Integrated Manual One Tendering Cum Reverse Auction

MANUAL
ON
e - TENDERING CUM REVERSE AUCTION
Procedural Guidelines
Corporate Information Systems Department

Indian Oil Corporation Limited
Integrated Manual on e-Tendering cum Reverse Auction
Contents
Sl. No. Chapter Heading Page No.
1 Chapter – I: Introduction 2-4
2 Chapter – II: Abbreviation 5
3 Chapter – III: Definitions 6-8
4 Chapter – IV: Generic Flow Chart 9-11
5 Chapter – V: Brief on salient activities of Flow Chart 12-23
6 Chapter – VI: Earnest Money deposit (EMD) 24-26
7 Chapter – VII: Other Salient Points on e-Tendering 27-29
8 Chapter – VIII :Communication & Updation 30

Chapter –IX: Annexure
Annexure –A: Tender Acceptance Format
Annexure –B: Technical Bid Opening Summary
Annexure –C: Techno-Commercial Evaluation Summary
9 31-38
Annexure –D: Price Bid Opening Summary
Annexure –E: Financial Evaluation Summary
Annexure –F: Award of Contract (AOC)
Annexure – G : Notice Inviting Tender (NIT)
Page 1 of 38
Updated on: 18rd August 2018
Chapter – I
Introduction to e-Tendering
1.1 Indian Oil Corporation Ltd. has developed a secured and user friendly e-Tendering system
through National Informatics Centre (NIC). All electronic tenders in IndianOil are published on
this site https://iocletenders.nic.in. Bidders can Search, View, Download and submit bids online
in a secured and transparent manner.
1.2 All e-Tenders published on IOCL e-Tendering portal are automatically published on CPP portal.
Upon completion of Award of Contract (AOC) on IOCL e-Tendering portal, the same is also
automatically published on CPP portal.
1.3 IOCL e-Tendering portal (https://iocletenders.nic.in) is built on PKI technology which enables
entities to securely communicate on public network, and reliably verify the identity of an entity
via digital signatures.
1.4 Digital Signatures Certificates (DSC): Digital signature certificates are issued to individuals /
organizations by certifying authorities (CA). It is used by the signature holder to sign electronic
documents. It provides Authenticity, Integrity and Non-Repudiation to electronic documents.
DSCs are legally admissible in a Court of Law as provided under the provisions of IT Act. IT Act
2000 (Amended in 2008) says “Where any law provides that information or any other matter
shall be authenticated by affixing the signature or any document should be signed or bear the
signature of any person then, notwithstanding anything contained in such law, such requirement
shall be deemed to have been satisfied, if such information or matter is authenticated by means
of digital signature affixed in such manner as may be prescribed by the Central Government.”
1.5 For participating in any e-Tender, bidder must be registered with his valid Digital Signature
Certificate in e-Tendering portal. Interested bidders can register themselves using the link on the
home page of IOCL e-Tendering portal and enrol their digital signature certificate. Bidder must
have legally valid class II or above digital signature.
1.6 e-Tendering system sends various tender specific event based mail /SMS to the respective
bidders / department users. However, users are required to check their account frequently for
tender specific any new development/ event as well as for new announcements.
1.7 In e-Tendering Tender document download is allowed till bid submission ends.
1.8 Re-Submission / change of bid documents can be done till bid submission end date & time. Only
the last successful bid will be available in system.
1.9 In e-Tendering bidder(s) can “Withdraw” their bids till bid submission end date & time. Once
withdrawn, a bidder cannot participate for that tender further.
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1.10 Scope of e-Tendering Portal:
 Inclusions:
o Creation & Publication of Tender;
o Creation & Publication of corrigendum;
o Online clarification before bid submission starts.
o Uploading Pre-bid meeting minutes;
o Online Bid submission, resubmission & withdrawal (till scheduled bid submission end
date and time);
o Bid Opening;
o Techno-commercial query and its response;
o Techno-commercial evaluation;
o Intimation of pre-price bid meeting date;
o Conducting Reverse Auction
o Tender finalization (financial evaluation) & award details (AOC).
 Exclusions:
o Approvals;
o Technical Bid Analysis, Commercial bid analysis;
o Price implication, Price negotiation, Revised Price Bid;
o PO Creation.
1.11 e-Tendering is mandatory for all the tenders of estimated value of Rs. 2 Lacs and above with
effect from 01.04.2016 (Ref. Circular No. CO/ PAG/ 04 dated 10.06.2014) which may be revised
from time to time by Corporate Office.
1.12 Any change from the above for inviting manual tenders shall be with the approval as per following
table:
Head Office in All Divisions Functional Head

All Marketing Locations Functional Heads at Head Office
All Pipelines Locations Regional Head
All Refineries Unit Head
R&D Functional ED
All Business Development Offices / Locations Functional ED/ ED (Finance)
IBP Division Head of Business Groups in Grade H and
above
Functional Head in HO
In case of manual Tender, the user will at first create the Tender in Central Public Procurement
(CPP) Portal (http://eprocure.gov.in/epublish/). Subsequently, note seeking approval for manual
tendering shall be initiated indicating therein unique Tender ID generated by e-Publishing
system. After approval, the tender shall be published in the CPP Portal. In case of post facto
approval for manual tendering, the details shall be published under “AOC for Rate Contract”
section of the CPP Portal.
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1.13 Scope of Reverse Auction (RA):
a. RA will normally be considered for tenders with estimated cost of Rs. 5 crores and above.
b. Number of line items to be procured through RA are ten (10) or less,
c. RA will not be considered where nature of commodity or work belongs to the excluded list.
(A list of nature of work/ commodity excluded from Reverse Auction shall be prepared by
respective Refinery/ State Office/ Regional Office/ HO and approved by authority as per
the table given in clause 1.12.
Suitable clauses to be incorporated in Tender documents wherever RA is envisaged.
1.14 RA can also be considered for lower value tenders and / or tenders having more than ten (10)
number of line items with approval of Officer in Grade G or above.
1.15 Approval of Chief General Manager or above is required for waiver of RA in tenders meeting
Criterion as mentioned in clause 1.13
Page 4 of 38

Chapter – II
Abbreviation
Sl. No. Abbreviation Full Form
01 AOC Award of Contract
02 BOQ Bill of Quantity
03 CA Certifying Authorities
04 CBA Commercial Bid Analysis
05 COIS Corporate Information Systems
06 CPPP Central Public Procurement Portal
07 CQ Commercial Query
08 DOA Delegation of Authority
09 DSC Digital Signatures Certificates
10 EMD Earnest Money Deposit
11 IST Indian Standard Time
12 MOM Minutes of Meeting
13 NIC National Informatics Centre
14 NIT Notice Inviting Tender
15 OID Other Important Documents
16 PBO Price Bid Opening
17 PKI Public Key Infrastructure
18 POA Power of Attorney
19 PQ Pre-Qualification
20 PQC Pre-Qualification Criteria
21 PT Press Tender
22 RA Reverse Auction
23 TIA Tender Inviting Authority
24 TQ Technical Query
Page 5 of 38

