bid submission help manual - ofb eprocurement submission help... · ofb eprocurement bid submission...

OFB eProcurement Bid Submission Help Manual

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BID SUBMISSION HELP MANUAL


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Business Opportunities / Responses Module This module affects all Vendors in terms of any Business Opportunity/enquiry – Tender, Pre-Qualification or Request for Information. Through this module, all Vendors can view Business Opportunities of all the Ordnance Factories. Vendors can search for and respond such business opportunities, and edit their responses and submit their bids/responses for the same.


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CONTENTS

1. Login to OFB eProcurement System 4

2. Business Opportunities 8

3. Edit Responses 32

4. Cancelling a Bid Submission 35

A. Open Tender 36

B. Limited Tender 37

5. Transaction History 40


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1. Login to OFB eProcurement System

Vendors get an email notification informing them that they have been invited to participate in the tender (Fig. 1.0).

This email notification is issued in case of Limited Tenders.

At times, in case of open tenders too, an email notification may be issued by the Ordnance Factory. This happens, when despite it being an open tender, the Factory chooses a few vendors it wants to send invitations to. In such a case, the vendors receive a system generated email.

Fig. 1.0: Email Notification

The Vendors can then login to the eProcurement system and proceed to participate in the tender (Fig. 1.3).

Open OFB eProcurement website (http://ofbeproc.gov.in).

Click on the Current Tenders link to view all tender floated by all Ordnance Factories that are open for bid submission (Fig 1.1a).

Click on the Past Tenders link to view all tender floated by all Ordnance Factories that are open for bid submission (Fig 1.1a). //(past tender include tenders which are closed)

Click on the Vendor Login link to login and bid for current tenders (Fig 1.1a).


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Fig. 1.1a: Home Page

The Login page (Fig. 1.1b) will open.

Fig. 1.1b: Login

To Login, please enter the Login ID, Password and Verification Code.

Click on the Login button and select the registered Digital Certificate (Fig. 1.2). Please note that the Login ID, Password and the Verification Code are case sensitive.//login id is not case sensitive


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Fig. 1.2: Digital Certificate selection (Pop-Up Screen)

Click on the OK button to proceed (Fig. 1.2).

The Workplace page appears (Fig. 1.3).

Fig. 1.3: Workplace

Under the Workplace, the various sub-heads are explained below:

Business Opportunities: Displays the current business opportunities of the Vendor (in the factories and for the item categories the vendor is enrolled in)

o Open Tenders: Displays the open tenders that are open for bid submission.


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o Limited Tenders: Displays the limited tenders that the vendor has been invited for and that are open for bid submission.

o Pre-Qualifications: Displays the pre-qualifications that are open for the vendors to respond to.

o Requests for Information: Displays the RFI that of a tender that the vendors to earlier responded to and now needs to furnish additional information for.//require modification

o Bookmarks: Displays the tenders of interest for the vendor that he/she has bookmarked and kept aside to respond to at a later date.

Responses: Displays the submitted and saved responses of the vendor for tenders/queries whose bid submission dates have not passed.

Transaction History: Displays the all the closed tenders/pre-qualifications the vendor has participated in, in the past 6 months.

Letter of Intent: Displays any Letter of Intent issued to the vendor by an Ordnance Factory.

Past Opportunities: Displays the past business opportunities (Tenders/ PQs/ RFIs) of the Vendor (in the factories and for the item categories the vendor is enrolled in).

Purchase Order: Displays any Purchase Order issued to the vendor by an Ordnance Factory.


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2. Business Opportunities

Through this section, the vendor can respond to tenders and any other enquiries posed by the Ordnance Factory.

To respond to Tenders click on Open/Limited Tenders under Business Opportunities section (Fig. 2.0).

The Tender Listing page (Fig. 2.0).

Fig. 2.0: Tender Listing

The Tender List shows the Tender Document, a short Description of the tender alongwith the Ordnance Factory that has issued it, the Unique Document Number assigned to it, the Publication Date & Time, the closing Date & Time of the tender and the Tender Status (Fig. 2.0).

