ONGC e-procurement Online Guide

Transcription

1 ONGC e-procurement Online Guide 1. Technical Settings Web Browser supported: Microsoft IE 5.5+ Active Content: JavaScript, cookies, ActiveX controls, pop-ups must be enabled on all browsers Recommended Screen Resolution: 1024 by 768 pixels. Settings for Microsoft Internet Explorer Recommended way is to add following e-procurement site to Trusted Sites zone In Internet Explorer, go to Tools ä Internet Options Click on Security tab, and then click Trusted sites zone. 3. Click Sites... button. 4. In the Add this Web site to the zone: text box, type 5. Click Add button and then choose OK or Close button. 6. Now,Click on Custom Level.. button,security settings window opens up, maintain following values for below parameters. Parameter Allow Scriplets Automatic prompting for ActiveX controls Binary and script behaviors Download signed ActiveX controls Download unsigned ActiveX controls Initialize and script ActiveX controls not marked as safe Run ActiveX controls and plugins Script ActiveX controls marked safe for Scripting Use Pop-up Blocker Value Enable Enable Enable Enable Enable Enable Enable Enable Disable 7. After maintaining appropriate values, Click OK button. 8. Again Click OK button to confirm and close Security tab. 11. You should have a valid User id to access ONGC e-tendering application. 12. You should have a legally valid Class 3 digital certificate as per Indian IT Act 2000 from the licensed Certifying Authorities operating under the Root Certifying Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India. 13. You should have paid Tender fee, if applicable for the tender. 2. Installation of Signer Tool Signer tool is available on home page of e-tender after you logged in under Downloads tab. First the signer tool needs to be downloaded and saved on the Desktop. Then close all the internet explorer browsers opened in the system at that time. Then run the Signer tool to install it.

2 a) Selecting the desired Bid Invitations 1) Login to ONGC e-tender site Use your login id & password 2) List of Bid Invitation will appear on the screen Please note; this list is as per the last update List of Bid Invitation 3) To open up a bid Invitation click on the RFx, or select the desired line and click on Display Event. To open up a bid Invitation click on the RFx number, or select the desired line and click on Display Event.

3 b) Bid (quote) creation (Material) 1) Steps 1 to 13 are required only for open tenders. 2) To express your interest in the bid invitation, click on Register Click on register to express interest in the bid invitation 3) System confirms if bidder has read the pre-qualification criteria for this bid invitation. To confirm and continue, click on Yes. To confirm and to continue click on yes 4) System further confirms if bidder meets all the pre qualification criteria for this bid invitation. To confirm and continue, click on Yes. To confirm and to continue click on yes

4 5) System gives registration confirmation. To refresh the screen, user needs to click on the refresh button. Registration confirmation 6) After registration, bidder needs to pay tender fee. A credit card will be required for this purpose. Click on Pay Tender Fee, to proceed. If the bidder is eligible for tender fee exemption, contact the concerned MM Purchase officer after Registration to create the bid. To pay tender fee, click on Pay tender fee 7) A new window will popup. Bidder needs to confirm if the right bid invitation was chosen to pay tender fee. To proceed press Pay tender fee Click on pay tender fee to proceed

5 8) Another window of ICICI Bank payment gateway will open up. Bidder needs to key in the credit card details and click on Pay to proceed. Please note: this is a third party screen. Key in credit card details and click on pay to proceed 9) Depending on the credit card type (visa or master) a further confirmation screen will appear. Click in Proceed 10) Once the credit card processing is complete, user will get a processing status result, as shown below. Please note: In the example below the bidder has been exempted from paying the tender fee. Click on Close to proceed.

6 Click on close to proceed 11) To continue, click on Close window. Click on Close Window to proceed 12) Once the tender fee is paid. Two additional options come on the screen, create bid and Tender fee details. To see the details of tender fee paid, click on Tender fee details

7 To view the details of paid tender fee, click here. 13) A new window will open up, displaying the tender fee paid details. Click on Close to continue 14) To create bid (quotation) click on Create Response. Note: If the bid invitation is Limited bidders will start from this point onwards. The option Tender Fee details will appear only for Open tender.

