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

Demo of e-Submission and Receive Purchase Order Pg.1

更新電子目錄示範 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 Pg.2

(1) Receive “ Invitation to Quotation ” Notification 網上報價示範 Pg.3

更新電子目錄示範 Notification Click this link to login to e-Procurement System. Secret Code will be used when submitting quotation, details will be covered in Pg. 35. In case you have any question about this Invitation to Quotation, please feel free to contact the following people. Invitation to Quotation will be sent together with & Fax Notification Pg.4

更新電子目錄示範 Fax Notification The sample of Fax Notification Department Name The website link If you have any questions about this offer invitations, please contact the following people. Invitation to Quotation No. Pg.5

(2)Login to the system 網上報價示範 Pg.6

Click “ Login ”. The e-Procurement Pilot Programme website Pg.7

Click “ Accept ”. Pg.8

Enter User ID and Password Enter characters as shown in the picture on the left In case you can ’ t view the Security Code clearly, please Click “ Regenerate ” 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. 10 Click “ Login ”. Login by User ID and password Pg.9

Enter User ID In case you can ’ t view the Security Code clearly, please press “ Regenerate ” Choose the type of Digital Certificate, Enter HKID No. or Certificate of Incorporation Registration No. Select the file of Digital Certificate and enter password of Digital Certificate. Click “ Login ” to login by Digital Certificate Enter Security Code Login by Digital Certificate (Only applicable to supplier that has registered to login by Digital Certificate) Pg.10

(3) Search Invitation to Quotation 網上報價示範 Pg.11

List of Invitation to Quotation Invitation to Quotation No. Subject Matter Issue DateClosing Date Search Invitation to Quotation Interface after Login to the System Pg.12

By Department By Invitation to Quotation No. By Closing Date and Issue Date Searching Interface that you can enter different searching criteria After entering searching criteria, click “ Search ” By Subject Matter Pg.13

Search Result If you select this Invitation to Quotation Click “ View ” Pg.14

(4) Submit quotations 網上報價示範 Pg.15

Basic information of the Quotation Details for Invitation to Quotation Subject Matter Information of Contact Person Delivery Address Scroll Down Pg.16

Item Description Quantity Documents available for download Download individual documents of Invitation to Quotation Download editable document Download full set of quotation document Click “ Prepare Quotation ” to start Pg.17

Select “ Offer ” or “ No Offer ” for specific item. Pg.18

If you select “ Offer ”, please enter Proposed Item Description Enter Quantity and Unit Enter Unit Price Pg.19

If maintenance service is provided, click “ Input Detail ”. Pg.20

Enter maintenance charge Click “ OK ” Pg.21

第 22 頁 The sum of maintenance cost If there is more than 1 item, press “ + Sub-items ” Pg.22

Enter details of the newly added sub- item. Pg.23

第 24 頁 Scroll Down Pg.24

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. 26 Pg.25

Press ‘ Save As Draft ” If you want to submit later, you can save the draft to your computer Click “ Save ” Pg.26

Select appropriate folder and click “ Save ” to save the draft to your computer Pg.27

Click “ Close ”. Downloaded Successfully Pg.28

Enter file name of the draft file Select the draft saved earlier Or Click “ Browse ”. Click “ Open ” If you want to continue to edit / submit the draft saved before Pg.29

Click “ Load Draft ” Pg.30

Click “ Continue ” to submit quotation After editing, confirm Terms and Conditions. Pg.31

第 32 頁 E-Submission 第 32 頁 Please check if the quotation details are correct. Scroll Down Pg.32

第 33 頁 E-Submission 第 33 頁 Select proposal authentication method. Pg.33

You can select Digital Certificate as authentication. Pg.34

第 35 頁 E-Submission 第 35 頁 Or use the Secret Code as authentication. Secret Code has been sent to you before via notification. For details, please refer to Pg. 4. If you forget the Secret Code, press “ Click Here ”. After you click “ OK ”, the system will resend the Secret Code to your registered account. Pg.35

第 36 頁 E-Submission 第 36 頁 Enter Secret Code Enter Login Password Click “ Submit Quotation ” Select “ Save and Submit ” to save a copy in zip format (include attached document) and submit quotation. If you select “ Save and Submit ”, please click “ Browse ” first. Pg.36

第 37 頁 E-Submission 第 37 頁 Select the folder for saving the copy, then Click “ Open ”. Pg.37

第 38 頁 E-Submission 第 38 頁 Click “ Save and Submit ”. Or Select “ Submit ” to submit quotation only and not to save a copy Pg.38

第 39 頁 E-Submission 第 39 頁 Acknowledgement will be shown if the proposal is submitted successfully To save this acknowledgement, press “ Save ”. Click “ Save ”. Pg.39

第 40 頁 E-Submission 第 40 頁 To print this acknowledgement, Click “ Print ”. Pg.40

第 41 頁 E-Submission Sample of Acknowledgement Pg.41

網上報價示範 (5) Receive Purchase Order Pg.42

更新電子目錄示範 Purchase Order Number Click the website link to login to e- procurement system. If you have any questions about this purchase order, please contact the this person. Purchase order would be sent out by and fax notification simultaneously Department Name The sample of Notifcation Notification for PO Pg.43

更新電子目錄示範 The sample of Fax Notifiation Purchase order number Department name Website link If you have any questions about this purchase order, please contact this person Fax Notification for PO Pg.44

The list of Purchase orders Purchase Order number Content Login Home page Issued date of invitation Click the purchase order number Or Click here to enter the home page of Purchase Order 。 Pg.45

P.O search result Home page of the e-Procurement Pilot system Click here to download the purchase order file. Pg.46

Sample Purchase Order (Page1) Pg.47

Sample Purchase Order (Page 2) Pg.48

The Demonstrations of e-Submission and Receive Purchase Order are completed 網上報價示範 Pg.49

e-Procurement Pilot Programme Website: Pg.50

Enquiry Tel: Fax: Operation Hours :8:00am – 9:00pm (Monday to Friday, excluding Public Holidays) Pg.51