Pakistan Petroleum Ltd. e-Procurement Portal Suppliers User Guide

“Responding to Online Tenders”

Step 1: Visit: https://eprocurement.ppl.com.pk

Step 2:

Login to Pakistan Petroleum Ltd. eProcurement Portal:

If this is your first time to login, you will be asked to select a new password (which has to contain both letters and numbers).

Once you have successfully logged in, you will be directed to the ‘Pakistan Petroleum Ltd” eProcurement Portal Home page.

Step 3:

Click on the RFI Open to All Suppliers’/‘RFQ Open to All Suppliers link as below:

Click on the ‘RFI/RFQ Subject’ (line) that you wish to respond to:

Step 4:

Clicking on continue will lead you to an overview page which offers further information.

Step 5:

If you are interested in the RFI/RFQ and wish to pursue his opportunity further. Click on the ‘Express Interest’ button (at the top of the page).

A pop‐up prompt will appear once you have clicked on the ‘Express Interest’ button.

Step 6: Read the prompt and if you wish to continue, Click on the ‘OK’ button:

Another automated prompt detailing your next steps with regards to the selected RFI/RFQ will appear.

Step 7: Read the prompt carefully and then, Click on the OK’ button:

The RFI/RFQ for which you have expressed an interest in has now been moved to the ‘My RFI’/’My RFQ’ page:

Note: If you have been invited to a specific RFI/RFQ, you can start from here.

Step 8: Click on the ‘My RFI’/ ‘My RFQ’ link:

Clicking on ‘My RFI’/ ‘My RFQ’ link will direct you to ‘My RFI’/ ‘My RFQ’ page.

Step 9:

Click on the RFI/RFQ line that you would like to respond to.

Now that you have selected an RFI/ RFQ you will be taken to the ‘RFI/ RFQ Details’ page.

Step 10:

To start to respond to an RFI/ RFQ, Click on the ‘Create Response’ button (at the top of the page).

An automated prompt guiding you through the response process will appear. Step 11:

Read the prompt carefully and then, Click on the ‘OK’ button.

The ‘My Response’ page will now be loaded.

From this page you will be able to:

Access requests for information from the buyer Submit a response to the ‘Qualification’, ‘Technical’ and ‘Commercial’ envelopes Download attachments from the buyer Upload (submit) attachments along with your response

Step 12:

Search for Attachments that may have been uploaded by PPL from the navigation at the top left of the page.

Step 13:

To download the attachment(s) ,Click on the ‘Buyer Attachments’ link

You will now be directed to the ‘Buyer Attachments’ page.

Step 14: Select the attachment that you would like to download, click on the ‘File Name’

Step 15:

Download (save) the file top your local computer, click the ‘Save’ button. Note:

If you have a recent version of Java installed on your computer, then you will have an option to mass download multiple attachments. If you wish to download a free version of Java go to http://www.java.com/

Step 16:

Open the downloaded file from your local computer Review the comments, instructions or requests before responding to the RFI/RFQ

Step 17:

To return to the ‘My Response’ page, click on ‘My Response’:

Step 18: To respond to the RFI/RFQ, click on ‘Edit Response’ button (at the right of the page)

The edit Response button will direct you to a page where you are asked to complete requests for information from the buyer.

Step 19: Complete the questionnaire Fields that are marked with a red asterisk (*) are mandatory.

Step 20:

To save your response intermittently and continue responding without exiting the page, click on the ‘Save and continue’ button.

Note: For security purposes the portal will log you out after 15 to 20 minutes of inactivity. Please do not leave your computer with any unsaved changes to your response seeing that it will be lost if you were logged out because of inactivity.

Step 21:

If you were required to download an attachment to your computer and then upload the updated document (Attachment) in your response, do so now.

To upload an attachment, Click on the ‘Add/View Attachments’ button :

Step 22:

Click on the ‘Upload New File’ button:

Step 23:

Click on the ‘Select Files to Upload’ button and Search for (browse) the attachment on your local computer and then Click on Confirm:

Step 24:

When you have uploaded all of the required attachments, click on the ‘Save All’ button (at the top of the page):

Having completed your response, it is time to submit it to the buyer.

Step 25:

When your response is complete, click on the ‘Save and Return’ button (at the top of the page)

An automated prompt informing you that you are about to save your response will appear.

Step 26:

Read the prompt carefully and then, click on the ‘OK’ button:

The last step of our response process is to submit the completed response so that it will become visible to the buyer.

Step 27:

To submit the completed response to the buyer, click on the ‘Submit Response’ button:

Step 28: Click on the “Messages” tab in the RFI/RFQ to communicate with buyer for clarifications to the RFP.

You can Create, Send and Receive message through this tool.

Step 29: Click on “Create Message” button to send mail to buyer:

Step 30:

Type in the subject and content of the message and click on “Send Message”, to send mail to buyer.

Step 31: If the buyer responds to your mail, you can check it by clicking on “Received Messages” button:

Step 32: By clicking on “Draft Messages” button, you can check saved messages, which are not yet sent.

Note:

It is important to submit your response BEFORE the closing date and time that was specified by Pakistan Petroleum Ltd. This deadline is clearly visible in the RFI/ RFQ setting page as well as the email that you will receive when you express an interest/ invited in a tender.