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User Manual Bid Preparation and Submission

HCL INFOSYSTEMS

User Manual of BID Preparation and Submission

e-Procurement Solution

Submitted to

ECIL

Version:2.0

Software Development Center

HCL INFOSYSTEMS LIMITED

F-23, Sector 11

Noida: 201301

Copyright Notice

This data shall not be disclosed and shall not be duplicated, used, or disclosed in

whole or in part for any purpose. If a contract is awarded to HCL INFOSYSTEMS

as a result of or in connection with the submission of this data, the client or

prospective client shall have the right to duplicate, use, or disclose this data to

the extent provided in the contract. This restriction does not limit the client’s or

prospective client’s right to use the information contained in the data if it is

obtained from another source without restriction. The data subject to this

restriction is contained in all marked sheets.


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Document Revision History

Version No Date Prepared by / Modified by

Significant Changes

1.0 Vishal Sharma

2.0 Siva Balaji


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Table of Contents

1. Getting Started.............................................................................................................4

2. Submit Payment Details..............................................................................................8

3. Function Requirements - Download RFQ..................................................................14

4. Techno – Commercial Bid Details..............................................................................14

5. Eligibility Criteria Submission.....................................................................................15

6. Terms and Conditions................................................................................................17

7. Attached Documents................................................................................................ 18

8. Commercial Deviations..............................................................................................19

9. Technical specifications.............................................................................................20

10. Technical Deviations................................................................................................21

11. Checklist..................................................................................................................22

12. Financial Rate Page................................................................................................23

13. Technical Bid submission status..............................................................................29

14. Financial/Price Bid submission................................................................................30

15. Reports Generation after Tender Box opening........................................................30

16. Bidding Procedure –vendors(Global Tenders).........................................................31

16.1 Payment Submission............................................................................................31

16.2 Techno –Commercial Bid.....................................................................................31

16.3 Financial Bid..........................................................................................................32

16.4 Rate Submission Process......................................................................................33

17. Glossary...................................................................................................................35


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1 Getting Started

Core functionality only required for Bidding is mentioned below:

Step I

The user has to click the login link and it opens the following screen requiring the user

to enter “User Name” and “Password” combination and then pressing the “Login”

button:

Step II

User has to enter user ID and password in the following fields:

User Name

Password

Verification Code

Step III

After clicking ‘Login’, successful authentication of User ID / password

combination, the user will require to digitally authenticating himself using his

digital signature certificate from the following screen when the user will press


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“Attach Digital signature Certificate and Login” button, it’ll show the message

box as shown below.

Step IV

Once Click on the “Attach Digital Signature Certificate and Login” one file is

downloaded into your PC named like “eSLogin.jnlp” then click on it.

Step V


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After the successful authentication of the vendor, he will be directed to its home

screen. On the home screen, link to Open tenders, My Tenders (not yet

closed) for bid submission is provided as shown in the image below:

Step VI

Click on link Open Tenders to expand it.

It will show open tenders for which tender enquiry is addressed to the vendors or

TDC/EMD payment and bid is not submitted by the vendor.

After clicking on that link it shows list of open tenders to submit payment details and Bid.


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Vendor can perform two “Actions” with each tender

The First link present under “Actions”, in front of the tender will redirect to

“Submit Payment Details” (like dollar symbol).

The second link will redirect to “Bid Process”.

Step VII

Click on link My Tenders (Not Yet Closed) for limited tenders to expand it.


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It will show for which tender enquiry is addressed to the vendor or TDC/EMD

payment and bid is not submitted by the vendor.

After clicking on that link the list open, of that particular tender which are not closed and

open for vendor to submit payment details and enter the bid

2. Submit Payment Details

To enter into a Bid Process pertaining to a specific tender identified by its Tender No.

click on the appropriate icon as shown on the My Tenders/Open Tenders screen.

Before a vendor is allowed to submit techno commercial bid he has to submit the

Tender Document Cost(in case tender having TDC) which is compulsory to be

submitted before bidding.

In the last of tender Document the Link of Submit Payment Details is available which on

clicking displays the Payment Submission page as shown below. By default it is

selected as Manual Payment


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Mode of Payment - Mode of the payment for TDC/EMD can be

Manual - If the selection is Manual Payment, then the Instrument type field will

enable.


