Help | Portsmouth Water Procurement Portal

User Type

Buyer: public sector organisation issuing tender exercise

Supplier: any organisation responding to tender exercise.

Government Type

This is the classification of awarding authority, i.e. councils are listed as Local Authority, hospital and NHS authorities are listed as Health etc. Please choose the correct Government Type for your authority.

Enter a description of your tender exercise into this box. This information will not be made visible to anyone else.

Click on Management Information Section to change status of Contract Record, set Reminder Date and change visibility of this record for other users within your organisation.

Use this area for your own internal reference number, please note you should not enter the Access Code into this box.

This can be changed to your organisations own contract reference.

Please note that you can add and remove documents within this document library throughout the life of your tenderbox, this can be useful for clarification questions.

Please note that you can add and remove documents within this document library throughout the life of your Quick Call, this can be useful for clarification questions.

Enter a product/service which you are searching for. The keywords can be as follows:
'Computer' - suppliers who have entered computer as their product/service will be brought back in the search results.
'Hospital beds' - suppliers who have entered hospital beds as their product will be brought back in the search results.
If you enter more than one keyword, i.e. computer hardware and software, comma-separate computer hardware so that these are searched separately. Please also change the radio-option next to this field to 'OR'.

Verification Code

If you require any assistance entering the verification code, please contact helpdesk@delta-esourcing.com Customer Service by email: helpdesk@delta-esourcing.com or telephone: (+44) 800 923 9236.

Quick Search

Keyword: Please enter a keyword to search for suppliers that are registered in the {0} {1} supplier information database. Comma-seperate words if you are entering more than one keyword, then click on 'Search'. If you would like to find multiple different organisations, please keep the radio-button to 'Any of these'.

Advanced Search

Keyword: Please enter a keyword to search for suppliers that are registered in the {0} {1} supplier information database. Comma-seperate words if you are entering more than one keyword, then click on 'Search'. If you would like to find multiple different organisations, please keep the radio-button to 'Any of these'.

Company Name

Company Name: Please enter a company name or part of a company name into this field. If you would like to find multiple different organisations, please keep the radio-button to 'Any of these'.

Current Collaboration

Please see your account information on the right to confirm which collaboration you are currently in.

Create Collaboration

Use this box to name a new collaboration for your Tender Exercise.

Address

Address: Please enter an address of a company you would like to search for. If you would like to find multiple different organisations, please keep the radio-button to 'Any of these'.

Password Hint

Enter a word or phrase that will help you to remember your password in the event of you forgetting it.

Creating a password

Your password should be longer than or equal to 8 characters and must contain at least 1 lowercase letter, 1 uppercase letter and 1 number.

Industry Sector

Please select the industry sector that best describes what your business does or can provide. For example, if you are a law firm your industry sector would fall under 'Legal Services'. If you cannot locate a suitable Industry Sector, please select 'Other'.

Main Business Activities

Please enter a few keywords of business activities that you can provide either as a service or product to the public sector. For example, if you supply desktop computers, laptops and computer software, you might enter the following comma-separated phrases:
Computer Hardware, Computer Software, Desktop Computers, Personal Computers, Laptops, Hardware, Software etc.

Supplier Information

If you have been invited to tender by a contracting authority that is using Portsmouth Water Procurement Portal eSourcing as part of their tendering process or have seen a contract opportunity that has instructions for you to enter a Tenderbox Access Code, enter this in the field below.

Search for suppliers using the CPV Code search facility. All Suppliers who have registered and completed their profile on the system have added at least one CPV Code that is related to their products/services that they can provide to the public sector. If you would like to find multiple different organisations using this facility, please keep the radio-button to 'Any of these'.

Please enter a reference number for a supplier (if applicable). If you would like to find multiple different organisations, please keep the radio-button to 'Any of these'.

Statuses confirm what you can or cannot see within Supplier Profiles. There are three types of status:

Registered : a supplier who has registered on the Delta eSourcing solution. Their profile may have been completed; however this has not been published to the Supplier Information Database (SID).
Certified : a supplier who has completed their own supplier profile and self-certified their company information.
Accredit : a supplier whose profile has been accredited by a third-party organisation.

