SPSE USER GUIDE

For Vendor (Consultant Firms) Participating on the Regular Consultant

Selection (RCS) under the Projects funded by the Asian Development Bank in
MPWH

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June 2016
June 2016
 Table of Contents

1 Introduction .................................................................................................................... 4
1.1 Regular Consultant Selection .................................................................................. 4
2 Scope and Intention of the User Guide .......................................................................... 5
3 Regular Consultant Selection (RCS) ............................... Error! Bookmark not defined.
3.1. Vendor’s User ID Registration ............................................................................. 6
3.2. Steps in Regular Consultant Selection (RCS) Process. ..................................... 10

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Abbreviation

ADB Asian Development Bank

LKPP National Public Procurement Agency (Lembaga Kebijakan Pengadaan
Pemerintah)
SPSE National Electronic Procurement System (Sistem Pengadaan Secara
Elektronik)
EOI Expression of Interest
REOI Request for Expression of Interest
CSRN Consultant Services Requirement Notices
MPWH Ministry of Public Works and Housing
PAM Project Administration Manual
MOU Memorandum of Understanding
DGH Directorate General of Highway (Direktorat Jenderal Bina Marga)
DGWR Directorate General of Water Resources (Direktorat Jenderal Sumber Daya
Air)
DGHS Directorate General Human Settlements (Direktorat Jenderal Cipta Karya)
SDP Sector Development Plan

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1 Introduction
The Government of Indonesia through Presidential Decree No 54/2010 regarding Public
Procurement of Good/Service, in Article 131 Paragraph (1) regulates that on Year 2012
all Indonesian Government’s Ministries/Agencies/Institutions are required (mandatory)
to implement electronic good/service procurement for partially/all procurement
packages. It was also stipulated on Perpres No 54/2010 that Electronic Procurement
Service Unit (LPSE) will be responsible for the e-procurement system implementation.
Operational technical provision for LPSE was regulated in the Chairman of LKPP
Regulation No. 2/2010 and need to abide by Government entities. LPSE in
implementing electronic good/service procurement service system is compulsory to
follow the provision as stated in the Act No. 11/2008 regarding information and
electronic transaction.

A. Utilization of SPSE for Electronic Procurement in ADB Project:

Ministry of Public Works and Housing (MPWH) has been using electronic
procurement (e-procurement) since 2005. On average, MPWH procured more
than 12,000 packages per year using full e-procurement through its internally
developed e-proc system. MPWH currently has over 25,000 registered contractors
and vendors, both international and national, who have been participating in
tenders on its e-procurement platform.
Per a directive from the National Public Procurement Agency (LKPP) in 2015,
MPWH transitioned to a single system platform for all government procurement,
using the LKPP National Electronic Procurement System (SPSE) system on the
MPWH LPSE portal in conjunction with the MPWH e-procurement system. To fully
comply with the LKPP directive, the Minister of MPWH issued its own directive in
2015, for all new procurement conducted by the Ministry to be done using full e-
procurement on the MPWH SPSE system starting in January 2016.

1.1 Regular Consultant Selection

Regular Consultant Selection (RCS) is a system within SPSE which can be used
to select consultant firm to participate in bidding for Asian Development Bank
(ADB) funded Project in MPWH. RCS adopted shortlist consultant system and
follows ADB Procurement Guidelines.
Example of the SPSE LKPP for ADB’s Projects in MPWH covered in the RCS
system:
1. Flood Management in Selected River Basin (FMSRB).
2. Accelerating Infrastructure Delivery through Better Engineering Services
Project or ESP (Non Panel Selection)
This User Guide did not cover elaboration regarding selection method available for
ESP Panel Consultant System using SPSE in MPWH. This User Guide will only
focus on how to guide prospecting/ interested vendors in using SPSE system
(particularly RCS) to participate in Projects funded by ADB in MPWH.