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Instrument Type -Provide option to pay using various instrument type -

Banker Guarantee

Cash Receipt

DD

Others

Pay Order

Instrument Number -Description about the Instrument type i.e.(DD number or

whatever is applicable)

Date(DD/MM/YYYY) -Date of Instrument type which is used for payment i.e.

(date on which DD or check is issued)

Issuer Bank Details (Bank Name & Branch) - Details about the issuer bank

Amount (Rs.) - Amount which is paid for TDC or EMD. In case of exempted this

field will be disable with value 0.00.

View/Upload files-If user wants to upload any files he can upload here like

DD/cash receipts.

Remarks - If user wants to put any remarks for his payment he can enter here.


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Online- if the selection is Online, then user will be redirected to payment

gateway


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Exempted - If the selection is Exempted, then the “reason for exemption” will

appear.

Reasons of Exemption: Vendor needs to be mention valid reason for payment

exemption.

After Sign & Submit the Unique Transaction Id would be generated.


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In this interface user has following options:-

Submit Techno Commercial Offer: - User can redirect to Techno – Commercial

bid page on click of this option.

Submit EMD: - With click of this button user would be redirected again to the

Submit Payment Details page for the payment of EMD.

View Tender Documents: - After successful payment of TDC user is eligible to

download the Tender Documents and the Documents attached with the tender.

This link would take user to View NIT page where user would be provided with

the link to “Download Tender Document” & “Download attached document”.


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3. Function Requirements - Download RFQ

Suppliers can bid online as well as download RFQ for bid preparation. RFQ can be

downloaded however supplier needs to bid online only. Limited and proprietary tenders

would be available for relevant suppliers.

Documents can be uploaded along with the bid in required formats (PDF only) by the

bidder with size of 5Mb Limitation.

E-mail alerts shall be provided to Suppliers/Contractors/E-Tendering users regarding

various events like publishing of tenders (limited tenders), tender opening,

amendments, and extension of dates.

Vendor can download tender documents without any restriction of TDC up to n number

of times. In case of public tender non-registered vendors can also download the tender

documents.

4. Techno – Commercial Bid Details

Techno-commercial Bid Process function has been provided in the ECIL application for

submitting the Techno-commercial bids by vendors.

Techno-commercial Bid process function is divided into different sections, in which the

techno-commercial bidding may differ corresponding to the Tender

Classification/Evaluation Criteria.

Following are different sections which will appear in the bidding process:

Pre Qualifications/Eligibility

Terms and conditions

Attach Documents

Commercial Deviation

Technical Specification

Technical Deviation

Check List for Bidders

Fin.Offer


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Out of all layers Submission of Pre Qualifications & Checklist for Bidders (if any

check list is mentioned in the Tender Document) is mandatory, incomplete

submission for any of the mandatory layers submitting the Financial Offer would

not be enabled.

5. Eligibility Criteria Submission

The Pre Qualifications as defined during the NIT Creation process will be displayed, the

vendor has to confirm the compliance/non-compliance against every criterion.

Submission of this layer is mandatory.

S.NO- Serial number of various eligibility criteria (As per Tender Document).

Description- Description of eligibility criteria (As per Tender Document).

Complied – Check Box to be checked if user complies for the Eligibility criteria

mentioned.

Remarks- Remarks against eligibility criteria if user select “NO” checkbox.

After choosing an option, click on sign & Submit button to sign the form data.

If you want to edit the data, click on Decrypt & Edit button.


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Click on “OK” button for Signing of form data with your DSC.

If Eligibility criteria submitted successfully below is the confirmation.


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6. Terms and Conditions

This section is provided to the vendors so as they can provide their terms and

conditions. However terms and conditions mentioned in the tender document are also

displayed for ready reference. Vendors have privileges to edit the information which

they have given earlier but only before the Tender Closing Date/Time. Terms and

Conditions is a mandatory section as vendors are not authorized to give their financial

bids without submitting their Terms and Condition details.

As per tender documents

Delivery Period – Delivery of tender items (As per tender document)

Delivery Schedule – Delivery Schedule (As per tender document)

Payment Terms – tender payment terms after PO generation (As per tender document)

As Offered

Offer validity – Indicates offer validity from date of PO Generation.