Chapter – III
Definitions
3.1 File Format / Extension
IOCL e-Tendering application supports following four file formats.

 pdf (Portable Document Files)
 xls (Spreadsheet Files in Microsoft 97-2003 Format)
 jpg (Image Files)
 rar (Compressed Files)
Out of these four formats, different formats are supported at different events.
3.2 Packet/Cover
Packets/Covers in a Tender provide the space where tender creator shall specify the documents
description and its file format to be uploaded by the bidders. Bidder can submit the specified
documents in the same format only as asked by the tender creator.
IOCL e-Tendering application accepts maximum of FOUR nos. of covers. Each cover can have
maximum of FIVE nos. of files. All the PQC documents shall be essentially asked in non-price cover
only and necessary provision for the same shall be done by tender creator accordingly. There can
be only one excel document in the cover where Price Bid shall be asked. Accordingly, in single bid
tender the price bid shall be asked in cover-1 and no other excel document can be asked in that
cover. In case of two bid system, only price bid (in excel format) shall be asked in financial (last)
cover.
3.3 User Roles
IOCL e-Tendering application extends facilities to create department users with role based
authorizations. The roles are given below:
(a) Admin: Creates Tenders/ Corrigendums, (defining packets / OID(s), uploading documents
etc.);
(b) Opener: Opens Tender and selects / changes Techno-Commercial evaluator(s);
(c) Evaluator: Evaluates Tender. (Officer of Tender Inviting department having Evaluator role
has been referred to as “Concluder” henceforth);
(d) Publisher: Publishes Tender / Corrigendum.
Multiple roles may be assigned to a single user. Also, all users within same organizational chain
with same roles can exercise their roles on all tenders of that organization chain.
User menu will be available as per the roles provided to that particular user.
Page 6 of 38

3.4 Other Important Documents (OID):
OID is a facility to ask a predefined document from the participating bidders. While selecting
OID(s), the Tender Creator (Admin) needs to include the OID(s) in the Tender by clicking the check
box. Pre-Qualification document or sensitive document shall not be asked for submission through
OID.
Please refer “Section 7.5 – Document visibility” detailing accessibility of tender/ bidder’s
documents. In view of the same preferably OID functionality may not be used.
3.5 BOQ Comparative Statement:
BOQ Comparative statement is a system generated excel (.xls) file comprising price bid details of
all the bidders whose price bids have been opened and admitted. In case of Percentage BOQ, it
captures overall price comparison of all the bidders whereas in Item Rate and Item wise BOQ, it
captures item wise price comparison of all the bidders.
In case of Tender cum Reverse Auction, this file will consist of only over all L1 value for itemrate
& percentage BOQ and only itemwise L1 value for itemwise BOQ. In addition to this, system shall
generate overall BOQ Comparative Chart after completion of RA. This chart shall consist of prices
quoted in price bid (BOQ) as well as in RA by qualified bidders of RA along with their name and
comparative ranking.
3.6 Starting Price:

As the name describes, Reverse Auction starts from this value. By default, Starting Price will be
L1 price emerged from the rates quoted by the bidders in BOQ. This may be reduced, if required.
3.7 Reserve Price:

Reserve Price shall be zero (0) against this field. It will be displayed as NA in further screens.
3.8 Current Price:

Current Price available against any line item (lot) under “Live Auction” tab shows the latest L1
value received against that lot.
3.9 Decremental Value/ Decremental Price / Decrement Price:

This value shall be specified by Tender creator while maintaining auction basic details.
It is the minimum value (in Rs.) which shall be decremented by any competing bidder from
“Current Price” while entering his quote. The bidder can decrement only in multiples of this
value.
3.10 My Auction Price:

Page 7 of 38

Bidder enters and submits their quote in the space provided against “My Auction Price”.
E.g. If Current Price at a moment is X and Decremental value = Y. Then Bidder shall be able to
enter My Auction Price = Z where Z= X – n*Y and n is an integer greater than zero (0).
3.11 Elapse Time in Minutes and Auto Extension Time in Minutes:
These values (in minutes) will be specified by Tender creator while maintaining basic details.
Elapse Time is the quantum of period before Auction End Time.

Auto Extension Time is the quantum of period by which the auction End Time will get extended
in case of any quote received during Elapse Time.
E.g. Let Auction period is from 11:00 Hrs. to 13:00 Hrs., Elapse Time is 5 Minutes and Auto
Extension Time is 10 Minutes.
If any quote is received between 12:55:01 and 12:59:59, Auction End Time will be extended up
to 13:10 Hrs. otherwise the auction will end at preschedule time i.e. 13:00 Hrs.
3.12 Maximum Seal Percentage:
Maximum Seal percentage restricts the bidder from quoting abnormally low price in one go by
mistake. This value is to be specified by tender creator while maintaining auction basic details.
If Maximum Seal Percentage defined in an auction=p, Decremental Value = Y and Current Price
at any time = X. Then bidder cannot quote a price less than [{(100-p) % of X}-Y]. If a bidder quotes
a price less than this, system will not accept it.
E.g. Maximum Seal Percentage = 25%

Decremental Value = 500
Current Price = 10000
The Bidder can’t Quote below 7000 i.e. [{(100-25) % of 10000} - 500].
Page 8 of 38

Chapter – IV
Generic Flow Chart
Sl. No. DESCRIPTION TYPE ACTION BY
i PR / Estimate Approval Offline As applicable to divisions
Preparation of NIT & Tender

ii Offline As applicable to divisions
Documents
Definition of “PQ” Documents (In

iii Offline As applicable to divisions
case of PT)
NIT approval & Tender documents

iv Offline As applicable to divisions
approval
Tender creation and Inclusion of

v Online Admin
Bid Openers
Tender publishing on e-Tender

vi Online Publisher
portal
vi.a Seek Clarification Response (if any) Online Publisher of that Tender
vii Pre-bid Meeting (if any)
Preparation of minutes of
vii.a Offline As applicable to divisions
meeting& Approval
Uploading/ Publishing pre-bid

vii.b minutes of meeting on e- Online Admin
Tender portal
viii Corrigendum (if any)
viii.a Approval for corrigendum Offline As applicable to divisions
Creating corrigendum on e-
viii.b Online Admin
Tender portal
Publishing corrigendum on e-
viii.c Online Publisher
Tender portal
Note: In case Press Publication is opted for, it should be specified in the press
NIT that corrigendum shall be published only on the e-Tendering Portal.
ix Techno-commercial Bid opening Online The bids shall be opened in the

portal by any of the two
Page 9 of 38

designated openers irrespective
of departments.
x Receipt of EMD Online Refer Clause 5.9
Technical Query/Commercial
xi Online Evaluators / Concluder
Query
xii Technical Bid Evaluation Offline As applicable to Divisions
xiii Document verification Offline As applicable to Divisions
Recommendation & Approval for

xiv Offline As applicable to Divisions
Price Bid Opening
Techno-Commercial Evaluation &

xv Online Evaluators / Concluder
Scheduling of Price Bid Opening
The bids shall be opened in the

portal by any of the two
Opening of Price Bids designated openers irrespective
xvi (BOQ)&Generation of BOQ Online of departments.
Comparative Statement Individual BOQs as well as BOQ
Comparative Chart will be
available in the system.
xvii Reverse Auction (if option already selected at the time of Tender creation)
xvii.a Approval of RA properties Offline As applicable to Divisions
Creating Auction (i.e. updating

xvii.b auction properties) on e-Tender Online Admin
Portal
Publishing Auction on e-Tender

xvii.c Online Publisher
Portal
xvii.d Auction Corrigendum (if any)
Approval for Auction

xvii.d.(1) Offline As applicable to divisions
Corrigendum
Creating Auction
xvii.d.(2) corrigendum on e-Tender Online Admin
portal
Page 10 of 38