To search for a group of suppliers/buyers, enter the final part of their email address, i.e. @bipsolutions.com or part of their company name.

Pending Users: a user that has not yet been approved (this will be greyed out as soon as a user has been approved/declined/disabled)
Enabled Users: a user who has been approved for access to the website
Disabled Users: a user who has been disabled from using the site and can no longer log-in or access the facilities (before a user can be disabled, you must first transfer their assets)

Any changes to your organisation details need to be passed in writing to the Portsmouth Water Procurement Portal eSourcing helpdesk: helpdesk@delta-esourcing.com

Note. The email preference entered below are on an individual user basis only. The changes noted are only effective for all system communications where the user would be "cc'd" into the emails.
i.e If the changes are for a Customer Bidder and they subsequently submit a Sales Event Response, they will still receive the "submit/withdraw" confirmation email, even if noted as "no" below. For all other company submissions (where they are not the ones submitting response), they would not receive the submission confirmation email.

By linking a notice to a SQ, instructions and a link to the Delta eSourcing website will automatically be entered within the notice for suppliers to access. If a notice has not been linked, click Link Notice.

The date settings allow you to set when your list will open, and if applicable, close.

Use this option to select additional recipients for all notifications regarding this Quick Call.

To remove the reminder, click 'Dismiss'. To be reminded at a later date, click 'Title' to set another date.

Name/Email/Telephone Number of person responsible for managing this contract.

Please use the Scroll bar to view the entire Contracts List table.

The internal department acquiring the purchase of work, service or supply. (e.g. ICT, Finance Services, Human Resources).

Select the contract category (i.e. expenditure item under which the contract will be grouped) from the dropdown options or begin typing a category and a short-list of selectable options will be provided.

The group of similar expenditure items. (e.g. Telecommunications, Insurance, Recruitment & Assessment).This can also be used for CPV Codes.

Enter keywords relevant to the contract which this contract record is related to.

Enter the internal reference relevant to the contract which this contract record is related to.

The cost or saving against the final contract price. This can be inserted as a numerical value, preset by + or - (e.g. +£2,500 or -£2,500).

A unique code generated internally or by automated finance system assigned to a particular purchase.(e.g. PO-Purchase Order).

Enter the contact details of the awarded supplier(s). If there is more than one supplier, click Add Supplier at the bottom of the page.

This date will generate an email and also populate a reminder within the main screen.

To make this Contract Record visible to all users in your organisation, select 'Yes'. Selecting 'No' will only display this Contract Record to those within your hierarchy.

Enter full numerical value including decimal places (e.g. 256924.31).

When change control is enabled and an amendment/variation value has been added,this field will be locked down permanently.Please check change control tab for further changes.

Award Actual Value

Enter a value here for the actual quotation award amount if different from the supplier's submitted quotation value.

Award Comment

Use this field to enter any additional comments you wish to add against this award.
Any additional comment added will be displayed within the summary page against the awarded supplier.

Selecting this checkbox will set the Quick Calls opening date automatically. A closing Date is still required. Enter a closing date and click Save And Continue.

Important

Select the current status of the contract from dropdown options.

Full official name of the contracted supplier.

Name of the person who will be responsible for managing the contract.

Name of the services or systems the contract supports.

Role of the Supplier's primary contact e.g. Account Manager.

Name of the person who deputises in the absence of the Contract Manager/Owner.

Name of the person who will provide financial advice/guidance for the contract.

Name of the person responsible for business services the contract supports ie: IT.

Name of the senior owner of the contract from a business perspective.

Name of the person with business subject matter expertise, involved in the procurement process.

Name of the person the Commercial Advisor/Procurement Officer directly reports to.

Name of the person who will provide commercial advice/guidance for the contract.

Organisation specific rating, e.g. based on cost and criticality.

Description of the services, supplies or works being provided under the contract.