Mode of Dispatch – list of transport facility for dispatching items.

Delivery Period – Enter Delivery period of tender items (editable).


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Delivery Schedule – Enter Delivery Schedule (editable).

Payment Terms – Tender payment terms (editable).

7. Attached Documents

The attach document section will give the option of attaching the documents (only PDF

files with below 5MB) from the local PC .

Click Browse & Select a file- A user can browse documents from local pc or he can

provide details of document if already exist.

Description/Subject- Description for uploaded documents.

Upload- It will be use for uploading document.

Sign & Upload- It will be use for uploading and sign the document.


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8. Commercial Deviations

The deviation section will capture the details of the Deviations from the NIT/Tender

Document as identified and declared by the Vendor.

Document Name- A user can fill the name of document in support of deviation.

Clause No- User can mention the clause no of his documents if any.

Description as per clause- User can mention description of his documents in

accordance with clause.

Deviation Details- A user can fill details regarding the deviation if any.

Save & Submit- For save & submission of data for further processing.

Reset- Clicking here resets of all the page data.


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9. Technical specifications

User is required to complied against every technical specification, this layer is

mandatory if any technical specification is mentioned in the tender document.

S.NO- Serial number of various check list (As per Tender Document).

Description- Description of check list (As per Tender Document).

Complied – Check Box to be checked if user complies for the check list

mentioned.

Remarks- Remarks against check list if desired.


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10. Technical Deviations

The deviation section will capture the details of the Deviations from the NIT/Tender

Document as identified and declared by the Vendor.

Document Name- A user can fill the name of document in support of deviation.

Clause No- User can mention the clause no of his documents if any.

Description as per clause- User can mention description of his documents in

accordance with clause.

Deviation Details- A user can fill details regarding the deviation if any.

Save & Submit- For save & submission of data for further processing.

Reset- Clicking here resets of all the page data.


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11. Checklist

User is required to complied against every checklist, this layer is mandatory if any check

list is mentioned in the tender document.

S.NO- Serial number of various check list (As per Tender Document).

Description- Description of check list (As per Tender Document).

Complied – Check Box to be checked if user complies for the check list

mentioned.

Remarks- Remarks against check list if desired.


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12. Financial Rate Page

After successful submission of all the mandatory layers in Techno – commercial Bid

page, Click on Submit offer to submit the offer.

Financial Rate Page interface is mentioned below -


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In Vendor File Reference No, please enter any number like your file number, tender number etc.

GST taxes submission:


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In the Financial Rate Page Screen there is a button Print Offer which facilitates the

vendor to take the print out of the offer before encryption. Because after submit offer it

will be encrypted.

Click on Submit Offer to submit offer, by encrypting it with an encryption certificate.


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Click Ok to proceed further

Click Ok to proceed further

A successful encryption shows the below message.


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After successful submission of the Financial Bid page would be redirected to the

confirmation page where user will be provided with the Unique Bid Id with the date and

time of submission. In case if the EMD is not submitted or the Insufficient amount of

EMD is submitted then message would be prompted to the user for the payment.


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In the above page user is provided with the 3 links for

Submit EMD :- User can have the access to Submit Payment Details page for

the payment of EMD

Click Here To continue :- User can proceed to submit the Financial Offer of

other item, or can submit the Revice/Alternate Offer.

Exit :- Exit button would redirect user to corresponding home page.

Revise/Alternate/Withdraw Offer

Once the Finantial rate is submitted against any item for the particular item , If user

reaches to Techno – Commercial Offer page again link against that item would be

changed as the Revise/Alternate offer, the following Bid Process screen opens, screen

shot of the same is given below.

Click on revise offer link will redirect to following page.


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Click on Revise Offer to submit a revised offer, Once the offer is revised user can not

revise the offer for the same bid id, although revise offer for already revised offer is

possible.

Click on Alternate Offer to submit an alternate offer. Alternate is possible only for the

original bid.

13. Technical Bid submission status:

1. If vendor submitted all the technical tabs bid status shows “YES (Technical only).

2. If any tab missing to submit shows as Partial (technical only).


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14. Financial/Price Bid submission:

1. Once vendor submitted both technical and financial Bid status appear as “YES”

2. If vendor not interest to submit finance offer of any item Bid status appear as Partial

(Finance only).

