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The IPS is a PRASA application created to simplify, streamline, and ensure greater participation in the bidding process. For these purposes, the IPS allows:
To access the IPS you need to have an internet connection and have one of the following browsers: Google Chrome, Microsoft Edge or Microsoft Internet Explorer version 6 or higher (it is recommended to have the latest version), with 128-bit encryption strength or higher.
To create an account in the IPS:
Note: If you have an account created under the setup of an emergency purchase, you will not be able to bid in the ordinary process unless you meet the above requirements.
To do this, you must access the PRASA website: www.acueductospr.com
You must press “IPS Self-Registration” as shown in the following image:
A new “Provider Self-Registration” window will open, where you will be asked for certain data in order to create your account. Data such as: General information about your company or business and information about the contact person. All fields marked with an asterisk (*) are mandatory and must be completed.
Once all the required fields have been completed, the submit button will be enabled, which you must press. Below is an example of this button:
If all the data has been properly completed, then you will see the following “pop up” of a successful registration:
Once PRASA receives your request for self-registration, access to the system will be created. As confirmation of your access to the portal, you will receive a welcome email with your username and password.
Then press access the portal in the IPS Portal section.
The first time you log into the system, for security reasons, you will be asked to modify the access key/password that was sent to you as part of your access credentials. Once the new data has been entered, please press the modify button to enter the system. Below is an example of the password/password change screen.
The new password you enter must be at least (8) characters long and can have a maximum of (14) alphanumeric characters.
The system provides a tool for retrieving a forgotten access key/password. Below is an example of the screen where you can request to recover the access key/password.
When you access it, the system will ask you for the ID name and the email address registered to your account. These must match the data recorded in the IPS. If they are correct, a new access code will be sent to the email address registered with your account. Below is an example of the password/password change screen.
Once the system sends you the temporary password, you must type it in the old access code and then create a new one that must have at least (8) characters and at most can have (14) alphanumeric characters.
The tender process is the process by which PRASA requests quotes for certain products and/or services from suppliers with IPS accounts. PRASA notifies your quote requests to the email address registered to your account. For this reason, It is essential that you keep your email updated.In order to participate in the tender process, the supplier must have their data registered and updated with the General Services Administration (GSA). To do this, you must enter the PRASA portal and go to the “User Management” section and enter the “Data for Tender” tab.
Here you must fill in the GSA data and select the product categories for which you want to be invited to the tender process. To complete this section, you must click the pencil icon to enable the fields to be completed. You must complete the fields with an asterisk (*) as they are mandatory and you must also upload the certificate of eligibility from the General Services Administration:
Further down on the same screen you will find the section for selecting product categories. The “Select New Category” button will be enabled only if the “GSA Bidder Code” and the “Expiration Date” in the section above are complete:
If you do not find or do not know the category you should select, at the bottom of the list you will find the “Other” option and after selecting it by clicking the “Request” button, a window will open where you can enter a description so that PRASA can then include you in the corresponding category.
Once you have completed the required fields and attached the General Services Administration eligibility certificate and included the categories, when you save the changes the system will send an email to the Integrated Procurement System which will analyze and verify the information submitted. To participate in the tender process, you must be in the Single Register of Bidders of the General Services Administration (GSA). The requested categories must be authorized and registered according to the area of participation included in the General Services Administration (GSA).Once the information is verified, PRASA will add it to the requested categories and you can see it updated in the following section:
Once you are added to a category, you will begin to participate in the bidding process. You can make your bid if you were invited to submit your quote for a tender . Bids are evaluated once the submission deadline ends. To know the result of the award, you must contact the analyst who created the tender.
To view the tenders you will have a menu available on your screen in which you must click the “Tenders and Auctions” button. Below is an example of this button:
Afterwards, a report will be displayed with all the tenders you have been invited to participate in.Note: Remember to press the Update button to always view all tenders. Below is an example of this button:
Within this report you can search for the tender to which you were invited and view the details of the tender by pressing the “View Event” button. Below is an example of this button:
In addition to viewing the details of the tender to which you were invited, on this new screen you can indicate your intention to participate in it. The intention to participate is informed to PRASA, and implies that you will be notified of any change in the tender. Below is an example of this screen:
To do this, on the screen where the tender is displayed, you must click the “Create Offer” button, and complete it with the requirements before sending it to PRASA.
When creating the offer, the supplier must complete the mandatory default questions to comply with the code of ethics and regulations required by PRASA.The supplier must consent to the following questions:
They are found in the section Tender Information - Questions:
If you donnot answer “YES: I accept” then you won't be able to submit the offer.Once on the Offer Creation screen (Positions tab), you must complete the Quantity Offered and Price columns.
Note: On the screen you can also see in real time the Remaining Time left to submit the offer.Material positions, is mandatory to answer the default question referring to the Make, Model, Warranty and Delivery Time of the requested material.This is found in the position details displayed after clicking on Line Number under the Questions tab:
This must be completed for each Material type position.Service Positions, you can bid by deploying the node and placing the price on the second line as shown below:
The supplier can then enter notes or attachments both at the header and the position level.Notes and attachments (header): They are found as shown in the following image:
To add a note you must click on Add and then Bidder Notes:
Then a window will open to complete the note the supplier wants to add:
Once the note is added, then click OK and you will see the added line with a preview of the text:
To add attachments, you must press the Add Attachments button and a window will open to search locally on the supplier's machine for the file you want to add (PDF, DOC, XLS, JPG, etc.) and you will see the added line, with all the details of the file:
Once you select the file, you can give it a description if you want and then click the OK button and you will see the added line, with all the details of the file:
Note: The attached file should not exceed 10 MB.Notes and attachments (position): The Notes and Attachments option is also found at the position level, going to the position detail and then to the Notes and Attachments tab:
The functionality of the notes and attachments is the same as described for the header. The difference is that at the position level there are 2 types of notes that the supplier can enter:
Once the offer has been completed, you can view the conditions of the offer in the Summary tab and by clicking the Submit button, your proposal will be submitted to the tender.
