0. e-Procurement Pilot Programme
Office of the Government Chief Information Officer
Environmental Protection Department
Immigration Department
Pg.0 c

1. Agenda Progamme Overview Benefits of e-Procurement System
The Projection of The Procurement Amount of the Pilot Government Departments
Demo of Account Activation
Function Highlight for e-Submission
Demonstration of e-Submission and Receive Purchase Order
FAQ
Q&A
Pg.1

2. 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
Pg.2 2

3. The E-services Has launched
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-account Master account - manage the subsidiary account information.
subsidiary account - Upload the E-catalogue and submit the quotation.
Account Management
Invitation for Quotation
Notified via .
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.
E-Submission
Can upload the company's products and services to the system.
Pg.3

4. Benefits of e-Procurement System
Communicate with the Government more effectively and efficiently
Update company profiles and products and services information which will be accessible to the three Pilot Departments
Extend business opportunity with the Government
Reduce the turnaround time for receiving invitation requests, submission of quotations, ordering and notification of acceptance
Enhance capability in e-commerce
Pg.4 4

5. 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
Pg.5 5

6. Download the “Application form for reissuing Activation ID and PIN”.
Click “Download Forms and Documents”.
Pg.6 6

7. Click “Application form for reissuing Activation ID and PIN”.
Pg.7 7

8. Please send the completed form to
the e-Procurement Pilot programme Office
(Fax： or
Pg.8

9. Account Activation
After the application data checking, you will receive information for account activation
Activation ID By
PIN
By Post
[PIN will expire in 14 days]
Pg.9 9

10. Demo of Account Activation
Pg.10 10

11. Click here to activate the account
E-Procurement Pilot Programme
Pg.11

12. Click here to activate the account.
Pg.12

13. If the security warning window pop up, please click “Accept."
Pg.13

14. Pg.14

15. Enter the code
Pg.15

16. Click “Continue”.
Pg.16

17. Please refer to the Email and the notification letter to enter the activation ID and PIN
Pg.17

18. The sample of the Activation ID Notification Email
Pg.18

19. The sample of the Activation PIN Letter
Pg.19

20. Enter the Activation ID.
Enter the PIN.
Click “Continue”.
Pg.20

21. You can use the User ID or the Digital Certificate to log in the account
Pg.21

22. Please enter your user ID
Please enter the password again to confirm
Use your own password to log in the master account ：
New password must be at least eight characters and include at least the three characters in the following four categories.
Capital letters： (A-Z)
Small Capital letters： (a-z)
Number： (0-9)
Special characters:
If you choose to use the User ID login, please enter the master account User ID.
Pg.22

23. 第23頁
Pg.23

24. Click “Use Digital Cert for authentication”.
If you use the Digital Cert to log in，please click “Use Digital Cert for authentication”.
Pg.24

25. Select the type of Digital Certificate. Enter the HKID number。
For example：If you want to use the “Personal Certificate”, please click here.
Select the type of Digital Certificate.
Enter the HKID number。
Pg.25

26. Click “Browse” to select the Digital Certificate.
Pg.26

27. Select the Digital Certificate file
Click “Open”.
Pg.27

28. Please enter the PIN of Digital Certificate
Pg.28

29. Click “Upload”.
Pg.29

30. Scroll down
Pg.30

31. Please select the contact person for the master account.
Click “Continue”.
Pg.31

32. Scroll down
Please read the Terms and Conditions of Use and Participation of the E-Procurement carefully .
Pg.32

33. Tick “I/We have read, understood and agreed with all the above terms and conditions”.
Pg.33

34. Click “Accept” to agree the terms and conditions.
Pg.34

35. Confirm the company details
Scroll down
Confirm the company details
Pg.35

36. Click “Confirm” to continue.
Pg.36

37. Click here to exit.
Or, click “here” to login
You have successfully activated the account.You can choose login or exit.
Pg.37

38. Please use the master account user ID and password defined during the account activation.
Pg.38

39. The home screen after login
Pg.39

40. Function Highlight for 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
Pg.40 40

41. Demo of e-Submission and Receive Purchase Order
Pg.41 41

42. Demonstration of e-Submission 更新電子目錄示範
Receive “Invitation to Quotation” Notification
Login to the system
Search Invitation to Quotation
Submit quotations
Receive Purchase Order
Pg.42 42

