Secure online tender submissions

Important:
Test the bid submission process well before the deadline.
Submit any questions about the tender on the tender page.

Contents of this page

  1. Where is the upload page to submit your bid
  2. Bid security and integrity
  3. You can review and edit your submission
  4. How to prepare your bid files
  5. Files are too big
  6. Be patient
  7. What happens after submission
  8. How to get help

 

1. WHERE IS THE UPLOAD PAGE TO SUBMIT YOUR BID?

  • In order to submit your tender bid you need to log in to the PURCO SA website using the username of the person who purchased the tender.
  • You will find the link to submit your bid documents by clicking on the 'My purchased tenders' link on your SUPPLIER HUB page or under your username.

 

  • The "My purchased tenders' page lists all the tenders you have purchased, and includes a link to submit your bid.

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2. BID SECURITY AND INTEGRITY

  1. Secure server
    The PURCO SA website is hosted in a Payment Card Industry Data Security Standards (PCI DSS) compliant data centre with built-in security monitoring and autonomous attack prevention systems and agents. Strict web server and firewall monitoring services are in place.
  2. Secure data transfer
    The website uses HTTPS encryption to protect the data transfer of your submission upload and the Perfect Forward Secrecy protocol is enabled to offer further security. 
  3. Secure data storage
    Your uploaded Bid File is saved in a secure folder on the PURCO SA server.
  4. No access till closing date
    Your Bid files will be not be accessible by PURCO SA tender staff or anyone on a Bid Committee until after the closing date/time. Access to submissions is enabled by the automated system only after the closing date/time. PURCO SA tender staff will be advised of your submission when you submit your bids, but can only access your Bid documents and details after the closing date.
  5. File access strictly controlled
    Access to submitted Bid Files is restricted on a per tender basis to an auditable, tightly controlled list of appropriate PURCO SA staff and bid committee members.
  6. Audit trail
    The system automatically records and date/time stamps when Bid Files are uploaded, as well as the user who submitted the files.
  7. No submissions after closing date
    This TenderBox upload page is automatically deactivated immediately after the closing date/time to prevent late submissions. 

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3. YOU CAN REVIEW AND EDIT YOUR SUBMISSION

  • When submitting your bid you have the option to save a draft of your progress, and return at any time to edit or complete and submit your final bid.
  • You can replace any Bid Files or submitted information at any time p to the closing date/time of the tender.
  • You will not be allowed to edit your submission after the closing date.

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4. HOW TO PREPARE YOUR BID FILES

  1. The online Tenderbox Submission Webform requires that you upload a pdf copy of the entire Tender Document, plus each of the Mandatory and Functionality requirements as separate files. The Tenderbox upload page has upload fields for each of your separate bid requirements.  
  2. We recommend that you visit the tenderbox submission page well before the deadline so that you can check the process and requirements.
  3. Prepare all the documents required for the tender as separate files.
  4. Save all your documents as PDF files unless otherwise specified in the tender document. Pricing schedules must normally be submitted as MS Excel spreadsheets.
  5. Do not zip or archive your files unless expressly asked to do so.
  6. If you need to submit more than one file for a specific requirement you should follow the directions in the Tender Document or on the webform. In general you should combine multiple files into a single PDF. If not specified you can save the separate files into a zip file and upload the zip file.
  7. Reduce the size of your files as much as possible to make it easier to upload them (see suggestions below).

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5. MY FILES ARE BIG

If your files are very large you can reduce them to make it easier to upload, especially if you are on a slow internet connection.

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6. BE PATIENT

  1. If your files are large, there are lots of files to upload, or you do not have fast internet the upload may take a while.
  2. If the upload process does not complete or takes longer than a few minutes refresh your page and start again.
  3. If you are not redirected to the confirmation page your upload was not successful.
  4. When the file is finished uploading you will be redirected to a confirmation page.
  5. The system will send you a confirmation email after uploading your bid.

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7. WHAT HAPPENS AFTER SUBMISSION

  • Our system will send you a confirmation email after you have submitted your files.
  • You can log back into the website at any time before the closing date/time to edit or check your submission.
  • Access your bid under the "My Submissions" link or the 'My purchased tenders' link on your Supplier Hub page.
  • You can replace any of your uploaded Bid Files if necessary.
  • You will not be allowed to edit your submission or change any bid files after the closing deadline date/time.
  • Your Bid Files will be saved into a secure folder on the PURCO SA server.

    • The PURCO SA Tender Administrator will be alerted to your submission, but your Bid Files will not be accessible by PURCO SA tender staff or the Bid Committee before the closing deadline date/time of the tender.
    • The Bid Committee and PURCO SA tender staff will only be able to access and download your Bid after the tender closes.

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8. ASSISTANCE IF YOU HAVE A TECHNICAL PROBLEM WITH THE UPLOAD

  • Test the process well before the deadline.
  • Submit any questions about the tender on the tender page.
  • Contact PURCO SA on 011 545 0940 if you have a problem.
  • If necessary PURCO SA will refer you to the website administrator.

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This information is relevant when tender documents need to be submitted online (not by physical delivery).
PURCO SA will not accept responsibility for submission errors or non-submission before closing date.
Start early - your upload must be completed before the closing time.


 

 

 


ASSISTANCE IF YOU HAVE A TECHNICAL PROBLEM 

  • Contact PURCO SA on 011 545 0940
  • If necessary PURCO SA will refer you to the website administrator.