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 REOI for ADB Projects which included in Regular Consultant Selection (RCS) will
also be posted on ADB’s Consulting Services Recruitment Notice (CSRN) and
website of MPWH’s SPSE.

2 Scope and Intention of the User Guide

The User Guide is intended to provide step by step instructions for vendors
(international and national) in applying SPSE for consulting services selection for
participating in ADB’s project in MPWH. LKPP currently facilitate both national and
international vendors to participate in ADB’s funded Project. Definition of international
vendors will be elaborated as follow:

a) International vendors in this case, will refer to all consultant firms (vendors)
incorporated outside Indonesia and has not been legally operated in Indonesia.
b) National vendors will refer to consultant firms which legally incorporated in
Indonesia.

Note: Please follow step by step instruction given in this User Guide. Each action will be elaborated
with screen shot images from live system for easier view. Please notice that signs or shapes on the
images and read the elaboration of the project and the system in the Introduction section for better
clarification.

3 REGULAR CONSULTANT SELECTION (RCS)

The image below will be the Home Page of SPSE MPWH Website. The specific link to
ADB Project (ex: FMSRB Project) will be established in this page after further technical
discussion and installment of the system in MPWH.

(Image 1: Main Page of SPSE MPWH Website)

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3.1. Vendor’s User ID Registration
This image below is the Home Page of SPSE MPWH site which is dedicated for ADB. In
order to participate in the bidding via this system (SPSE), vendor must register via online to
acquire user ID for login into the system (please refer to Image 2)
Please click link “Register as Vendor” in order to access registration page. You will be
directed to the following page where vendor will fill the form.

Image 2

Image 2
If you happen to click “Login as Vendor” button, you may also Please click link “Register
as Vendor” in order to access registration page. You will be directed to the following page
where you can fill the form. The line marked by asterisk is mandatory (please refer to Image
4)

Image 3

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 Image 4

Please notice red box and arrow which means that the following registration form need to be
filled, particularly for the * (mandatory). Upon completion you may click Register button
(please refer to blue arrow).
Vendors need to pay attention to following remarks:
 In Vendor Type, vendor must choose between International or
National Vendor by clicking the dropdown.
 Definition of International Vendor refers to any vendors which has
not possessed legal permit to operate business from Government of
Indonesia.
 Definition of National Vendor refers to any vendors which obtain
legal permit to operate business from Government of Indonesia.
 User ID, refers to name code that will be used to login into SPSE
application. Please use term which is easy to remember as user ID.
 Password, refers to password that will be used to login into SPSE
application. Please create a password which includes series of
alphabet and numeric for security reason.
 Password (Verification), need to be fill in order to ensure the
password filled was matching with what previously typed
(consistency).
 Company’s name, refers to name of company which register as
vendor.
 Company’s address, refers to address of company appropriate
with tax ID.

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  Tax ID number, It refers to tax ID number of the company
registering as vendor in the country where it legally incorporated.
 Phone, refers to telephone number of company which register as
vendor.
 Email address, refers to official company email address that
register as vendor.
 Website, refers to official website address of company that
registered as vendor.

Next step vendor will be sent an email notification regarding confirmation of registration
(Please refer to Image 5)

Dear,
Donald Management

Thank you for registering in the ESP's SPSE. Your account name is Donald Management.

To complete your registration, please do the following: Open the link below by clicking on it:

Click here

Email copy of your firm's article of incorporation and tax identification document as issued in the country of incorporation
[email protected]
to [email protected] and [email protected]. The document should be in pdf format. The email should have the
subject line "ESP Registration for Donald Management".

Sincerely,
LPSE Administrator

Image 5

Sincerely,
When vendor click on the sign “Click here” on the Image 5, then confirmation screen will
LPSEappear
Administrator
(Please refer to Image 6):

Image 6

Vendor may click “Back to main page” in order to access Home Page. There is no further
step at this stage.