43. (1) Receive “ Invitation to Quotation ” Notification
網上報價示範
(1) Receive “ Invitation to Quotation ” Notification
Pg.43 43

44. Email Notification 更新電子目錄示範
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 & Fax Notification
In case you have any question about this Invitation to Quotation, please feel free to contact the following people.
Pg.44 44

45. The sample of Fax Notification
更新電子目錄示範
Department Name
Invitation to Quotation No.
The sample of Fax Notification
The website link
If you have any questions about this offer invitations, please contact the following people.
確保大家能夠收到通知
雙重保障
輸入網址 登入系統
Pg.45 45

46. 網上報價示範
(2)Login to the system
Pg.46 46

47. The e-Procurement Pilot Programme website www.eprocurement.gov.hk
Click “Login”.
The e-Procurement Pilot Programme website
Pg.47

48. Click “Accept”.
Pg.48

49. Login by User ID and password
Enter User ID and Password
Enter characters as shown in the picture on the left
Login by User ID and password
In case you can’t 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
Pg.49 49

50. Login by Digital Certificate
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 can’t view the Security Code clearly, please press “Regenerate”
Click “Login” to login by Digital Certificate
Pg.50

51. 網上報價示範
(3) Search Invitation to Quotation
Pg.51 51

52. Interface after Login to the System
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
報價邀請編號 主題
發出日期
結束日期
Pg.52 52

53. Searching Interface that you can enter different searching criteria
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
部門名稱
報價邀請編號 主題 日期
Pg.53 53

54. If you select this Invitation to Quotation
Search Result
If you select this Invitation to Quotation
Click “View”
Pg.54 54

55. 網上報價示範
(4) Submit quotations
Pg.55 55

56. Details for Invitation to Quotation
Basic information of the Quotation
Scroll Down
Subject Matter
Details for Invitation to Quotation
Information of Contact Person
Delivery Address
詳細資料
Pg.56 56

57. Download individual documents of Invitation to Quotation
Quantity
Item Description
Download individual documents of Invitation to Quotation
Download editable document
Documents available for download
Download full set of quotation document
相關部門既採購項目說明，數量
報價邀請既附加資料
「準備報價「
Click “Prepare Quotation” to start
Pg.57 57

58. Select “Offer” or “No Offer” for specific item.
去到一個新既頁面進行第一步，準備報價
採購項目既項目說明，數量
回覆，提供／不提供
Pg.58 58

59. If you select “Offer”, please enter Proposed Item Description
Enter Unit Price
Enter Quantity and Unit
大家提供既建議項目簡介／數量／單價／總金額／總保養費
Pg.59 59

60. If maintenance service is provided, click “Input Detail”.
「詳細內容「
保養詳細金額
Pg.60 60

61. Enter maintenance charge
「詳細內容「
保養詳細金額
Click “OK”
Pg.61 61

62. If there is more than 1 item, press “+ Sub-items”
The sum of maintenance cost
新增「分項「
第62頁
Pg.62 62

63. Enter details of the newly added sub-item.
新增「分項「
Pg.63 63

64. Scroll Down
新增「分項「
第64頁
Pg.64 64

65. 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
計劃書附件
報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交
提早付款折扣
保存為草稿
Pg.65 65

66. If you want to submit later, you can save the draft to your computer
Click “Save”
Press ‘Save As Draft”
計劃書附件
報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交
提早付款折扣
保存為草稿
Pg.66 66

67. 計劃書附件
報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交
提早付款折扣
保存為草稿
Select appropriate folder and click “Save” to save the draft to your computer
Pg.67 67

68. Downloaded Successfully
計劃書附件
報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交
提早付款折扣
保存為草稿
Click “Close”.
Pg.68 68

69. If you want to continue to edit / submit the draft saved before
Select the draft saved earlier
Click “Open”
計劃書附件
報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交
提早付款折扣
保存為草稿
Enter file name of the draft file
Or Click “Browse”.
Pg.69 69