Full numerical value including decimal places (e.g. 256924.31).

Full numerical value including decimal places (e.g. 256924.31).

Total duration (in months) of all/any contract extension periods available.

Initial duration (in months) of the contract excluding extensions.

Total duration (in months) of all extensions awarded to date.

Role of the Supplier's primary contact e.g. Account Manager.

Indicates if the supplier is designated as a strategic supplier to government.

Supplier's Company Registration Number.

Supplier's unique DUNS Number held by Dun & Bradstreet.

=Date on which a reminder e-mail will be issued for this task.

Name of the person responsible for this task.

Full numerical value including decimal places (e.g. 256924.31).

The United Nations Standard Products and Services Code (UNSPSC).

Channel(s) used to advertise the contract opportunity.

Channel(s) used to publish the contract award notification.

Unique Framework Agreement number/reference generated by the Framework Agreement Owner.

Organisation responsible for the establishment, management and administration of the Framework Agreement.

Lock Record - Locks Contract Start Date, Contract End Date, Contract Award Value and Total Contract Value in the Contract tab. Contract End Date and Total Contract Value are locked down permanently when at least one change control, which has cost and/or time implications, is completed.

Unlock Record - Unlocks Contract Start Date, Contract End Date and, if not locked down permanently, Contract Award Value and Total Contract Value in the Contract tab.

Allows you to categorise your KPI question against specific areas of your contract

Your workspace is automatically set up to notify you of key changes to this workspace. If you no longer wish to receive these they can be disabled using the options bellow.

Any workspaces that you have been invited to are listed below. You will find an Accept or Decline button next to each workspace. Invitations are valid for 30 days.

Score your KPI question on a Pass/Fail basis by leaving the number value set as 0. In order to score your KPI question using your custom range you must enter a value greater than 0 in to the text field and 'Save'
Check box selected - Suppliers will not be scored against this KPI. Check box not selected - Suppliers will be scored against this KPI
Title: The given title of your KPI

Category: The category you selected to group your KPI questions under.

Weightings: The applied weighting of a specific KPI question

Ignore: Yes indicates that you have chosen to ignore a specific KPI question for review. No indicates that the KPI question will be available during a review and you will be able to score your supplier(s) against it.

No of Documents: Indicates the number of supporting documents associated with a KPI question
Title: The given title of your KPI

State: This indicated the progress of a KPI. In progress -A review has been created and is ready to measure.. Completed - Supplier performance has been measured and the review has been marked Evaluation

The total weighted score for a specific review displayed as a percentage

Status: Red, Amber or Green indicates the suppliers overall performance against a specific review

Review Date: The date on which the review took place
Max Possible Score: This is the maximum score possible for a specific KPI question. The maximum possible score is set in the KPI Plan

Weighting: The weighting applied to a specific KPI question when it was created

Score: The score applied to a specific KPI question

Indicates the number of supporting document associated with this KPI.

This is the maximum possible score that can be achieved during a review. The maximum score is a total of all scored questions i.e. questions that are not Pass/Fail or ignored.
Combined total of all scored KPI questions
Please enter the new amount which has to be confirmed with the customer. Please note that once the customer has accepted the new bid amount this will be updated in the system.
Evaluation Method will automatically be set as Best Price" unless the Evaluation Plan is updated prior to Sales Event starting, during the next stage.
Restricted will automatically be set as 'No'. If 'Yes' it restricts the Customers from accessing the Sales Event through access code.
Please note when importing text from other text editors (e.g. Microsoft Word) the character count will differ from simply entering the text into the box provided.

If the text editor does not wrap the text at the end of the line (e.g. Microsoft Word formats your text by beginning a new line as you near the end of the page to form paragraphs. Whereas Notepad would simply continue on in one big line unless you pressed "Enter") and you press the "Enter" key then this will account for 2 characters any time a line has been ended this way.

1 - Bullet Points
2 - Arrows
3 - Auto Numbering
4 - Tabbed spacing

Please refrain from using any of the above.