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E-TENDERING PHASE-2 (Beta) SUPPLIER GUIDELINES

The E-Tendering Service provides suppliers and purchase authorities an electronic medium to facilitate all tendering processes from the creation of tender through to the placing of the award.

Version Number: V.1.0

Version Date: 22/04/2020

© Copyright. All rights reserved with Bahrain Tender Board(BTB) Kingdom of Bahrain

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GLOSSARY

Term Used Definition

BTB Bahrain Tender Board

PA Purchasing Authority

RFP Request for Proposal

RFQ Request for quotation

RFI Request for Information

PQ Prequalification

AUCTION Auction Tenders

GUI Graphical User Interface

PO Purchase Officer

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1. PREAMBLE The objective of this document is to deliver the guidelines to all suppliers about the enhanced version of E-Tendering

g system and Phase-2 functionalities.

2. ABOUT PHASE-2 ENHANCEMENTS

E-Tendering portal has been enhanced to cater the submission of bids online

Guidelines for Suppliers

• Please make sure latest copy of Commercial Registration or Relevant Document is uploaded in the profile section of your account

• Please make sure Expiry date of Commercial or relevant document is updated in the profile • Online bid submission is required your secret pin number created during the registration. • Use forget Pin number or Rest Pin number to retrieve back your secret pin number • Bid submission option will be available only after the tender purchased • Online bid submission has four sections; Supplier must complete all submissions separately then must have

clicked on the button “complete Submission” 1. Technical Bid Submission 2. Financial Bid Submission 3. Initial Bond Submission (copy of original Initial Bond) – Original to be submitted to Bahrain Tender

Board before the closing date and time.

PA – Uploads Tender Documents

BTB – Approves Tender

DocumentPA- Publish Tender

DocumentsSuppliers – Purchase Tender Document

Suppliers – Attach IB Copy

Suppliers – Submit Bid Online

BTB – Open Tenders Online – IB Offline and review received

bids

PA – Receives Bids Online

PA – Evaluates Bids Offline

PA – Submits Evaluation

Report Via Email

BTB – Select Awarded Suppliers

Suppliers – View Awards Online

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4. Enquiry Submission • Suppliers can submit the bids online before the closing date mentioned • Suppliers can retrieve their bids before the closing date mentioned • Bids preferably to be submitted in pdf format • Each file should not cross the size of 200MB, please split the file if its more than 200 MB in size. • Suppliers advised to submit the documents in compressed (Zip) format.

Steps to submit the Bid Online (Applicable for predefined tenders only)

Step 1: Login with your Credentials

Step 2: Go to Tenders Section

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Step 3: open the tender purchased to submit the bids

Step 4: Click on “CLICK HERE TO SUBMIT YOUR BID”

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Step 5: Technical Bid Submission

Read the instruction before start submitting the Technical Bid

Note:

1. Enter the Description of the technical document 2. Browse and attach the document and click upload 3. Update CR copy and CR expiry date if it’s not updated 4. You can upload many files, but size must be within 200MB 5. Advised to submit the documents in pdf format 6. Advised to submit the documents in compressed (Zip) format.

You have two options

Save Save it for further uploads and modification

Submit To complete the Technical Submission

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Note: to Proceed further, you must click on “SUBMIT” button

If questionnaire is available, then it is advised to submit the document according to the requirement.

On successful upload, you can view the document uploaded as below

On “SUBMIT”, you will see the pop up box to enter the pin number

Enter the secret pin number created during the registration and click on submit button

You will receive confirmation as below

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Step 6: Financial Bid Submission

Read the instruction before start submitting the Technical Bid

Note:

1. Enter the Description of the Financial Document 2. Browse and attach the document and click upload 3. Update CR copy and CR expiry date if it’s not updated 4. You can upload many files, but size must be within 200MB 5. Advised to submit the documents in pdf format 6. Advised to submit the documents in compressed (Zip) format.

Below section is for entering the financial bid value

1. Enter the description

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2. Enter the consolidated Bid amount 3. Choose the currency

It is advised to enter consolidated amount in a row and details provided in the financial document

Make sure “Grand Total” is correct as per the bid value entered

You have two options

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Save Save it for further uploads and modification

Submit To complete the Technical Submission

Note: to Proceed further, you must click on “SUBMIT” button

Note: To submit multiple options of bid, Save the first option and add the second option before clicking on “SUBMIT” button

On save , you can view the Financial option as below. You can multiple finance options by clicking on save button

Example of 2nd Financial Option as below

On “SUBMIT”, you will see the pop up box to enter the pin number

Enter the secret pin number created during the registration and click on submit button

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You will receive confirmation as below

Step 7: Initial Bond Submission

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Initial Bond Submission (attach copy of original Initial Bond) – Original to be submitted to Bahrain Tender Board before the closing date and time.

You have only one option

Submit To complete the Technical Submission

Note: To Proceed further, you must click on “SUBMIT” button

On each successful submission, status will be updated as below

To complete the bid submission, you must click on the button

“COMPLETE YOUR BID SUBMISSION”

Step 8: Final Bid submission

By clicking on “COMPLETE YOUR BID SUBMISSION” you will be redirected below screen for the terms and conditions

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Click on “Accept and Submit” button to proceed

On Successful submission you will receive receipt show below

You can return to tender, by clicking the back button.

Pls note that, you are allowed to modify your tender many time as your desire until closing date and time.

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Help Desk

Normal business hours of operation are from 7:30 am to 2:30 pm Sunday through Thursday.

Telephone and email support are provided by Help Desk Analysts and will make every attempt to answer your inquiries.

Phone : +973-17566697 / 17566617.

Email : helpdesk@tenderboard.gov.bh

Off-hour emails will be handled on the next business day.