70. Click “Load Draft” Pg.70 70 計劃書附件 報價文件需要計劃書，文件，資料都可以用附加檔案既型式提交 提早付款折扣
保存為草稿
Click “Load Draft”
Pg.70 70

71. After editing, confirm Terms and Conditions.
Click “Continue” to submit quotation
Pg.71 71

72. Please check if the quotation details are correct.
E-Submission
Scroll Down
Please check if the quotation details are correct.
第72頁
第72頁
Pg.72 72

73. E-Submission Select proposal authentication method. 第73頁 第73頁 Pg.73 73
計劃書認証
第73頁
第73頁
Pg.73 73

74. You can select Digital Certificate as authentication.
Pg.74 74

75. E-Submission
Or use the Secret Code as authentication. Secret Code has been sent to you before via notification. For details, please refer to Pg. 44.
If you forget the Secret Code, press “Click Here”.
After you click “OK”, the system will resend the Secret Code to your registered account.
第75頁
第75頁
Pg.75 75

76. E-Submission Enter Secret Code Enter Login Password
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
第76頁
第76頁
Click “Submit Quotation”
Pg.76 76

77. E-Submission Select the folder for saving the copy, then Click “Open”.
第77頁
Select the folder for saving the copy, then Click “Open”.
第77頁
Pg.77 77

78. E-Submission Click “Save and Submit”.
Or Select “Submit” to submit quotation only and not to save a copy
第78頁
第78頁
Pg.78 78

79. E-Submission
Acknowledgement will be shown if the proposal is submitted successfully
To save this acknowledgement , press “Save”.
Click “Save”.
第79頁
第79頁
Pg.79 79

80. E-Submission To print this acknowledgement, Click “Print”. 第80頁 第80頁
Pg.80 80

81. Sample of Acknowledgement
E-Submission
Sample of Acknowledgement
第81頁
Pg.81 81

82. (5) Receive Purchase Order
網上報價示範
(5) Receive Purchase Order
Pg.82 82

83. Email Notification for PO
更新電子目錄示範
Purchase Order Number
Purchase Order Number
Department Name
Click the website link to login to e-procurement system.
Purchase order would be sent out by and fax notification simultaneously
The sample of Notifcation
If you have any questions about this purchase order, please contact the this person.
Pg.83 83

84. Fax Notification for PO
更新電子目錄示範
Department name
The sample of Fax Notifiation
Purchase order number
Website link
If you have any questions about this purchase order, please contact this person
確保大家能夠收到通知
雙重保障
輸入網址 登入系統
Pg.84 84

85. The list of Purchase orders
Click the purchase order number
Purchase Order number
Login Home page
Content
Issued date of invitation
Or Click here to enter the home page of Purchase Order。
報價邀請編號 主題
發出日期
結束日期
Pg.85 85

86. Home page of the e-Procurement Pilot system
P.O search result
Home page of the e-Procurement Pilot system
Click here to download the purchase order file.
報價邀請編號 主題
發出日期
結束日期
Pg.86 86

87. Sample Purchase Order (Page1)
報價邀請編號 主題
發出日期
結束日期
Pg.87 87

88. Sample Purchase Order (Page 2)
報價邀請編號 主題
發出日期
結束日期
Pg.88 88

89. 網上報價示範
The Demonstrations of e-Submission and Receive Purchase Order are completed
Pg.89 89

90. FAQ
FAQ
Pg.90 90

91. FAQ
Will the Government send Invitation to Quotation to all Suppliers or Suppliers of related products/services only?
Pg.91 91

92. FAQ
Apart from the three Pilot Departments, can other departments also view the Suppliers’ information online?
Pg.92 92

93. When will other departments join in e-Procurement System?
FAQ
When will other departments join in e-Procurement System?
Pg.93 93

94. FAQ
Are Suppliers able to read the information of other suppliers in the e-Procurement system?
Pg.94 94

95. 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. .
Pg.95 95

96. http://www.eprocurement.gov.hk e-Procurement Pilot Programme Website:
Pg.96 96

97. Enquiry
Tel:
Fax:
Operation Hours :8:00am – 9:00pm
(Monday to Friday, excluding Public Holidays)
Pg.97 97

98. Q&A
Pg.98 98

99. Thank You!
Pg.99