Frequently asked questions: Sourcing@HMRC

General

Sourcing

Technical

General

What is Sourcing@HMRC?

This is a web-based application used to manage the sourcing process, from capturing supplier responses to Pre-Qualification Questionnaires (PQQ) and Invitation to Tenders (ITT), through to evaluation and contract management.

What is an RFx, PQQ and ITT?

An RFx is the general expression used to describe all types of eSourcing events including PQQs, ITTs and eAuctions. The RFx means Request For, with the x indicating a variable being either a:

  • Request for Information (RFI) – questionnaires only
  • Request for Quotation (RFQ) – pricing details only
  • Request for Proposal (RFP) – questionnaires and pricing details

A RFI is a general industry term used to describe a PQQ.

A RFP is a general industry term used to describe an ITT.

What is an eAuction?

An eAuction event is a reverse auction conducted online with pre-qualified suppliers being invited to compete on predetermined and published award criteria. An eAuction can be on any combination of criteria, normally converted to a 'price equivalent'. Tenderers are able to introduce new or improved values to their bids in a visible and competitive environment. The procedure and duration of the event will be defined before the eAuction commences.

eAuctions are largely similar to traditional tenders undertaken by the Public Sector, the main difference being that tenderers are initially only asked to submit indicative prices. Final price proposals are then submitted during an e-auction bidding event, which is normally held following full evaluation of the non-price elements of tenderers’ bids.

HMRC may reserve the right to use an eAuction as part of the selection process for a particular requirement and this will be discussed in the specific tender documentation.

Training will be provided prior to the event in order to ensure that tenderers fully understand the e-Auction process. Assistance will also be available on the day of the auction itself to support any bidding activities, such as surrogate or proxy bidding.

How are suppliers with accessibility needs managed?

HMRC will ensure that all suppliers, regardless of accessibility needs, are equitably managed throughout the entire sourcing process.

As internet based applications can often offer a barrier to some disability groups, HMRC have designed sourcing processes to ensure suppliers, which highlight these disabilities when responding to an OJEU advertisement or when first accessing the eSourcing application, will have the opportunity to view and respond to the requirements in a range of alternative agreed formats. These can include:

  • providing the service in an alternative, accessible format (Word etc)
  • providing an accessible print and post option
  • providing the service where the supplier can phone up and be talked through a series of questions which results in the submission of the same data

These sourcing processes will make sourcing events accessible to a wider range of people with disabilities, including blindness and low vision, deafness and hearing loss, learning disabilities, cognitive limitations, limited movement, speech difficulties, photosensitivity and combinations of these.

If you believe you may experience, or are having accessibility difficulties with the eSourcing application, please contact the Operations Support Team to discuss your specific needs.

Sourcing

How am I invited to a PQQ or ITT?

HMRC will invite suppliers to register for eSourcing events following suppliers’ expression of interest to advertisements placed by HMRC - generally in trade journals or OJEU.

How do I know I have been invited?

You will receive an email from Sourcing@HMRC.com. Please ensure that any email filters, such as spam blockers, that you may have enabled, allow you to receive emails from this address.

Once registered, will I be invited to future HMRC events automatically?

No. You will still need to express interest to each appropriate advertisement placed by HMRC, and you will receive a separate invitation for each event.

Once invited, do I have to respond to events using the Sourcing@HMRC application?

Yes, suppliers should respond using the solution unless otherwise instructed or agreed.

Details on how suppliers with accessibility can take part in sourcing events is available on this website, please refer to How are suppliers with accessibility needs managed? to access this.

Please contact the Operations Support Team if it is not possible for you to respond in the agreed way.

Will my confidential tender documentation be safe?

Yes. The service is hosted by Emptoris, and both the application software and data (which is encrypted) will be held on the technology provider's secure servers.

All information on the service, and all buyer and supplier actions, are recorded and are fully auditable.

Do I have to pay to access this application?

No, there is no charge to suppliers.

How do I contact the HMRC Commercial Directorate team?

A contact name and number will be provided in the invitation email to a particular event. If you do not have an invitation email and have a general query, please email Operations Support Team.

How can I obtain access to the Sourcing@HMRC application?

HMRC will invite suppliers to register for eSourcing events following suppliers’ expression of interest to advertisements placed by HMRC - generally in trade journals or OJEU.

Once your expression of interest has been reviewed by HMRC, you will receive an email invitation from Sourcing@HMRC.com. This will direct you to the Sourcing@HMRC application and include a login ID and password to access the site.

You will receive a separate email inviting you to the specific PQQ or ITT for which you have expressed an interest.

Technical

Are there any minimum technical requirements for my PC?

You will need a PC with Internet connection. Minimum technical requirements: Microsoft Windows 2000 Professional or XP Professional operating system, and Internet Explorer 5.5 with Service Pack 2 or higher.

No additional software is necessary.

Please check that any pop up blocker software is disabled prior to accessing the application.

I have input my login ID and password, why can't I log in?

Your login ID and password are case sensitive, with user names generally structured as firstname.lastname; please ensure that you have keyed these in correctly.

If you are still experiencing problems please get in touch with your HMRC Commercial Directorate contact or alternatively send an email to the Operations Support Team.

How can I get training?

Training material is available within the application as tutorials or as specific help facilities. Once logged on these can be accessed by clicking on the icon on the top right of the screen.

Other training documentation is also available on this website; please refer to Training on how to use Sourcing@HMRC to access this. Some events will have specific training material attached to them, which you will be able to access and download once you are in the event.

Why can’t I see the PQQ/ITT I have been invited to?

Check that your initial log on view is setup correctly. This can be performed from the top menu selection Bids and then View RFx(s). On the right hand side of the screen, from the drop-down menu ensure this is set to All. This contains different RFx status’ you can select to view on your screen.

Ensure that you have an appropriate view status selected from this drop-down menu.

I can see the PQQ or ITT so why can’t I enter a response?

This could be because:

  • the event has not yet opened
  • the event is over and is now closed
  • you have not yet accepted the event

If you have not yet accepted the event, please do so by clicking on the green accept button on the left hand side.

Can I give someone else in my organisation access to a PQQ or ITT?

The Application Manager within the supplier organisation can invite other users to access an event. Please refer to Training on how to use Sourcing@HMRC for details on how to do this.

How can I print the PQQ and ITT questions?

Go into the relevant PQQ or ITT and click on run RFx report. This will give you the ability to download the questions into any of these formats xls, csv, pdf. The relevant downloaded file can then be printed.

Can I respond offline?

Yes, you can download the questions into a template, add your responses, and then upload the updated information back into the application. Please refer to Training on how to use Sourcing@HMRC to access this.

How do I reset my password?

If you have forgotten your User ID or password, please get in touch with either your HMRC point of contact if available or alternatively email Operations Support Team.

Who should I contact for technical support?

Please email Operations Support Team.