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Welcome U all for the presentation on e-bid submission tender system of Govt of Orissa

Orissa Government e-Tendering Information System Livesite www.tendersorissa.gov.in & demosite demotenders.ori.nic.in

Modules of e-tendering
Registration Tender Management Bid Management Bid Opening Bid evaluation Award of contract

Procurement Functionalities
Tender
Tender Creation

Bidding
Tender Search

Bid Opening & Evaluation


Bid Opening & Decryption

Tender Document Download Tender Uploading

Technical Evaluation (Offline)

Tender Publishing

Payment of Tender Fee/ EMD

SOR based Financial Evaluation (Works Tender) Communication & Publication of Award Information

Bid Signing, Encryption & Submission Corrigendum

* Bidder Process

Government e-Procurement (GeP) Solution NIC

Registration
Departmental user Contractors/bidders Digital Signature Certificates

Dept User
Created by the administrator Password sent by mail Roles are defined as reqd Tender Creator,Publisher, Bid Opener & Evaluator DSC is attached by the user later

Contractor/bidder
Done online by filling up the form DSC is attached if available/later Password by mail.

Digital Signature Certificate


Issued by any CA under CCA India. https://nicca.nic.in Valid for one or two years Class II or Class III allows for encryption & signing DSCs can be cancelled/blacklisted DSCs from NIC /e-tokens from dealers of SIFY/NCode/TCS

Tender Management
Tender creation Tender publishing Provide clarifications Corrigendum creation & publications

Tender Creation
Preparation of tender documents Finalization of dates Formation of committees General information such as Tender type-open/limited/EOI Tender fees,EMD etc., Class of contractor: Validity period Duration

Tender documents
Forms Instruction to bidders Declaration by the bidder Conditions of the Contract Technical specs Drawings in DWF(Design Web Format) Spl & Addl Terms & Conditions Spl & addl conditions of the contract Qualification Criteria BOQ (item rate % rate tender) Financial Bid Proforma for documentary evidence

Tender Committees
BID opening Technical Evaluation Financial Evaluation Tender Committee All the members involved in publishing/bid opening should have DSC

Tender publication
Current tenders with documents Tender fees which is free now EMD which may be online/offline & exemption with proof

Pre bid clarifications


Raise query as defined before the last date of bid submission Reply given one-one basis. Pre bid meeting as applicable. Summary of queries collected & replies are furnished which is also posted in the site for a tender

Corrigendum
Dates of tender Documents required Instruction to bidders Conditions of the contract Technical Specs BOQ (Bill of Quantity Rates) Qualification criteria Issued as necessary before the Bid submission start date.

Bid Management for bidders


Tender document downloading Bid preparation E-payment Bid submission

Bid Submission
Bidder must be registered in the site with DSC Selects the tender he wants after logging in Tender gets moved to my tender section Get clarifications as reqd Bid submission by paying the fees as online/offline with exemption if possible Fill up the forms & signs digitally & uploads The documents are encrypted & stored. Bidder gets a receipt after submission Bidder can withdraw online Bidder can submit manual bids & Regn is mandatory

Payment flow thro internet

Receipt of bids
Bid infn remain encrypted till the opening of bids. Cannot be opened by any means Once submitted, it can be withdrawn/modified before the due date After the bid submission date, no one can submit his bid

Bid Evaluation
Bid Opening Technical bid evaluation Financial bid evaluation

Bid Opening
Opened by designated officials Bidders need not be present Each activity is time stamped with server time After opening, as per the criteria, bidders are selected for technical evaluation. The summary of proceedings are updated. Offline/Manual bids can also be updated if received.

Technical BID evaluation


The bids are printed & given for evaluation manually After evaluation the recommendations are updated for technical bids The selected bidders are informed of the financial bid opening dates Financial bid opening

Financial bid evaluation


Bids are printed & given for manual evaluation Recommendations are updated The bidders are informed of the results

Award of contract
After financial evaluation, the bidder is selected The award of the contract is published in the site

Resources required
A Computer system with PIV processor or equivalent Printer DSC/e-token from NIC/SIFY/TCS/nCode UPS Broad band Internet connection Windows OS with web browser, antivirus, & PDF converter

Instructions to be followed for bidders


Bidder should do the registration in the tender site using the option available. Then the Digital Signature registration to be done with the etoken of SIFY/nCode/TCS after logging into the site. Bidder may go thro the tenders published in the site and download the required documents/tender schedules for the tenders he is interested. Bidder then login to the site thro the secured log in by giving the user id/ password chosen during registration & then the password of the etoken.

Instructions to be followed
Bidder should go thro the tender schedules carefully and submit the documents as asked, otherwise, the bid will be rejected. If there are any clarifications, this may be obtained thro the site, phone, email or during the pre-bid meeting if held. Bidder should take into account of the corrigendum's published before submitting the bids online.

Bidder in advance get ready the bid documents to be submitted as indicated in the tender schedule and they should be in PDF format.

Instructions to be followed
Bidder selects the tender which he is interested in thro search option & then moves it to the my favourites folder. From the my favourites folder, he selects the tender to view all the details indicated. The bidder should read the terms & conditions and accepts the same to proceed further to submit the bids. The bidder has to select the payment option as online/offline to pay the fee & EMD as applicable. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the bid submitted will not be acceptable.

Instructions to be followed
The bidder has to enter the password of the etoken and the required bid documents have to be uploaded one by one as indicated.

The rates offered details have to be entered separately in a spread sheet file (xls) in the space allotted and should be updated as BOQ.xls file for each tender after the financial bid. The tendering system will give a successful bid updation message & then a bid summary will be shown with the bid no & the date & time of submission of the bid with all other relevant details.
The bid summary has to be printed and kept as an acknowledgement as a token of the submission of the bid. The bid summary will act as a proof of bid submission for a tender floated and will also act as an entry point to participate in the bid opening date.

Instructions (contd)
For any clarifications with the TIA, the bid no can be used as a reference. Bidder should log into the site well in advance for bid submission so that he submits the bid in time i.e on or before the bid submission time. If there is any delay, due to other issues, bidder only is responsible. Each document to be uploaded thro online for the tenders should be less than 2 MB. If any document is more than 2MB, it can be reduced thro zip and the same can be uploaded. However of the file size is less than 1 MB the transaction uploading time will be very fast.

Instructions(contd)
Only one etoken should be used for a bidder and should not be misused by others Bidder should get ready the EMD as specified in the tender. The original should be posted/couriered/given in person to the Tender Inviting Authority, within the bid submission date for the tender. The time settings fixed in the server side & displayed at the top of the tender site, will be valid for all actions of requesting, bid submission, bid opening etc., in the etender system. The bidders should follow this time during bid submission

Instructions for online payment


Account with ICICI bank/AXIS/SBI In case of any problems with online payment, the offline/manual mode can be used.

Instructions
All the data being entered by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered will not viewable by unauthorized persons during bid submission & not be viewable by any one until the time of bid opening. The confidentiality of the bids is maintained since the secured Socket Layer 128 bit encryption technology is used. Data storage encryption of sensitive fields is done. Any documents that is uploaded to the server is subjected to symmetric encryption using a generated symmetric key. Further this key is subjected to asymmetric encryption using buyers public keys. Overall, the submitted tender documents become readable only after the tender opening by the authorized individual.
For any queries, the bidders are asked to contact thro mail eprochelpdesk@gmail.com, eprocurement@ori.nic.in or by phone:0674-2530998, 18003456765(Toll free).

Thanks

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