Search for Tenders by using the drop-down list to select search criteria from the list and sort them, either in the ascending or descending order, depending on the selected field (Fig. 2.0).

Click on the Document No. link of the tender that is to be viewed (Fig. 2.0).

The Tender Notice page appears (Fig. 2.1a).


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Fig. 2.1a: Tender Notice – NIT section

The Tender Notice page has two sections - Notice and Fee (Fig. 2.1a).

This happens when there is a tender fee applicable on the tender. If there is no Fee attached to the tender, there will be no additional Fee tab.

When there is a fee attached to the tender, only the NIT details are visible under Notice tab. Other details appear when the applicable tender fees will be submitted (Fig. 2.1a).

The NIT page contains basic information on the tender and also the tender schedule (Fig. 2.1a).

Click on the Back to Listing button to return to the tender listing page (Fig. 2.1a).

Click on the Bookmark button to bookmark the tender respond later (Fig. 2.1a). All bookmarked documents can be accessed from Business Opportunities Bookmarks section.

Click on the Respond button to respond to the Tender (Fig. 2.1a).

To respond to the tender, click on the Fee button (Fig. 2.1a).

The Fee window opens (Fig. 2.1b).

Fig. 2.1b: Tender Notice – Fee section


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Enter the Fee Details (Fig. 2.1b).

Select the valid Mode of Payment from the drop-down list (Fig. 2.1b).

Please note that the Modes of Payment vary from Tender to Tender.

In case the vendor is entitled to an exemption, select the Exempted option under the Mode of Payment drop-down list. The Vendor needs to provide reason of exemption in Remarks field. (Fig. 2.1b).

Click on the Save button to submit the fee at a later date (Fig. 2.1b).

Click on the Submit button to proceed (Fig. 2.1b).

A Confirmation Message appears (Fig. 2.1c).

Fig. 2.1c: Confirmation Message

Click on the Cancel button to exit (Fig. 2.1c).

Click on the OK button to proceed (Fig. 2.1c).

Fig. 2.1d: Fee Submitted Status

The Fee Status changes to Submitted (Fig. 2.1d).

Click on the Action icon to view the Payment Details (Fig. 2.1e).


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Fig. 2.1e: Payment Details

If the Fee requires verification, the Fee verifier from the Ordnance factory will need to login and verify the fee. Only then will the vendor be able to respond to the Tender.

If the Fee does not require verification, the vendor will be able to respond to the Tender as soon as the fees are submitted on the application. The physical documents will need to mailed directly to the Ordnance Factory.

The Verifier’s Remarks will be visible in the Payment Details section (Fig. 2.1d).

Subsequently in the Tender Notice page, additional tab for Response appears. Also Overview and Details appear under the Notice section (Fig. 2.1f).

Fig. 2.1f: Tender Notice

Click on the Overview link to view the tender details (Fig. 2.1g).


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Fig. 2.1g: Tender Notice - Overview

View the additional details of the tender, alongwith all Annexure, Attachments and Technical Specification forms (Fig. 2.1g).

Click on the Corrigendum Nu. Link to view all related Corrigendum (Fig. 2.1g).//No.

Click on the Details link to view the items, their respective specifications and price bid templates (Fig. 2.1h).


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Fig. 2.1h: Tender Notice - Details

Click on either of the Response buttons to submit the bid for the tender (Fig. 2.1h).

The Submit Response page appears (Fig. 2.2a).


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Fig. 2.2a - i: Submit Response – Open Tender

Fig. 2.2a - ii: Submit Response – Limited Tender

Click on the Back to Listing button to return to the tender listing page (Fig. 2.2a – i & ii).

Click on the Respond button to submit the bid for the tender (Fig. 2.2a – i & ii).

In case of Limited Tenders, to decline to participate, click on the Regret Participation button (Fig. 2.2a – ii).

The Instructions page appears (Fig. 2.2b).

