Understanding the Bravo Portal

Section 1: Frequently asked questions relating to Bravo

1. What is Bravo

2. Do I have to pay to register in Bravo?

3. How do I register on the Bravo Solution portal?

4. What is the ‘category tree’?

5. How do I make an application for funding opportunities/grant ‘events’ on Bravo

Solution?

6. What is an ‘event’?

7. What is ‘technical response’?

8. What is an ITT?

9. What is qualification envelope’?

10. What is a PQQ?

11. Can you work on the PQQ more than once before you publish it?

12. Can you edit your tender once you have published?

13. What format of documents can be uploaded onto the supplier portal?

14. How do I save my application?

15. How do I submit my application?

16. Will I receive confirmation once I have submitted my application?

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17. If I win a contract or am awarded a grant will I still be able to access the documents

in the portal?

18. What should I do if I have problems using the system or cannot upload my

documents?

19. Is the supplier portal accessible to and can be used by, people with a learning or

visual disability?

20. There was concern about use of the IT system following the recent well-publicised

breached of the Data Protection Act. Is Bravo safe and secured?

Questions and Answers

1. What is Bravo?

Bravo is an online system on which information about virtually all ECC grants to the

voluntary and community sector are advertised and on which all grants applications

are made. You will not be able to view and receive information about funding

opportunities, or apply for them, without first registering with Bravo. By registering

with the system, you will receive email notifications of ECC grants and other

tendering opportunities as they become open to receive applications, which you can

then apply for online. You can register with Bravo at

www.essex.bravosolution.co.uk. From there you can also access the help desk

help@bravosolution.co.uk

Bravo is also referred to as the ECC Bravo Solution eSourcing Supplier Portal. This

means it is the website on which funding opportunities are advertised and through

which suppliers apply for them. ‘Suppliers’ are applicant agencies that apply for

either grant funding or other tendering opportunities. VCS groups and agencies,

and all other applicants that use Bravo as a portal for responding to funding and

tendering opportunities are referred to as ‘suppliers’.

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2. Do I have to pay to register in Bravo?

No. Getting email alerts, accessing and completing grant applications in Bravo is

completely free to all voluntary and community sector groups and agencies.

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3. How do I register on the BravoSolution portal?

As stated above, to be able to apply for funding opportunities advertised or ‘posted’

on the Bravo Solution website, you will need to register your organisation's details.

You can do this by visiting the Bravo website at www.essex.bravosolution.com and

selecting the link at the bottom of the page that says 'register'. You will then be

asked to complete a short registration form. Once this form is completed, you will

be asked to ‘categorise’ your organisation by checking a number of boxes in a

'category tree.' Categorising your organisation in the ‘category tree’ is a process by

which you tick the boxes which appropriately describe the type of work your

organisation does or is involved in. This enables you to give more information

regarding your areas of work so that you can be alerted to appropriate future

opportunities as they arise in the future.

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4. What is the 'category tree'?

The ‘category tree’ is a check in box that will appear once you have completed the

questions in the registration form. It offers you the opportunity to tick/select boxes

from the options available in order to classify the areas in which your organisation

works. It is for you to tick/select those boxes that appropriately describe the type of

work your organisation does or is involved in. This information can be used by

Bravo to notify you through email alerts of any future funding opportunities that may

be relevant to your organisation.

You can at any time make alterations to the ‘categories’ you have selected in the

category tree but you must first login to your profile by selecting 'manage

categories' at the top of the screen. If you do not wish to receive email alerts about

all ‘published’ or advertised opportunities simply uncheck the boxes in your

category tree and click the save icon.

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5. How do I make an application for funding opportunities/grant ‘events’ on

Bravo Solution?

Once registered on Bravo Solution you are eligible to apply for funding opportunities

posted. You will first need to log-in using your user name and password. By

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selecting ‘view current opportunities’ in the bottom right hand corner you can see

the opportunities that are currently open to receive applications. Selecting the

particular fund you are interested in will give you further information. To apply for

the fund, you will need to select ‘reply’ in the left hand menu. You can then

complete the questions in the application form by selecting ‘technical response’.

