Bidder Manual

NOTE TO BIDDERS
• Minimum System Requirement to access portal and submit bids would be:

• If the bidder cannot see the “Final submission”, the particulars filled needs to be checked.
Kindly go through the below procedure.
a) The bid needs to be saved by “Save” button in Price bid table.
b) The “Mandatory documents” have been uploaded.

• Pl take a note that this information (manual) is for training purpose only so that you will
have a basic idea about the Sealed Bid participation before actual Sealed Bid event. Also,
each & every parameters of each Sealed Bid may get changed as per client / Dept.’s
requirement.
➢ Registration process-

• Firstly, a bidder has to register itself to the portal. On the top right corner, the
“Register” option would be visible.

• After clicking register, particulars like email ID and other details like company name,
mobile number, state, city etc. is required to be filled.

• “Business Category Keywords” relating to your business needs to be entered. For

ex: Civil Work.
• After writing the details a verification code needs to be filled and a checkbox needs
to be ticked which denotes the compliance of the “Terms and conditions” and
“Privacy policy” of the website.
• Click on “Submit” after posting your details.
• You will see the undermentioned step after completing registration,

• Next Step would be to click the verification link received in the email ID registered.
• After clicking on the link, your profile will be pending for approval from the
department officer’s end.
• Kindly contact Mother Dairy officers for profile approval.
• Once the email verification is completed, bidder profile needs to be approved by the
Mother Dairy officials.
• Bidder has to contact the respective Mother Dairy officer for the approval of
his/her profile. Officer’s contact details will be mentioned in the NOTICE of that
particular tender as shown below.

Officer’s contact details

➢ Bid preparation-
• After logging in, click “RFX/Tender” and then click “Search RFX/Tender” as
undermentioned:

• Click on “Dashboard” to go to declaration page.

• Click on “I agree” button to comply with the terms and conditions as posted.
• After clicking “I agree”, undermentioned page would be displayed. Click on “Prepare Bid” to
proceed further.

• Click on “Fill” to quote your respective prices

• For quoting bids, two options are available-

EITHER -

❖ Download the Price form in excel format.

 ❖ Fill the rates in the excel format and save the same without making changes in the
file format or file name.

❖ Upload excel file with your quotes/rates as shown below.

NOTE: Only the price form which is being downloaded is allowed to upload.
 No other document is allowed to upload.

OR –
b) Fill in the details in the table itself as under:

❖ After filling in price details, click on “Save” to prepare your bid for “Final
Submission”(If you click on “Save as Draft”, bid will not be proceeded to next stage
until unless you click “Save”)

❖ “Save as Draft” option is used to store the quote as a draft posted by the bidder.
After saving the draft, you will see the price form in draft mode as following:
After clicking on edit as in above, the price you entered as a draft will be seen as below:

After clicking “Save”, the bid would be ready for next stage of “Final Submission”.

Vendors can view their quoted quotations anytime by clicking on “view” option as shown
below, even after the closure of the event.
 Price will be visible as shown in the below screen.

➢ Document Uploading-

• Click on ”Map Documents” after clicking “Save” to upload all the mandatory documents.
• Upload the mandatory documents against each mentioned pending documents.
• There is a “Map from briefcase” option by which vendor can select already uploaded
documents and MAP to the bidding form accordingly.

c) After uploading all the mandatory documents, you can go for “Final submission”.

NOTE:
 While uploading “Mandatory Documents” the “File already exists” option comes
when there is already a similar name document uploaded. The solution is to rename
the file and then upload it. The image for that is provided below:

➢ Final submission
• Click on final submission tab to submit your bid.

• Bid withdrawal -
Post submission of bid, bid can be withdrawn and re-submitted again.
 After clicking on “Withdraw Bid”, below screen is visible.
Enter Remarks and click on “Withdraw” to edit the bid.

• Click on Edit and resubmit your response and “Save” again.

• Click on “Final Submission” again once you have saved your resubmitted response.
➢ Bidder side Negotiation
• Login to website : https://procurement.motherdairy.com
• Click on RFX Tender
• Click on Search RFX Tender
• Enter Event Id in Search Box (Event ID: ____)
• Click on Dashboard
• Click on Negotiation
• Click On Accept/Reject Negotiation Process.
• Select Accept and Click on Submit
• Click on Revise detail
• Fill / Revise the details
• Click on Final submission at Negotiation Page to submit your revised price and
complete Negotiation process (Mandatory for complete the Negotiation Process).
• Below are some snaps for your reference :
• Accept/Reject of negotiation request
• Actual view of negotiation request
• Accepted view of negotiation

• Chat box
• Previous Rates of bidder

• Revised Rates by bidder

• Final submission from bidder side
• After Final Submission to review their submitted bids bidders can follow below mentioned
steps :
• Steps to review Submitted Bids :

Login to website → Click on RFX/Tender → Click on Search RFX/Tender → Click Enter Event ID
_______ → Click in Search -→ Click on Dashboard → Click on Prepare Bid → Click on View to
review Submitted Details → Click on PDF to save submitted details in PDF.

Vendors can view their quoted quotations anytime by clicking on “view” option as shown
below, even after the closure of the event.