Publishing Auction
xvii.d.(3) corrigendum on e-Tender Online Publisher
portal
xvii.e Live Auction Online Bidder
Freezing Auction & Generation

xvii.f of Overall BOQ Comparative Online Concluder
Chart
xviii Price Comparative Statement Offline As applicable to Divisions
Approval of Negotiation &

xix Offline As applicable to Divisions
Negotiation (if required)
Approval for finalisation of Tender

xx Offline As applicable to Divisions
/ Award
xxi Financial Evaluation in System Online Concluder
xxiii Award of Contract (AOC) upload Online Concluder
Page 11 of 38

Chapter – V
Brief on salient activities of Flow Chart
Online processes in above Generic flow chart are briefed below:
5.1. Preparation of NIT & Tender Documents:
5.1.1 Tender Documents:
a) The complete summary of tender including critical dates, EMD Fee Details etc., are
available under Tender Details on first page being visited by any bidder after clicking on
the respective tender title at home page of the portal. NIT as per the format provided
as “Annexure G – Notice Inviting Tender” shall be used. All caution needs to be exercised
to ensure that information which may change subsequent to publication of tender are
not duplicated in tender document to avoid any chance of error due to different
information available at different places that may lead to confusion and future
problems.
b) The documents related to the Tender e.g. Annexure, Price Bid (BOQ), Other Formats for
Declaration/ undertaking etc. and all other necessary documents shall be prepared and
uploaded under “Work Item Documents” section on the e-Tender portal.
c) “Seal & Signature of the Bidder” shall not be insisted on uploaded documents except on
“Declaration”, “Undertaking”, “Integrity Pact Agreement” and any other document
specified.
d) Against submission of complete set of Tender Documents, an undertaking as per

Annexure – A shall be obtained from the bidder as a token of acceptance to the tender
terms & conditions.
5.1.2 Clauses to be incorporated in Tender Document in case of Reverse Auction:
5.1.2.1 Bidders are informed that Reverse Auction will be conducted for finalizing this
Tender.
5.1.2.2 Qualifying Criteria for Reverse Auction:
a) If there are more than three (3) techno-commercially acceptable bids, bidder
having highest quote (H1 bidder) will be rejected. In case of more than one H1
bidders (H1 tie), latest bid received (bidder whose bid is received at the last) out
of all H1 bidders will be rejected.
b) In case of multi-lot auction, itemwise H1 bidder will be disqualified as per the
provision mentioned above.
c) An intimation by mail/SMS shall be provided to the eligible bidders for Reverse
Auction.
5.1.2.3 The lowest price shall be available on the Reverse Auction screen at any point of
time during the Auction process. This displayed price is the evaluated price based
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on which the lowest bid is determined as per evaluation criteria of BOQ / Tender
Terms & conditions. Accordingly the bidder will put his quote in the Auction window
if he wants to offer the reduced price considering the evaluation criteria as per Price
Bid (BoQ) / Tender Terms & Conditions.
5.1.2.4 Wherever required, the Evaluation factor/criteria shall be informed to the bidders before
start of RA. In other cases the bidder shall calculate his final evaluated price as per BoQ or
evaluation criteria mentioned in the tender document and quote accordingly.
5.1.2.5 The lowest quote after end of Reverse Auction shall be considered for further processing.
5.1.2.6 For the purpose of extending MSME or any other preference /benefit as per guidelines, the
latest quote of respective MSME bidder(s) during the tender-cum-auction process shall be
considered.
5.1.2.7 IOCL reserves the right to conduct price negotiation with overall L1 bidder based on price
quoted in BoQ and RA.
5.2. Definition of “PQ” Documents (In case of PT):
As the “PQ” document(s) required are unique to each Tender, the TIA shall clearly mention the
required documents to meet PQC in tender documents. Bidders to be advised to upload PQC
supporting documents in specified cover only. The PQC document(s) shall not be asked under
OID section.
5.3. Choosing Tender cum Auction option:

a) While filling Tender basic details Tender creator shall chose “Tender cum Auction” option
against “Form of Contract” field to proceed for Reverse Auction. Choosing any other option
against “Form of Contract” field will lead to normal e-Tendering flow without Reverse Auction.
b) Type of Price Bid (BoQ) used in the tender will decide the type of Reverse Auction as given
below:
Type of BOQ Type of Reverse Auction

Percentage BoQ
Reverse Auction with Single Line Item(Single – Lot RA)
Item rate BoQ
Multi - Lot RA (with ITE)
Item wise Formbased BoQ Number of Line items in RA will be same as number of
Line Items in BoQ
This is to be noted that basic details of an e-Tender cannot be changed once tender is published.
Page 13 of 38

5.4. Inclusion of Bid Openers:
Bid Openers will be selected by the Tender creator while creating the Tender. The bid openers
cannot be changed after “Bid Submission Start Date & time”.
5.5. Tender publishing on e-Tender portal and Responding to Clarification (if any):
(a) This activity shall be carried out by the “publisher”. Any change to the Tender after publication
can be done through “Corrigendum” only.
(b) If Seek Clarification start and End Date & Time has been provided by tender creator while
creating e-Tender in the portal, clarification window will be open to the bidder for that period.
Using Clarification option, bidder can ask / seek clarification regarding Tender Terms &
condition through e-Tendering portal which will be available to the publisher of that tender.
Tender publisher of that tender will have option to respond that clarification within seek
clarification End date & time. Tender publisher shall have the option to respond the
clarification either to that bidder only or all the bidder who make that tender as favourite.
5.6. Uploading/ Publishing minutes of pre-bid meeting on e-Tender portal:
(a) Pre bid meeting shall be scheduled suitably to ensure that the minutes are uploaded before
the bid submission starts.
(b) Minutes of Pre bid meeting shall be uploaded by admin.
5.7. Corrigendum:
After the tenders are published, the system also takes care of the publishing of various types of
Corrigendum with some restrictions at each stage.
Subsequent changes in the Tender terms & conditions, if any, can be published as a corrigendum.
Approval for corrigendum including those for extension of submission date and time shall be
obtained offline from competent authority.
Corrigendum available at different stages are as below:
After Bid
After Bid
Submission End After Scheduled
Before Bid submission starts
Date & Time and Bid Opening
Submission Start AND Before Bid After AOC
Before Scheduled Date & Time
Date & Time Submission End
Bid Opening Date and Before AOC
Date & Time
& Time
 Date  Date  Date  Cancellation  AOC
 Fee  Fee  Cancellation  Retender
Page 14 of 38