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6. What is an ‘event’?

An ‘event’ is another name for a funding opportunity that has been advertised or

‘posted’ on the Bravo solution site. Some ‘events’ are open to all suppliers or

applicants, while others are by invitation only and these will require you to complete

a prequalification questionnaire (PQQ) – please refer to Q10

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7. What is 'technical response'?

The technical response section contains the questions that need to be answered in

order to submit an application. Technical response means you want to answer the

questions or complete the form, or ‘questionnaire’, that will open for you to make

your funding application.

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8. What is an ITT?

ITT stands for invitation to tender. It is a formal request for applicant agencies to bid

or apply for grants or tendering opportunities that have been advertised on Bravo.

Once you have logged in, selecting the ITT link from the front page will show you

the opportunities that are available for applicants to apply for. Not all of these will

be suitable for every organisation. By selecting each opportunity you will be able to

read all the details provided on each particular ITT.

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9. What is 'qualification envelope'?

The qualification envelope is where details of the requirements for the funding

opportunity are contained. This should be read first to ensure that the opportunity is

appropriate for your agency, is an opportunity you want to apply for or whether you

will be required to complete a pre qualification questionnaire (PQR).

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10. What is a PQQ?

PQQ stands for pre qualification questionnaire. Some funding opportunities may

initially require you to submit a PQQ before the actual application form. It is a

questionnaire or series of questions which bidders or applicants are required to fill

in or answer to ensure that they meet the minimum requirements or criteria for the

funding opportunity, such as technical ability and financial security. Those that

prequalify are then invited to formally apply for the funding or tendering

opportunity. These questions are used to filter out only suitable applicants. Please

note that not all applications require you to fill out a PQQ.

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11. Can you work on the PQQ more than once before you publish it?

You can work, save and exit throughout the time the PQQ is open. You must

however submit/send, or re-‘publish’, your final version before the deadline for

submitting the application. Re-published applications, sent/submitted after the

deadline, will not be sent by Bravo so will not be received by the ‘buyer’, the grant

giving agency (ECC).

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12. Can I edit my tender or application once you have published/submitted?

Yes, you can and are able to edit/amend your application provided you re-submit or

re-publish your amended version is done before the application deadline. See Q11

and Q15.

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13. What format of documents can be uploaded onto the supplier portal?

If you are asked to upload certain documents to the portal as part of your

application, you can be able to upload them. Bravo can accept all common formats

of documents, such as Word, Excel, PDF, etc.

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14. How do I save my application?

Simply select 'save' at the top of the screen as you complete your application. You

are strongly advised to save your application frequently to minimize the chances of

losing it. You are advised to save regularly, perhaps at the end of each section. It is

a legal requirement for the system to automatically log-out users after 15 minutes of

inactivity, and this will result in a loss of data from your application. A warning pop-

up will appear 2 minutes before this 15 minute period has elapsed. In order not to

miss these reminders, you may wish to set your internet browser, for example

Internet Explorer, to accept pop-ups. If you are leaving your computer idle for 15

minutes, ensure you have saved your progress.

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15. How do I submit my application?

Once you have completed all appropriate or applicable questions on the application

form you should save the application by selecting the 'save' link. In order to submit

the application form, please select 'publish' (which means send/submit) on the left

hand menu. When you select 'publish', you will be given the opportunity of reading

through all your ‘responses’, or answers, that you have provided to the questions. If

you are happy with them, please select 'confirm' and the application will be

submitted or ‘published’.

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16. Will I receive confirmation once I have submitted my application?

Once you have submitted, or published, your application, you will be able to login to

your Bravo account to see confirmation of all the applications that you have

submitted on Bravo, and can keep track of all applications you have made.

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17. If I win a contract or awarded a grant, will I still be able to access the

documents in the portal?

Yes, all your funding applications or tenders, including PQQ's, will remain visible

and accessible to you by login to your account.

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18. What should I do if I have problems using the system, or cannot upload my

documents?

