e-Procurement Guide for Bidder

e-Procurement

Guide for Bidder

Version – 2.0

1st February, 2016

Confidential:

The information contained in this document represents the current views of e-Procurement Technologies Limited (ETL) and are proprietary to ETL on

the issues discussed as of the date of publication. Because ETL must respond to changing market conditions, it should not be interpreted to be a

commitment on the part of ETL, and ETL cannot guarantee the accuracy of any information presented after the date of publication. This document is

for informational purposes only. ETL MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT

To train / experience you on the e-Bidding, we have created this manual for e-Bidding on our application. You are requested to do

follow mentioned steps to participate in the Demo / Live e-Bidding. Pl take a note that given steps are only for training purpose to

familiar with the process. It may get changed in the actual live e-Tender as per Department’s requirement.

Prepared by:

E-Procurement Technologies Limited

2 | P a g e e - P r o c u r e m e n t G u i d e f o r B i d d e r

Table of Contents

1 Introduction ............................................................................................................... 3

1.1 Minimum system requirements .......................................................................... 3

1.2 System Settings ................................................................................................. 3

2 New bidder registration ........................................................................................... 12

3 Login ....................................................................................................................... 14

4 Bidder’s dashboard ................................................................................................. 17

5 Procurement event (Tender) ................................................................................... 18

5.1 Bid submission process overview .................................................................... 18

5.2 Search event .................................................................................................... 18

5.3 Agree to terms & conditions ............................................................................. 20

5.4 Post query ........................................................................................................ 21

5.5 Consortium ....................................................................................................... 25

5.6 Doc fees/ EMD ................................................................................................. 31

5.7 Bidding dashboard ........................................................................................... 36

5.8 Edit profile ........................................................................................................ 50

5.9 View profile....................................................................................................... 52

5.10 Change password ......................................................................................... 53

6 Logout ..................................................................................................................... 54

7 Do’s and Don’ts / Best practice ............................................................................... 54


1 Introduction

As a bidder you may participate in e-Tender being floated by various auctioneers on e-

Procurement Technologies Limited (ETL) platform for various goods and services. This

e-Bidding guide document has been prepared for you to guide you through out the

bidding process.

This document starts with the detail of the minimum system requirements, best

practices followed by the bid submission process.

1.1 Minimum system requirements

Before participating in tender, you need to ensure that you have system with the

following minimum requirements. Kindly go through “Minimum System Requirements”

document in detailed instructions, which would be available under download section of

the homepage of the website.

System component Requirement

Internet Connection Minimum 256 kbps

Web browsers IE 9 & above (32-bit Browser only), Firefox up to version 51

(32 bit / 64 bit), Google Chrome (20.0 to 41.0)

Operating system Windows Vista and above

1.2 System Settings

1.2.1 SSL – Intermediate certificate

Installation of Intermediate Certificate is mandatory. If the bidder does not install the

intermediate Certificate the following warning messages will be displayed on the screen:

Warning Message in case where the browser is Internet Explorer will be as shown in

Figure 2 below.


Figure 1

Warning Message in case where the browser is Mozilla Firefox will be as shown in

Figure 3 below


Figure 2

Warning Message in case where the browser is Google Chrome will be as shown in

Figure 4 below.

Figure 3


To avoid such Warning Messages, the Intermediate Certificate can be downloaded by

the bidder using the steps as given below:

Step-1: Open the website

Step-2: Click on the “Intermediate Certificate” link given in the bottom gray panel as

shown in below figure.

Figure 4

Step-3: Download the “Certificate.zip” file.

Step-4: Unzip the “Certificate.zip” file to a specific location.

Step-5: Following three certificates will be available which needs to be installed as per

the steps mentioned in Step 1 to 5

e-MudhraCA2011

C3DSubCA2011

CCA2011

Bidder need to install the all the above certificates by performing below mentioned

steps:

Step 1 –Click on Open button


Figure 5

Step 2 – Click on Install Certificate button

Figure 6


Step 3 – Click Next

Figure 7


Step 4 – Click Next

Figure 8


Step 5 – Click Finish

Figure 9

Repeat the above steps (Step 1 to 5) for installing the remaining two certificates also.

