User Manual (e-tendering)

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1 User Manual (e-tendering) Guidelines to Vendors for Online Tender Submission On MIDC Portal Online Tender Management Module PWIMS TM

2 Index Contents 1) Introduction: ) Registration process ) Prerequisites for Submission of Bids on MIDC e-tendering Portal ) Guidelines for submission of Bid on MIDC e-tendering Portal ) Process of downloading the Tender Document ) Process to Raise Query for the Tender ) Process of Document read confirmation ) Process of submission of Tender fees ) Process of submission of EMD fees ) Process for Submission of Technical bid ) Process for Submission of Commercial Bid ) Process for Resubmission of Commercial Bid ) Process for Withdrawal of Bid e-tendering Vendor Guidelines Manual Page 1

3 1) Introduction: Maharashtra Industrial Development Corporation (MIDC) has taken initiative to automate complete works procurement life cycle process of Engineering Department. Under this initiative MIDC has adopted the product Works management System (PWIMS TM ). The complete system ensures seamless data flow among the various processes under 3 major stages of procurement of works Pre-Tendering, Tendering and Post tendering. The Works Management system is a part of total Microsoft Dynamics based ERP system implemented at MIDC to operate and control entire functionality of MIDC organization connecting all the departments. Under the tendering stage, MIDC is going to invite bids online by implementing e-tendering module of PWIMS The purpose of this document is to explain the entire process of how a vendor (Read as Contractor in case of Works) is going to use e-tendering system to participate in bidding process online. This manual explains How to : 1. Get Registered on e-tendering Portal System 2. Get list of published tenders 3. Submit the bids online e-tendering Vendor Guidelines Manual Page 2

4 2) Registration process The users are required to get registered on e-tendering Portal of MIDC before they can access the system online and participate in the bidding process. In order to get registered on e-tendering portal the vendors needs to have a valid endorsement number which is issued by MIDC office. For the registration as user of e-tendering portal of MIDC shall be in two Stages. Stage 1: If vendor is already registered with MIDC, needs to go to concern division office and collect the Endorsement Number from MIDC authority. After collecting endorsement number follow the below given steps. (Registered Vendor) Stage 2: If vendor is not registered with MIDC, Needs to complete the registration process in Portal as below given steps in Stage -2. (Non Registered Vendor) Steps needs to follow by vendor who is falling in Stage 1(Registered Vendor). Step 1> Go to Internet browser (Microsoft Internet Explorer is preferred Browser) Step 2> Type the URL > and press enter, below Screen will display. Step 3> Click on e-tender link Step 4> The following Vendor Login/Registration Page will be displayed. e-tendering Vendor Guidelines Manual Page 3

5 Step 5> Click on Register Here link as shown in below screen. Step 6 > You will be asked to enter Valid PAN Number (A Valid PAN number format is a 10 Digit number consisting of 5 Initial alpha-numeric characters followed by 4 Numeric characters followed by 1 Alpha-numeric characters) as shown in below screen. Step 7> Click on Validate button at the top right corner. The system checks the validity of PAN number. e-tendering Vendor Guidelines Manual Page 4

6 If the PAN number is not entered in proper 10 Digit format as described above the system will generate following message. Pan Number entered is not valid, Please enter valid PAN Number. If PAN number is in valid format and vendor data is available in system of MIDC then following message will be displayed. Endorsement number is already collected by vendor now enter the same in below screen Step 8> Click on Validate button at the top right corner When you click on validate button a message will display as below screen, Message says user wanting to register in e-tendering portal is undertaking that the PAN number used by him is of his/her own company. After click on ok button below screen will appear where vendor have to create user id and password for accessing online MIDC E-Tendering Process. e-tendering Vendor Guidelines Manual Page 5