Call the Helpdesk number which appears at the top of each page of the Bravo

portal. It must be stressed that the Bravo helpdesk can only assist with technical

queries relating to Bravo. They will not be able to advice you on issues relating to

any particular tendering or funding opportunity. You should direct such queries to

the ‘contact’ details identified in the tendering or funding document. There is no

charge for calling the helpdesk.

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19. Can people with a learning or visual disability able to access and use Bravo?

This answer may sound rather technical. However, the service provider (Bravo

Solution) is committed to providing an accessible application, and in 2006 made the

investment in a complete technical architecture and graphical design

redevelopment, in order to meet current web standards for usability and design.

The system has been thoroughly tested for compatibility with industry leading

assistive technologies such as JAWS for Windows, ensuring that it is accessible for

visually and physically impaired users deploying assistive technology such as

localised zooms, voice recognition and text to speech. The current version testing

regime includes co-operation in simulated procurement exercises with visually /

physically impaired users.

Bravo Solution analysis of the eTendering functionality suggests the system

achieves AA compliance against W3C Web Content Accessibility guidelines.

The system is currently under assessment by the RNIB pending their See It Right:

Usability accreditation. On a practical level at present Bravo Solution maintain free

helpdesk for those wishing to submit tenders/PQQ's with both telephone and email

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communication. The Bravo supplier guide and how use the portal in the next

section is pictorial with annotation for easy understanding.

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20. There was concern about use of the IT system following the recent well-

publicised breaches of the Data Protection Act. Is Bravo safe and secured?

Yes, Bravo is safe and secured to use. This mean all details in your application are

safe and will only be shared for application assessment purposes. The site is

accredited annually to government standards and is classified at restricted level 3,

which is the highest rating of an externally based system. Within ECC, access is

restricted to license holders on a project by project basis Procuring/commissioning

or funding/grants officers are only able to access their own tender or funding

information.

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Note:

Bravo related Q & A and user guide made simple to be revised and replaced when

new Bravo is published. Training workshops will also be organised for the VCS.

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Section Two: Bravo user guide made simple

1. Introduction:

Note:

Registration on Bravo has been configured slightly differently with what you were familiar

with. Now when you (the applicant/supplier) complete the first registration page and

"save", you will get logged out. You will then be sent an email with another (new)

password, different from the one you registered with. When you get the new password,

you will need to login again with it and accept the terms and conditions. If you wish, you

can then change your password to something you can easily remember, only then can you

continue with the categories and adding to or editing of your profile.

Bravo is now www.essex.bravosolution.co.uk not .com

a. As a first time visitor to the site there are limited areas you can view without

registering your (or your organisation) details. In the bottom right corner you can

select ‘view current opportunities’ which will take you to an additional page listing

all current opportunities.

b. You can also view ‘past’ opportunities that have been posted on the site by

selecting ‘past’ – also in the light blue box in the bottom right (above ‘register’)

c. In order to participate in any opportunities that have been posted you will need to

register on the site – if you have already registered you can skip section 2 and

move on to section 4.

2. Registering on the portal

a. From the home page select ‘register’ in the bottom right of the screen.

b. You will now be taken to the first registration page which will ask you questions

about your organisation. All fields that are mandatory are marked with an

asterix *. You will be asked for a ‘username’ – this is important as will be your log-

in name for the portal. You will also be asked for an e-mail address. Please check

this address carefully as your password will be sent to this address.

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c. Once you have completed all the details on the first registration page, please select

‘save’ and you will be moved on to the 2nd page of registration. Should you have

missed any mandatory fields, this will be flagged up, and you will not be able to

progress until they are completed.

d. The second registration page asks you a further 2 questions regarding ‘staffing’

and ‘turnover’. Once you have selected the appropriate response – please select

‘save and continue.’

e. The final registration page gives you a list of categories that you may wish to

receive notification and alerts for. You may wish to receive notification on ‘grant

funding’ – if so, please select the + next to ‘grant funding’ (option 31) and select

the appropriate areas that you wish to be notified about. There is no limit to the

amount of boxes you can check.

f. Once you have made your selection(s) please click on ‘select’ at the top or bottom

of the screen.

g. You should now be taken to a screen titled ‘registration confirmation.’ Select

‘close window’ and you are now free to start using the supplier portal Bravo. Your

password will be sent to the e-mail address you included during registration.