 BoQ  Technical bid  Retender  Tender
 OID  Financial Bid Revocation
 Technical bid  Cancellation
 Financial Bid  Retender
 Bid openers  Others
 Cancellation  Add Bidder for
 Retender Limited
 Terms& Tender
Conditions
 Others
 Add Bidder for
Limited
Tender
5.7.1 Details of Corrigendums available in e-Tendering Portal:
5.7.1.1 Dates:
This corrigendum type provides the facility to extend various critical dates of a
tender at various stages.
o All dates (except tender publication date) can be extended before bid
submission starts
o After Bid submission starts, only bid submission end date & time and bid
opening date & time can be extended
o After scheduled bid opening date & time, “Date” corrigendum will not be
available.
Note: After publishing, no event / date / time can be preponed.
5.7.1.2 Fee:
This corrigendum type provides the facility to change EMD amount of a tender.
o Before bid submission start date & time, EMD amount can be increased or
decreased.
o Once bid submission date & time starts, EMD amount can only be decreased.
5.7.1.3 BoQ:
This corrigendum type provides facility to change already published BoQ before
bid submission start date and time. Revised BoQ must have the same name as
system generated name for already uploaded BoQ.
5.7.1.4 OID:
This corrigendum type provides facility to change selection of OIDs to be asked
from bidder against a tender.
Page 15 of 38

5.7.1.5 Technical Bid:
This corrigendum type provides facility to upload any document (.pdf format)
related to technical terms & condition of tender.
5.7.1.6 Financial Bid:

related to commercial terms & condition of tender.
Note: BoQ cannot be changed using this corrigendum.
5.7.1.7 Bid Openers:

This corrigendum type provides facility to change designated bid openers of a
tender before bid submission start date and time.
5.7.1.8 Cancellation:
This corrigendum type provides facility to cancel a tender.
5.7.1.9 Retender:
This corrigendum provides facility to retender. With this corrigendum, the tender
gets cancelled and a template is generated which can be used to create a new
tender with new Tender ID and new work item details. Basic details, selected
bidders (in case of single/limited tenders), Packet Details and NIT cannot be
changed through this corrigendum. In case of any change in “Basic Detail” tab,
Packet Details or NIT, this corrigendum shall not be exercised.
5.7.1.10 Terms and Conditions:

related to Terms & condition of tender.
5.7.1.11 Others
This corrigendum type provides facility to upload any addendum document (.pdf
and .rar format) related to tender.
5.7.1.12 Tender revocation:

This corrigendum type provides facility to bring the tender back to techno-
commercial bid opening or financial bid opening stage. This corrigendum can be
used in case if some changes need to be made at some of previously completed
stage.
5.7.1.13 Add Bidder for Limited Tender:

a) In case of Single Tender, new bidder can be selected till bid submission end date
if earlier selected bidder has not submitted his bid in the system till the time of
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publication of this corrigendum. Once new bidder is selected, previous bidder
will no longer have the option to submit his bid.
b) In case of Limited Tender, this corrigendum type provides facility to add

additional bidders to the tender. Bidders can be added up to bid submission
end date & time. However, sufficient bidding time should be provided so that
the new bidder can submit bid. In any case, already selected bidders cannot be
removed.
5.7.1.14 AOC Corrigendum

If any changes are required in AOC stage, this corrigendum can be used within
stipulated time allowed in the system (15 Days from AOC completion).
5.8. Techno-commercial Bid Opening:
5.8.1 Before decryption of the bids, the designated openers shall ensure that the procedure
given in Materials / Work procedure manual is followed and due approvals are in place.
The bids shall be decrypted in the portal by any two of the designated openers irrespective
of grade, department and location. After decryption by both the openers, bids can be
downloaded from the website for further evaluation. Only the openers can download the
bid in .zip format.
5.8.2 Under no circumstances, Tender openers shall reject any bid.
5.8.3 After completion of opening process, the opener shall complete the following process:
a. Upload “Bid Opening Summary” (optional) as per Annexure – B.
b. Assign the names of Technical & Finance Evaluators in the portal.
5.8.4 Any subsequent change in evaluators can be done by any of the designated bid openers
only.
5.8.5 In case of single bid tenders, techno-commercial and price part will open together. Please
follow instructions as per clause 5.12.3 onwards for generating BoQ Comparative Chart and
subsequent activities.
Since, the bid opening details can be viewed by all the bidders online, no physical presence of the
bidders is necessary.
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5.9. Receipt of EMD:
5.9.1 The bidder can submit bid only after paying requisite EMD amount through NEFT/ Net
banking or after claiming 100% EMD exemption. Hence, no separate receipt of EMD
payment shall be required. Payment details against each e-Tender can be checked from
MIS Reports.
5.9.2 If a bidder claims exemption from paying EMD, he shall upload the document supporting
EMD exemption in e-Tendering Portal as per clause 6.1 and same shall be available in the
system.
5.9.3 In case of Bank Guarantee (BG), bidder will upload scanned copy of BG as exemption
document. Original BG shall be sent by the bidders / bank to Tender Issuing Authority as
mentioned in the tender. Original BG should reach to Tender Issuing Authority as per
following schedule:
a. Single Bid Tenders: Before due date and time of opening of bids.
b. Two Bid Tenders: Within 7 working days from the date of opening of technical bids.
5.9.4 Once bidder freezes the EMD details, he cannot change the exemption details/EMD
amount afterwards. Bidder shall have to make EMD payment including nil payment as per
frozen EMD details.
Note:
a) For the purpose of receipt of BG, the time recorded in the Receipt /DAK section against receipt
shall also be considered as receipt time.
b) Only those Physical BG instruments found matching with the copy submitted in the e- portal
shall be considered as valid.
c) However, bids of bidders who have deposited permanent EMD (if applicable) and have
mentioned the same on the portal shall be considered as valid bids.
5.10. Technical Query (TQ) / Commercial Query (CQ):
5.10.1 Technical evaluator / commercial evaluator shall evaluate the bids. After evaluation,
technical / commercial queries if any to individual bidders shall be parked in system
specifying a reasonable time frame for receipt of replies for further evaluation of the bids.
The queries parked will be available to the concluder for editing/modifying if required.
Based on query(s) by both the evaluators, concluder will post the query(s) to the bidders
by using “Raise” option available under Techno-Commercial Evaluation.
5.10.2 In case concluder and evaluator is the same person, following process to be followed:
 Concluder will first complete his role as evaluator by accepting all offers with a remark
“Subject to Final Evaluation as concluder” and freeze the evaluation;
Page 18 of 38

 The other evaluator shall carry out his part of evaluation / parking query;
 Concluder shall raise the queries (if required) and proceed with final evaluation.
5.10.3 In any case, un-responded queries shall not be revoked. (Query once revoked cannot be
traced in the system.)
5.11. Techno-Commercial Evaluation & Scheduling of Price Bid Opening:

