Fluor Procurement RFx SmartSource

1 Fluor Procurement RFx SmartSource Bidder's Guide April 2014. Copyright Fluor Corporation All Rights Reserved SmartSource ( ) is a trademark of , Inc. 2. TABLE OF CONTENTS. CONTACTS: SmartSource SUPPORT STRUCTURE AND WHERE TO GET HELP .. 4 SmartSource Bidding Company Technical System Support Iasta .. 4 Fluor SmartSource Administration .. 4 Fluor RECOMMENDED BIDDER ROLES .. 5 Role Type as Defined by the SmartSource Tool .. 5 STEPS TO PLACING AN ONLINE BID A QUICK SUMMARY BEFORE YOU BEGIN .. 6 STEP 1 RECEIVING THE ONLINE BID INVITATION .. 7 STEP 2 LOGGING IN .. 8 Navigating and Understanding the Tool.

2 9 STEP 3 DOWNLOADING ATTACHMENTS AND REVIEW INSTRUCTIONS TO bidders .. 11 Typical View of the RFx Package information details from the Main Page .. 11 Downloading the Attachments .. 13 STEP 4 REVIEWING THE PACKAGE INFORMATION 16 Package Information .. 16 Defined Labels .. 16 Related Links Package Forum and Timeline .. 17 STEP 5 COMPLETE THE BID ACKNOWLEDGEMENT FORM .. 19 STEP 6 SUBMITTING QUESTIONS THROUGH A FORUM .. 23 STEP 7 REVIEW SPECIFICATIONS, PREPARE BID AND COMPLETE THE ONLINE FORMS .. 26 Recap .. 26 STEP 8 ENTER PRICING INFORMATION VIA GO TO THE LIVE EVENT OPTION.

3 27 STEP 9 COMPLETE AND SUBMIT YOUR BID RESPONSE .. 30 QUALIFIED BIDDER SPECTATOR ROLE .. 31 RESETTING YOUR PASSWORD OR user NAME .. 32 PT20130006_Bidder_Rev_6_April_2014. 3. doc CONTACTS: SmartSource SUPPORT STRUCTURE AND WHERE TO GET HELP. SmartSource BIDDING COMPANY TECHNICAL SYSTEM SUPPORT IASTA. Iasta Help Desk Support - Tel + ext. 1. Send email to: Note: Depending upon your location, Iasta provides various international phone numbers. Visit for more information. Fluor SmartSource ADMINISTRATION. For general overall administration support, Users can submit assistance to the Fluor SmartSource Global Administrator at: PT20130006_Bidder_Rev_6_April_2014.

4 4. doc Fluor RECOMMENDED BIDDER ROLES. This documentation is provided as a guide to assist you as a bidding company user with Fluor 's electronic bidding with the SmartSource bidding tool. As a qualified bidder, your roles are not limited to the ones mentioned below. They are merely guidelines that are intended to make sure that bidding on Fluor 's RFx packages are fairly and successfully executed in the process of preparing your bid responses. ROLE TYPE AS DEFINED BY THE SmartSource TOOL. Qualified Bidder A qualified bidder (supplier / contractor) is one who is ready to place a bid and respond to an RFx package.

5 When this user is invited as a qualified bidder to bid on an RFx package and log on to SmartSource , this user will have access rights to review the package information from the bidder's point of view and will be able to provide a response by entering a bid or completing surveys and forms. There are situations where a qualified bidder is also a spectator. In that case, the qualified bidder is given access rights that are appropriate for the Bidder Company user and is able to view the package process, and see the linked qualified bidder's submitted information.

6 The spectator cannot enter information, only view or review it. Basic Responsibilities Receive and review email RFx Package Information Bid Invitation Where to get help Download and install SmartSource Software (web portal). Download and review attachments and read instructions to bidders Review all package information materials Respond to survey Respond to bid acknowledgment Upload documents Submit forum questions Password reset Note: The Fluor Procurement professional (Buyer / Contract Admin), is the package administrator who originally creates the RFx Package for bidding.

7 All packages have an owner / sponsor at Fluor . The owner has full administrative access to the RFx Package and is generally responsible for making certain that it has an up-to-date status, and also meets the requirements outlined in this documentation and meets Fluor 's basic practices for conducting electronic bidding. PT20130006_Bidder_Rev_6_April_2014. 5. doc STEPS TO PLACING AN ONLINE BID A QUICK SUMMARY BEFORE YOU BEGIN. The following steps will be discussed in detail in this guide: Step 1: Receiving the Online Bid Invitation Even though requirements may vary from one Fluor project to another, the overall process is the same.

8 Once you receive your invitation to bid, you will be ready to start bidding process. Step 2: Logging In Upon receipt of the invitation to bid email notification, you will receive your login ID and password along with the navigation link to the SmartSource website. Step 3: Downloading Attachments and Review Instructions to bidders There will likely be many attachments, surveys / specifications, and sample documents to download in order to prepare your bid. Read the Instructions to bidders first. This is your guide to successfully submitting a response. Step 4: Reviewing the Package Information Materials After downloading files in Step 3 and reading the instructions to bidders , you will need to review the entire package information materials completely before preparing to bid.

9 Step 5: Complete the Bid Acknowledgement Form In the Survey area, you will need to complete this form indicating whether you will submit or unable to bid. Step 6: Submitting Questions through a Forum Fluor recommends that all package clarifications are obtained through the Forum tool. Personal emails are not acceptable methods of obtaining clarifications. Step 7: Review Specifications, Prepare Bid and Complete the Online Surveys and Forms Review all package requirements completely to make certain all forms and surveys are completed. Step 8: Enter Pricing Information via Go to the Live Event Option One of the attachments that you will receive is an Excel Worksheet where you can develop your bid prices for line items on the package.

10 This worksheet will be used to upload your bid prices per line items. Note: It is recommended that you save any Excel files in .xlsx format (Word 2010) before submitting. Please Do Not use a password to protect the file or encrypt it. The SmartSource Webportal site is secure and the bidding process that Fluor uses as the Package Type (Sealed Bid - Reverse) does not allow other bidders to see your bids. Step 9: Complete and Submit Your Bid Response Make certain that all surveys, forms, and bid lot items are completed before you submit your bid and finish the process.