Fig. 2.2b: Submit Response – Instructions


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The left-hand panel indicates the steps that need to be completed to submit a bid (Fig. 2.2b)

As and how the vendor completes a step, a tick mark against that step, indicating progress, is displayed.

Read the instructions.

Click on the Terms & conditions, FAQ or Help button to read the respective (Fig. 2.2b).

Click on the Cancel button to exit the page (Fig. 2.2b).

Click on the Next Step button to go to the Select Items page (Fig. 2.2c).

Fig. 2.2c: Submit Response – Select Items

The head panel indicates the tender details and the time left to submit a bid (Fig. 2.2c).

If the Items included in the Tender are optional, then vendor has to select the items listed in the optional items list from the dropdown list which has the entries Yes or No. If vendor wishes to bid for a particular Item, then Yes is selected in the dropdown otherwise No.

If the Items included in the Tender are mandatory, Yes appears as default under the selection column.

Click on the Cancel button to exit the page.

Click on the Save button to save the response.

Click on the Previous Step button to go to the Instructions page (Fig. 2.2b).

Click on the Bid Selected Items button to go to the EMD page (Fig. 2.2d).


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Fig. 2.2d: Submit Response – EMD

Under the Additional Contact Details section, enter the Details of alternate vendor representative, if any. Else the designated Vendor Representative’s details will appear pre-populated (Fig. 2.2d).

Depending on the tender requirement, EMD section will either be displayed or be missing.

Fill in the relevant details in the EMD section (Fig. 2.2d).

In case the vendor is entitled to an exemption, select the Exempted option under the Mode of Payment drop-down list. The rest of the fields become uneditable. The Vendor needs to provide reason of exemption in EMD Description field. (Fig. 2.2d).

Click on the Cancel button to exit the page (Fig. 2.2d).

Click on the Save button to digitally sign the information (Fig. 2.2e) and save the response.

Click on the Previous Step button to go to the Select Items page (Fig. 2.2c).

Click on the Next Step button to digitally sign the information (Fig. 2.2e) and proceed to the General Conditions page (Fig. 2.2f).


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Fig. 2.2e: Submit Response – Digital Signing

Click on the OK button to proceed to the General Conditions page (Fig. 2.2f).

Fig. 2.2f: Response – General Conditions

This section contains any General Conditions or Annexure pertaining to the tender (Fig. 2.2f).

Click on the icon to view and fill out the General Conditions forms (Fig. 2.2g).

The icon indicates that the forms have not been read/answered (Fig. 2.2f).

Click on the Cancel button to exit the page (Fig. 2.2f).

Click on the Previous Step button to go to the EMD page (Fig. 2.2d).

Click on the Next Step button to skip this section and proceed to the Technical Specifications page (Fig. 2.2j).


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Fig. 2.2g: Submit Response – General Conditions Form

On clicking the icon the form gets displayed below on the same page (Fig. 2.2g).

Fill out the form (Fig. 2.2g).

Click on the Cancel button to exit the page (Fig. 2.2g).


If there are multiple General Conditions forms, click on the Save button to digitally sign and encrypt the filled out form (Fig. 2.2h) and return to the General Conditions page (Fig. 2.2i) to complete the rest of the forms in the same manner.

Click on the Next Step button to digitally sign and encrypt the filled out form (Fig. 2.2h) and go directly to the Technical Specifications page (Fig. 2.2j).

Fig. 2.2h: Submit Response – Digital Signing


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Click on the OK button to return to the General Conditions page (Fig. 2.2i) to complete the rest of the forms in the same manner.

Fig. 2.2i: Submit Response – Saved General Conditions Form

When details get saved, the icon changes to an icon indicating that the form is filled and properly saved (Fig. 2.2i).

Click on the Cancel button to exit the page (Fig. 2.2i).


Click on the Next Step button to go to the Technical Specifications page (Fig. 2.2j).

Fig. 2.2j: Submit Response – Technical Specifications

This section contains the Technical Specifications of the items pertaining to the tender (Fig. 2.2j).