Following actions shall be performed:
5.11.1 “Techno-Commercial Evaluation” shall be completed by designated “Technical Evaluator”

and “Financial Evaluator”. Evaluation process by the technical / financial evaluators can
be performed independently in parallel also.
5.11.2 “Technical Evaluator” and “Financial Evaluator” shall record reasons for disqualification
of bidder(s), if any, (mandatory in e-Tendering portal) based on offline approval received.
5.11.3 In case of two bid system, Price Bid opening approval shall be obtained from competent
authority in line with Materials / Work procedure manual as per prevailing practice.
Subsequently, the “Tender Concluder” shall conclude the techno-commercial evaluation
including uploading Techno-Commercial Evaluation Summary as per Annexure – C and
scheduling of price bid opening date and time in case of two bid system.
5.11.4 As per the current system requirements, a minimum time period of 24 hours is required
between completion of Techno-Commercial Evaluation by concluder & scheduled Price
Bid opening date & time.
5.11.5 On completion of techno-commercial evaluation, an auto email alert is generated to all

the bidders. Therefore no separate communication is required to be sent.
5.12. Opening of Price Bids (BOQ) & Generation of BOQ Comparative Statement:
5.12.1 The price bids shall be decrypted by any two of the designated openers irrespective of
grade / department / location.
5.12.2 After decryption by both the openers, the bids can be opened by any of the four
designated bid openers.
5.12.3 After opening of all bids, system shall generate the BOQ Chart.
5.12.4 In case of Tender cum Reverse Auction, this chart will consist of only overall L1 value or
itemwise L1 value depending upon the type of BOQ. However in other cases, this chart
will consist of quote and name of all the bidders along with their comparative rank.
Page 19 of 38

5.12.5 The opener shall upload the “Price Bid Opening Summary” (optional) as per
“Annexure – D”.
5.12.6 Since, the Price Bid (BOQ) Comparative Chart along with price bids of all the bidders is
available in system, no physical presence of the bidders is necessary.
5.12.7 The system generated Price Bid (BOQ) Comparative Chart will continue to be available in
the system for view and download by anyone.
5.13. Creating Auction (Maintaining Auction Properties):
5.13.1 Prior to maintaining Auction properties, Tender creator needs to take approval of
following information which shall be required to be entered while maintaining Auction
properties. Approval shall be taken from competent Authority not below the rank of Dy.
General Manager.
i. Decremental Value (Rs.)

For singleLot Auction:
a
ii. Decremental Value (Rs.) Item 1 Item 2 Item 3 Item 4 Item 5
For MultiLot Auction:
Elapse time (To be mentioned
b
in minutes)
Auto Increment Time (To be
c
mentioned in minutes)
Maximum Seal percentage (To
d
be mentioned in %)
Auction start and Auction end In case of Multi-Lot Auction, Lot-wise Auction
e
day & time Start & End Time can be submitted.
5.13.2 Accordingly, Tender creator shall maintain the Auction properties as per the approval
obtained and Tender publisher shall publish the auction.
Note: Auction start date & time shall be scheduled at least 48 Hours (to be covered in 2
Working Days) after publishing of Auction.
5.13.3 Upon publication of the Auction, system generated SMS/ email intimation will be sent to
all the qualified bidders to inform them regarding RA.
Page 20 of 38

5.14. Criteria of Qualifying for Reverse Auction (Elimination Clause):
a) If there are more than three (3) techno-commercially acceptable bids, bidder having highest
quote (H1 bidder) will be rejected. In case of more than one H1 bidders (H1 tie), latest bid
received (bidder whose bid is received at the last) out of all H1 bidders will be rejected.
b) In case of multi-lot auction, itemwise H1 bidder will be disqualified as per the provision
mentioned above.
5.15. Auction Corrigendum(s):

Subsequent changes in the Auction properties/parameter, if any, can be published as a
corrigendum. Approval for Auction corrigendum including those for extension / suspension shall
be obtained offline from competent authority.
Corrigendum available at different stages of Single Lot as well as Multi lot auction are as below:
Before Auction Start Date & After Auction starts AND Before After Auction ends
Time Auction ends AND before freezing
Single Lot Auction Single Lot Auction Single Lot Auction

 Auction Details  Suspend Auction / Resume Nil
 Postpone Auction Auction
 Cancellation of Auction  Extend Auction
Multi Lot Auction Multi Lot Auction Multi Lot Auction

 Corrigendum against Auction  Corrigendum against Auction  Corrigendum
o Cancellation of Auction against Auction
Nil
o MultiLot Corrigendum
Nil
 Corrigendum against Lots  Corrigendum against Lots

o Postpone Auction o Suspend Lot / Resume Lot  Corrigendum
o Extend Lot against Lots
o ReOpen
5.15.1 Corrigendums available in case of Single Lot Auction:
a) Auction Details:
This corrigendum type provides facility to change Auction Start price, Reserve Price
and Decremental Value.
b) Postpone Auction:
This corrigendum type provides facility to postpone Auction Start Date & Time and Auction
End date & Time.
c) Cancellation of Auction:
This corrigendum type provides the facility to cancel the auction.
Page 21 of 38

d) Suspend Auction/ Resume Auction:
Using Suspend Auction corrigendum, live auction can be temporarily suspended.
Resume Auction corrigendum works in combination with Suspend Auction. Once an auction
suspended, auction cannot be completed / frozen without resuming it. Using resume
corrigendum, auction will be again started and it will continue till Auction Extended Closing
Date & Time as defined during creating Resume corrigendum.
A suspended auction can be frozen only after resuming and completing it.
e) Extend Auction
This corrigendum type provides facility to extend Auction End date & Time.
5.15.2 Corrigendums available in case of Multi Lot Auction:

In multiLot auction, two types of Corrigendums are available:
o Corrigendum against Auction provide the facility to change parameters affecting the
complete auction.
o Corrigendum against Lots provide the facility to change parameters for individual
lot(s).
Various types of corrigendums available at different stages of multi lot auction are as given below:
a) Cancellation of Auction:
This corrigendum type provides facility to cancel the auction.
b) MultiLot Corrigendum:
This corrigendum type provides facility to change multi lot auction template excel
sheet.
c) Postpone Auction:
This corrigendum type provides facility to postpone Auction Start Date & Time and
Auction End date & Time for individual lot.
d) Extend Auction:
This corrigendum type provides facility to extend Auction End date & Time for
individual lot.
e) Suspend Lot / Resume Lot:
This corrigendum type provides facility to temporarily suspend the auction for
individual lot.
A suspended lot must be resumed using Resume Lot corrigendum. Auction of
suspended lot cannot be completed/frozen without resuming it.
f) ReOpen:
This corrigendum type provides facility to restart auction for a lot if no quote has been
received against that lot during its original auction window.
5.16. Live Auction:

a) From Scheduled Auction start date & Time, qualified bidders (ref. clause 5.14) will be able to
participate in the auction.
b) During Reverse Auction, every quote of all the bidders is digitally signed.
During live auction window, bidders as well as department users will be able to see only current
L1 price, its time and auction end time/ extended auction end time.
Page 22 of 38