3. First time Bravo users and returning to accessBravo – managing your profile/details (purple box)

a. Enter your username (created during registration) into the ‘username’ field in the

purple box at the top right of the portal home page

(www.essex.bravosolution.co.uk).

b. Enter your password that you would have received in an e-mail into the password

field (beneath username). Passwords and usernames are case sensitive, and

must be entered as such. Select the ‘enter’ button to log-in.

c. The first screen you will be taken to is the ‘acceptance of conditions of use’

page. Please read carefully and select the ‘I agree’ box and then select ‘continue’

should you agree to these terms and conditions. You will be unable to progress

any further if you disagree with these conditions.

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d. As a first time user you will be required to change your password (minimum 8

characters). Please choose a new password and select ‘submit.’ You will receive

an e-mail notifying you that your password has been successfully changed.

e. You should now be back at the Bravo home page, but now you are registered and

logged-in you will find more options available to you.

f. From the home page there are a number of options available to you. To begin with

the purple corner in the top right of the screen is where you can manage your

profile, e.g., edit information you set-up during registration. If you select ‘manage

your categories’ you will be taken to a screen which highlights all the options you

selected in Section 2e of the registration process. To add a category simply select

‘add category’ and check the box you are interested in then press ‘select.’ This will

then be added to the list. To remove any categories – select the appropriate

category from the list of those you have selected and press ‘remove category.’

g. To return to the home page select ‘main page’ in the top left hand corner.

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h. Selecting ‘manage your profile’ gives you the opportunity to make alterations to

any of the details you gave in the first registration page. So should your telephone

number/e-mail address, etc, change – you can edit this here. After selecting

‘manage your profile’ simply select ‘edit’ and then ‘save’ once necessary changes

have been made.

i. Once again to return to the home page select ‘main page’ in the top left of the

screen.

j. To modify your password select ‘modify password’ – enter the details and select

‘confirm.’

k. To add additional users to your account select ‘manage users.’ You can now set-

up other colleagues to be able to use the same log-in as yourself. This is

particularly beneficial if a few different people are required to collaborate on

application together. Complete the details on the data capture page and select a

username for the staff member – then select ‘save.’ An e-mail confirmation will be

sent to the e-mail address issuing their log-in and password details. This person

can then log-in to the account – but will be asked to accept the terms and

conditions and change password as in section 3c-d.

l. To log-out of the portal simply select ‘logout’ at the bottom of the purple box. You

should ensure that you do this at the end of each session. The portal will however

automatically log you out after 15 minutes of inactivity. For example if you are away

from your computer for 15 minutes you will need to log-in again. This is for data

protection purposes and is a legal requirement.

4. Online supplier portal (Bravo) – managing yourapplications – basic functions (blue box)

4.1. There are a number of options available on this main screen. Here is where you

can apply for funding and keep track of all your applications/interests. Below are

brief descriptions of what can be found under each title – a more detailed guide for

each section will follow. Projects – here you can manage all opportunities that you

have participated in through the portal (both PQQs and ITTs).

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4.2. Pre-Qualification Questionnaires (PQQs)

My PQQ’s – here you can manage all procurement opportunities that you have

submitted an application to, are in the process of submitting an application to,

that you have expressed an interest in, or have been directly invited to

participate within.

PQQ’s open to all suppliers – this will show you all the procurement

opportunities that are currently available and open to everyone

4.3. Invitations to tender (ITTs)

My ITTs – here you can manage all grant opportunities that you have submitted

an application to, are in the process of submitting an application that you have

expressed an interest in, or have been directly invited to participate within.

