help Manual - Hal€¦ · HELP MANUAL Website URL: LOGIN PROCEDURE FOR AUTO UPDATION • After expire of updated DSC vendor can …

HELP MANUAL

Website URL: https://eproc.hal-india.com

CONTENTS

OVERVIEW ........................................................................................................................................................................... 2

PURPOSE ............................................................................................................................................................................. 2

AUDIENCE ............................................................................................................................................................................ 2

DISCLAIMER ......................................................................................................................................................................... 2

COPYRIGHT .......................................................................................................................................................................... 2

PREREQUISITES A. SYSTEM CONFIGURATION (MINIMUM) .................................................................................................. 3

PREREQUISITES B. SYSTEM SOFTWARE ................................................................................................................................ 3

INTRODUCTION TO THE BROWSER ...................................................................................................................................... 3

LOGIN PROCEDURE .............................................................................................................................................................. 4

LOGIN PROCEDURE FOR AUTO UPDATION .......................................................................................................................... 7

A FEW ANNOTATIONS ON VARIOUS FEATURES ................................................................................................................... 7

SELECT OR SWITCH DEPARTMENTS...................................................................................................................................... 8

SEARCH ENGINE ................................................................................................................................................................... 8

VIEW TENDERS FREE OF COST .............................................................................................................................................. 9

MODIFY PERSONAL DETAILS ................................................................................................................................................ 9

MODIFY PROFILE ............................................................................................................................................................... 10

OPEN TENDERS .................................................................................................................................................................. 11

LIMITED TENDERS .............................................................................................................................................................. 12

ATTACH AND SUBMIT TENDER DOCUMENTS ..................................................................................................................... 12

TENDER SUBMISSION ........................................................................................................................................................ 21

TENDER CUM AUCTION…………………………………………………………………………………………………………………………………………………. 23

OPENING EVENT - VIEW COMPETITOR’S BID SHEETS ......................................................................................................... 25

CAUTIONS / WARNINGS .................................................................................................................................................... 26

CONTACT US ...................................................................................................................................................................... 26

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HELPDESK CONTACT NO: 080- 22323697/98 HELPDESK MAIL ID: [email protected]

HELP MANUAL Website URL: https://eproc.hal-india.com

OVERVIEW

E-procurement is an exclusively web-based and highly vibrant, end-to-end solution for buying / selling of

products and services through the tendering process. It supports the entire (A – Z) activities related to

tendering based on the proactive work flow concept. Finer details of tendering, such as vendor registration,

tender announcement and corrigendum, tender form processing, tender opening, negotiation and tender

awarding are supported in a real time interactive environment. E-procurement creates a truly dynamic

marketplace where both buyers and vendors can seamlessly interact with each other and transact business.

PURPOSE

The guiding purpose of E-procurement is to facilitate automation in all the departmental functions of

Governments. The key objectives of this exchange are Reduced Inventory, consistency in costs across all

departments, consistent and sustainable Vendor Development, transactional effectiveness, reduction in

procurement lead time, transparency, etc.

AUDIENCE

This product is extensively used by Government officials and contractors to enhance the transparency in day-

to-day tendering activities of Government offices as well as the contractor community.

DISCLAIMER

HAL assumes no responsibility for any errors that may appear in this document. The information contained

herein is subject to change without notice and should not be construed as a commitment by HAL. No

responsibility is assumed for the reliability of software or equipment that is not supplied by HAL.

COPYRIGHT

This document is confidential and proprietary information of HAL. It should not be disclosed in whole or in

part to any third party except to the document to whom it has been submitted without the express written

authorization of HAL and should not be duplicated in whole or part for any other purpose other than

evaluation of the Technical capability of HAL and shall be returned upon request.

Any reference used in this response is proprietary and is covered under non-disclosure agreement. The

information should not be divulged to any other party other than for whom it is intended. Clients and

partners may not be contacted about these references or divulge the information contained there-in unless

duly authorized by HAL.