7 After entering of all valid details vendor have to click on submit button, on click of submit button a message will appear as below screen. Which shows vendor is successfully registered with MIDC E- Tendering System. The fields under this section should be filled using following guide lines. User Id: This field contains 6-20 characters, only letters numbers, Underscores are allowed. You should not use any special characters while defining User ID. This ID will be unique to you for e-tendering Portal. Password: This field can contain minimum 6-20 character and should contain at least one special character for eg. _, and one numeric character. Example: Security Questions: This is the question which will be asked by you when you forget your password and want the system to reset this. You need to select the most appropriate question out of a list of questions given in the selection box. (Tip: Select the one of which you can easily remember the answer but it is difficult for others to crack that) Security Answer: Type your own answer for selected security question. Remember that this Security answer will be matched with what you would give in case you select Forget Password option. It is important that you remember this or note it down at secured place. e-tendering Vendor Guidelines Manual Page 6

8 After successful completion of above all steps vendor (MIDC already registered) will get registered on E-Tender Portal of MIDC. And can use the user id & password for login into E-Tendering System. e-tendering Vendor Guidelines Manual Page 7

9 Steps needs to follow by vendor who is falling in Stage 2(Non Registered Vendor). Step 1> Go to Internet browser (Microsoft Internet Explorer is preferred Browser) Step 2> Type the URL > and press enter, below Screen will display Step 4> Click on e-tender link Step 5> The following Vendor Login/Registration Page will be displayed. Step 6> Click on Register Here link, below screen will displayed e-tendering Vendor Guidelines Manual Page 8

10 You will be asked to enter Valid PAN Number (A Valid PAN number format is a 10 Digit number consisting of 5 Initial alpha-numeric characters followed by 4 Numeric characters followed by 1 Alphanumeric characters) Step 7> Click on Validate button at the top right corner. The system checks the validity of PAN number. If the PAN number is not entered in proper 10 Digit format as described above the system will generate following message. Pan Number entered is not valid, Please enter valid PAN Number. If PAN number is in valid format. Then it will show a message as below screen. Message says user wanting to register in e-tendering portal is undertaking that the PAN number used by him is of his/her own company. e-tendering Vendor Guidelines Manual Page 9

11 Step 8> Click on ok button, below screen will appear here vendor have to enter the all details. As described after screen. e-tendering Vendor Guidelines Manual Page 10

12 Company Information Section: Fill in the fields Name of company, Address Country, State, District, City and Pin code. The Company s General or Board Phone Number, Fax Number and URL of website should be mentioned in the respective fields. Please Note: Fields marked with * are mandatory. e-tendering Vendor Guidelines Manual Page 11

13 Contact Information Section: Under this section vendor should provide information about the person who is going to be a contact point with the MIDC officials. The Contractor s field of specialization will also be given here. Company Registration numbers in VAT & Service Tax are also entered in the this section of the page. Login Information Section: In this section you create Login ID and Password which will be used by you subsequently to log into the e-tendering Portal for bid information, preparation and submission process. The fields under this section should be filled using following guide lines. User Id: This field contains 6-20 characters, only letters numbers, Underscores are allowed. You should not use any special characters while defining User ID. This ID will be unique to you for e-tendering Portal. Password: This field can contain minimum 6-20 character and should contain at least one special character for eg. _, and one numeric character. Example: Security Questions: This is the question which will be asked by you when you forget your password and want the system to reset this. You need to select the most appropriate question out of a list of questions given in the selection box. (Tip: Select the one of which you can easily remember the answer but it is difficult for others to crack that) Security Answer: Type your own answer for selected security question. Remember that this Security answer will be matched with what you would give in case you select Forget Password option. It is important that you remember this or note it down at secured place. Data Authentication: In order to ensure that data is being placed in the system through authentic page a Captcha is displayed on the page by the system. The user needs to type exactly the same characters to validate and ensure that entry of fields is through an authentic page displayed by the application. Attachment: In order to ensure that details provided about VAT, CST, PAN, BST need to attach scan copy for validating the data. Step 9> Click on Submit button to complete the Registration process. On successful acceptance of USER ID and Password system will display a message Vendor Registered Successfully as shown below. e-tendering Vendor Guidelines Manual Page 12

