e-Procurement Pilot Programme

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e-Procurement Pilot Programme
Environmental Protection Department
Immigration Department
Office of the Government Chief Information
Officer
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Agenda

1. Progamme Overview
2. Benefits of e-Procurement System
3. The Projection of The Procurement Amount of the
   Pilot Government Departments
4. Demo of Account Activation
5. Function Highlight for e-Submission
6. Demonstration of e-Submission and Receive
   Purchase Order
7. FAQ
8. QA

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Programme Overview

• 3 Pilot Departments
• Enhance the procurement process between Suppliers
  and the Government
• Details
• e-Procurement Portal ? Launched in June 2008
• e-Services ? Launched in September 2009
• All Services were launched in March 2010

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Programme Overview
The E-services Has launched
Activate User ID and PIN.
Account Activation
To update the information relate to the company,
account, products and services.
Profile Maintenance

• Master account can open up to 10
  sub-accountMaster account - manage the
  subsidiary account information.
• subsidiary account - Upload the E-catalogue and
  submit the quotation.

• Account Management

• Invitation for Quotation

Notified via email. Classified according to
department or quotation date. Supplier can read
the the information easily and download the
invitation details.
Purchase Order
Can read information about purchase order status
and download records
Enrolled to use the e-Procurement System

• E-Catalogue

For new suppliers.
Can upload the company's products and services to
the system.
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Benefits of e-Procurement System

1. Communicate with the Government more effectively
   and efficiently

1. Update company profiles and products and services
   information which will be accessible to the three
   Pilot Departments

1. Extend business opportunity with the Government

1. Reduce the turnaround time for receiving
   invitation requests, submission of quotations,
   ordering and notification of acceptance

1. Enhance capability in e-commerce

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The Projection of the total purchase of the
pilot departments for the coming year
Government Department Over the past year (Total purchases less than 1.43M)
Environmental Protection Department 114M
Immigration Department 117M
Office of the Government Chief Information Officer 58M
The Total procurement amount (Including the three pilot departments) 4,628M
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Download the Application form for reissuing
Activation ID and PIN.
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Please send the completed form to the
e-Procurement Pilot programme Office
(Fax[phone] or Emaileppmgmtoff_at_ogcio.gov.hk)
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Account Activation

• After the application data checking, you will
  receive information for account activation

• Activation ID

By Email
PIN will expire in 14 days
By Post

• PIN

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Demo of Account Activation
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E-Procurement Pilot Programme www.eprocurement.gov
.hk
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Please refer to the Email and the notification
letter to enter the activation ID and PIN
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The sample of the Activation ID Notification Email
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The sample of the Activation PIN Letter
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You can use the User ID or the Digital
Certificate to log in the account
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If you choose to use the User ID login, please
enter the master account User ID.
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If you use the Digital Cert to log in,please
click Use Digital Cert for authentication.
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Please read the Terms and Conditions of Use and
Participation of the E-Procurement carefully .
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Confirm the company details
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You have successfully activated the account.You
can choose login or exit.
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Please use the master account user ID and
password defined during the account activation.
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The home screen after login
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Function Highlight for e-Submission

• e-Submission
• The e-Submission function has been progressively
  rolled out by end March 2010
• You can save your traveling time for submitting
  paper quotation
• Can submit quotation at anytime, anywhere

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Demo of e-Submission and Receive Purchase Order
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????????
Demonstration of e-Submission

1. Receive Invitation to Quotation Notification
2. Login to the system
3. Search Invitation to Quotation
4. Submit quotations
5. Receive Purchase Order

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??????
(1) Receive Invitation to Quotation
Notification
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????????
Email Notification
Click this link to login to e-Procurement System.
Secret Code will be used when submitting
quotation, details will be covered in Pg. 75.
Invitation to Quotation will be sent together
with Email Fax Notification
In case you have any question about this
Invitation to Quotation, please feel free to
contact the following people.
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Fax Notification
????????
The sample of Fax Notification
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??????
(2)Login to the system
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The e-Procurement Pilot Programme
website www.eprocurement.gov.hk
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Enter User ID and Password
Enter characters as shown in the picture on the
left
Login by User ID and password
In case you cant view the Security Code clearly,
please Click Regenerate
Click Login.
If you have registered to login by Digital
Certificate, please press Login by Digital
Certificate to enter the login interface.
Details will be shown on Pg. 50
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Choose the type of Digital Certificate, Enter
HKID No. or Certificate of Incorporation
Registration No.
Enter User ID
Select the file of Digital Certificate and enter
password of Digital Certificate.
Login by Digital Certificate (Only applicable to
supplier that has registered to login by Digital
Certificate)
Enter Security Code
In case you cant view the Security Code clearly,
please press Regenerate
Click Login to login by Digital Certificate
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??????