All rights reserved. Unauthorized copying is strictly prohibited.

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PREREQUISITES A. SYSTEM CONFIGURATION (MINIMUM)

Minimum system requirements for using the HAL e-Procurement portal are:

• P-IV Processor,

• 40 GB HDD (recommended),

• 1GB RAM(Minimum)

• 1 Mbps (Minimum) dedicated Internet connection.

PREREQUISITES B. SYSTEM SOFTWARE

Here is a list of recommended software that works best with HAL e-procurement system:

• Operating System: Windows XP and above.

• Web Browser: Microsoft Internet Explorer 11, Updated Mozilla Firefox and Google Chrome.

• Office Applications: Microsoft Office 2003 with MS Word and MS Excel.

• Utilities: Latest Java Version can be used, WinZip, WinRAR, Adobe Acrobat Reader, and PKI

Installation Driver for Digital Signature.

• Excel files with extension .xlsx, ie. Excel 2007 and above versions, should not be uploaded while

submitting bids (Pre-Qualification/Technical/Price) documents.

• Java Latest Version 32-BIT.

INTRODUCTION TO THE BROWSER

The HAL e-procurement system works best with Internet Explorer 11, Updated Mozilla Firefox and

Google Chrome web browsers.

To launch the web browser, follow these steps:

Step 1. Click the Internet Explorer icon or Mozilla Firefox icon located on your taskbar.

Step 2. Enter the website address https://eproc.hal-india.com in the address bar to access the portal.

Vendor has to enter the obtained user id and password in respective box and select “Activity” as “Tender” to

participate in the HAL tenders.

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LOGIN PROCEDURE


Log- in procedure:

• Enter the User ID and Password in the box provided.

• Select activity as Tender and click on Login Button.

• .jnlp file will be downloaded, in IE Browser Java applet runs automatically, in Mozilla Firefox, Chrome

and safari browser the downloaded file should be RUN.

• Then click SELECT THE CERTIFICATE button and select the Digital Signature Certificate (DSC)

from the popup window.

• Click on Authenticate button to proceed with the login.


HELP MANUAL


• Enter the Digital Signature Certificate (DSC) password in the box provided and then click the OK

button.

• Click the Login button to proceed to complete login process.

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HELP MANUAL


• Re-enter the login password to complete the PKI-based login procedure.

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LOGIN PROCEDURE FOR AUTO UPDATION

• After expire of updated DSC vendor can auto update the renewed DSC.

• In case of Lost or corrupt valid DSC vendor has to send request on company letterhead with duly

signed and mail the scanned copy to [email protected]

• Once replied received from Helpdesk, vendor will get option for updating the renewed DSC as shown

in above screen.

A FEW ANNOTATIONS ON VARIOUS FEATURES

Once logged In to the HAL e-procurement site, will find the options as showed in below screen.

There are various links available, they are:

• Unapplied: To view unapplied tenders which are yet to request for viewing the tender documents.

• Inprogress: To view limited tenders and requested opened tenders documents.

• Opened: To view all opened tenders.

• Declined: To view disqualified/withdrawn tenders.

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• Tender search: To search tenders.

• Document library: To attach tender supporting documents.

• Change password: To modify password.

• Logout: To logout from e-portal.

SELECT OR SWITCH DEPARTMENTS

The vendor can select or switch from one company/department to another after logging in.

To switch/change company/department, follow the steps below:

Step 1: Click on Select Company

Step 2: Select the department/Government Agency from the dropdown menu, and click Submit button.

SEARCH ENGINE

e-Procurement provides the option to search tenders based on multiple search criteria. Vendor can search

tenders based on tender number, description or date.

To perform a tender search, follow the steps given below:

• Click on Tender Search to search the tenders available on the website.

• Enter the required details in the boxes provided and select “Stages”(Vendor – Unapplied, Vendor

Inprogress etc...)

• Click Submit button to initiate the search process.

