Bidder Manual - Tender Submission

e-Procurement
Guide for Bidder

Version – 2.0
1st February, 2016
Prepared by:
E-Procurement Technologies Limited
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.
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
2|Page e-Procurement Guide for Bidder

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.
10 | P a g e e-Procurement Guide for Bidder

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.

2
Figure 12

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

2
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.

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.
System Current Date and Login info of bidder

Time
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

5 Procurement event (Tender)
5.1 Bid submission process overview
Agree to the
Search and view
terms &
event detail and Submit bid Negotiation
conditions of an
document
event
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

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.
1
Figure 22

2
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.

1
2
Figure 24

3
Figure 25

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

1
Figure 36
Figure 37

3
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.

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.

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.

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.

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.

2
Figure 49
Figure 50
Steps to Final submission:
1. Click on “Final submission” link

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

Figure 55 3
Steps to edit profile:
1. Click on ‘Settings’ menu

2. Click on ‘Edit profile’ sub menu
3. Edit detail and click on ‘Update’ button

5.9 View profile
You can view your profile by performing below mentioned steps.
Figure 56
3
Figure 57
Steps to view profile:
1. Click on ‘Settings’ menu

2. Click on ‘Edit profile’ sub menu

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

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.

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e-Procurement

Guide for Bidder

1st February, 2016

E-Procurement Technologies Limited

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

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

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

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

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

2|Page e-Procurement Guide for Bidder

1.1 Minimum system requirements

System component Requirement

1.2 System Settings

1.2.1 SSL – Intermediate certificate

3|Page e-Procurement Guide for Bidder

4|Page e-Procurement Guide for Bidder

5|Page e-Procurement Guide for Bidder

Step-1: Open the website

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

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

Step 1 –Click on Open button

6|Page e-Procurement Guide for Bidder

Step 2 – Click on Install Certificate button

7|Page e-Procurement Guide for Bidder

8|Page e-Procurement Guide for Bidder

9|Page e-Procurement Guide for Bidder

1.2.2 Java Script

10 | P a g e e-Procurement Guide for Bidder

1.2.3 Toolbar / Add on / Pop up blocker

1.2.4 Power management settings

11 | P a g e e-Procurement Guide for Bidder

12 | P a g e e-Procurement Guide for Bidder

13 | P a g e e-Procurement Guide for Bidder

1. Click on “Register” link.

14 | P a g e e-Procurement Guide for Bidder

Steps for login:

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

Select certificates and submit to enter the portal.

15 | P a g e e-Procurement Guide for Bidder

Steps for Change password:

Your login session can expire in 30 minutes if you have

16 | P a g e e-Procurement Guide for Bidder

System Current Date and Login info of bidder

System’s current date and time displayed in the menu

17 | P a g e e-Procurement Guide for Bidder

5.1 Bid submission process overview

5.2 Search event

18 | P a g e e-Procurement Guide for Bidder

Advance search criteria:

 Event ID - Enter the Id generated after approving Tender

19 | P a g e e-Procurement Guide for Bidder