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 After registration with SPSE has been approved by the Committee, there will be an email
sent to the vendor notifying that registration has been approved. (Please refer to Image 7):

Dear,
Donald Management

Your registration with SPSE has been approved. Details of your registration are as follows:
• Your User ID : DONALDMGM
• Company Name: Donald Management
• Address: South East 14th

Sincerely,
LPSE Administrator

Image 7

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3.2. STEPS IN REGULAR CONSULTANT SELECTION PROCESS

The next step after being registered in the system, vendor may start entering bidding in
Regular Consultant Selection (RCS) if interested.Vendor can find out bidding package by
accessing MPWH LPSE website: lpse.pu.go.id/eproc-esp (Please refer to Image 8). In
RCS process there are several steps which need to be conducted prior having chance to be
properly analyzed and decided as winner in the bidding.

Image 8

Steps or phases in the Regular Consultant Selection Process (RCS) are described as follow:

1. Announcement Stage

Image 9

In the main page, vendor might find the “Package Name” in the middle of the website screen
(Please refer to Image 9). Vendor can click on the “Package Name” and will be directed on
the screen as appeared in Image 10. Vendor might click “REOI Summary” (refer to red

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circle) to view and information summary contained in the REOI and then vendor can click on
“Submit EOI” (refer to blue circle) if interested to participate.

Image 10

Next step vendor will be directed to login screen (please refer to Image 11). You may use
your user ID and Password (refer to red circle) and then click “Login” button (blue circle).

Image 11

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Vendor will be directed the screen below. After carefully reading the information presented
on the page, you may click “Accept and Submit EOI” (please refer to Image 12).

Image 12

Upon completion on previous step, following screen will appear. Please notice there is a
confirmation sign on the green banner (Please refer to Image 13)

Image 13

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Vendor will able to view schedules and stages in RCS process in the Package by clicking
“View” button (Please refer to Image 14).

Bidding Schedule

Image 14

2. Submission of EOI

In order to enter the Shortlist, vendor needs to complete several steps including submitting
proposal. The next step will be to go to Dashboard or login to the system (Please refer to
Image 15).

Image 15

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Upon entering the system, the screen should automatically display the Dashboard section of
the website and vendor can click on the package or blue circle (please refer to Image 16).

Image 16

Next step vendor will see the screen on the image below. Vendor can upload EOI and other
Supporting document by clicking “Choose File” (refer to red arrow) and then continue with
“Upload” (refer to blue arrow).

Image 17

After completing steps above, “Submit EOI” button will appear (refer to Image 18). Please
click on “Submit EOI” in order to move to the next step (refer to Image 19).

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Image 18

Image 19

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For the next step, a confirmation page will appear after completion on the above step.
Please notice sign on the green banner (Please refer to Image 20)

Image 20

Vendor will also automatically receive an email notification as seen below (Please refer to
Image 21):

Image 21

The next step after submitting EOI, vendor will wait for further process and assessment from
Tender Committee. In the event that vendor eligible/ pass the assessment then the status of
that vendor will be changed into Shortlisted. Vendor can view their status by login to the
system using their valid user ID and go to the Dashboard.

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 Image 22

3. Shortlist Announcement and Issuance of RFP

As previously mentioned above, in the Dashboard section vendor can see the status
(please refer to red circle in Image 23)

Image 23

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Apart from viewing status at the Dashboard, vendor will also receive email notification from Tender
Committee (please refer to Image 24).

Image 24

In the event that Tender Committee upload RFP document or any other supporting
document, vendor will automatically receive notification email as appeared in Image 25.

Image 25

Vendor can view the aforementioned RFP / other uploaded document from Committee by login into
the system (Please refer to Image 26 in the next page) and see from the Bidding Information section
after login in to the system (Please refer to blue circle in Image 27)

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Image 26

Image 27

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 Image 28

4. Preproposal Forum

The next step will be Preproposal Forum / Clarification Forum. In this phase vendor can asks
questions pertaining content of documents and other technical issues related with bidding. Vendor
can ask questions by login into the system (Please refer to Image 29 in the next page) and
continue by clicking “Ask for Clarification” button (Please refer to Image 30).