5.17. Freezing Auction& Generation of Overall BOQ Comparative Chart:
After completion of auction, Concluder shall go to “Freeze Auction” and generate overall BOQ
comparative chart. This Chart consists of quotes submitted in BOQ as well as Auction, if any, by
all the qualified bidders.
Quote of the unqualified bidders (due to H1 price) shall not be available in the comparative chart.
5.18. Financial Evaluation in System:

5.18.1 Signed copy of system generated Price Bid (BOQ) Comparative Chart or comparative
statement made offline as per the evaluation criteria shall be submitted for further
evaluation.
5.18.2 Concluder shall go to “Financial Evaluation” menu and mark the ranking.
5.18.3 Concluder shall rank “L1” & select status as “Accept” for the bidder(s), on whom the order is to
be placed. For all other bidders, the respective ranks with status “Reject” shall be selected.
5.18.4 Concluder shall enter finalized price against each of the bidders.
5.18.5 In case of “Item-Wise” ordering, all bidders on whom order is proposed, shall be ranked “L1”.
Their status to be selected as “Accept” and suitable noting to be made in the “Remarks” column.
If negotiation done for any tender, tender concluder should put noting “After Negotiation” under
“Remark” field.
5.18.6 “Tender Concluder” shall complete evaluation including uploading Financial Evaluation Summary
as per Annexure – E.
5.19. Award of Contract (AOC):

The concluder shall carry out the following processes:
5.19.1 Select the bidder(s) on whom order is proposed.

5.19.2 Upload the “AOC Details” as per Annexure – F as the AOC document.
5.20. Documents to be maintained in the file:

All documents will be available online in the e-Tendering portal for 3 years online and for another
5 years in archive. Thus any bid document can be accessed anytime in next 8 years. Therefore, it
is not essential to maintain physical copy of all online documents. However following physical
documents shall be kept in the file:
a) Tender Publishing Details
b) Technical Bid Opening Statement
c) Price Bid Opening Statement
d) Any other document specific to the requirement of division / function
e) All offline documents, approvals etc.
Page 23 of 38

Chapter – VI
Earnest Money Deposit (EMD)
6.1. EMD Payment:

Various modes of EMD payment available post implementation of 100% Online EMD are given as
below:
a) For Indian Bidders:

EMD payment through Demand Draft (DD), Bankers Cheque (BC) and Swift Transfer (ST) shall
not be accepted. For payment of EMD, bidders shall follow the following process:
Sl.
Instrument / Category Process
No.
Bidder shall choose “Net Banking” option and submit which will
redirect bidder to payment gateway where he shall choose his bank
1 Net Banking and proceed to pay the EMD payment. After successful payment,
system will bring him back to e-Tendering portal for further
submission of offer.
Bidders shall choose “NEFT/RTGS” option and submit. On next page
he shall get the option to download NEFT/ RTGS challan (ICICI NEFT/
2 NEFT/ RTGS RTGS form) having unique bank account number for that particular
EMD. Bidder shall pay NEFT/ RTGS as per details in generated challan
either using online banking or by visiting his bank branch.
Bidder shall select YES against EMD exemption and shall select
exemption type as “Percentage”. Bidder shall enter 100 in
Percentage/Amount field.
3 BG – Bank Guarantee
Subsequently bidder shall upload the scanned copy of “Bank
Guarantee (BG)” in the space provided for uploading EMD
exemption document.
Exempted Category Percentage/Amount field.
4
(General) Subsequently bidder shall upload the scanned copy of supporting
EMD exemption document in the space provided for uploading EMD
exemption document.
exemption type as “Fixed. Bidder shall calculate the exemption
amount (i.e. Total EMD amount – EMD amount payable by the
Partial Exempted bidder) and enter the same in Percentage/Amount field.
5 Category (e.g. Subsequently bidder shall upload the scanned copy of the document
Transportation Tender) specifying the reason for claiming. (E.g. In case of transportation
tender, bidder shall mention the nos. of vehicle(s) the bidder is going
to offer and EMD payable by him for that Tender within the
document itself.)
b) For foreign Bidders:
Page 24 of 38

Demand Draft (DD), Bankers Cheque (BC) and Swift Transfer (ST) shall also be accepted.
Bidders shall follow the following process to pay EMD:
Sl. Instrument /
Process
No. Category
Bidder will choose “Net Banking” option and submit which shall redirect
bidder to payment gateway where he shall choose his bank and proceed
1 Net Banking
to pay the EMD payment. After successful payment, system will bring
him back to e-Tendering portal for further submission of offer.
Bidders shall choose “NEFT/RTGS” option and submit. On next page he

shall get the option to download NEFT/ RTGS challan (ICICI NEFT/ RTGS
2 NEFT/ RTGS form) having unique bank account number for that particular EMD.
Bidder shall pay NEFT/ RTGS as per details in generated challan either
using online banking or by visiting his bank branch.
Percentage/Amount field.
BG – Bank
Subsequently bidder shall upload the scanned copy of “Bank Guarantee/
Guarantee/
3 Demand Draft/ Swift Transfer” in the space provided for uploading EMD
Demand Draft /
exemption document.
Swift Transfer
For Swift Transfer, the details of relevant IOCL bank account for
accepting foreign exchange must be mentioned in the tender
documents.
Net-Banking or NEFT/RTGS for EMD payment works only for INR currency. For EMD payment
in any other currency, the necessary instructions for the EMD payment are to be included in
tender documents by tender inviting authority.
“Special Instructions to the Bidder (SITB)”and “FAQs - Online EMD Facility in IOCL e-Tendering”
documents uploaded in e-Tendering portal are having detailed process and precautions to be
taken for EMD submission by the bidders. These documents will be updated time to time by
COIS.
6.2. EMD Refund shall be as follows:

Various stages of EMD refund are given below for information of all departmental users.
Departmental users need to guide / inform bidders on the same wherever required:
a) Before Bid Opening:

 In case if bidder’s money has been debited more than once, except one successful EMD
transaction, all others subsequent EMDs shall be initiated for refund by the bank on next
working day.
 Any other failed transactions shall be initiated for refund by bank on next working day.
Page 25 of 38

b) Bid Opening stage: On completion of bid opening stage, refund of EMD of following bidders
shall be initiated:
 Bidder(s) who have paid online EMD but not submitted their offer / frozen the bid.
 Bidder(s) who have paid online EMD and frozen the bid but later withdrawn the bid from
system.
c) Techno-Commercial Evaluation: On completion of Techno-Commercial evaluation stage and
uploading Evaluation Summary document, refund of EMD of following bidders shall be
initiated:
 Bidders rejected at this stage in the system
d) Financial Evaluation: On completion of Financial evaluation stage and uploading Evaluation
Summary document, refund of EMD of following bidders shall be initiated:
 Bidders rejected at this stage in the system
e) Award of Contract (AOC): On completion of AOC stage and uploading AOC document, refund
of EMD of following bidders shall be initiated:
 All the remaining bidders who have not been selected for AOC.
6.3. EMD of successful Bidders:

