NSW eQuote – Create a Request to Quote (RFx)

Date: November 2017

NSW eQuote –Create a request to quote (RFx)

This quickguide contains information on:

  • What is eQuote
  • Logging in
  • Navigating
  • Adding RFx’s
  • Step 1 - Select schemes
  • Step 2 - Add RFx detail
  • Step 3 - Add RFx requirements
  • Step 4 - Select vendors & capabilities
  • Step 5 - Review the RFx
  • Step 6 - Confirm & issue the RFx

What is eQuote?

eQuote is the agency pathway to issue quotes to registeredvendors (suppliers). eQuote is used to issue, manage and award requests for quotes online from vendors registered on established prequalification schemes and panel arrangements.

eQuote has been developed within the eTendering system to allow authorised buyers to obtain quotes (called RFx’s within eQuote), quickly and easily from vendors who are registered on prequalification schemes.

The term RFx means a request to the market for some type of response to an expressed need. It can be a request for information (RFI), request for proposal (RFP), request for quote (RFQ) or a request for tender (RFT). In the context of eQuote, this term is generally taken to mean an RFQ, and will be referred to as such in the rest of the eQuotequickguides.

TheNSW Market Approach Guide[1] assists agencies to identify the approach to market that best fits their requirements. Please refer to this document for further policy guidance.

Logging In

eQuote can be accessed through any web browser. The Username and Password are entered in the left hand panel. Agreement to the conditions of use, which are available on the main pane, form part of the logging in process.

Navigating

The administration home page provides links to reporting elements and to the ‘Buying’ tab which is where all eQuotes are managed from.

Adding RFx’s

Creating an RFx is a six step process which begins by selecting the ‘Add RFx’ button.

Step 1 - Select scheme

If you are an administrator for more than one agency you will need to select the Department and Agency before continuing to the scheme selection section.

Categories are based on the United Nations Standard Products and Services Code (UNSPSC) which is an international convention used to classify all products and services. Selecting ‘All Categories’ from the dropdown list will allow all available schemes to be displayed in the scheme dropdown field.

Select the scheme relevant to your needs. The selected scheme description will display detailing the agency buyer instructions and the terms, conditions and capabilities required.Selecting the ‘Continue’ button at the bottom of the capabilities section will create a draft RFx, which can be accessed at a later date through the draft link on the left hand menu.

Terms and conditions will vary from scheme to scheme so it is important that you understand the requirements of the chosen scheme.

Step 2 – Add RFx detail

The Add RFx detail step requires completion of a number of sections relating to the RFx including a summary of the requirements, response time frames and contact information.

Complete the following fields, noting the fields marked with an * are mandatory.

Field / Instruction
Title* / Enter the title or name of the RFx. It should be meaningful to both the agency and vendors.
Agency Reference / Enterthe agency reference e.g. file number.
Summary* / Enter a short description of the works including site location and any special requirements. There should be enough detail to inform vendors of what you require.
Enter sufficient detail of what this RFx is for and what the vendor is quoting on. Alternatively, add a document with all this information and use this box to say ‘Refer to attached document named…..’
Open Date* / Select required open date from calendar.
Intention to Respond Date / Optional: If you choose to use this option, please note that vendors are not required to notify you of their intention to respond, and they can still respond to the tender whether they notify you of their intention to respond or not.
Select required date from calendar.
Intention to Respond Time / Optional: asking vendors to notify if they intend to respond to RFX. If you choose to use this, select time from drop down.
Close Date* / Select required date from calendar. Note:the system requires a minimum of one hour opening time. However, refer to your agency guidelines for the length of time a quote should be released to the market.
Close Time* / Select time from drop down.
Estimated Decision Date* / Select required date from calendar.

RFX documents

The RFx documents section is a versatile field and can be used to upload a variety of documents including addenda, FAQ’s and some cases, detailed information on the requirements to be quoted on i.e. a statement of works.

Select the ‘Choose file’ button to add specific files and include a plain English description of the file. Additional files can added using the plus (+) symbol or the minus symbol (–) to delete a file.

Continue to complete the remaining fields on the details page.

Field / Instruction
Require Passcode / Select the tick box if you want this RFX to have additional security beyond the normal password protection. CAUTIONIf you select this option, the system will generate a passcode. This passcode MUST be used to open, view, evaluate responses, award/ accept RFX from vendor, and/or report on this RFX.
Vendors also require a passcode to amend a submitted response.
If the passcode is lost, it is very difficult to retrieve.
Draft Contract Award Notice / Selecting this tick box will generate a Draft Contract Award Notice upon awarding RFX. You will then be able to upload this Draft Contract Award Notice to the eTendering website.
Contact Details / Leave the tick box selected to automatically populate the contact details fields.
Estimated Project Costs / Refer to the relevant scheme for information on whether GST is to be included or excluded.
The details entered are for reporting purposes only and ARE NOT visible to Vendors responding to this RFx.
Estimated Completion Date / The Completion date is for the project, not the closing date of the RFx.
The details entered are for reporting purposes only and ARE NOT visible to Vendors responding to this RFx.

