To explain the purchasing process, we will use a practical case based on the acquisition of a desktop computer.

In this case, we start with a product with specific features: a PC with an Intel Core i5 processor, 16 GB of RAM, and 512 GB of SSD storage.

1.1.- Catalog Search and Basket.

From the search engine located in the “Catalog” tab of the Ordering Application , we will add the necessary parameters to filter the search.

1. 1. Click on the “Advanced” filter button
   2. Add the “General search” criteria if we have not yet decided on the configuration of the equipment to be requested, and choose the appropriate parameters in a second search. In this case, we will enter “i5 512GB 16GB”
   3. Select the contract “2024_AM_09 – Supply of IT equipment for the Miguel Hernández University of Elche”
   4. Select “Lot 2 – Equipment for workstations”
   5. Select the category “Desktop computers”

Note: The prices of the products indicated in the catalogues are never final; it will be necessary to issue a request for quotation for the desired product to determine the final purchase price

If we have doubts about the characteristics of a piece of equipment, we can visit the product link provided by the supplier.

Once the equipment we wish to acquire is located , we must check if it is available from other approved companies; to do so, click on the “Add all” button.

In the basket, before sending the offer to the suppliers, it will be necessary to confirm that an improvement offer is being sent to all suppliers who can provide the item.

1.2.- Completing the tender process.

1.2.1.- Requester details.

Next, we must complete all the information related to the tender requester.

It is essential to select the correct requester, as in the following steps only budget items for which said requester is responsible can be chosen. If the person in charge does not appear in the “On behalf of” field, it will be necessary to consult the “How to delegate purchases” section in the FAQ of this framework agreement.

1.2.2.- Closing date for submission of offers.

By default, the application sets a response period for the offer of 5 calendar days.

If the tender is published at the end of the week, it will be necessary to review and, if necessary, extend this period to ensure a reasonable response time for suppliers.

Offer submission deadline It will be necessary to check and adjust this period, if appropriate, to allow a timely response from the supplier.

1.2.3.- Message for the supplier.

In this step, we can provide any relevant information that the supplier should take into account to correctly value the offer.

1.2.4.- Sending the tender request

Once the form details are completed, click the “Send tender request” button to submit the order to the companies.

At this point, a tender number will be generated with the following structure: O-2025/XXXX.

1.3 Tender Valuation.

Once the tender requests have been sent, we must wait for the suppliers to send their proposals to proceed with their valuation.

We can access the offer valuation through:

• • The email received.
  • The “Pending Valuation ” button within the Offers section of the ordering application.

1.3.1.- Offer Valuation Notice

Within the offer, we will access the “Valuation Details” tab. At this point, we must consider the following:

• • We will not be able to see the valuation made by each supplier until we click the “Value offers” button.
  • The system will automatically award the tender to the company that has presented the lowest price. In the last column, we can check which company has been awarded the tender, as well as the details of each proposal received.

In this step, we will have the option to “Request authorization” to continue with the process or “Discard valuation” if we wish to cancel the tender request.

1.4.- Purchase authorization request

After the tender valuation, click the “Request authorization” button. In the pop-up window, we must include the following:

• BUDGET ITEM: It is essential to select the item from which the purchase will be made, as it cannot be modified in the rest of the process.
• PURCHASE MOTIVATION: Specify the purpose of the purchase, justifying its necessity.

The purchase request will be sent for authorization to the head of the IT Infrastructure service.