8 Click on Create Response to create bid (quotation) 15) A Response number (quotation) number will be assigned, and a blank bid will be created. Response number created 16) It is always good to save entries at regular interval. To save click on save. On saving the document will come in display mode. Please note: on saving the bid, the current entries are saved. It is not submitted.

9 To save click on save 17) To continue working on the bid, click on edit. It will bring the document in change mode. Click on Edit to switch to change mode. 18) In the RFx Information->Basic Data tab: Choose the currency in which bid is to be submitted.

10 Choose the currency 19) In the RFx Information->Questions tab: Answer all the mandatory and the relevant questions for the bid. Please note: Depending on the type of question, the answer could be in yes/no or short text, or value or with some possible given values 20) In the Item tab: Item overview will be displayed. Answering additional questions for the bid 21) To get to the details click on the line item number or select the line item and click on Details.

11 Select the line item and click on Details or the line item number 22) In the Items->Item Data tab: The fields that can be keyed in / changed are not grey. Bidder can key in the item related bid data. The item overview screen has been collapsed below. Please note: The enterable / changeable fields will vary from bid invitation to bid invitation. Enterable field where bidder can key in item related bid data. 23) In the Items- > Questions tab: Bidder needs to answer the item specific additional questions. Please note: The question is marked with *, hence mandatory. Answer to the item specific additional questions

12 24) In the Items- > Conditions tab: Bidder needs to key in the offering price of the item. The Price component will be different for Indian and foreign bidders as explained in the instruction on the screen. Please note: The pricing components can differ from item to item. Price components of the item. (for Indian bidders) General Instructions Foreign bidder price components: 25) In the Items- > Consignee wise distribution tab: Bidder needs to key in the freight component. This may not be applicable for services. Indian bidder will be quoting freight for ultimate consignee. Bidder can quote road / rail freight and ST. Foreign bidder will be quoting freight for Port of Consignment. Price component for foreign bidders Ultimate Consignee location

13 For Foreign bidders port consignment: To navigate to next item for the same sub-screen tab click on next item Port of consignment, (for foreign bidders) 26) For services the breakup may be required to be uploaded as specified in the bid invitation in the item detail Notes & Price Bid Attachments Tab; below is the procedure to upload the file. Digital signature is required for this upload. Please note: this is not the place to upload the Technical documents. Click on Add Attachment under the sub- tab Notes and attachment. Click on Add attachment A Popup will appear where the file to be uploaded is selected. Click on Browse to select the file. Click on browse Another popup will appear user needs to select the desired file from the list. Click on Open after selecting the file. Please note: One needs to have a Class III digital signature to upload file.

14 Select the file to be uploaded Click on open to continue Click on Sign document to digitally sign the document. Click on Sign Document to digitally sign the selected document Depending on the type of digital signature being used another popup up will come to select the digital signature

15 Click OK to continue On successful signing, a confirmation message like below will appear. It also shows where the digitally signed document is kept. Click on OK to continue. Message after successful signing, Click ok to continue Click on Browse again to select the digitally signed document. The extension will be.ssig.

16 Click on Browse to select the signed file After the signed file is selected, give an appropriate file name and click on OK. This will upload the signed file selected. In similar fashion other files as required in the bid invitation can be uploaded. Key in appropriate description of the signed file and click on OK to upload the file.

17 27) To upload technical documents, click on Technical RFx Response. To upload technical documents, click here 28) A new window will open up, as shown below. New window for technical documents Do not upload any price bid documents here as it will also be opened at the time of technical bid opening itself. 29) Various parts of the new window are shown below. To upload technical ensure the current path is Collaboration->Competitive Scenario Z.->Technical Bid-BIDDER :V.. To attach/upload a document, click on create

18 Current path in the directory structure Directory structure Contents in the current directory To attach / upload a document click on create 30) Click on Document to proceed. 31) Key in appropriate name for the document. Click on Continue to proceed. Click on Document to proceed Appropriate name of the file Click on Continue to proceed

19 32) Click on Browse to select the physical file. Click on Browse to select the file 33) Select the file to be uploaded and click on Open. Select the file and click on open

20 34) Click on Sign to digitally sign the file. Click on Sign to sign the file 35) Choose the signature to be used from the popup. 36) On successful signing the signed file will be stored in the same location with extension.ssig. A popup with the message will appear. Click on OK to continue.