1.2.2 Java Script

The following screen will come in web browser, if Java Script is disabled.


Figure 10

Enable Java script – Click on the highlighted link and then follow the instructions

1.2.3 Toolbar / Add on / Pop up blocker

Bidders should ensure that there is no software installed on the computers which are to

be used for bidding that might interfere with the normal operation of their Internet

browser. The bidders have to ensure that they do not use any pop‐up blockers, such as

those provided by Internet Explorer and complementary software, like for example the

Google tool bar. This might, in certain cases depending on Bidders’ settings, prevent

the access of the EAS application.

1.2.4 Power management settings

To ensure that Bidders can view progress in the Tender without delay or difficulty it is

recommended that Bidders:

Turn off any power management features on their computer such as automatic

hibernation or suspension; and

Disable any screensavers.


2 New bidder registration

To participate in a Tender, you must be a registered user. To get yourself register, click

on “Register” link. Fill up all the necessary Registration Details.

Figure 11

Caution: The same company name will be displayed to tendering authority during

tender opening in the website which you have been kept company name in “Company

Name” field during registration. Hence, be careful while registration because once your

Profile activated / approved then company name can not be changed in the system.

Also, keep updated correct details in your profile. You are hereby advised to regularly

login to your portal account and check for updates/notifications.

1


Figure 12

2

3


Steps for New bidder registration:

1. Click on “Register” link.

2. Fill up Company Details.

3. Click on “Register” button

On successful registration, your profile will be approved by the ETL or authorized officer

of Tendering Authority and you canield login to portal and can participate in

procurement event. For Profile activation, kindly refer respective e-Tender website to

contact.

3 Login

To participate in tender, you need to login to the portal. You must be an approved

registered user. If you are not a registered user, you can register yourself by clicking

upon the “Register” link. You need to have a valid e-mail ID and password to login to the

portal.

Figure 13

1


Figure 14

Steps for login:

1. Click on Login hyperlink as shown in the above screen shot.

2. Enter your e-mail ID and password and click on Login button

After Login, you need to select your digital signing and encryption certificates certificate.

Figure 15

Select certificates and submit to enter the portal.

2


Figure 16

After login, In case you are registered by the administrator then you will be asked to

change the password on your first login.

Figure 17

Steps for Change password:

1. Enter your valid Old password and new password and confirm new password.

2. Click on update button

Your login session can expire in 30 minutes if you have

logged in and sitting idle.


4 Bidder’s dashboard

On login successfully to portal, you will be redirected to event dashboard where you can

navigate through the menu and can perform different events.

Figure 18

Sealed Bid - It will redirect you to the sealed bid dashboard, where you can seal

your bid and submit it to the officer.

Edit Profile - You can edit your profile once registered.

Change Password – You can change your old password and also hint Question

– Answer.

Last Login – Shows the date and time of your last login.

IP address – Shows IP address of the computer system from which you have

logged in.

Header part displays System current Date and Time, you need to consider

system’s current date and time while participating in a Tender.

Header part also shows Login ID from which you have logged in

System’s current date and time displayed in the menu

panel, will be as per the time zone selected by you

during registration to portal

System Current Date and

Time

Login info of bidder


5 Procurement event (Tender)

5.1 Bid submission process overview

Figure 19

5.2 Search event

After login to the portal, Click on “RFx” menu from the menu panel and click on search

RFx where you can search for an event using search functionality

Figure 20

Search and view event detail and

document

Agree to the terms &

conditions of an event

Submit bid Negotiation


Figure 21

Advance search criteria:

Event ID - Enter the Id generated after approving Tender

Reference No. – Enter reference number mentioned while creating event

notice.