14 After completion is all above steps vendor have to visit concern MIDC division office with original data for cross verification. After successful verification of data MIDC will provide Endorsement number to vendor for completion of registration process in MIDC E-Tendering Portal. After getting Endorsement Number, Vendor has to follow the all steps which are defined in Stage 1 Process. At the time of following step of Stage 1, in Create User id & Password form, Either you can use the same details which is created at the time of Registration or you can change the details here. After successful completion of above all steps vendor (MIDC non registered) will get registered on E- Tender Portal of MIDC. And can use the user id & password for login into E-Tendering System e-tendering Vendor Guidelines Manual Page 13

15 3) Prerequisites for Submission of Bids on MIDC e-tendering Portal Vendor should complete following items before they can submit the bids online on MIDC e-tendering Portal. 1. You should have successfully completed online e-tendering Portal registration process as is described in earlier section and should have valid User ID and Password to Log in the system. 2. You should have procured Digital Signature key from an authorized agency. Procedural guidelines document to procure digital signature key can be downloaded from Vendor Login Page. (Click here to download the document now) 3. You should download digital signature verification component from MIDC e-tendering Portal server. The link to download this component is provided on Vendor Login Page. (Click here to download the component now) 4. You should install the downloaded digital signature verification component from MIDC e-tendering Portal server on the machine(s) you plan to use for bidding online. The Installation guideline document can be downloaded from Vendor Login page. (Click here to download the document now) 5. You should install digital signature on the machine(s) you plan to use for bidding online. The Installation procedure is given by the Digital Signature Key provider. Instructions from them should be followed for successful installation. e-tendering Vendor Guidelines Manual Page 14

16 4) Guidelines for submission of Bid on MIDC e-tendering Portal After having ensured that all prerequisites as mention in section 3 are fulfilled you are ready to enjoy the online bidding experience at MIDC e-tendering portal. Following are the steps to be followed for Bid submission process. Step 1> Go to Internet browser (Microsoft Internet Explorer is preferred Browser) Step 2> Type the URL > and press enter, below Screen will display Step 4> Click on e-tender link Step 5> The following Vendor Login/Registration Page will be displayed. Enter valid User ID and password in respective Fields and Click on Login button. e-tendering Vendor Guidelines Manual Page 15

17 Step 6> since e-tendering portal access local computer for digital signature verification a security alert message is displayed by browser. MIDC portal being a secured and authenticated portal you are required to allow access and should click on Yes button to proceed. Step 7> In this step you select Digital Signature you have procured. All installed digital signatures on your local machine will be displayed in the window below. You need to select the appropriate digital signature from the displayed list. e-tendering Vendor Guidelines Manual Page 16

18 Step 8> Again a Security alert is displayed by the browser. Allow this by Clicking on Yes button on Security Alert message. Step 9> Type Digital Certificate PIN number as below and click on OK button e-tendering Vendor Guidelines Manual Page 17

19 Step 10> Again you get security alert message. Allow the access by Clicking on Yes button. This will complete the digital signature verification process. On successful verification the Home Page of the vendor will be opened. Step 11> Home Page of Vendor in e-tendering portal is displayed as below. Vendor will view the following tenders listed on the home page. The tenders are classified under following categories. Current Tenders: Tenders currently active and available to bid Completed Tender: Tenders closed Participated Tenders: Tenders where the vendor participated My Favorite Tenders: Tenders marked as favorite Limited Tenders: Tender s published for department selective Vendors. Under All Tenders options all the tenders listed under different options above will be displayed. e-tendering Vendor Guidelines Manual Page 18

20 4.1) Process of downloading the Tender Document Step 1> Click on Current Tenders option to view the current tenders published by MIDC and are available for vendor to bid.. Step 2> List of current tender will be displayed on Click of Lock sign image highlighted below against the work vendor want to Bid. Tenders menu is displayed having options as view Tender notice, Download Document, View Corrigendum etc. Step 3> Click on option Download Document. New screen is display for Tender Document. Step 4> Click on Tender Document link as shown below screen to start the process of uploading document. e-tendering Vendor Guidelines Manual Page 19

21 Step 5> Click on Save button to save the document on location you want on system. Step 6> Select location from local system and click on Save button. Note : Saved Tender Document is in PDF format only. e-tendering Vendor Guidelines Manual Page 20