ITTs open to all suppliers – this will show you all the opportunities that are

currently available and are open to everyone

Auctions – (Not valid for voluntary and community sector visitors)

4.4. Completing and submitting an ITT

a. This first section will talk you through how to complete a grant application that has

been made available to everyone (ITTs open to all suppliers). Firstly select ITT’s

open to all suppliers – this will take you to a page with all current opportunities.

b. On this page a list of all opportunities that are currently open for applications are

available. There are a number of search options you can use to narrow down the

selection of opportunities. If you know the project code or title – you can enter this

into the search options.

c. From the list of all current opportunities click on the opportunity you are interested

in to find out more information. This will take you to a brief summary page

identifying key information such as: who the fund is for; how much can be applied

for; when the application deadline is, etc.

d. If this opportunity is something that you could be interested in applying for – select

‘express interest’ on the left hand side of the screen. At this stage you are not

obliged to go forward and submit an application – you are merely expressing an

interest in the opportunity. You will receive updates should any changes to the fund

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occur – and also receive warnings when the deadline is approaching. If you wish to

return to your log-in home page at any time then please select ‘main page’ at the

top left hand side of the screen.

e. Once you have ‘expressed interest’ in an opportunity the details will move into the

‘My ITTs’ section of your log-in home page. It will now remain here for entirety.

Select ‘main page’ to return to your log-in home page.

f. From this home page select ‘my ITT’s’ – the next screen will show you all ITT’s that

you have either: expressed an interest in; submitted; are currently part way through

completing; have been awarded/declined; or have been directly invited to

participate in.

g. To view a summary of any particular opportunity then click on the relevant option.

This will take you to a summary page of that particular opportunity.

If you want to begin making a new application then select ‘reply’

If you want to continue completing an application you have previously worked

on and saved then select ‘edit response’

You can also view the responses given to applications that have been

submitted and are awaiting assessment, or those that you have submitted in

the past

h. The application will be in 2 sections – the ‘qualification response’ and the ‘technical

response.’ Once you have selected ‘reply’ or ‘edit’ in section 4.g above, the next

page you will see is the ‘qualification response.’ This should be read carefully as it

highlights the terms and conditions of the fund – at the bottom is a declaration that

you have read, understood, and agree to the terms of the opportunity. This drop-

down box needs to change to ‘yes’ in order to proceed. Please select ‘save’ at the

bottom of the screen.

i. If you now select the ‘technical response’ tab – you will proceed to the next section

of the application. All questions that need to be completed are contained within the

‘technical response’ section.

j. You are advised to save regularly, perhaps at the end of each section. It is a legal

requirement for the system to automatically log-out after 15 minutes of inactivity – a

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warning will appear 2 minutes before this 15 minute period has elapsed. So, if you

are leaving your computer for 15 minutes, ensure you have saved your progress.

k. Please follow the instructions contained within the application carefully – you may

be requested to attach files or documents to your application (see ‘how to attach a

file’). You may also ‘cut and paste’ text from other documents into the online

application. You are able to partially complete the application and return to it a later

date – so long as you save your progress. If you return to complete an application

you have already started you will find the application under My ITT’s.

l. Once you have completed the application you can select ‘publish’ at the bottom of

the screen to submit your responses. If you have not filled out any of the

mandatory fields (marked with an asterix) then the system will not allow your

application to be submitted until you have completed these fields.

m. If you have successfully completed all sections required – once you have selected

‘publish’ you will be taken to a screen that gives details of all your responses. You

can re-read these to check that you are happy with your response.

n. If you are happy with your responses please select ‘confirm’ – your application has

now been submitted.

o. Once you have successfully "publish", you will then receive an automated email

alert confirming that you have successfully published quoting the date/time.

5. Practice for real on Bravo

You can practice for real in bravo by using procurement’s training manual “how to

use the supplier portal for operators” embedded below.

H:\BravoDemonstration\How To Use The Supplier Portal for Operators (3).doc

It will be revised or replace when a new manual is published

Important:

Bravo related Q & A and Bravo User Guide made simple will be revised and

replaced when new Bravo is published.

You will be informed as soon is the new version is published.

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Title Introduction to, and the vision of, the Voluntary Sector Unit

Author/Owner Voluntary Sector Unit

Status Live

Version 2.0

Date May 2010

Review date November 2011