Note: Please note that only offers that are submitted will be accepted. If you created your offer but only saved it, it will not be considered.
Through the IPS you can send your invoices. The IPS is the notification mechanism recommended by PRASA since it electronically records both the invoice and the date it was submitted. With this submission date the process for the due date of the bill begins.The following requirements are needed to send the invoice(s):
Clarifications:
You must access the IPS www.sic.acueductospr.com.To register your invoice, you must select the Invoices and Credit icon from the menu. Below is an example of this icon:
While on the new screen, the Register Invoice button must be clicked. Below is an example example of this button on the screen:
Once the button has been selected, the Create Invoice button must be clicked. You must select the option to create invoice for an order. Below is an example of this button on the screen:
Once the indicated option has been selected, all the orders that have been awarded to you and that are available for invoicing will be displayed. To create the invoice you must select the Order and click the Create Invoice button. Below is an example of this button on the screen:
The general information you will need to include is as follows:
Below is an example of the screen where you will include this information:
The system automatically indicates the positions (or information fields) found in the order for which you want to submit an invoice on the Position Summary screen. On this screen, you must update the quantity and net value fields.
Note: If you do not want to bill a position (or information field) you can click the trash button on that position to delete it. If you clicked this button by mistake, you can cancel that invoice (by pressing the cancel button) and start the process all over again.Below is an example of the “Position Summary” screen:
The net value must always be equal to the total amount of the bill.
It is a requirement for the supplier to attach the digital version of the invoice. If you do not attach it, the system will indicate an error message and will not allow you to continue. To attach the invoice, you must click the Insert/View File button. Below is an example of this button:
After clicking this button a new window will open so you can attach your invoice. It is mandatory to accept the Under Penalty of Nullity Clause in order to attach the files.To search for it within the files, click the Browse button and select the corresponding file on your computer. Once selected, click the upload file button.Note: The formats accepted by PRASA are PDF and JPG.If you want to confirm that the file has been successfully uploaded you can click the View File button. It will open directly on your computer. If you notice that the file is wrong, you can delete the file by pressing the Delete File button and proceed to upload the file again.Below is an example example of this screen:
Once the invoice has been registered, the system provides different actions to be performed. These are:
Below is an example of the screen with these actions:
If you click the Send button, a message will let you know if it has been successfully processed. Additionally, the document status is updated to Submitted Document. As indicated above, from this moment on, the invoice will be verified and processed by the accounts payable department.Below is an example of the screen:
Below are some of the most common errors with the actions to take when trying to send your bill through the IPS.
If appropriate, you can continue with the invoice that you have left recorded or otherwise cancel it and re-create it.
The supplier can submit a certificate for a purchase order or a contract, in either case where PRASA would require mandatory certificates, these must be submitted via IPS.In the case of purchase orders, the Purchasing Department will initially send you an award letter, notifying you of the purchase order number. You should wait for the Insurance Department to send you an email notifying you of the availability of the order in the IPS to include the certificates.You will see the certificates section in IPS by clicking the following tab:
Once within the tab, you will see the following screen:
As seen in the image, you have two groups of buttons to select your work area.The provider can select the type of documents to view:
And you can also select the documents to view grouped by status:
Depending on what you select, the corresponding information will be displayed. An example of the screen is as follows:
To attach a certificate, you can select the corresponding record and take the following steps:Click the pencil icon, complete the pop up with the attachment and comments.
Click Save
NOTE: Only attachments in PDF file format will be allowed.Once this action is performed, the document is reviewed by PRASA to approve or reject as appropriate.Summary of document statuses:
Status
Description
Not presented
A certificate was requested from the supplier and the supplier has not yet submitted the document
Under PRASA review
The supplier submitted a certificate, which AAA must review to approve or reject
Approved
Approved certificate
Rejected
Rejected certificate (the vendor can re-attach another document to send for review again)
Expired
Expired certificate, no longer valid (PRASA can re-request it if appropriate)
Cancelled
The requested certificate is canceled
Certificate uploading and searching work the same way for both orders and contracts.
Access the User Management tab:
Then click the create user button (found at the bottom of the page). Complete the mandatory fields and accept the Data Protection Declaration.
Password: It must contain at least eight characters and numerical symbols such as Start01E-mail address: This cannot be repeated, meaning that no two users can have the same emailRoles: This field is a fundamental field for organizing the users you create, since through these roles you will be able to grant functionalities to users, such as: If you want the user to only work on tenders, then you must select only the tender role, or if you want the user to work on tenders and send invoices, then you must select those permissions through the combination of roles you can distinguish the different functionalities of the created users.Then click record.
Note: Only administrator users will be able to create new users for the company, these users are identified by a star in the list of users:
When a supplier is invited to a tender, users of that company who play the role of bidder will be able to issue an offer (only one offer will be allowed to be submitted).To be able to issue an offer, you must enter the tender and press the Register button.
Once this button is clicked, the option to create an offer will be enabled and it will work as how a normal offer is made.
The contact for any issue with the Integrated Procurement System is:
Contact telephone number (787) 620-2277 ext. 2135 and 2966