Click on the icon to view and fill out the Technical Specifications forms (Fig. 2.2k).

The icon indicates that the forms have not been completed (Fig. 2.2j).

Click on the Cancel button to exit the page (Fig. 2.2j).

Click on the Previous Step button to go to the General Conditions page (Fig. 2.2f).

Click on the Next Step button to skip this section and proceed to the Price-Bid Mandatory Items page (Fig. 2.2n).


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Fig. 2.2k Submit Response – Technical Specifications Form

On clicking the icon the form gets displayed below on the same page (Fig. 2.2k).

Fill out the form (Fig. 2.2k).

Click on the Cancel button to exit the page (Fig. 2.2k).

Click on the Previous Step button to go to the General Conditions page (Fig. 2.2i).

If there are multiple Technical Specifications forms, click on the Save button to digitally sign and encrypt the filled out form (Fig. 2.2l) and return to the Technical Specifications page (Fig. 2.2m) to complete the rest of the forms in the same manner.

Click on the Next Step button to digitally sign and encrypt the filled out form (Fig. 2.2l) and go directly to the Price-Bid Mandatory Items page (Fig. 2.2n).


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Fig. 2.2l Submit Response – Digital Signing

Click on the OK button to return to the Technical Specifications page (Fig. 2.2m) to complete the rest of the forms in the same manner.

Fig. 2.2m Submit Response – Saved Technical Specifications Form

When details get saved, the icon changes to an icon indicating that the form is filled and properly saved (Fig. 2.2m).

Click on the Cancel button to exit the page (Fig. 2.2m).

Click on the Previous Step button to go to the General Conditions page (Fig. 2.2i).

Click on the Next Step button to digitally sign and go to the Price-Bid Mandatory Items page (Fig. 2.2n).


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Fig. 2.2n: Submit Response – Digital Signing

Click on OK to go to the Price-Bid Mandatory Items page (Fig. 2.2o).


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Fig. 2.2o: Submit Response – Price-Bid Mandatory Items


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Fill out the Price Bid form in the format setup by the tenderer (Fig. 2.2o).

The formula fields are the ones with the icons next to them and these fields get filled automatically (Fig. 2.2o).

For multiple items attached to a tender, click on the Next Page/ Previous Page button to navigate between the price-bid forms (Fig. 2.2o).

Alternatively, enter the page number required and click on the Go button (Fig. 2.2o).

Fill out the BOQ Items form, if there is any attached (Fig. 2.2p).

Fig. 2.2p: Submit Response – BOQ Items

Check on the box- I confirm the above prices are correct and click on the Next Step button to proceed (Fig. 2.2p).

Click on the Cancel button to exit the page (Fig. 2.2p).

Click on the Save button to digitally sign and encrypt the filled out form (Fig. 2.2p) and save it.

Click on the Previous Step button to go to the Technical Specifications page (Fig. 2.2m).

Click on the Next Step button to digitally sign and encrypt the filled out form (Fig. 2.2p) and go to the Attachments page (Fig. 2.2q).

Fill out the Optional Items in a similar manner.


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Fig. 2.2q: Submit Response – Attachments

Select the Document Type from the drop-down list (this is only applicable in the case of a two envelope tender) (Fig. 2.2q).

Click on the Browse button to select an attachment (Fig. 2.2q).

Add the Description and click on the Upload button to upload it (Fig. 2.2q).

Each document attached must not exceed 5 Megabytes in file size.

The Digital Signature pop-up box appears (Fig. 2.2r).


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Fig. 2.2r: Submit Response – Digital Signing

Click on the OK button to digitally sign and upload the attachment (Fig. 2.2r).

The uploaded document appears in the Files Added section below (Fig. 2.2s).

Fig. 2.2s: Submit Response – Remove Attachment

Click on the uploaded file icon to view the attachment files (Fig. 2.2s).

The icon indicates that the attachments have been digitally signed (Fig. 2.2s).