While creating PO, PO creator shall enter e-Tender ID & online EMD “eProc Ref No” of bid as
available in MIS Report against the bidder. On release of PO, EMD amount shall be transferred
to the respective bidder against that PO in respective company code. Further action as required
for converting it to SD/ISD or for refund, shall be initiated manually as per existing divisional
practices.
6.4. EMD Forfeiture:

EMD can be forfeited through e-Tendering portal. Concluder can forfeit the EMD amount through
the available menu.
Forfeiture of the online EMD of any bidder can only be done till midnight (2400 Hrs.) on the day
of bidder rejection in the system. System will automatically initiate the EMD refund for rejected
bidder in case forfeiture is not processed till midnight (2400 Hrs.).
Note
In case if any rejected bid is required to be re-considered, the Tendering department shall obtain
the EMD amount separately through offline mode.
All departmental users are advised to make their tender documents suitably incorporating
necessary details as applicable.
Page 26 of 38

Chapter – VII
Other Salient Points on e-Tendering
Following are the salient points of e-Tendering process which must be taken care of while creating a
tender or doing any activity in e-Tendering portal:
7.1. Tender Timetable:

Sufficient time shall be allowed for the bidders to submit their bids from the date of issue of tender
notice. The following are the minimum required time limits In IOCL e-Tendering portal:
Description Minimum Time Period

Bid Submission Period(From Bid Submission Start
2 Days
to Bid Submission End)
Technical Bid Opening from Bid Submission End 24 Hours
Price Bid Opening from Freezing of Technical-
24 Hours
Commercial Evaluation
7.2. In case of single tender and limited tender, special care to be taken while selecting the
bidder(s).The Login ID must be confirmed from the bidder before adding it into the tender to
ensure that the system authorizes the right bidder ID to participate in the tender.
7.3. The alerts / reminders in the form of SMS / e-Mail are given to bidders by the system at various
stages of tender as mentioned below:
 Reminder for Registered Digital Certificate Expiry before 30 days;

 Issuance of Single / Limited Tenders to the selected bidder(s);
 Change in Password;
 Bids uploaded but ‘Freeze’ button not clicked;
 On issuance of Corrigendum wherever the tender is downloaded from DSC Registered Account
of bidder or bidder has saved the tender as favourite;
 Raising of any Techno-Commercial Query by concluder to the respective bidder;
 On freezing Techno-commercial Evaluation by concluder;
 Date and Time for Opening of Price Bid to all technically accepted bidders;
 Intimation of Publication of Auction properties to all qualified bidders;
 AOC to successful bidder(s).
Please note, communication alerts in the form of e-Mail/SMS will be sent to the bidder if and
only if bidder’s e-Mail/Mobile No. registered in the portal is correct and updated.
In addition to the above communication, the information is updated in portal under ‘Pending’
section of Dashboard like:
 Limited Tender(s) to be made as favourite;
Page 27 of 38

 TQ/CQ to be responded;
 Bids to be frozen;
Tender creators are advised to inform the bidders in tender document that all bidders must login
and visit their DASHBOARD section on regular basis to get the timely updates related to the
pending activities as mentioned above even if they have missed/ not received any
communication sent in the form of e-Mail / SMS by system.
7.4. In case of Limited Tenders and Single Tenders, system generated consolidated list of the bidders
to whom tender inquiry has been issued shall be considered as Proof of Despatch (PoD). Same
shall be printed and placed in the file.
7.5. Document Visibility:

a. Open to All:
Following details will be visible to everyone without logging-in the portal:
i. Tender Status details
ii. Names of participating bidders
iii. Price Comparative statement for any tender
b. Open to Participating bidders:

Visibility of Bid documents submitted by any bidder to other bidders (competitors) for any
tender is as follows:
Tender/Document Type Documents Visible to other participating bidders

All documents will be visible to other participating bidders for
Single Packet Tender
the same tender.
Two or More Packets All documents in the “Finance” Packet will be visible to other
Tender participating bidders for the same tender.
Other Important OID Documents submitted by any bidder against any tender
Documents (OID) are visible to all other participating bidders for that tender.
Tender Inviting Authority needs to design the Tender as per requirement.
c. In case of Tender cum Reverse Auction:

Details like number and names of the bidders participated in the tender shall not be visible to
anyone till freezing of RA except to the department user. After RA is frozen, visibility shall be
as per above sub clauses of document visibility.
7.6. Bids shall be accepted only though e-Tendering portal. No manual bid shall be permitted along
with electronic bids. In case of receipt of manual bids apart from specifically requested offline
documents in the tender, same shall be returned to the bidder. Additional documents received
Page 28 of 38

through email shall be ignored for the purpose of evaluation unless specified in tender
stipulations.
7.7. The system time (IST) displayed on e-Tendering web page shall be the reference time and no
other time shall be taken into cognizance.
7.8. Authority of the person uploading the bids with his DSC shall be required to be submitted in the
bids. Document required showing the authority of the person uploading & submitting the bid
with his Digital Signature Certificate shall be as given in the following table:
In case of Proprietary Concern  If the bid is submitted by the proprietor, no POA
required. However, he will upload undertaking certifying
that he is sole proprietor.
 If the bid is submitted by person other than proprietor,
POA authorising the person to submit bid on behalf of
the concern
In case of Company  Certified copy of Board Resolution authorising the
person submitting the bid on behalf of the company
OR
 POA and the supporting Board Resolution authorising
the person submitting the bid on behalf of the company
In case of Partnership Firm/ POA along with Deed of Partnership / LLP Agreement.
LLP
In case of Co-Operative Society Copy of resolution passed as per Society Rules
7.9. Once the officer is transferred, the officer or the respective nodal officer shall request e-
Tendering Helpdesk for account transfer to the new organization.
7.10. On resignation / superannuation / termination of an employee, respective controlling officer

shall inform respective nodal officer to block the account of the employee to prevent any misuse.
7.11. The bid has to be submitted online by the bidder. Tender documents can be downloaded by
anyone even with guest login ID. In that case, details of person downloading tender document is
not available in the system. Accordingly, proof of tender document download by bidder(s) is not
required.
7.12. System Malfunction Procedure: In case of any system malfunction, the tender extension will be
governed by the “System Malfunction Procedure” document available in downloads section at e-
Tendering Portal home Page.
Page 29 of 38

Chapter – VIII
Communication and Updation
8.1. Communication:
 All changes shall be communicated to the users through “Announcement” section in e-

Tendering portal.
 Any planned change / up-gradation shall also be communicated to divisional coordinators by

COIS. The divisional coordinators shall in turn pass on necessary instructions to all users in
their divisions.
 Any process change(s) in e-Tendering system necessitated due to changes/ up-gradation /

implementation of new version in e-Tendering portal shall be communicated to all the nodal
officers in addition to “Announcement” in the portal & communication to divisional
coordinators.
 All process related details / changes due to system improvement shall be available under “SAP
MM e-Tendering” folder.
8.2. Updation of Manual:
 Necessary updation in this manual due to process changes in e-Tendering portal shall be
incorporated by COIS with approval of ED(IS)
 Necessary changes due to issue of circulars at Corporate level shall be incorporated by COIS
after approval by “Apex Committee for e-Tendering”.
 All issues at local level shall be addressed to divisional coordinators nominated by Apex
Committee from time to time who will also be part of inter divisional committee.
 Divisional coordinators will interact once in six months or as and when required to review and
suggest changes required if any. The manual shall be reviewed and updated from time-to-
time.
Processes not explained here are same as conventional tendering.
Page 30 of 38

