MSTC s e-procurement Portal for Indian Army Guidelines for Vendors

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1 MSTC s e-procurement Portal for Indian Army Guidelines for Vendors (Version 1.0) Date : (The following section is meant only to provide guidance to bidders about the e-procurement portal of MSTC. These guidelines are subject to change from time to time depending on the development of the portal. Bidders are advised to keep checking the latest guidelines from the website to keep themselves updated. They may also contact the offices of MSTC to seek clarification on any point. MSTC shall not be responsible for any mistake committed by any bidder or for any consequent loss to the bidder due to mis-understanding anything written hereunder.) Page 1 of 36

2 Registration The first step is to register yourself as a Vendor. For this, please visit the website and click on the link Vendor Registration as shown below. A Form as shown below will open. Page 2 of 36

3 The fields with Red * are mandatory and must be filled up. Please check for the availability of the Username you are choosing and read the Password Policy before proceeding further. Page 3 of 36

4 Fill up the Form carefully and submit. Successful registration will be acknowledged by an automatic . Please note the Registration Number provided in the and quote the same in all future correspondence. You do not need to submit any document for registration. Page 4 of 36

5 Login After successful registration, you can log into the website by clicking on the link Vendor Login. A screen as shown below will appear. Type your Username and Password and click on Login. Page 5 of 36

6 The system will ask for Digital Signature Certificate (DSC) verification for proceeding. Your valid signing type DSC should be connected with the computer. Click on the Ok buttons to proceed. For first login, the system will synchronize the DSC name with the user id and all future logins will have to be made with the same DSC. Page 6 of 36

7 Successful verification of DSC and correct user id and password will lead to a screen as shown below. Click on Ok to proceed. The next screen will look like as shown below. Page 7 of 36

8 Click on the plus (+) sign beside My Menu to list the various options. The screen will appear as shown below. Page 8 of 36

9 Page 9 of 36

10 Change / Forget Password In case a vendor forgets his password or wishes to change his password, he shall click on the link Reset Password. On clicking the Reset Password button, the screen will look like as shown below. Type your User Id and set new password and click on Reset button. The system will ask for your DSC. If the DSC matches with the User Id, the new password will become effective. Please note that Reset Password can be used only after first successful login. Therefore, vendors are advised to login immediately after registration. Page 10 of 36

11 Uploading Documents For uploading scanned copy (in pdf format) of PAN, TIN and document in support of claiming exemption in payment of EMD, if any, click on the link Upload Documents and the screen will like as shown below. Select your option, browse the file from your computer and click on Upload as shown below. Please note that files upto 512 KB size can be uploaded through this link. Page 11 of 36

12 Downloading RFP / Corrigendum For downloading RFP and Corrigendum, click on the link Download RFP/Corrigendum and the screen will look like as shown below. Select the Tender from the dropdown and download the file in your computer. The same process is to be adopted for downloading RFPs and Corrigenda. Page 12 of 36

13 Attending Pre Bid Meeting For raising your queries in a Pre Bid Meeting (if the Buyer has allowed one), click on the link Pre-Bid Meeting Vendor and the following screen will appear. Select the appropriate Tender from the drop down list and the following screen will appear. Page 13 of 36

14 Type your query and click on Send button. Avoid using any special character like &,? etc in your query which the system will not accept as shown below. Page 14 of 36

15 When the Buyer replies to the queries, the same will appear as shown below. Page 15 of 36

16 Please note that a vendor can raise his query upto 6 (Six) hours prior to the schedule close of Pre-Bid Meeting. The queries of the on-going and concluded Pre Bid Meetings can be viewed by clicking on the link Pre-Bid Meeting Report. The screen will look like as shown below. Page 16 of 36

17 Select the Tender and you will be able to view all the queries and replies as shown below. Page 17 of 36

18 Page 18 of 36

19 Transaction Fee Payment Bank Details To know about the bank details for making payment for transaction fee, click on the link Transaction Fee Bank Details and the screen will look like as shown below. Click on the button Agree and Proceed and the next screen will be like as shown below. Page 19 of 36

20 Fill up the Form and click on Proceed. The next page will have the details of beneficiary account of MSTC Limited as well as the details provided by you. The Print option given at the bottom of the page may be used for getting the NEFT application. Page 20 of 36

21 Transaction Fee Payment & Entry After making the electronic transfer of the transaction fee amount, the vendor needs to make the relevant entry into the system through his own login. For this purpose, click on the link Transaction Fee Entry and the screen will look like as shown below. All forthcoming tenders will be listed in this screen with an option to select the tenders. Select the tenders where you wish to participate and click on Submit. The next page will look like as shown below. Page 21 of 36

22 Fill up all the fields with correct entries and click on Confirm button. Please note the following points carefully. (a) Vendors can participate in any on-line tender only after making the transaction fee payment for the tender. The vendor needs to make the transaction fee payment only by NEFT and make the necessary entries as explained above. (b) The transaction fee for any tender is fixed and is displayed in the list and can t be changed. (c) While selecting the tenders, every care must be taken to select the correct tender(s). Entries made and confirmed once cannot be retracted. (d) Once an on-line tender has been selected and the payment details have been confirmed, it will not appear in the list again. (e) Correct UTR / Transaction Id, Date and remitting Bank must be entered; otherwise the payment will be not be authorized by MSTC and vendor will not get the opportunity to bid in the selected tender. Vendors are advised to get in touch with MSTC offices if their payments are not authorized within one working day after making the NEFT payment. (f) Vendors are advised to make the payment of transaction fee and make the necessary entries as stated above well in advance so that they have enough time to participate in the on-line tender. MSTC shall not be responsible for any delay in authorizing the payment details due to any delay in entering the same by vendor which may ultimately lead to the vendor missing out on any tender altogether. (g) MSTC shall authorize payment details of any vendor only on receipt of the credit in the designated bank account and shall not be responsible for any payment made by a vendor which is not received in the said designated account of MSTC due to any reason whatsoever. (h) The transaction fee once paid shall not be refunded under any circumstances. Page 22 of 36