The Select the corresponding box against any attached document and click on the Remove button to remove it (Fig. 2.2s).

It is recommended that at least one technical document and one price bid supporting document be attached with the tender.

Click on the Cancel button to exit the page (Fig. 2.2s).


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Click on the Save button to save the page (Fig. 2.2s).

Click on the Previous Step button to go to the Price-bid Mandatory Items page (Fig. 2.2n).

Click on the Next Step button to go to the Preview section (Fig. 2.2t).

Fig. 2.2t: Submit Response – Preview of EMD Section

Check all the details entered in the EMD section (Fig. 2.2t).

Click on the Edit button to return to the EMD section and make the changes in it (Fig. 2.2d).

Click on the Technical Specifications link (Fig. 2.2t) to proceed to preview the General Conditions and Technical Specifications forms (Fig. 2.2u).


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Fig. 2.2u: Submit Response – Preview of Technical Specification Section

Click on the icon to digitally sign and view the forms and check all the details entered in this section (Fig. 2.2u).

Click on the Print button to take a printout of the page (Fig. 2.2u).

Click on the Cancel button to exit the page (Fig. 2.2u).

Click on the Previous Step button to return to the Attachment page (Fig. 2.2q).

Click on the Submit button to submit the response (Fig. 2.2u).

Click on the Price Bid link (Fig. 2.2u) to proceed to digitally sign and preview the Price-Bid forms and BoQ forms if any (Fig. 2.2v).


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Fig. 2.2v: Submit Response – Preview of Price-Bid Section

Check all the details entered in this section (Fig. 2.2v).


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For multiple items attached to a tender, click on the Next Page/ Previous Page button to navigate between the price-bid forms (Fig. 2.2v).

Alternatively, enter the page number required and click on the Go button (Fig. 2.2v).

Click on the Edit button to return to the Price-Bid Mandatory Item section and make the changes in it (Fig. 2.2n).

Click on the Cancel button to exit the page (Fig. 2.2v).


Click on the Attachments link (Fig. 2.2v) to proceed to preview all the attachments if any (Fig. 2.2w).

Fig. 2.2w: Submit Response – Preview of Attachments

Click on the uploaded file icon to view and check all the attachments in this section (Fig. 2.2w).

Click on the Edit button to return to the Attachments section and make the changes in it (Fig. 2.2q).

Click on the Cancel button to exit the page (Fig. 2.2w).


Click on the Submit button to submit the response (Fig. 2.2w).

A Confirmation Message appears (Fig. 2.2x).

Fig. 2.2x: Submit Response – Confirmation Message

Click on the OK button to submit the response (Fig. 2.2x).

A Response Acknowledgement appears (Fig. 2.2y).


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Fig. 2.2y: Response Acknowledgement


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3. Edit Responses

A Vendor can edit his Saved or Submitted response before the bid submission closing date and time.

To edit a Submitted Response, either click on the link in the Response Acknowledgement (Fig. 2.2y) or follow the path – Workplace Responses Tender/Pre-Qualification

To edit a Saved Response, follow the path – Workplace Responses Tender/Pre-Qualification.

The Listing appears (Fig. 3.0).

Fig. 3.0: Listing


Select the document, whose response is to be edited.

The Tender Notice page opens (Fig. 3.1).

Click on either of the Response tabs to proceed to edit the bid submitted (Fig. 3.1).


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Fig. 3.1: Tender Notice

The Response page appears (Fig. 3.2).

Fig. 3.2: Edit Response

Click on the Response No. to edit it (Fig. 3.2).

The Response Preview opens up (Fig. 3.3).


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Fig. 3.3: Response Preview

View the saved/submitted response (Fig. 3.3).

Click on the Edit Response link to proceed (Fig. 3.3).

The Instructions page will appears (Fig. 2.2b).

The saved/submitted bid data will be available in editable mode.

The Vendor can edit/revise the bid submitted any number of times till tender close date and time.

However only the last saved bid data will be available for further editing.


