This page has information on how to register with Quotations and Tenders Online and submit your responses to government quotations and tenders.
Quotations and Tenders Online
Quotations and Tenders Online (QTOL) allows businesses to do all of the following:
- request email alerts about opportunities as they are released
- download documents about opportunities
- lodge quotations and tenders
- view future tender opportunities
- view lists for prospective tenderers and closed quotations and tenders
- view awarded and cancelled tenders and quotations
- receive reminders to update information such as insurance renewal and Contractor Accreditation Limited (CAL)
- receive reminders of tenders and quotations that are changed or about to close.
You can record and pre-fill standard business information, making preparation of quotations and tenders less repetitive.
It is preferred that you lodge quotations and tenders online.
Depending on the lodgement requirements and procurement closing date you can also lodge by post or fax.
Register with Quotations and Tenders Online
There are three steps to create your account and record your business details on QTOL.
Your account must be associated with at least one business to download documents and lodge responses to quotations and tenders.
You can register any number of businesses after you have created your account.
How to register
To register with QTOL, follow the steps below.
Step 1: Set up an account
Go to the QTOL website and click 'register for an account'.
Choose a User ID. This can't be an email address.
Enter a password that is at least eight characters, contains at least one uppercase character, one lowercase and one number.
Fill out the remaining fields, particularly those with an * which are mandatory.
Check the boxes to indicate your required notifications.
Type the text that appears in the human verification image.
Click 'create account'.
Step 2: Set up a business
You can't download documents or lodge responses to quotations and tenders until you have created a business.
If you are registered with CAL you can log into the CAL database and copy your information across by clicking 'get CAL data'.
You should review/update and complete the remaining fields.
Click 'save business'.
Step 3: Create a business portfolio
For each business you create you can choose to create a business portfolio if needed.
The information stored in each portfolio can be used to pre-fill generic sections of your response schedules.
You can nominate to receive reminders on information about the expiry of insurance and CAL details.
Click 'save portfolio'.
Submit your quotation or tender
You can submit your quotation or tender response in Quotations and Tenders Online (QTOL) with eLodgement.
You can submit through eLodgement at any time before the day and time that a quotation or tender closes.
Depending on the lodgement requirements and procurement closing date you can also lodge by post or fax to Contract and Procurement Services.
How to submit tenders and quotations
Use the following steps to submit your response through eLodgement.
Step 1: Select the files
Select the files you want to lodge for your response by browsing and clicking on the files.
You can remove/cancel and replace any of the files you have selected.
Step 2: Upload the files
This puts the selected files into a queue awaiting processing on the NT Government server.
You can remove files from the queue and select additional files to upload again.
Step 3: Lodge the files
This is when your uploaded files are recorded as your completed submission.
You must submit files before the closing date and time the quotation or tender closes. If you submit after this time your submission may not be accepted.
Step 4: Receipt of lodgement
You will be provided a confirmation receipt on screen and to your registered email address.
Procurement actions after quotations and tenders close
If your lodgement is successful you receive an electronic receipt.
Always check the receipt to make sure the correct files have been uploaded. Your receipt will be emailed to the address associated with your accounts as well as appearing on your QTOL 'My dashboard' under 'Lodgements'.
Tenders and quotations that are lodged after the closing time and date or that are incomplete may not be accepted.
Once received, tenders and quotations are assessed by a panel with the outcome of that formally advised in writing. You will receive a Notice of Acceptance if successful or a Notice of Unsuccessful if your offer was not successful.
You can contact CAPS for help lodging your tender or quotation, but make sure you do this well in advance of the closing date and time.
Appeal a decision
If you receive a letter saying your submission was late, you can appeal the decision. The appeal process will be outlined in that letter.
Making changes to offers after lodgement
You can make changes to your offer up to the closing date and time. Follow the same lodgement process as originally completed and mark it as superseding your previous documents.
The time frame for when a tender or quotation is awarded is dictated by the complexity of the requirement and the number of responses. A good guide to how long the department will usually take is the validity period stated in the quotation and tender documents.
Simple contracts will usually be awarded within 30 days.
Usually, the NT Government procures under an offer and acceptance model. So once the acceptance of an offer is received by the successful tenderer there is no need for a separate contract to be signed.
The acceptance of an offer may be through a Notice of Acceptance, Service Order or Purchase Order.
If for some reason a different model is used, you will receive advice that you need to attend a location to execute/sign the contract documents.
All National Public Works Council Construction Contracts, for example, do require deeds to be signed.
Arranging a debriefing
Advice about debriefing opportunities are provided in the Notice of Unsuccessful tender.
Help with quotations and tenders
The following information will give you additional help with your quotation or tender.
Web browsers you can use
QTOL can be used on all of the following web browsers:
- Google Chrome - version 29 and above
- Microsoft Internet Explorer - version 8 and above
- Mozilla Firefox - version 23 and above
- Apple Safari - version 6 and above.
Responding to a quotation or tender
When creating a response to a quotation or tender, you need to consider all of the following:
- preferred file formats - .arf, .doc, .gif, .jpg, .pdf, .rtf, .tif, .txt, .xls, .zip
- there is no limit on the number of files that can be attached or the file size - if you have several files you should compress them into a zip file
- files can take a long time to upload or you may have technical issues or problems, so leave plenty of time to submit before the closing date and time
- the person submitting the documents is responsible for the business they respond for
- the documents do not need to be signed as registration is recorded in eLodgement, but you may need to sign for your own authorisation process
- the submitted documents can't be accessed by staff until after the closing date and time.
An addendum is a written notification of a change to a Request for Tender/Quotation document - for example the extension of a closing date.
If you are responding to a tender or quotation you must acknowledge any applicable addendum in your response to confirm you received it/them. For example, noting addenda 1,2,3 or 1-3.
Only changes made through a formal addendum will have any authority in the contract.
An addendum is sent out via email to the registered user in QTOL at the time of downloading or at the time of collecting the documents.
Logging out of QTOL
Click on your name at the top right hand corner of the screen and click 'Logout'.
Reset or change your password
If you have forgotten your password or user name, click the lost password/recover password link and enter either your QTOL user ID or email address.
Your user ID and a password recovery link will be emailed to the address associated with your account. To reset your password select 'my account', scroll to the end of the page and click 'change password'. Then follow the prompts.
Tender and quotation notifications
You can be advised of tenders that you may be interested in by using the 'Notifications' box after you register. Here you can select various categories of tender or quotation. According to your selections you will be alerted by email when any tender or quotation belonging to a chosen category is advertised.
Future Tender Opportunities
A Future Tender Opportunity is advice to industry of tenders intended to be released in the future. The expected release date refers to the month that the NT Government expects to release the tender to industry.
There is no guarantee that the tender will go to market. Prospective tenderers are asked not to request tender documentation at this stage.
You can be notified when a Future Tender Opportunity is released as a tender by checking the 'Notify' box to the left of the Future Tender Opportunity. You will receive an email when that tender is released to the market.
A Future Tender Opportunity is removed from the website on the last day of the month that the tender is expected to be released. There is no guarantee that the tender will be released in the nominated month.
File restrictions on eLodgement
There is no file restriction on eLodgement, though the larger the file size the longer it will take to lodge.
There is also no limitation on the number of files lodged, although you can compress files into a single .zip file.
Submitting tenders or quotations by post or fax
You can also submit responses by post or fax as long as you follow the lodgement requirements on each tender or quotation and the closing time and date. Lodgement requirements could be either by eLodgement, post or fax. The preferred method is via eLodgement.
Last updated: 19 April 2016