23 Bidding in e-tender To view or participate in any on-line tender, click on the link Bid Floor Manager. The screen will look like as shown below. To view the list of forthcoming tenders, click on the link Forthcoming. To view the running tenders, click on the link Live as shown below. For bidding in any e-tender, click on the tender number from the list of live tenders. Page 23 of 36

24 As you click a tender number, a prompt as shown above will appear and you need to click on Proceed to sign your acceptance with your DSC. The next screen gives you a prompt as shown below. Page 24 of 36

25 Wait for the enapple application to be downloaded on your computer and Run the application by ticking the check box and clicking on the Run button. This exercise has to be done twice before proceeding further. If the Pop-up doesn t come, check for your pop-up settings (pop-up blocker should be disabled) and make sure that your computer has a JRE 7 update 9 or above. (Please refer to the section for System Configuration). In a two bid tender, you need to first enter your response to the Technical Part. For this click on the link Click here to enter Technical Bid (Cover I) as shown below. Page 25 of 36

26 If you have not paid the transaction fee or if your payment has not been authorized by MSTC, you may a get a message on the screen as shown below. Please pay the transaction fee or contact MSTC Office if you have already paid the same. Page 26 of 36

27 The Technical Bid screen will look something like as shown below. Please note that the AGREE options cannot be altered and you are required to fill in the blank spaces only. After filling up the form, click on the Save button at the bottom of the page. This Page 27 of 36

28 will ask you to select your encryption type DSC for encrypting the bid being made as shown below. Page 28 of 36

29 On successful encryption of the bid, you will get a message on the screen as shown below. The Technical Bid saved can be edited through the link Click here to Edit Technical Bid (Cover I). To edit your technical bid, click on the link Click here to Edit Technical Bid. The link to upload scanned documents will appear at the top of the page where all forms of documents (pdf, word, excel, jpeg etc) can be uploaded upto the maximum size as indicated thereon. The uploaded documents can also be viewed by the bidder through the link View Uploads. Documents once uploaded cannot be deleted. Therefore, bidders are advised to be careful while uploading documents. Once the Technical Bid has been saved successfully, the link for entering Price Bid gets enabled and Price Bid may be entered and saved through the link Click here to enter Price Bid (Cover II). On click this link, a pop up will emerge as shown below. Page 29 of 36

30 Please enter the Exemption Limits, if any, and click on the button Proceed. The system will ask you to sign the data with your DSC and take you to the following screen (Do not click anywhere else till you reach this screen). Fill up the spaces and click on Save button. Please note that you may quote for less quantity than the tendered quantity and you may mention your offered quantity in the space against Page 30 of 36

31 Qty Offered. Please also note that you cannot quote for quantity more than the tendered quantity. All rates are to quoted strictly on per unit basis mentioned against each price element like Basic Price, VAT, ED etc. If you donot wish to quote against any price element, you may leave it as 0.00 (default value). The screen may look as shown below. Then click on the Save button. As you fill up the price elements, the system adds up the elements and shows the total site cost per unit and total cost for offered quantity and display these as alerts as shown below. Page 31 of 36

32 Once the price bid has been successfully saved, the screen will show the following message. Page 32 of 36

33 At this stage, both Cover I and Cover II can be edited. The button for Final Submission gets enabled and Status is shown as Yet to submit Bid. Once the technical and price bids have been filled and documents have been uploaded and you feel that you won t edit them any further, you are required to submit the bid by clicking on Final Submission button provided at the extreme right column. Once the said button is clicked and the data is digitally signed with bidder s Digital Signature, the bid stands submitted and no further editing of the bid is possible thereafter. The screen will appear to read as Bid Already Submitted and the links for Technical and Price Bids will get disabled. On clicking the Final Submission button, the screen will give an alert message like as shown below. Page 33 of 36

34 If you wish to continue with the submission, click on Proceed To Sign Your Bid. The hash statement will be displayed and click on OK. On successful submission of bid, the screen will look as shown below. The status will now become Already Submitted Bid and the Withdraw button gets enabled. Simultaneously, the links for Cover I and Cover II get disabled meaning no further modification of bid is possible. If you wish to withdraw your bid click on the Withdraw button and the Page 34 of 36

35 following message will appear. Successful submission of bid will be acknowledged by automatic from the system. If you wish to withdraw your bid, click on the Withdraw button and sign with your DSC. The screen will then become as shown below. Page 35 of 36

36 Withdrawal of bids will be acknowledged by automatic from the system. In single bid tender, the same process will apply with the only difference that the Technical Cover will not be available for filling up. The bidder has to fill up and submit the Price Cover only. For Limited Tender Enquiries (LTE), will be fired by the system to eligible vendors only as per selection of vendors made by the Buyer. Therefore, vendors are advised to provide their correct address and keep checking for incoming s. Bidders are required to take special note of the following points. (a) A bid can be edited any number of times and documents can be uploaded before the final submission of bid (i.e before clicking on Final Submission). Once the bid has been submitted by clicking on Final Submission, no further editing of bid or uploading of documents is possible. (b) A bid can be submitted or withdrawn upto the scheduled closing time of the tender. After the closing time of tender has passed, no bid will be accepted by the system. Hence, bidders are advised to make final submission of their bids well in advance. (c) Withdrawn bids will not be opened. Transaction fee paid for tenders for which bids have been withdrawn by bidder will not be refunded or adjusted against any other tender. Page 36 of 36

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