22 4.2) Process to Raise Query for the Tender Step 1> Click on Raise Query option from menu list as below screen.(this will enable you to raise the query against the downloaded tender) Step 2> Enter Details in query part and click on Submit button. Step 3> on click of Submit button below screen will display. e-tendering Vendor Guidelines Manual Page 21

23 Such way contractor can add multiple queries till last date of query to be raise. Step 4> After reply from MIDC reply shown as below Step 5> Click on Highlighted button as shown in below screen for confirmation to department for reply is read by vendor. Step 6> once vendor clicks the highlighted button. Confirmation button will be hide as shown in below screen. e-tendering Vendor Guidelines Manual Page 22

24 e-tendering Vendor Guidelines Manual Page 23

25 4.3) Process of Document read confirmation This is process defines that Vendor has read the tender document carefully before submitting the bid. Step 1> Click on Document Read Confirmation button from the list. On click of above link following screen will be displayed. Step 2> Click on check box as highlighted and accept the terms and conditions mentioned in the tender document. Step 3> Click on Accept button to confirm that Vendor has accepted the terms and condition. Step 4> Tender Brief information is displayed as below. e-tendering Vendor Guidelines Manual Page 24

26 Now vendor can start preparing Bid which includes Tender Fess, EMD details, PQ Forms and Commercial bid in any order as wish. The processes are explained below. e-tendering Vendor Guidelines Manual Page 25

27 4.4) Process of submission of Tender fees. Step 1> Click on ADD button for payment of tender fees. Step 2> A Tender Fees information page will be displayed as shown below. Tender Fees Amount: Here you should fill the amount as defined in tender document for purchase of tender document. Please note that tender fees details if found wrong may disqualify your bid. Payment Mode: Here you should select the model of payment like DD, MR etc. The mode should be as per terms of the tender. Instrument No: Enter the number of instrument like DD Number in this field Bank Name: Here type name of bank on which the above instrument is drawn. Instrument Date: Here give the date (dd/mm/yyyy) on which the above instrument is realizable. You may use Calendar icon to key in the date. Step 3> Go to Upload Document(s) field and double click on that. Click on Browse button to select the scanned image file of instrument used to pay the tender fees. Under the File description field you should enter the information about this instrument as you may wish to inform the authority. Click on e-tendering Vendor Guidelines Manual Page 26

28 Upload button to upload the document selected to attach. The selected file will be uploaded on the e- Tendering server. Step 4> Click on Save button to save the Tender fees details. Here you need to ensure authentication by attaching your digital certificate from the displayed list of digital certificates and click on OK button. e-tendering Vendor Guidelines Manual Page 27

29 Step 5> after successful completion of this process you will see the status of Tender fees as Completed in the Status Column. Submission of Tender Fees process is now completed. e-tendering Vendor Guidelines Manual Page 28

30 4.5) Process of submission of EMD fees. Step 1 > Click on Add button in the Add Column of EMD details row. Step 2> EMD details information page will be displayed. you may either pay EMD fees or take exemption if you have valid exemption certificate or you can pay partially by using both option. EMD Amount: Here you should fill the amount as defined in tender document for purchase of tender document. Please note that tender fees details if found wrong may disqualify your bid. Payment Mode: Here you should select the model of payment like DD, MR etc. The mode should be as per terms of the tender. Instrument No: Enter the number of instrument like DD Number in this field Bank Name: Here type name of bank on which the above instrument is drawn. Instrument Date: Here give the date (dd/mm/yyyy) on which the above instrument is realizable. You may use Calendar icon to key in the date. e-tendering Vendor Guidelines Manual Page 29

31 EMD Exemption Ref. no: If you have got any exemption for submission of EMD fees by MIDC, you should enter reference no of the document under which this exemption is granted. EMD Exemption Amount: If you have given a reference number in the EMD exemption field you should fill the Exemption amount allowed in the above referred document. Step 3> Go to Upload Document(s) field and double click on that. Click on Browse button to select the scanned image file of instrument used to pay EMD. Under the File description field you should enter the information about this instrument as you may wish to inform the authority. Click on Upload button to upload the document selected to attach. The selected file will be uploaded on the e-tendering server. Step 4> Click on Save button to save the EMD details. Here you need to ensure authentication by attaching your digital certificate from the displayed list of digital certificates and click on OK button. e-tendering Vendor Guidelines Manual Page 30