15. Reports Generation after Tender Box opening:


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Once tender opened (technical and finance) by the purchase officials, vendor having

facility to see all the reports under above link.

16. Bidding Procedure – Vendors (Global Tenders)

“Bidding” deals with the vendors who want to participate in bidding for a particular

tender. For successful bidding, vendor should execute 3 steps to completion.

16.1 Payment Submission (Optional) – TDC/EMD amount can be paid by the Vendor

as per specified in the tender. During the payment of TDC and EMD, vendors will have

the options of selecting TDC/EMD. TDC can be paid either in INR or USD. However,

EMD may be acceptable in other currencies also.

Submit Tender Document Cost


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16.2 Techno-Commercial Bid – Vendors are required to submit their techno-

commercial offer for the tender against whom they have made TDC/EMD payments.

This process is similar to the process defined for other types of non global tenders.

Please refer to SRS Bid for more information regarding the Techno-Commercial Bid.

16.3 Financial Bid – This third step requires vendors to submit their financial rates for

the tender against which they have made the TDC/EMD payments. All bidders will have

options to submit their bid as an Indigenous Bid or as a Foreign Currency Bid. On

selecting the option to submit the Bid as an Indigenous Bid, the Rate Submission Page

will be exactly like the one used in other types of Non-Global Tenders except Consignee

which will be shown as Ultimate Consignee in label as well as value. In case the user

opts to submit his offer as a Foreign Currency Bid, the Rate Submission Page will be as

shown below with some additional fields which have been described in data table.

Revision of previously submitted offers will be possible but vendors can revise their

original offers in the same, Foreign Currency or Indigenous format, in which the original

offer was submitted. However while submitting Alternate offer, they can choose from

Foreign Currency or Indigenous bid irrespective of original offer. Rate page will only

show the Port Consignees which were entered by the user in the NIT Creation page

against individual Consignees. Also the quantities entered for all individual consignees in

the tender against a selected Port Consignee will be added and displayed in the

Financial Bid Submission page. E.g. If a tender has 5 consignees and out of these 5, 3

consignees have been associated with one Port Consignee and left 2 with another Port

Consignee then during Financial Bid Submission, the vendors will get to see 2 Port

Consignees against which they will submit their Financial Bids. Also the Item Quantities

for individual Consignees associated with the same Port Consignee will be added up

and shown as Tendered Quantity in the Financial Bid Submission page. Also at the time

of Financial Bid Submission for Foreign Currency Bid, the vendors will get the option to

submit their rate for an item in any foreign currency which is available through a list of

drop down on the Rate Submission age. Submission of a bid in any currency which is

not there in the list will not be possible. This list of available currencies will be created,

managed and maintained through DCC. The total value per item will be calculated in the

same currency in which the vendor has submitted his offer.


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Financial Bid Interface

In order to complete the bidding process, the Vendor participating in the bidding

procedure requires submitting all the mandatory details like Eligibility, Terms and

Conditions, Attach Documents, Checklist, and financial offer. Same procedure

follows as per SRS BID. Please refer to SRS BID for more information regarding the

procedure to complete the bidding procedure.

16.4 Rate Submission Process – Indigenous Offer and Foreign Currency Offer

Indigenous Offer: The information added in the Rate Submission form for Indigenous

Offer in Global Tender will remain similar as found in the BID SRS. Please refer to SRS

BID for Data Table and other information regarding submission of an Indigenous Offer.

Foreign Currency Offer: Few additional fields are found in the Rate Submission form

for Foreign Currency offer in Global Tender.


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Financial Rate Page Foreign Currency Offer


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17. Glossary

Abbreviations Descriptions

EPS E-Procurement System

ECIL Electronics Corporation of India Ltd

NIT Notice of Inviting Tender

BBS Bulletin Board Service

PO Purchase Order

CA Certification Authority

PKI Public Key Infrastructure

RA Reverse Auction

DB Database

Qty Quantity

EMD Earnest Money Deposit

BG Bank Guaranty

COS Controller of Stores

PCE Principal Chief Engineer

CAO Chief Administrative Officer