Department – Enter the name of the Department responsible for raising

event.

Event Type – Enter the status of event whether Live, Archive, Future, and

Cancelled.

Start Date – Enter the date on which event is going to start.

End Date – Enter the date on which event is going to end, it should be

greater than the start date.

Keyword – Enter a brief word that relates the event based on Event ID,

Reference No, Department, Event status, Event Brief, Event Detail.

Location – Enter the name of the location where delivery has to be made.

Access – Enter the access to the event whether “open – for all bidders”,

“limited - for only selected bidders”.


5.3 Agree to terms & conditions

To participate in procurement event and to submit your bid, you need to agree the terms

and conditions of procurement event specified by the Officer

To participate in event and to submit your bid, a bidder needs to agree the terms and

conditions.

Figure 22

1


Figure 23

Steps to agree to terms and conditions of event

1. Click on Dashboard

2. Click on “I agree” button

On acceptance of Terms & Conditions, you will be redirected to the Prepare Bid

screen where you can submit your bid.

5.4 Post query

You can post query during the pre-meeting if allowed by Tendering authority in a tender.

2


Figure 24

1 2


Figure 25

3

4


Figure 26

Steps to post query

1. Click on Post query

2. Click on Post question/view all question/View my questions

3. Enter you Question

4. Submit question


5.5 Consortium

Figure 27


5.5.1.1 Invite secondary partner

Figure 28


Figure 29

Figure 30


5.5.1.2 Secondary partner- Accept/reject request

Figure 31

Figure 32


5.5.1.3 Finish consortium process

Figure 33


5.5.1.4 Reset consortium status

Figure 34

Figure 35


5.6 Doc fees/ EMD

On acceptance of Terms & Conditions, system allow bidder to pay Doc fees & EMD in

which bidder needs to select the payment mode from online & offline and then proceed

accordingly. For Online Payment instructions, kindly refer “Instructions / Guideline of

Payment” which may be available under Download section on the Home Page of the

website.

5.6.1 Online Doc fees

For online mode of payment for Doc fees, bidder will have to select the payment type

from Payment gateway, NEFT/RTGS, or Exemption Certificate


5.6.2 Online EMD

For online mode of payment for EMD, bidder have to choose the payment type from

Payment gateway, NEFT/RTGS or Exemption certificate


5.6.3 Offline EMD

For offline mode of payment, bidder have to select the payment type from FD/BG or

Exemption certificate.

Offline EMD through FD/BG

Offline EMD through Exemption Certificate

To use Exemption/NSIC option to pay EMD; first, Bidder has to upload Exemption

Certificate in Briefcase document



Now, on Tender Dashboard; on EMD payment tab,


5.7 Bidding dashboard

On making the payments for DOC fees & EMD, system allows user to “Prepare Bid” in

which user needs to fill mandatory forms and submit his bid.

5.7.1 Bid preparation


Figure 36

Figure 37

1

2


Figure 38

Steps to fill & save bid form:

1. Click on “Fill” link.

2. Fill required details.

3. Click on Save button to save data.

After clicking on Save button, system will redirect to the prepare bid screen with

appropriate alert message and system will enable “View” “Edit” “Delete” & “Map

Document” links. Pl, take a note that user can upload supporting documents under

“MAP” link which would be available once user filled the respective bidding form as per

above screens.

Note: You can also fill the form partially and can save as draft.

3


5.7.2 Edit Form

After preparing bid, system allows user to edit form details till final submission is not

done. On final submission, system should not display edit link.

Figure 39

By clicking on “Save” button after updating data, system will redirect to prepare bid

screen with related alert message.

Steps to Edit Bid:

1. Click on “Edit” link.

2. Edit the bidding form.

3. Click on "Save" button to save the bidding form.

After editing, system will redirect user to Prepare bid screen with related alert message.

5.7.3 Delete Form

After preparing bid, system allows user to delete form (All the submitted data will be

deleted) till final submission not complete.