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VIEW TENDERS FREE OF COST

To download the tender notices and corrigendum from the website, follow the steps given below:

• Click Go to Tender under home page option then select Tender Free View option.

• Provide all or any one of the details, such as Tender Number, Region, Request Dates (from and to),

Tender Submission date (From and to) or any keyword from Tender Description.

• Click the Submit button to view the results.

You can perform the following functions once a list of tenders appears on the screen:

• Click the icon to view the cost free documents.

• Click the icon to print the tender notice

MODIFY PERSONAL DETAILS

The password want to change should contain:

• A minimum of 8 characters.

• A combination of uppercase letters, lowercase letters and Numbers.

• New password should not contain any Special Characters.

• Password Strength should be Minimum 60%.

On first time when vendor logs in, the security in the system automatically prompts to change the password.

To modify your password, complete the following steps:

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• Enter the current and new passwords in the corresponding boxes.

• Reenter the new password in the Confirm your New Password text box and then click Submit to

update the new password

Special characters are not allowed.

Users can modify the password at any time.

MODIFY PROFILE

Vendors are allowed to modify the existing profile such as address, phone number (Landline, fax number)

COT and other details.

� Departments can be selected/deselected though “Modify Profile” option.

� Option to enter ‘GST Registration Number’ has been provided:

• New Users should update the details while registering in “New User Sign-in Page”.

• Existing vendors can update the details through “Modify Profile” option.

Note: For any changes in, Company Name vendor has to send request on company letterhead

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EMD EXEMPTION:

MSME/NSIC details have to be updated in vendors registration page for availing exemption of EMD for

MSME/NSIC registered vendors:

NOTE: Existing vendors can update the details through “Modify Profile” option.

NOTE: “MSME/NSIC” drop down option will be available for selection under “Exemption Mode”

OPEN TENDERS

Open Tenders are available to all registered vendors.

Perform the following steps to request for a new tender form:

• Click Vendor-Unapplied menu to view new tenders.

If the tender is due for request, the icon appears under the Actions column in the corresponding tender

row.

• Click the icon Request for tender form ͚ .

Once the user places a request for a tender form, access to the tender is provided in the vendor-Inprogress

screen and the status changes to ͞RECEIVED͟ under the Status column.

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LIMITED TENDERS

Limited Tenders, as the name suggests, limits the number of bidders as selected only few for mentioned.

In the case of limited tenders, the vendor need not request, as the tenders, by default are displayed in the In

Progress screen and the status is displayed as “RECEIVED” under the status column.

ATTACH AND SUBMIT TENDER DOCUMENTS

ATTACH TENDER DOCUMENTS

To attach a tender document to a particular tender, follow the steps below:

• Click icon to view the tender documents that are received by the vendor.

After clicking on edit attachment icon vendor can download the bid documents (Pre-Qualification,

Technical and Price bid) which are in red color as shown in figure below.

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HELP MANUAL


• To download empty Pre-Qualification, Technical bid or Price Bid click on Download option (Blank

Document) as shown in figure below.

• Then to uplaod the filled file click on Upload (Filled Document) as shown in below figure.

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HELP MANUAL


• lick on Upload option (filled document) gets the below screen browse and upload the filled file

,’Select the Certificate’ and click on ‘Sign and Encrypt’ button.

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HELP MANUAL


• After uploading the document, the red color link turns to black and there are two options to

downlaod filled file and detach if there are any changes as shown in below screen.

Note :

• If vendor want to make any changes in the bid document uplaoded after submitting the tender

vendor can do by clicking on update and updating the new file this can be any no of times before

closing of the tender and after updating kindly obtain the acknowledgement copy.

• To update the modified or revised bid document before submission an detach option will avaliable

till tender closing time.

• Don’t change the file name (Pre-qualification, Technical and Price Bid).

• Don’t copy or cut paste the value/content from any other excel or other source.

• Vendor has to enter the values in given cells only.