Select the ‘Continue’ button to go to the next step. Your draft will be saved each time you select the continue button. You can also select the ‘Save as Draft’ button and return to complete the RFx in another session.

Step 3 – Add RFx requirements

This section allows us to outline specific elements to be responded to and to include supporting documentation. Having multiple requirements can encourage small to medium enterprises (SME’s) to respond and address those requirements that fall within their capabilities or skill sets.

At least one requirement, identified as mandatory, is needed to publish an RFx.

Field / Instruction
Title* / Enter the title or name of the requirement. It should be meaningful to both the agency and vendors.
Description* / Enter a description of the requirement. There should be enough detail to allow the vendor to provide an informed response.
Alternatively, if you have a response document that you would like the vendor to complete and attach you can provided detailed instructions here.
Attach file / Supporting documentation including diagrams, plans etc. can be attached to the Requirement to assist the vendor with their response.
Vendor response* / At least one of the options must be selected.
Set price – indicates the requirement for the vendor to provide a set price to deliver the requirement.
Written response – indicates that the vendor must provide a written response to the requirement via a text box
Upload a file – Allows vendors to upload one file in response to the requirement either as the response or as a supporting document. If multiple documents are required as part of the response to a requirement, they will need to be combined or compressed/zipped into one file before uploading.
Upload Label – Identifies the naming convention for files being uploaded i.e. ‘company name-requirement 1’
Optional requirement / Not marking every requirement as mandatory allows vendors to respond only to those requirements relevant to their skill set or capability. This can provide opportunities for SME’s to engage with NSW Government.
However, at least one requirement is required to be marked as mandatory for the RFx to be published.

Select the ‘Add Requirement’ button, even if only adding one requirement. Do Not select the ‘Continue’ button until you have added the requirement. Doing so will wipe the data already entered and the process will need to be repeated. Repeat the process to create additional requirements. Once created, each requirement has its own edit and deletion link.

Once all requirements have been added, select the ‘Continue’ button.

Step 4 - Select vendors & capabilities

The first part of this process is to identify the specific capabilities that will be required to complete the requirements. Capabilities are used to match suitable vendors to the requirements. Capabilities for each scheme are determined as part of the scheme development and will vary from scheme to scheme.

Any number of capabilities can be selected from the provided list. Multiple capabilities can be added simultaneously by using the control key and the mouse to select the required capability.

Once chosen, click the ‘Add Selected Capabilities’ button to populate the RFx. If a capability is selected incorrectly click the adjacent remove link.

Further filtering abilities can be employed through the match capabilities and Prequalification type options. Selecting ‘Match All…’ reduces the suitable vendors list to only those that have all the capabilities. In multi skill projects, this may limit the ability of SME’s to respond.

The prequalification type identifies whether or not a supplier is limited to providing services to a maximum value or threshold. The threshold value and the prequalification types vary according to the scheme.

The service area identifies the location where the work will be undertaken. Only those vendors who have indicated that they can undertake work in that service area will be returned in the filtering process.

Once all the information has been entered selecting the ‘Show Vendors’ button will produce a random (non-alphabetised) list of venders that meet the set criteria. Selecting the name heading will alphabetise the list.

The list of vendors identifies how many capabilities have been matched tothe prequalification type and information about the size of the vendor organisations. This information can be used to determine if a vendor is a SME for the purpose of complying with NSW Procurement Board Direction 2014-02[2]

Selecting the vendors’ hyperlinked name displays the company profile which includes additional information on the vendor including contact details, capabilities and in some cases, insurance certificates and rate cards.

Select the ‘Add’ link against the relevant vendor/s to include them on the vendor shortlist, or click the ‘Add all Vendors to Shortlist’ link if all vendors are to be selected. The remove link can be selected to remove vendors no longer required on the shortlist.

Select the ‘Continue’ button to move to the review stage.

Step 5 - Review the RFx

All the details entered in the previous stages are displayed for final review prior to inviting vendors to respond. If the details need to be amended, select the appropriate step from the right hand list and then edit the required field.

Select the ‘Continue’ button to finalise the RFx.

Step 6 - Confirm & issue the RFX

This last step gives us the opportunity to identify if funds are available, if the action has been authorised by the agency and, to indicate if all relevant codes of practice have been complied with.

At this stage agencies have the option to finalise the invitation process offline. Selecting the ‘Take Offline’ button moves the RFx to the archived folder but not before allowing the identified vendor(s) information to be downloaded in a PDF format. Disclosures through contract award notices are still required in accordance with the GIPA Act.

To continue with the online process select the ‘Publish RFx’ button. Email invitations will be sent to the shortlisted vendors with the details of the RFx.

Further Information

Further information is available via email from the NSW Procurement Service Centre[3] or on 1800 679 289.

Department of Finance, Services & Innovation

P: 1800 679 289 E: |

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