Chapter –IX
Annexure
Sl. No. Annexure Description
1 Annexure –A Tender Acceptance Format
2 Annexure –B Technical Bid Opening Summary
3 Annexure –C Techno-Commercial Evaluation Summary
4 Annexure –D Price Bid Opening Summary
5 Annexure –E Financial Evaluation Summary
6 Annexure –F Award of Contract (AOC)
7 Annexure – G Notice Inviting Tender (NIT)
Page 31 of 38

Annexure - A
UNDERTAKING BY THE TENDERER(S)
NAME OF WORK:
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
Tender No. : ____________________________________________________________

We confirm that we have quoted the rates in the tender considering Inter-alia the
1. Tender Document(s)
2. Additional Document(s) (if any)
3. BOQ Document (Price Bid Format)
4. Corrigendum (if any)
5. Pre Bid Meeting Minutes (if any)
We ________________________________________________________ (Name of the Tenderer) hereby certify

that we have fully read and thoroughly understood the tender requirements and accept all terms and conditions
of the tender including all corrigendum/addendum issued, if any. Our offer is in confirmation to all the terms
and conditions of the tender including all corrigendum/addendum, if any and minutes of the pre-bid meeting.
In the event our offer is found acceptable and contract is awarded to us, the complete tender document shall
be considered for constitution of Contract Agreement.
SIGNED FOR AND ON BEHALF OF TENDERER(S)
Name of Tenderer(s)
Date : _ _/_ _/_ _ _ _
Place :
Seal & Signature of Tenderer
NOTE: This declaration should be signed by the Tenderer's authorized representative on COMPANY
LETTERHEAD who is signing the Bid and scanned copy to be uploaded.
Page 32 of 38

Annexure –B
Technical Bid Opening Summary
Technical bids received against the subject e-Tender have been decrypted and are under evaluation.
Bidder(s) are advised to visit the IOCL e-Tendering portal https://iocletenders.nic.in regularly for further
updates.
for and on behalf,

Tender Inviting Authority,
Page 33 of 38

Annexure - C
Techno-Commercial Evaluation Summary
Techno-Commercial evaluation of offers received against the subject e-Tender has been completed. Price bid(s)
of only Techno-Commercially acceptable bidders shall be opened.
updates.
for and on behalf,

Page 34 of 38

Annexure –D
Financial Bid Opening Summary
Price bids of Techno-Commercially acceptable offers received against the subject e-Tender have been decrypted.
updates.
for and on behalf,

Page 35 of 38

Annexure –E
Financial Evaluation Summary
Financial evaluation of offers received against the subject e-Tender has been completed. “Award (AOC)” on
successful bidder(s) shall be updated.
updates.
for and on behalf,

Page 36 of 38

Annexure –F
Award of Contract (AOC)
Sl. No. Particulars Details
1 Tender No.
2 Name of Item / Work
3 Award No(s). (LOI/LOA/PO No.)
4 Award Date(s). (LOI/LOA/PO Date)
5 Award Value(s)
6 Awarded Bidder(s)
7 Remark (e.g. MSE Preference / DMEP

Preference / any other details etc.)
for and on behalf,

Page 37 of 38

Annexure –G
Notice Inviting Tender (NIT)
1. Tender ID
2. Tender Reference No.
3. Type of Tender Global / National / Limited / Single
4. Tender / Item Description
5. Location(s) of Work
6. Estimated Value(Optional)
7. Tender Fee NIL (for e-Tender)
8. Earnest Monet Deposit (EMD)
Completion Time / Preferred Delivery

9.
Period
10. Contact Person Details
11. Pre-Qualification Criteria (PQC)
12. Integrity Pact (IP) Applicable / NOT Applicable
13. Other Points
Note: Other points as applicable to Division like Tender Reserved for MSE / Grievance Authority etc. shall be
mentioned in Point No. 13.
Page 38 of 38

Integrated Manual One Tendering Cum Reverse Auction

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Integrated Manual One Tendering Cum Reverse Auction

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MANUAL

Corporate Information Systems Department

Sl. No. Chapter Heading Page No.

1 Chapter – I: Introduction 2-4

2 Chapter – II: Abbreviation 5

3 Chapter – III: Definitions 6-8

4 Chapter – IV: Generic Flow Chart 9-11

5 Chapter – V: Brief on salient activities of Flow Chart 12-23

6 Chapter – VI: Earnest Money deposit (EMD) 24-26

7 Chapter – VII: Other Salient Points on e-Tendering 27-29

8 Chapter – VIII :Communication & Updation 30

Updated on: 18rd August 2018

Head Office in All Divisions Functional Head

Updated on: 18rd August 2018

Updated on: 18rd August 2018

Updated on: 18rd August 2018

IOCL e-Tendering application supports following four file formats.

3.3 User Roles

Updated on: 18rd August 2018

3.5 BOQ Comparative Statement:

3.6 Starting Price:

3.7 Reserve Price:

3.8 Current Price:

3.9 Decremental Value/ Decremental Price / Decrement Price:

3.10 My Auction Price:

Updated on: 18rd August 2018

3.11 Elapse Time in Minutes and Auto Extension Time in Minutes:

Elapse Time is the quantum of period before Auction End Time.

3.12 Maximum Seal Percentage:

E.g. Maximum Seal Percentage = 25%

Updated on: 18rd August 2018

Sl. No. DESCRIPTION TYPE ACTION BY

i PR / Estimate Approval Offline As applicable to divisions

Preparation of NIT & Tender

Definition of “PQ” Documents (In

NIT approval & Tender documents

Tender creation and Inclusion of

Tender publishing on e-Tender

vii Pre-bid Meeting (if any)

Uploading/ Publishing pre-bid

viii Corrigendum (if any)

viii.a Approval for corrigendum Offline As applicable to divisions

ix Techno-commercial Bid opening Online The bids shall be opened in the

Updated on: 18rd August 2018

x Receipt of EMD Online Refer Clause 5.9

xii Technical Bid Evaluation Offline As applicable to Divisions

xiii Document verification Offline As applicable to Divisions

Recommendation & Approval for

Techno-Commercial Evaluation &

The bids shall be opened in the

xvii.a Approval of RA properties Offline As applicable to Divisions

Creating Auction (i.e. updating

Publishing Auction on e-Tender

xvii.d Auction Corrigendum (if any)

Approval for Auction

Updated on: 18rd August 2018

xvii.e Live Auction Online Bidder

Freezing Auction & Generation

xviii Price Comparative Statement Offline As applicable to Divisions

Approval of Negotiation &

Approval for finalisation of Tender

xxi Financial Evaluation in System Online Concluder

xxiii Award of Contract (AOC) upload Online Concluder