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 Image 29

After conducting previous step (asking question by clicking “Ask for Clarification” as in the Image
30) and then continuing with clicking “Send Question” (please refer to Image 31). Vendor can also
upload attachment / document to support question being asked if considered necessary by clicking
“Choose File” and then continue by click “Submit” (Please refer to Image 32).

Image 30

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 Image 31

Image 32

All questions asked by vendors will be stored into designated database within the system.
Vendor who enter the bidding may view the questions as well as response from Tender
Committee (Please refer to Image 33 and 34. In the image 34 please notice the Participant
Questions section to see the questions and Bidding Committee Clarification to see
response from the Committee.

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Image 33

Image 34

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5. Submission of Technical and Financial Proposals

In this stage vendor will submit technical and financial proposals required to enter the bidding.
First step vendor will be needed to login to the system by accessing the Home Website
lpse.pu.go.id/eproc-esp/ (Please refer to Image 35) and continue by login using designated user
ID and password (refer to Image 36).

Image 35

Image 36

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After login in, vendor will be required to upload technical proposals in accordance with bidding
package by click “Choose File” to upload technical proposal and click “ Upload” (refer to Image 37);
and then followed by uploading Financial Proposals by clicking “Choose File” and “Upload” (refer to
Image 38). Financial Proposals must be in the following format: pdf and xlxs or xlx.

Image 37

Image 38

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Vendor which already uploaded technical and financial proposals need read the terms and condition
and click on the checkmark button (Please refer to red circle in Image 39) prior continuing to the next
step. After properly reading the terms and click on the checkmark then “Submit Proposal” button will
appear and vendor can click it to move on to the next step (Please refer to blue circle in the Image 40)

Image 39

Image 40

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After submitting proposals, there will be a green banner sign appeared in the Dashboard (Please
notice the green banner sign on the Image 41). At the very same time the vendor will also
automatically receive a notification email on the system. The email consists of information regarding
documents name being submitted along with submission date and time (Please refer to Image 42)

Image 41

Image 42

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6. Evaluation of Technical Proposals

Vendors who pass the technical proposal stage will receive an email containing
information that the particular vendor has met the minimum requirements for technical
proposals from the Committee (Please refer to Image 43).

Vendor may also view the status: “Pass technical evaluation” (Please refer to red circle
in Image 45) by login using registered user ID (refer to Image 44).

Image 43

Image 44

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 Image 45

7. Opening of Financial Proposals

All qualified vendors will be invited to send their representatives to attend/witness opening
financial proposal which will be conducted online (using computer) in certain designated time
and venue (which will be stipulated in the invitation letter to qualified vendors). Whether all
qualified vendors send the representatives to witness the opening of financial proposal or not
the event will still be implemented at the designated time and venue.

Vendor who passed technical proposal stage will receive an email containing information
that financial proposal have been opened by the Committee after the opening financial
proposals event take place (Please refer to Image 46).

Image 46

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8. Evaluation of Financial Proposals, Combined Evaluation Final Ranking

For vendors who passed the financial proposal and combined evaluation stage, status in
the dashboard will show as: “Pass technical evaluation” (Please refer to Image 47).

Image 47

9. Contract Negotiation

In this stage, vendor will conduct contract negotiation process. Vendor will receive an
invitation through email (Please refer to Image 48). The email contained information
regarding time, location and implementation of contract negotiation.

Image 48

10. Contract Signing and Winner Announcement

Vendor who complete the price negotiation process will receive email notification which
includes information that the company has been declared as winner of the bidding
(Please refer to Image 49).

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 Image 49

Vendor who declared as winner of the bid will see the status in their Dashboard as:
“Awarded” (Please refer to Image 51). Vendor will need to login first using their
designated user ID and Password (Please refer to Image 50). Upon login to the system,
vendor will be taken straight to the Dashboard screen.

Image 50

Image 51

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