32 Step 5> On successful authentication of your digital signature you will receive the following message to ensure that submitted EMD details is digitally signed successfully. Step 6> After successful completion of steps 2 to 4 EMD Fees payment status will be displayed as completed and Submission of EMD Fees process is completed. e-tendering Vendor Guidelines Manual Page 31

33 4.6) Process for Submission of Technical bid MIDC e-tendering system supports multiple envelops systems. Depending on number of envelopes (example : PQ envelop, Technical response envelop etc) required to be submitted under technical bid Under each envelop there will be multiple forms which will be seen as records under each envelop. These forms will be filled up one by one you will see that many number of envelops in the technical bid response form page. Technical bid submission process is to be completed for all the envelops and forms there in.. Below screen shows, process of submission of technical bid. Step 1> Click on Add button of Envelop-1 (PQ Forms). Step 2> Form will be opened Enter the required information / details in form. Step 3> Click on Sign button at the bottom right corner of the page. e-tendering Vendor Guidelines Manual Page 32

34 Step 4> Here you need to ensure authentication by attaching your digital certificate from the displayed list of digital certificates and click on OK button. Step5> The internet explorer Security Alert Message is displayed as below. Click on Yes button to allow the MIDC e-tendering website to access your local computer. e-tendering Vendor Guidelines Manual Page 33

35 Step 6> On successful authentication of your digital signature you will receive the following message to ensure that submitted technical bid is digitally signed successfully. After click on ok button below screen will appear Step 7> Click on Save button to save the form details. Step 8 > after saving below screen will appear.click on Document link to upload the Technical form related document Step 9> Click on Browse button to select the scanned document file of Technical form. e-tendering Vendor Guidelines Manual Page 34

36 Under the File description field you should enter the information about this document as you may wish to inform the authority. Click on Upload button to upload the document selected to attach. The selected document will be uploaded on the e-tendering server. Step 10> Here you need to ensure authentication by attaching your digital certificate from the displayed list of digital certificates and click on OK button. Step 11> After Digital certificate authentication document shown in Upload Document with sign text. (Shown sign data in Signed Document column) e-tendering Vendor Guidelines Manual Page 35

37 Step 12> after uploading the document successfully the Submission of technical form process is completed and the status of Form will be indicated as Completed. Repeat all the above steps for filling the remaining technical forms(if any) present in the bid. Note: Please Note if any one or more forms of technical bid are not filled & / or document not attached final submission of bid will not allowed. Submission of Technical Bid process is finished after completing all the forms. e-tendering Vendor Guidelines Manual Page 36

38 4.7) Process for Submission of Commercial Bid Step 1> Click on Bid Now link to enter the bid for Commercial envelop. Step 2> Schedule B will be displayed for tender and estimated value will be seen on the screen. Based on tender type below screen will be appear Step2.1> If tender is Percentage type then, vendor needs to fill in following information. Value Type: You may want to quote Above/Below/At Par with the estimated cost. Quote in Percentage: In this field you should enter rate in percentage as you want to quote. Quoted Amount: This amount is calculated by applying Value type and quoted rates % on the estimated value. An example is if the estimated value is Rs and Value Type is Below and % below is given as 2 % the Quoted Amount will be calculated as % of = Rs Step 2.2> If tender is Item Rate type then, vendor should enter following details e-tendering Vendor Guidelines Manual Page 37

39 Rate: Vendor should be enter rate of each item. Amount: This Amount is calculated by multiplying quantity and Rate. An example if quantity is 5000 and rate entered by contractor is 100 Rs. Then Amount will be calculated as 5000*100= Rs Step 2.3> For C Type tender vendor have to fill the details as Item Rate Tender as mention in above step 2.2. Step 3> Click on Sign button to sign the bid information. Step 4> Here you need to ensure authentication by attaching your digital certificate from the displayed list of digital certificates and click on OK button. e-tendering Vendor Guidelines Manual Page 38

