a supplier account can be updated by clicking on the Update account link when logged in.

Note: A supplier account can have more than one login account, but each account must have a unique email address.

To create a second login for a supplier account:

  1. Ensure you are logged out of your supplier account and click on the New Supplier link.
  2. The Create supplier account form will be displayed, enter the Business Name (exactly) of the supplier account and the remaining fields are automatically filled. Click NEXT.
  3. Confirm your business details by selecting the radio button adjacent to your organisation. If none of the business details match your organisation please create a new supplier account by selecting the create new supplier organisation radio button. Click NEXT.
  4. Complete the Create login form, fields labelled in bold are mandatory and click NEXT. Your password must be eight or more characters.
  5. Before the new login can be activated it must be approved by the manager of your organisation’s supplier account, via the authorisation email.
  6. Once the new login account is approved an activation email will be sent to the registered email. Follow the directions in the activate email to activate your account. Once your account is activated click OK. The system returns to the eVALUA eTender Box Portal.

3)  View a Current Tender

Select the tender from the tender list or search using the title or reference number. Clicking on the tender opens the Tender Details screen. The Tender Details screen includes the following information:

  • Tender Name
  • Reference #
  • Open Date
  • Close Date
  • Type (ie. EOI, RFT, RFP)
  • Categories
  • Required Pre-qualifications
  • Contact
  • Register Interest Fee
  • Overview

4)  Restricted Tenders

When an organisation releases a restricted tender through the eTender Box you will receive notification of the tender via email. Follow the link in the email and log into the eTender Box. You will then be directed to the tender details screen.

Restricted tenders can also be accessed from the Restricted Tenders screen, which lists all of the restricted tenders you have been invited to respond to.

5)  Registered Tenders

Once you have registered interest in a tender you can access the tender from the Registered Tenders screen (saving time searching for it through the tender lists). Refer to Register Interest for more information.

6)  Register Interest

You must register interest in a tender before you can download files and/or submit a response. To register interest in a tender:

  1. From the tender details screen click Register Interest. You are required to be logged in before you can continue.
    Note: If you do not have a supplier account you will need to create one, refer to Supplier Account for further details.
  2. If the tender has a Register Interest Fee you will be required to provide your credit card details for payment. You will be provided with an on screen and an email receipt of your payment.
  3. Once any Register Interest Fees have been paid you will be required to complete the Register Interest form, fields labelled in bold are mandatory. Some fields will automatically be filled out using data from your supplier account. Should the contact person for this tender differ from the contact person of the supplier account it is necessary to change it here.
  4. You may include two additional email addresses specifically for this tender. It is to these three email addresses that notification of addenda and Q&A will be sent.
  5. When completed click Register Interest.

7)  Download Files and Addenda

Once you have registered interest in a tender you can access its files and addenda from the bottom of the tender details screen. For each file the following details are displayed:

  • File Name
  • Size
  • MD5 Checksum
  • Virus Check Status

To download a file click on the download icon to the right of the file details.

8)  Q&A

The eTender Box allows you to ask the contact officer questions. To ask a question click Ask Here on the Tender Details screen. Enter a title and the question then click Ask Here. An email will be sent to the contact officer with your question. Your question is displayed on the tender details screen and is private unless the contact officer determines that the question and answer would benefit all registered suppliers.

You will be notified by email when the contact officer has answered your questions. The email will include the question and answer and the answer will be displayed with the question on the Tender Details screen.

9)  Respond to a Tender

Note: To respond to a tender you must first register interest, refer to Register Interest for further details.

  1. Click Tender A Response at the bottom of the tender details screen.
  2. If the tender has a Response Fee you will be required to provide your credit card details for payment. You will be provided with an on screen and an email receipt of your payment.
  3. Once any Response Fees have been paid you will be able to complete the Tender Response form with the following information:
    • Response Title - the eTender Box automatically generates a title for your response for your supplier account details or you can choose your own title. For example, if your company intends to submit more than one response it is important that the titles identify each response, particularly which is your most recent submission.
    • Cover Note (Optional) - this field should be used for minor details regarding your response, such as, file handling or replacement.