• (3) Search Invitation to Quotation

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List of Invitation to Quotation
Interface after Login to the System
Invitation to Quotation No.
Search Invitation to Quotation
Subject Matter
Issue Date
Closing Date
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By Department
Searching Interface that you can enter different
searching criteria
By Invitation to Quotation No.
By Subject Matter
After entering searching criteria, click Search
By Closing Date and Issue Date
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Search Result
If you select this Invitation to Quotation
Click View
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??????
(4) Submit quotations
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Basic information of the Quotation
Scroll Down
Subject Matter
Details for Invitation to Quotation
Information of Contact Person
Delivery Address
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Quantity
Item Description
Download individual documents of Invitation to
Quotation
Download editable document
Documents available for download
Download full set of quotation document
Click Prepare Quotation to start
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Select Offer or No Offer for specific item.
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If you select Offer, please enter Proposed Item
Description
Enter Unit Price
Enter Quantity and Unit
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If maintenance service is provided, click Input
Detail.
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Enter maintenance charge
Click OK
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If there is more than 1 item, press Sub-items
The sum of maintenance cost
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Enter details of the newly added sub-item.
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Scroll Down
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Upload additional document for quotation
Enter Prompt Payment Discount
If you want to submit later, press Save As
Draft to save the document to your computer.
Details will be shown in Pg. 66
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If you want to submit later, you can save the
draft to your computer
Click Save
Press Save As Draft
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Select appropriate folder and click Save to
save the draft to your computer
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Downloaded Successfully
Click Close.
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If you want to continue to edit / submit the
draft saved before
Select the draft saved earlier
Click Open
Or Click Browse.
Enter file name of the draft file
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Click Load Draft
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After editing, confirm Terms and Conditions.
Click Continue to submit quotation
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E-Submission
Scroll Down
Please check if the quotation details are correct.
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E-Submission
Select proposal authentication method.
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You can select Digital Certificate as
authentication.
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E-Submission
Or use the Secret Code as authentication. Secret
Code has been sent to you before via email
notification. For details, please refer to Pg.
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If you forget the Secret Code, press Click Here.
After you click OK, the system will resend the
Secret Code to your registered email account.
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E-Submission
Enter Secret Code
If you select Save and Submit, please click
Browse first.
Select Save and Submit to save a copy in zip
format (include attached document) and submit
quotation.
Enter Login Password
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Click Submit Quotation
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E-Submission
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Select the folder for saving the copy, then Click
Open.
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E-Submission
Or Select Submit to submit quotation only and
not to save a copy
Click Save and Submit.
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E-Submission
Acknowledgement will be shown if the proposal is
submitted successfully
To save this acknowledgement , press Save.
Click Save.
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E-Submission
To print this acknowledgement, Click Print.
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E-Submission
Sample of Acknowledgement
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??????
(5) Receive Purchase Order
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Email Notification for PO
????????
Purchase order would be sent out by email and fax
notification simultaneously
The sample of Email Notifcation
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Fax Notification for PO
????????
The sample of Fax Notifiation
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Login Home page
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Home page of the e-Procurement Pilot system
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Sample Purchase Order (Page1)
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Sample Purchase Order (Page 2)
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??????
The Demonstrations of e-Submission and Receive
Purchase Orderare completed
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FAQ
FAQ
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FAQ

1. Will the Government send Invitation to Quotation
   to all Suppliers or Suppliers of related
   products/services only?

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FAQ

1. Apart from the three Pilot Departments, can other
   departments also view the Suppliers information
   online?

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FAQ

1. When will other departments join in e-Procurement
   System?

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FAQ

• Are Suppliers able to read the information of
  other suppliers in the e-Procurement system?

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To help you more easily find answers for
frequently asked questions ,they will be divided
into 6 categories, general questions asked,
digital certificate, account login, Downloading
Quotation Specification , technical questions
asked and E-submission. .
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e-Procurement Pilot Programme
Website http//www.eprocurement.gov.hk
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Enquiry
Tel [phone] Fax [phone] Email
eppmgmtoff_at_ogcio.gov.hk Operation Hours 800am
900pm (Monday to Friday, excluding Public
Holidays)
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QA
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Thank You!
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