Frequently Asked Questions

See below the answers to our most common questions people ask about Delta eSourcing

Registering as a supplier will give you access to Response Manager and Profile Manager:

Response Manager allows you to view, manage and track your responses to PQQs, ITTs, RFQs and
Call Offs.

Profile Manager allows you to view, edit and publish your organisation’s Supplier Profile. Buyers can search SID for profiles and invite suppliers to join their supplier lists, participate in a tender exercise
or request for quotation or contact suppliers as part of any market-scoping exercise.  

Your username is the email address you registered with. If you are unable to log in with the
password you have, click Reset Password below the log in area and follow the steps shown.

You should have received an email from the buyer detailing the steps to follow. If you have not
received the email, log in to your account and click ‘Response Manager’. This should list any invites
you have received and you can accept or decline the opportunity.

If you are unable to find the opportunity you’ve been invited to you may be logging in with different
registered details to those that the buyer holds. If this is the case, log in with the email address the
invite was originally sent to. Alternatively, you can contact the buyer directly and ensure they amend
the details to match your log in credentials.

To ensure the Buyer can see your response, you must have completed and submitted your response
by the deadline date/time. You can check if your response has been submitted successfully within
the ‘Responses’ section of Response Manager where it will show the current status. The entire
response journey is detailed within the Response Manager Quick Start Guide available online.

You can edit your response within ‘Stage Two: Prepare Response’ but you need to withdraw it first.
Once you’ve edited your response, click ‘Proceed to Stage Three’ where you can resubmit your
response.
To withdraw your response, providing that the deadline date has not passed, log in to your account,
click ‘Response Manager’ and select the relevant opportunity. Within ‘Stage Three: Submit
Response’ click on ‘Withdraw Response’.

An access code is a unique code applied to a notice created within Delta eSourcing.

CPV (Common Procurement Vocabulary) codes have been specially developed by the EU for public
sector procurement. Buyers use CPV codes to classify their contracts by applying a code and
description for the items they wish to procure. Suppliers can add CPV codes to their Supplier Profile
to assist in the matching of contract opportunities. To help you, we have provided an easy online
search where you can type in a word or word stem (eg ‘computers’ or ‘comp’) which will return
matching CPV codes.

The main contract types used within public procurement are:
OJEU (High Value): Prior Information Notice (PIN); Contract Notice; VEAT (Voluntary ‘Ex Ante’
Transparency) notice; Contract Award; and Contract Addendum.


Non OJEU (Low Value): Competitive Contract Notice; Competitive Contract Award; and Competitive
Contract Addendum.

If you have any question about documentation or specification, you will need to access the relevant
PQQ or Tenderbox and click on ‘Email Buyer’.

An activity log containing all actions, which are date and time stamped, can be viewed or
downloaded from Delta eSourcing.

The advantage of Select Certify is that the information you complete is certified by you. This
allows you to tailor your profile with keywords and CPV codes which specifically highlight the
goods, works and/or services your company provide. Buyers can easily find your company through
the Supplier Information Database (SID) and this can improve your chances of being selected to
take part in a tender exercise.

Select Accredit is a third-party certification service which demonstrates to public sector buyers that
you have achieved a recognised public sector standard.

A Supplier List is a tool that allows buyers to catalogue suppliers by lists of specific categories or as a
generic list.

Quick Call is a feature where buyers can easily issue a call from an existing framework or request a
quote from selected suppliers in a contract list.

Yes. The character limits are 150 for small text fields and 3800 for large text fields.

Registering as a buyer will give you access to Tender Manager, Supplier Manager, Collaboration
Manager and Contracts Manager:
Tender Manager allows you to manage a range of competitive exercises, including notice creation,
RFQs, PQQs, ITTs and mini-competitions.
Supplier Manager allows you to search for suppliers and create supplier lists using the Supplier
Information Database (SID.
Collaboration Manager is a dynamic, collaborative workspace that allows real-time visibility of
internal and external procurement processes.
Contracts Manager allows you to create contract records of awarded contract opportunities using
the Contract Register facility.