By clicking on delete link, system will remove added details in the form and display “Fill”

link with related alert message.

Figure 40

Figure 41

Figure 42

Steps to Delete Form:

1. Click on “delete” link.

1

2


2. Click on “OK” button.

By confirming alert message, system will redirect user to Prepare bid screen with

related message.

5.7.4 View Form

After preparing bid, user can view inserted data using the “View” link.

Figure 43

By clicking on the view link, system will display bidding data in non-editable mode.

Figure 44


Figure 45

5.7.5 Map Document

System will display map documents link in every form.

System will allow user to map document directly from its system or bidder allows to map

document through “Brief Case”


5.7.5.1 Upload Document

User can upload documents for the reference of officer by clicking on Map documents

Figure 46

Steps to upload doc:

1. Click on “Map Document”

2. Select document and fill details.

3. Click on “Upload” button.

4. After clicking on map button, system will redirect to the document upload page with

related message.

1

2

3


5.7.5.2 Map document through Briefcase:

Figure 47

Steps to Map doc from Briefcase:

1. Click on “Map Document”

2. Search document in briefcase.

3. Click on “Map” button.

After clicking on map button, system will redirect to the document upload page with

related message.

2

1

3

4


5.7.5.3 Un-map Document

Figure 48

5.7.6 Final submission

After saving data you need to click on Final submission link. Once you click on Final

submission, system will not allow you to revise or delete your bid. You can only View

your bid.

1


Figure 49

Figure 50

Steps to Final submission:

1. Click on “Final submission” link

2


2. Click on ‘Final submission’ button.

3. Take printout or export to PDF

5.7.7 Bid withdrawal

Bidders can withdrawal their bid after final submission of bid. After withdrawal of bid,

bidders can update / edit their bid and submit it again till end time of bid submission.

Caution: It is mandatory to do Final Submission again if you have Bid withdrawn the bid

in respective tender else, your bid will not consider in a tender.

Figure 51


Figure 52


Figure 53


5.8 Edit profile

You can edit your profile by following the below mentioned steps.

Caution: The same company name will be displayed during tender opening in the

system which you have kept company name in “Company Name” filed during

registration Hence, be careful while registration. Also, keep updated your profile to get

the updated details. You are hereby advised to regularly login to your portal account

and check for updates/notifications.

Figure 54

1

2


Figure 55

Steps to edit profile:

1. Click on ‘Settings’ menu

2. Click on ‘Edit profile’ sub menu

3. Edit detail and click on ‘Update’ button

3


5.9 View profile

You can view your profile by performing below mentioned steps.

Figure 56

Figure 57

Steps to view profile:

1. Click on ‘Settings’ menu

2. Click on ‘Edit profile’ sub menu

1

2

3


5.10 Change password

You can change password using this functionality.

Figure 58

Figure 59

Steps to change password:

1. Click on ‘setting’ menu

2. Click on ‘Change password’

3. Click ‘Update’ button

1

2


6 Logout

You can logout from the system using this functionality.

Figure 60

Steps to logout:

1. Click on “Logout” link from the menu panel

On successful logout, you would be redirected to the home page of the website.

7 Do’s and Don’ts / Best practice

- Don’t wait till last minute for bid submission as you may encounter a problem of

internet connection failure, hardware or power failure or you may not get good

internet speed.

- Keep sufficient back up options such as PC, internet connection etc. so that in

case of failure, you have an alternative option for bid submission.

- Participate in a mock procurement event to understand the bid submission

process thoroughly well in advance.

To train / experience you on the e-Bidding, we have created this manual for e-Bidding on our

application. You are requested to do follow mentioned steps to participate in the Demo or Live

e-Bidding. Pl take a note that given steps are only for training purpose to familiar with the

process. It may get changed in the actual live e-Tender as per Department’s requirement.

Documents

e-Procurement Guide for Bidder