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• To upload Price bid document follow the same steps as shown in below screens

• To upload the downloaded price bid file click on upload and click on ‘click here to digitally sign and

upload’.

• Browse the filled file through applet signer, ‘Select the Certificate’ and click on ‘Sign & Encrypt’ to

upload the file.

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HELP MANUAL


• Once uploaded the Price bid the red color link turns to black (Refer below Figure)

• To upload mandatory documents click on mandatory documents tab and then click on attach to

upload the required document as shown in below screens.

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HELP MANUAL


• Select the respective document from document library.

Note: Before selection make sure that document is already upload in document library.

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HELP MANUAL


• To upload general/additional documents, click on document library and upload the required file.

After uploaded the documents into document library. Click on edit attachment of respective tender

and select Bid Documents tab then click on ‘Attach General Documents’ option.

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HELP MANUAL


• All uploaded all the bids, mandatory and general documents, click on ‘Submit the tender form’.

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HELP MANUAL


TENDER SUBMISSION

• After submitted the tender system will provide an acknowledgement with bid control number,

download the acknowledgement and take a printout if required.

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HELP MANUAL


• On the Acknowledgement screen click on ‘OK’ it will re-direct to tender documents screen, where

system will show a message stating ‘The tender form is submitted successfully’. The status changes

from received to submitted.

• To view acknowledgement copy click on the icon next to Token/Total no of submission to view

acknlowledgment as mentioned in the note in the below screen.

Tender submission

Procedure to be followed by vendors after document replaced or added new through addendum process:

• Once the any bid document is replaced or added through addendum process, submitted bid

document remains irrecoverable.

• The replaced or added new bid document link will turn to red color.

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• The new bid document or replaced has to be downloaded, filled and uploaded again in respective

option.

• Once the document is uploaded, the tender has to be re-submitted and a new acknowledgement

copy will be generated. Refer the figure below.

Note: Do not copy any content or value from any other excel or from any other source and paste it to the

bids (Prequalification/Technical/Price Bid).

TENDER CUM AUCTION

After technical opening, Auction icon appears to vendor when buyer creates Auction and clicks on start

and generate alias and an email alert will be sent to vendors as auction starts.

On clicking on the auction icon, the below screen appears accept the terms and conditions and continue.

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Then vendor can quote rates in My bid column and click on bid now as shown in below screen . Continue

the same process till auction ends.

Vendor will be able to view the other bidders rates simultaneously while he performing the same(H1 is the

highest rate quoted by other vendor)

Note : Vendor will not be able participate in the Auction if he has not submitted the tender successfully.

W COMPETITOR’S BID SHEETS

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OPENING EVENT-COMPETITORS BID SHEETS

Vendors can view and download the competitor bid sheets only for certain duration logged in from

any location. The tender moves to Opened/Awarded section once it is opened by the tendering

opening authority. If the vendor is not disqualified, the status will be shown as ‘In the Race’ under

the Remarks column.

Tender Opening

Click on ‘Edit Attachment’ and ‘Bid Documents’ icon to view Competitor Bid Sheets. You can even download

competitors’ bids sheets from the website.

Download Competitor Bid Sheet

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HELP MANUAL


CAUTIONS/WARNINGS

View and request the tenders on time.

The tenders that are due for request can be viewed under the “Unapplied” section.

Attach general documents to tender, after uploading it to Document Library.

If the Token Number and Time Stamp are displayed as ZERO, it infers that the vendor has yet to

submit the tender form

Download and save the “Technical Bid” & “Price bid” using the same name. Do not change the file

name nor extension.

Multiple submissions can be done until the tender closing date and time

If a vendor/contractor is “DISQUALIFIED” from bidding for a particular tender, the details of that

tender can be found in the “Disqualified/Withdrawn” section.

Vendors are advised to submit the tender well in advance to avoid last minute disappointment.

CONTACT US

For any further clarifications / queries, contact our office:

Tel - 080-22323697

080-22323698

Email id – [email protected]

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