      Warning: The Cover Note does not formally constitute part of your response and therefore is not considered during the evaluation.

    • Contact Details - these are the details of the primary person responsible for this tender response. This person will be contacted for the clarification of any issues and notification of the success or failure of your response. The fields are automatically filled with the details supplied at Register Interest. Please change if necessary.
    • Attached Files - displays the following details for all files attached to your response; File Name, Size, MD5 Checksum and Virus Check. Refer to General Information for more information on MD5 Checksums. In addition this section displays the amount of remaining space available for your response. To attach a file click Browse. Locate file and click Open, the file is uploaded to the eTender Box and details displayed in this section.

      Tip: Until the response has been committed files are able to be removed. To removed a file click on the Delete link associated with the file.

    • Verify Uploaded Files - opens a tool to automatically verify the MD5 checksum of your uploaded files with the MD5 checksum of your local files. Refer to General Information for more information on MD5 checksums.

Tip: It's a good idea to compress or 'zip' your response to save space and reduce upload time. The number of files you can upload is unlimited as long as their total size is less than or equal to the allocated space.

Once a file is uploaded it is attached to your response and saved in the eTender Box unless deleted. Therefore, you can build your response over a number of visits to the eTender Box. Once your response is finalised it needs to be committed.

Your response must be committed to be considered in the evaluation. Uncommitted responses are deleted once the tender closes.

To continue working on an uncommitted response go to the Tender Details screen and click Complete & Commit Response.

To Commit a response:

  1. To be able to commit your response you must agree to the Terms and Conditions. To view the Terms and Conditions click on the Terms and Conditions link. If you agree with the Terms and Conditions ensure the check box is selected.
  2. Click Commit and click OK to confirm your intention to commit your response.
  3. Once your response is committed you are provided with an online and an email receipt of submission. Please keep a copy for your records. The receipt contains the following information:
    • Tender Name
    • Reference #
    • Receipt number
    • Response title
    • Received (date, time)
    • Qualified
    • Files - including file name, size and MD5 checksum

Warning: It is your responsibility to ensure you allow enough time to upload and commit your response. Large files may take a while to upload and the eTender Box may experience a high traffic load leading up to the close date and time.

Tip: It is advisable to upload each individual file as it is finalised rather than waiting for the last minute to upload all files at once.

10)  General Information

Closed Tenders:

A tender past its close date is no longer displayed in the current tenders lists. After the close date a tender will be displayed in the Closed Tenders lists.

Late Tenders:

In some circumstances an organisation may choose to set a Late Date for a tender. The Late Date is a period after the Close Date during which the eTender Box will continue to accept responses but mark them as late. Tenders which have a Late Date are displayed in the Late Tenders list during this period. To submit a response to a tender during the late period you must have registered interest in the tender before the Close Date. An organisation is under no obligation to accept and/or consider late responses.

Awarded Tenders

After the evaluation of a tender an organisation may choose to display the result on the Awarded Tenders list. This list displays the awarded tenders and the successful supplier. If the tender was not awarded the reason may be displayed here.

MD5 Checksum

The MD5 checksum is a unique fingerprint of the files attached to your response. A single minor change to a file will alter its MD5 checksum.

It is good practice to compare the MD5 checksums of your attached files with ones generated from the files on your local machine. This gives you confidence that your files were not corrupted during the upload process. To verify your files click on the Verify Uploaded Files link.

11)  Contact Us

Critical Problems

Critical problems will generally be related to:

  • Service related difficulty in submitting a response by the tender close date
  • Matters threatening the security of a response
  • Problems with the authentication of a response

Phone: 1300 0 EVALUA   (1300 0 382582)
International: +61 2 6280 6506

Non Critical Problems

Non critical problems cover all issues not properly classified as 'critical' including:

  • Problem rectification that is not time contingent
  • Operation advice
  • Training
  • Software development
  • User group support

email: support@evalua.com.au

Sales or Enquires

Website: www.evalua.com.au

email: sales@evalua.com.au

Phone: +61 2 6228 1904
Fax: +61 2 6228 1131

Sales eVALUA
PO Box 353
Fyshwick ACT 2609
Australia