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GAIL SRM Reverse Auction June 2011

GAIL SRM Live Auction Cockpit help guide for


vendors

Table of Contents

Introduction 2
Set up Requirements 3
Help Guide 5
Disclaimer 23

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GAIL SRM Reverse Auction June 2011

Introduction
GAIL has introduced Reverse auction in e-tendering .This document contains
Instructions for suppliers to login to the GAIL hosted live auction system
along with the sample screens and explanation of the various features and
functions.

All bidders participating in the Live Auction process are required to submit
bid (pricing) electronically during a specified time frame. During the Reverse
Auction, the bidder shall have to bid his evaluated price based on the bid
opening price as well as the decrement amount. All prices submitted during
the auction shall constitute valid and binding offers.

The auction format allows suppliers to see their price submittals and their rank
against those of other suppliers, and provides the opportunity for suppliers to
Improve their rank by reducing their prices.

The identity of all participating suppliers will not be revealed to other


Suppliers and GAIL throughout the online auction. A minimum bid
decrement will be preset by the system administrator and the suppliers will be
able to see the value of the bid decrement in their cockpit. The system will
NOT accept a bid if the minimum bid decrement is not met. The auction will
automatically be extended for a period of 5 minutes when there is change
in L1 price in the last 3 minutes of the auction. The live auction cockpit
will refresh whenever any bidder submits a bid. It will update the rank of the
bidder, the new lowest bid and the bid decrement required for the next lowest
bid.

The auction will be hosted and operated by GAIL.

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GAIL SRM Reverse Auction June 2011

Set up Requirements
Open the site https:\\etender.gail.co.in

You can find Sun's Java here.

To download java
click on this link

Recommended browser is Microsoft IE 6.0 or above.

All participating suppliers will access a secure system via the internet from
their own computer A PC/laptop with a web browser and broadband or fast
internet access are required to access and use this system.

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GAIL SRM Reverse Auction June 2011

Login Procedure:
Use your Portal User ID and Password to log in. The Password is case
sensitive. In case the password is forgotten / user locked /password expired,
use the link Forgot Your Password link available on the home/logon page
of the portal to obtain new password.

Only the authorized representative of the Supplier will be able to


participate/bid in the live auction.

Opening of more than one session from the same user Id, will result in
Disconnection of the earlier session.

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GAIL SRM Reverse Auction June 2011

Help Guide for Auction

Open the site https:\\etender.gail.co.in

The following window opens:

Enter the Login Id and


password. Then Click on
Login Button.

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GAIL SRM Reverse Auction June 2011

Click on eAuction link.

Click on eAuction link

To search an auction, click on Show Quick criteria maintenance tab [refer the
following screen shot]

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GAIL SRM Reverse Auction June 2011

To search an auction, click on the tab


Show Quick Criteria Maintenance.
Enter the auction number and then
click on Apply button.

The desired auction will be displayed. Refer the following screenshot.

The desired auction will be


displayed.

There is another method to search an auction. Click on Filter link.

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GAIL SRM Reverse Auction June 2011

Another method to search


an auction is filter. Click on
the filter link.

Filter will be created. Enter the


auction number in the format as
shown below and press enter to
search for desired auction

Click on the auction number for display.

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GAIL SRM Reverse Auction June 2011

Click on the
Display Auction

New screen with the auction details is opened under the auction information
tab as shown below.

Auction details.

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GAIL SRM Reverse Auction June 2011

Click on item tab to view the detail of items.

Click on tab Notes and attachment to view the auction text and condition of
participation.

To launch the Auction, click on Live Auction Tab.

Click on Live
auction button to
launch the auction.

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GAIL SRM Reverse Auction June 2011

Click on the Notes and attachment


tab to view the auction text and
condition of participation.

Auction text and conditions of


participation can be viewed.

In case of the Foreign Vendor, the currency in which he has to participate and
Exchange rate will be visible. Click on accept button for terms & condition
to start Java applet.

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GAIL SRM Reverse Auction June 2011

The Bid currency will be


displayed here with his
Click on the
exchange rates.
Accept button.

The java applet for live auction cockpit will be started as per below screen.

There are three sections of the live auction cockpit screen.


1. Auction Detail
2. Auction Item Detail

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GAIL SRM Reverse Auction June 2011

3. Chat and system messages

Auction name, auction number,


Currency; rule profile will be Start date, end date
displayed on the left side of and the remaining
screen. time of the auction
will be displayed.

Using the mouse pull down, adjust the various parts of the screen for easy
viewing, For logging in the auction you need to enter your price at least once

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GAIL SRM Reverse Auction June 2011

under the bid price field.

Click here to go to the


FAQs page.

Shows the current status


of the purchaser.

Enter your start price under the column called Bid Price and click on

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GAIL SRM Reverse Auction June 2011

Submit,
This shows the
Shows the Start current status of
price for the item. the auction.

Displays the
Description and Enter the Bid price
quantity of the item. and click on submit
button.

A Pop up window as shown below appears. For confirming the price you have
entered, click on yes to continue.

A pop-up window will appear for


confirmation of bid values. Click on yes
button.

After entering the price, the rank, the best bid price and next valid bid price

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GAIL SRM Reverse Auction June 2011

will be visible.

Rank ,best bid price a and Shows the total value of


my bid will be displayed my bids.

A system message your bid


for item has been successfully
submitted will appear.

If you want to send the message to the purchaser, type the message and click
on send button.

If you want to send the


message to the purchaser,
type the message and click on
send button.

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GAIL SRM Reverse Auction June 2011

Chat and system messages will appear in the message area as shown.

Shows the rank, my bid


value, and nxt valid bid.

Chat and system messages


will appear in the message
area as shown.

Click on details button, to view the item description.

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GAIL SRM Reverse Auction June 2011

item description.

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GAIL SRM Reverse Auction June 2011

Click on History button, to view the company name, bidder name, date, time and
quote value of the last bid.

company name, bidder name ,


date, time and quote value of
the last bid.

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Click on calculation button, this will display the currency, unit and quantity of
item.

currency, unit and item


quantity.

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GAIL SRM Reverse Auction June 2011

Extension details of the current auction will be viewed by taking the pointer to the
time remaining .Refer the following screenshot.

By taking the pointer to the time


remaining, this will display the
extension details of the current
auction.

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GAIL SRM Reverse Auction June 2011

The auction will get extended by five minutes automatically if the L1 position
gets changed in the last three minutes.
The auction for all the items will end on reaching the end time.

A system message will be generated


when the auction time get extended.

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If the tender Committee has decided to set the cascading closing of auction
which is having three or more items then the auction for each item will close
in a sequence after a time gap of 5 or 10 minutes (as per setting) i.e. bidding
for item 2 will stop after 5 /10 minutes after stopping of auction for item 1.
Similarly bidding for item 3 will stop after 5/10 minutes of stopping of
auction for item 2.

The auction will be ended, when there is no response from bidders or there is no
change of L1 during last three minutes of auction deadline.

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DISCLAIMER

(It may be noted that this is an effort to help bidders with short ready reckoner for
successful bidding during Auction. Gail does not stand responsible on failure to
upload the bids successfully based on these instructions)

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