21 Message of successful signing, and storing the signed file 37) Another message to pick up the signed file will appear. Click on OK to continue. Pop up with instruction to pick up the signed file. Click on OK to continue Click on Browse again

22 38) Choose the same file but with extension.ssig and click on Open to continue. Pick up the same file from the same location, but with extension.ssig. Click on Open to continue 39) Click on Save to upload the signed file. Click on Save to upload the signed file

23 40) If the upload is successful it will appear in the column Current Version else it will be blank. In similar fashion all the relevant technical document is to be loaded. The uploaded file will appear in the list Note: The document once uploaded cannot be deleted. It can be renamed or changed as not to be considered or to be ignored. Alternatively you can delete the bid response and create a new bid response if the response has not been submitted. 41) System does basic level check on completeness and correctness of the bid. Click on Check to perform check. Please note: this check does not guarantee the bid is complete and correct. It has to be done by the bidder. Click on Check to do basic level check 42) If there are any errors it will appear. 43) If bidder is satisfied the bid is complete and correct and wishes to submit the bid he/she needs to click on Submit Please note: One needs digital signature to submit the bid.

24 Click on Submit to submit the bid After clicking on Submit a POPUP for confirmation 44) A popup will appear to choose the digital signature to be used. Choose the appropriate digital signature and click ok. 45) On successful submission, system will give message as below. Choose the digital signature and click on OK

25 Message on successful Bid submission 46) It is good to close application and log out once work is done. Click on Close to close application. Click on close to close application

26 c) Bid (quote) creation (Services) 1) Steps 1 to 13 are required only for open tenders. 2) To express your interest in the bid invitation, click on Register Click on register to express interest in the bid invitation 3) System confirms if bidder has read the pre-qualification criteria for this bid invitation. To confirm and continue, click on Yes. To confirm and to continue click on yes 4) System further confirms if bidder meets all the pre qualification criteria for this bid invitation. To confirm and continue, click on Yes. To confirm and to continue click on yes

27 5) System gives registration confirmation. To refresh the screen, user needs to click on the refresh button. Registration confirmation 6) After registration, bidder needs to pay tender fee. A credit card will be required for this purpose. Click on Pay Tender Fee, to proceed. If the bidder is eligible for tender fee exemption, contact the concerned MM Purchase officer after Registration to create the bid. To pay tender fee, click on Pay tender fee 7) A new window will popup. Bidder needs to confirm if the right bid invitation was chosen to pay tender fee. To proceed press Pay tender fee Click on pay tender fee to proceed

28 8) Another window of ICICI Bank payment gateway will open up. Bidder needs to key in the credit card details and click on Pay to proceed. Please note: this is a third party screen. Key in credit card details and click on pay to proceed 9) Depending on the credit card type (visa or master) a further confirmation screen will appear. Click in Proceed 10) Once the credit card processing is complete, user will get a processing status result, as shown below. Please note: In the example below the bidder has been exempted from paying the tender fee. Click on Close to proceed.

29 Click on close to proceed 11) To continue, click on Close window. Click on Close Window to proceed 12) Once the tender fee is paid. Two additional options come on the screen, create bid and Tender fee details. To see the details of tender fee paid, click on Tender fee details

30 To view the details of paid tender fee, click here. 13) A new window will open up, displaying the tender fee paid details. Click on Close to continue 14) To create bid (quotation) click on Create Response. Note: If the bid invitation is Limited bidders will start from this point onwards. The option Tender Fee details will appear only for Open tender.

31 Click on Create Response to create bid (quotation) 15) A Response number (quotation) number will be assigned, and a blank bid will be created. Response number created 16) It is always good to save entries at regular interval. To save click on save. On saving the document will come in display mode. Please note: on saving the bid, the current entries are saved. It is not submitted.

32 To save click on save 17) To continue working on the bid, click on edit. It will bring the document in change mode. Click on Edit to switch to change mode. 18) In the RFx Information->Basic Data tab: Choose the currency in which bid is to be submitted.

