Government Logistics Department

Notice on Electronic Tendering System

The Electronic Tendering System (ETS) of the Government Logistics Department (GLD) provides a secured electronic means with the use of Internet technologies for handling tender and related matters. The ETS provides services 24 hours a day and 7 days a week. The system is operated by ets.com.hk Limited (echL), a subsidiary of Global e-Business Services Limited (GO-Business).

The ETS provides an electronic means for delivering the following services:

Supplier enlistment
Notification of tenders
Downloading of tender documents by potential suppliers
Receiving and responding to enquiries
Submission of tender offers
Contract award notice

With the ETS, the purchasing process between GLD and suppliers will be swifter and more responsive. GLD can reach a much wider range of potential suppliers so that more competitive bids may be obtained. Companies will be able to submit their tender offers electronically through a system that will receive their information securely and authenticate their identity. Their bids will be kept encrypted until the tender opening time.

This is a cost-efficient method of obtaining tender documentation and submitting tender offers. Subscribers will gain real-time access to information and more time to prepare their bids, as transmission will be instantaneous.

echL operates and maintains the system round the clock and provides a help desk for subscribers.

Additional information on the ETS

What are the benefits for subscribing to the ETS?

Convenient supplier enlistment
Shorter time for receiving and submitting tenders
Round-the-clock downloading and submitting tenders
Less paper work
Reduced postage and packaging costs

Is there any set-up requirement for subscribing to the ETS?

It is an open platform for Internet access and has no pre-installation requirements. Subscribers can gain access to ETS provided they have installed the recognized Internet Browser in their PCs.

What are the subscription charges?

The subscription charge is payable to echL. For details of subscription charges, please visit the ETS web site at http://www.ets.com.hk. However no cost is levied by GLD for supplier enlistment.

Why isn't this service free if anyone can access it on the Internet?

The service charge is payable to echL as there are certain administrative costs incurred by the company in running the system. However, suppliers may find the subscription services to be good value for money due to easier access to tender documentation and flexibility in submitting tender offer.

What is the scope of the tenders that will be covered by the ETS?

Tenders closing at the Government Logistics Department Tender Box other than those of a bulky nature or with complex diagrammatic specifications will be covered by the ETS. The facility may be extended to other tenders in due course.

How secured is the ETS as an electronic business application?

ETS is designed with a complete security consideration. It is one of the first applications utilizing the public key infrastructure (PKI) designed to enable a secured environment for electronic business applications such as the ETS. PKI is an advanced solution to address authentication, non-repudiation, integrity and confidentiality of electronic tendering transaction.

Are the tender offers submitted through the ETS as secure as the manual system?

Great importance has been attached to security features. In addition to the standard security features to protect against unauthorised access, the most advanced encryption technology is used to ensure that only authorised tenderers could submit bids, that their bids once submitted cannot be altered and that they remain encrypted and inaccessible by all parties until the electronic tender box is opened under the same kind of procedures as apply with our existing manual system. These security features apply also to the staff of echL who have no access to the tender bids. The Hong Kong Productivity Council as a third party auditor will check the security features of the system.

Do tenders need to be submitted by a closing time? How will this time be established?

The ETS provides an electronic means for tenderers submitting their tenders in addition to the traditional manual process. All tenders, irrespective of being submitted through the ETS or by manual process, must be submitted before the tender closing date and time (Hong Kong time). A real-time digital clock initially synchronizing with the timeserver provided by the Hong Kong Observatory will be displayed on the ETS screen for tender submission indicating the system date and time. The transmission of tender offers through the ETS must be completed before the tender closing date and time. If the tender closing time is reached during the transmission of a tender offer, the submitted tender will be regarded as a late tender and will not be considered.

Will late tenders be considered if due to bandwidth congestion?

All tender offers must be submitted before the tender closing date and time (Hong Kong time). Late offers attributable to bandwidth congestion will not be considered.

10.

Will GLD phase out the traditional tendering process?

We would continue to maintain the manual system for as long as many suppliers require it.

11.

How can I know more of the ETS?

	On Technical & Subscription Issues	On Tendering Services
Contact Point:	Global e-Business Services Limited	Government Logistics Department
	Ms. Irene TANG	Mr. LAU Chun Kwan
E-mail address:	subscription@ets.com.hk	sosr@gld.gov.hk
Telephone:	(852) 8109 1820	(852) 2231 5289
Fax:	(852) 2503 8400	(852) 2807 2764

12.

When will registration for ETS begin and how does one apply?

Any suppliers wishing to do business with GLD by means of the ETS can now register with ets.com.hk Limited by means of e-mail or fax as shown above.

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23/05/2008