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4. Cancel Bid/Regret Participation

A vendor can regret participation in a limited tender or withdraw a submitted bid for both open as well as limited tenders.

To cancel a Saved/Submitted Response follow the path – Workplace Responses Tender/Pre-Qualification

The Listing page appears (Fig. 4.0).

Fig. 4.0: Listing


Select the document, whose response is to be cancelled.

The Tender Notice page opens (Fig. 4.1).

Click on either of the Response tabs to proceed to cancel the bid submitted (Fig.4.1).


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The Cancel Bid page appears (Fig. 4.2).

A. Open Tender

In an Open Tender, the vendor can simply chose to cancel a saved/submitted bid

Fig. 4.2: Cancel Bid

Click on the Cancel Bid to delete it (Fig. 4.2).

A Confirmation Message appears (Fig. 4.3).


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Fig. 4.3: Confirmation Message

The bid gets deleted from the response section.

If the vendor decides to submit a bid again for the same Tender, the vendor can do so by submitting a fresh response as described above.

B. Limited Tender

In case of a Limited Tender, if the vendor doesn’t have a response saved/submitted and doesn’t want to participate in the tender, then he/she can decline participation with reason.

On clicking the Respond tab (Fig.4.1),

Fig. 4.4: Regret Participation

Click on the Regret Participation button to decline participation (Fig. 4.4).

The Regret Tender Participation page appears (Fig. 4.5).


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Fig. 4.5: Regret Tender Participation

Enter the reason for regret (Fig. 4.5).

Click on the Cancel button to exit the page (Fig. 4.5).

Click on the Submit button to proceed with the regret message (Fig. 4.5).

A Confirmation Message appears (Fig. 4.5).

Click on the OK button to proceed (Fig. 4.5).

A Digital Signature pop-up box appears (Fig. 4.6).

Fig. 4.6: Digital Signature

Click on the OK button to digitally sign the regret (Fig. 4.6).


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If the vendor decides to submit a bid again for the same Tender, the vendor needs to go back to the listing page and click on the document number and subsequently on the Response tab (Fig.4.1).

The Cancel Regret Participation page appears (Fig.4.7).

Fig. 4.7: Cancel Regret Participation

Click on the Cancel button to exit the page (Fig. 4.7).

Click on the Change Regret Participation button to return to the Listing page and participate in the tender (Fig. 4.7).

In case of a Limited Tender, to decline a saved/submitted response, the bid needs to be cancelled as done in for an Open Tender.


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5. Transaction History

To view the responses made for Tenders that have closed and view their Spot Technical and Comparative Commercial Statements, follow the path Workplace Transaction History Tender/Pre-Qualification

The Listing page appears showing a list of past tenders, which the vendor has responded to in the last 6 months (Fig. 5.0).

Fig. 5.0: Transaction History Listing


Select the document, to be viewed (Fig. 5.0).

The Tender Notice page opens (Fig.5.1).

Click on either of the Response tabs to proceed (Fig. 5.1).


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Click on the View Technical CST link to view the Spot Technical Comparative Statement (Fig. 5.1).

The Spot Technical Bid Comparison window opens up (Fig. 5.2).

Fig. 5.2: Spot Technical Bid Comparison

Select the Forms and Column Headings for which the Comparative Report needs to be generated (Fig. 5.2).

Click on the Find button to generate and view the report (Fig. 5.2).

Click on the Close button to exit the page (Fig. 5.2).


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Click on the View Price CS link to view the Spot Price Bid Statement (Fig. 5.1).

The Spot Price Bid Comparison window opens up (Fig. 5.3).

Fig. 5.3: Spot Price Bid Comparison

Select the Item for which the Comparative Report needs to be generated (Fig. 5.3).

The Spot CST Find gets generated below (Fig. 5.3).

Click on the View Tender Status button to view the Status of the tender (Fig. 5.1).

The Status Report window opens up (Fig. 5.4).

Fig. 5.4: Status Report

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