One of the easiest ways to check why your PQQ or Tenderbox won’t open is to check the status on
the Overview area. This is located next to the name of your PQQ or Tenderbox. If the status is
Preliminary or Validated and not Open, this means you have not completed all the steps in it up. To
ensure the asset opens, you must complete your questionnaire and subsequent evaluation plan

You won’t have the option to publish if you are a Buyer Registered User or Buyer Auditor. Only Buyer
Administrators and Buyer Supervisors have this permission.

Once a notice has been submitted it can take 2-5 working days for the notice to be published on TED
(Tenders Electronic Daily). Confirmation will be sent via email once your notice has been published.

Yes, providing that you have not yet started the evaluation. We suggest that you notify your
suppliers of any changes made.

A tender exercise is an area which houses Notices, PQQs and Tenderboxes. It can be used to run the
following competitive procedures:
• RFQs
• PQQs (two-stage)
• ITTs (two-stage)
• Open Tender (one-stage)
• Mini-competitions

OJEU template (high-value) will be advertised on TED (Tenders Electronic Daily), BiP Solutions’
business intelligence and contract information services and Contracts Finder.
Non-OJEU template (low-value) will be advertised on BiP Solutions’ business intelligence and
contract information services and Contracts Finder.

A Collaboration is when more than on buyer, from within one or several organisations, runs a
procurement exercise as one entity. This helps to achieve better value and streamlined processes
through collaborative procurement.

To invite a user in to a Collaboration, the user needs to be registered on Delta eSourcing; non-users
cannot be added until they register as a buyer. Once registered, Click Collaboration Manager and
then select the appropriate Collaboration. Within the Collaboration, click Invite. Follow the online
instructions adding the users email address, selecting their role within the Collaboration and also
select the appropriate Collaboration.

User roles are privileges assigned to designated members of your organisation. There are four
different user roles:


Buyer Administrator has access to all assets in the organisation and has the ability to manage users

Buyer Supervisor can create, edit and publish assets across their organisation.


Buyer Registered User can create and edit their own assets, however cannot submit notices for
publication.


Buyer Auditor can view assets in a read-only manner.

To add users in to your organisation, you must be a Buyer Administrator. While logged in, click on
the following: Account → My Organisation → Users (tab) → Invite New Users (foot of page). Follow
the online instructions of adding the new users email address, selecting their role and which
department you wish to add them into.

An activity log containing all actions, which are date and time stamped, can be viewed or
downloaded from Delta eSourcing.

The maximum file size you can upload is 50MB per document. There is no limit on the number of
documents you can upload.

When completing your response or updating your profile, click on ‘Save’ regularly. The
service has a timeout facility of 20 minutes for security purposes.

This is a system notification that will occur if you try and log in to your account while already
logged in on another device.

To ensure that your Delta eSourcing emails are successfully delivered to your inbox, please add
helpdesk@delta-esourcing.com to your address book and/or safe list.

Yes, support is available through a variety of channels. Online user guides and integrated help text
should provide you with the information you require. If you still have any unanswered questions,
please use the Contact Us form or the Live Chat function to submit a query directly to the Helpdesk

Here’s What Our Clients Say

“Derby Homes have been using Delta eSourcing for a number of years now. The system is comprehensive, straightforward and reliable; expired procurement’s are well archived; the members of staff that we have dealt with have all been very professional and helpful, and their additional support in helping us to bring about a successful Supplier Open Day recently was invaluable.”

Jeff Wells, Senior Quantity Surveyor, Derby Homes

“E-act have been using the Delta E-sourcing platform for 2 years. The system itself is very intuitive, minimal user training is required. The helpdesk are always on hand for any queries that do arise. We intend to roll this out to the wider business ASAP so they can also reap the rewards! The platform itself is very transparent, it also allows us to centralise information, whilst retaining local ownership where required.”

Dominic Peverell, Procurement Manager (Commercial), E-Act Academy Trust

“Since adopting the Delta eSourcing suite 18 months ago, Delta has proved to be a user friendly and cost effective electronic tendering system. Offering excellent value for money, the functionality has enabled the University to streamline procedures, increase transparency and empower key stakeholders.”

Louisa Tejeda-Wood, Purchasing Services, University of Bradford