33 Choose the currency 19) To get to the details click on the line item number or select the line item and click on Details. Select the service line item and click on Details or the line item

34 Enter total price here 20) In the Items- > Conditions tab: Bidder needs to key in the offering price of the item. The Price component will be different for Indian and foreign bidders as explained in the instruction on the screen. Please note: The pricing components can differ from item to item. 21) For services the breakup may be required to be uploaded as specified in the bid invitation in the item detail Notes & Price Bid Attachments Tab; below is the procedure to upload the file. Digital signature is required for this upload. Please note: this is not the place to upload the Technical documents.

35 Download price bid format & save in the PC

36 Enter price details in the editable area

37 Price entered in the price bid format Once the price bid is ready, save it in the PC & upload as mentioned below. Click on Add Attachment under the sub-tab Notes and attachment. Click on Add attachment

38 A Popup will appear where the file to be uploaded is selected. Click on Browse to select the file Click on browse Another popup will appear user needs to select the desired file from the list. Click on Open after selecting the file. Select the file to be uploaded Click on open to continue Click on Sign document to digitally sign the document. Depending on the type of digital signature being used another popup up will come to select the digital signature (not shown below) Click on Sign Document to digitally sign the selected document

39 On successful signing, a confirmation message like below will appear. It also shows where the digitally signed document is kept. Click on OK to continue. Message after successful signing, Click ok to continue Click on Browse again to select the digitally signed document. The extension will be.ssig. Click on Browse to select the signed file After the signed file is selected, give an appropriate file name and click on OK. This will upload the signed file selected. In similar fashion other files as required in the bid invitation can be uploaded. Key in appropriate description of the signed file and click on OK to upload the file.

40 Uploaded price bid file 27) To upload technical documents, click on Technical RFx Response. To upload technical documents, click here

41 28) A new window will open up, as shown below. New window for technical documents Do not upload any price bid documents here as it will also be opened at the time of technical bid opening itself. 29) Various parts of the new window are shown below. To upload technical ensure the current path is Collaboration->Competitive Scenario Z.->Technical Bid-BIDDER :V.. To attach/upload a document, click on create Current path in the directory structure Directory structure Contents in the current directory To attach / upload a document click on create 30) Click on Document to proceed.

42 31) Key in appropriate name for the document. Click on Continue to proceed. Click on Document to proceed Appropriate name of the file 32) Click on Browse to select the physical file. Click on Continue to proceed Click on Browse to select the file 33) Select the file to be uploaded and click on Open.

43 Select the file and click on open 34) Click on Sign to digitally sign the file. Click on Sign to sign the file

44 35) Choose the signature to be used from the popup. 36) On successful signing the signed file will be stored in the same location with extension.ssig. A popup with the message will appear. Click on OK to continue. Message of successful signing, and storing the signed file 37) Another message to pick up the signed file will appear. Click on OK to continue.

45 Pop up with instruction to pick up the signed file. Click on OK to continue Click on Browse again 38) Choose the same file but with extension.ssig and click on Open to continue.

46 Pick up the same file from the same location, but with extension.ssig. Click on Open to continue 39) Click on Save to upload the signed file. Click on Save to upload the signed file 40) If the upload is successful it will appear in the column Current Version else it will be blank. In similar fashion all the relevant technical document is to be loaded.

47 The uploaded file will appear in the list Note: The document once uploaded cannot be deleted. It can be renamed or changed as not to be considered or to be ignored. Alternatively you can delete the bid response and create a new bid response if the response has not been submitted. 41) System does basic level check on completeness and correctness of the bid. Click on Check to perform check. Please note: this check does not guarantee the bid is complete and correct. It has to be done by the bidder. Click on Check to do basic level check 42) If there are any errors it will appear. 43) If bidder is satisfied the bid is complete and correct and wishes to submit the bid he/she needs to click on Submit Please note: One needs digital signature to submit the bid.

48 Click on Submit to submit the bid After clicking on Submit a POPUP for confirmation 44) A popup will appear to choose the digital signature to be used. Choose the appropriate digital signature and click ok. 45) On successful submission, system will give message as below. Choose the digital signature and click on OK

49 Message on successful Bid submission 46) It is good to close application and log out once work is done. Click on Close to close application. Click on close to close application