40 Step5> The internet explorer Security Alert Message is displayed as below. Click on Yes button to allow the MIDC e-tendering website to access your local computer. Step 6> On successful authentication of your digital signature you will receive the following message to ensure that submitted commercial bid is digitally signed successfully. Step 7> The commercial bid is encrypted for additional security before it is submitted by the bidder on the MIDC e-tendering portal. Encryption cannot be decrypted unless the Private key of the bidder is attached. e-tendering Vendor Guidelines Manual Page 39

41 Click on Encrypt button to encrypt the bid information. Step 8> The encryption is further certified by signing digitally. Select vendor s valid digital certificate to sign and click on OK button. Step 9> Click on Save button. e-tendering Vendor Guidelines Manual Page 40

42 Step 10> The commercial bid saved above is not yet submitted to the e-tendering portal. Once you have fully previewed the filled information and sure that the prepared bid is ready to go you must click on Final Submission button as shown above. Click on Final Submission button, you will get a further confirmation massage screen. On confirming the bid will be finally submitted in response to the tender. You can press CANCEL button at this stage to further verify the bid. Once you click OK button in response to final submission confirmation message the bid will be submitted finally and you will not be able to change any information. e-tendering Vendor Guidelines Manual Page 41

43 Step 11 > after successful submission of bid you will see a button Generate PDF at the right corner of the page. Click on Generate PDF button to keep a copy of the submitted commercial bid for your reference. This completes the Commercial bid submission process. 4.8) Process for Resubmission of Commercial Bid Contractor is allowed to resubmit bid before last date & time of submission. In this process the last bid submitted by the bidder will be considered for the tender opening. After final submission of Bid, contractor can resubmit or change the bid. The system will maintain the log when and how many time s contractor has resubmitted the bid except rate quotation. Step 1> Click on Prepare Bid option form left side menu e-tendering Vendor Guidelines Manual Page 42

44 Step 2> Click on Bid Now link to enter the bid for resubmission of commercial envelop. Step 3> Click on Decrypt Data button to decrypt the data Step 4> Select vendor s valid digital certificate to decrypt and click on OK button. e-tendering Vendor Guidelines Manual Page 43

45 Step 5> you will be displayed Schedule B of the tender. The Schedule B with estimated value will be seen on the screen Step 5.1 > If tender percentage type then enter the above / below percentage and click on sign button. Step 5.2> If tender item rate then enter rate of each item and click on sign button. Step 6 > Select vendor s valid digital certificate to authentication and click on OK button. Step 7> On successful authentication of your digital signature you will receive the following message to ensure that submitted commercial bid is digitally signed successfully. e-tendering Vendor Guidelines Manual Page 44

46 Step 8> Click on Encrypt button to encrypt the bid information. Step 9> the encryption is further certified by signing digitally. Select vendor s valid digital certificate to sign and click on OK button. Step 10> On successful authentication of your digital signature you will receive the following message to ensure that submitted commercial bid is digitally encrypted successfully. Click on OK button. Step 11> Click on Save button. e-tendering Vendor Guidelines Manual Page 45

47 Step 12> Click on Save button Step 13 > Once you click on Save button confirmation message display. Click on OK button to save data. Step 14> Click on resubmission button to resubmit the bid data. e-tendering Vendor Guidelines Manual Page 46

48 Once you click on Resubmission button, system shows that your bid details successfully resubmitted. Step 15 > After successful resubmission of bid you will see a button Generate PDF at the right corner of the page. Click on Generate PDF button to keep a copy of the submitted commercial bid for your reference. Now it s completes the Commercial bid Resubmission process. e-tendering Vendor Guidelines Manual Page 47

49 4.9) Process for Withdrawal of Bid If you have submitted the bid but would like to withdraw for some reasons, you can do so before the due time and date of bid submission. After the successful bid submission Withdraw Bid and Print button are activated and displayed on the right bottom corner of the page. The buttons are active only before due date and time of bid submission Click on withdraw Bid button to withdraw the submitted bid. Or if vender doesn t want to withdraw bid and have to print receipt of submitted bid then click on Print button. *This is last Page of this document * e-tendering Vendor Guidelines Manual Page 48

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