user manual for ireps reverse auction

User Manual for Reverse Auction

(Buyer & Vendor users)

Version 1.1

Volume III

Release Date: 23-01-2014

AUTHOR/ OWNER

REVIEWED

BY APPROVED BY

NAME Mr. Jai Prakash Mr. Habib Ahmed Mr. Naresh Kumar

DESIGNATION Senior Soft. Engineer Manager / MMIS CM/EPS

SIGNATURE

User Manual for Railway Users and Vendors

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Table of Contents 1 General Information ............................................................................................................................... 3

1.1 Application Overview ......................................................................................................................... 3

1.2 Purpose of this document .................................................................................................................. 3

1.3 Scope ..................................................................................................................................................... 3

1.4 Points of Contact ................................................................................................................................. 3

2 Getting Started .......................................................................................................................................... 4

3 RA specific Functions at buyer’s end ................................................................................................... 4

3.1 NIT Header Creation ........................................................................................................................... 4

3.2 Publish Tender ....................................................................................................................................... 4

4 Tender Box Opening Process- ................................................................................................................ 5

5 Activities by the assignee officer ........................................................................................................... 6

5.1 Scheduling of RA ................................................................................................................................. 6

5.2 Closing of RA ........................................................................................................................................ 7

5.3 Re-scheduling of Reverse Auction ................................................................................................... 9

6 Activities at vendors’ end ..................................................................................................................... 11

6.1 Techno-commercial Bidding process in Reverse Auction ......................................................... 11

6.2 Submission of Taxes, duties and levies ........................................................................................... 12

6.3 Financial Bidding ............................................................................................................................... 13


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1 General Information

1.1 Application Overview The Indian Railway Electronic Procurement System (IREPS) is the application of on-line

electronic tender processing, contract management and auction processing for the

Indian Railways. The IREPS application will allow users to capture data at various levels of

the procurement process using various security features like digital signature certificate,

encryption and decryption of data etc. This application can be accessed with valid user

id / password in combination with a digital signature certificate. This application is

designed to provide the users complete e-procurement solution from publishing of the NIT

and receipt of materials by the consignees.

1.2 Purpose of this document Purpose of this document is to guide for users in buyer organizations like Zonal Railways,

Production Units of Indian Railways and other organizations for Reverse Auction NIT

Creation, tender box opening, evaluation of technical bid. This document is also guide for

suppliers/ vendors registered to IREPS website for participating in Reverse Auction bidding.

1.3 Scope

This document provides information and Details of various functionalities available

in Reverse Auction module to be used by Department Administrators and

standard Purchase users in the buyers’ organizations and vendor users. It is

assumed that users are acquainted with functioning of IREPS as regards to other

types of tenders.

1.4 Points of Contact

Updated contact information is available under ‘Help desk’ link provided on Home

page of the website www.ireps.gov.in. Users are requested to visit this page for

latest contact information.

http://www.ireps.gov.in/


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2 Getting Started

Login process for the users has already been described in other user manuals hence not

discussed here. Railway users login as usual and create NIT (tender). Only functionalities,

specific to reverse auction are being detailed below.

3 RA specific Functions at buyer’s end NIT (Notice Inviting Tender) Creation is used for creating NIT and tender document. All

purchase users who have privilege over function ‘Sign Tender Document’ can create

tenders pertaining to purchase section assigned to them. Procedure for creating NIT for

Reverse Auction is similar to normal / ordinary supply tenders except described below:

3.1 NIT Header Creation After clicking on Create NIT link in left navigation of department admin and standard

purchase users NIT Header page will open with option to select E-tender or Reverse

Auction. After selecting Reverse Auction radio button the below page will open.

Following parameters are set by default:

i. Tender type = ‘Open’ i.e. other modes like Limited, special limited etc. are not

allowed in Reverse Auction.

ii. Bidding System = ‘Two bid system‘ i.e. Only Techno-commercial Bids are opened

on due date.

iii. Evaluation Criteria = ‘Total Value wise’ Other evaluation criterion are not feasible

in Reverse Auction.

3.2 Publish Tender This is the final tab for publishing RA tender. After successfully Sign and Submit of all tabs

this tab should be Signed and Submitted. Public key of Encryption Certificate is not

required to be attached as below:


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4 Tender Box Opening Process- Tender Opening process is similar to normal two bid system e-tenders. After clicking on

Tender Box Opening action icon, page for password and digital signature certificate

authentication page will open. After authentication of tender opening officials, suppliers list

with their technical offer and tabulation will open as shown below. Dealing Officer

(Convener of Tender Committee) is assigned just after opening of the Techno-commercial

Bids. This assigned officer will later scrutinize techno-commercial bids and schedule RA. He

can re-assign the case to some other officer also. After saving convener RA tender status

will change to ‘Under Evaluation’ and this tender case will made available in the assignee

officer’s inbox ‘Tender Cases Under Technical Evaluation for Two Packet system and Reverse

Auction’ from where will perform further activities.


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5 Activities by the assignee officer There are three action icons available Finalize Techno-commercial offers, Re-assign Case

and audit trail. The Convener can reassign case to other officer for technical evaluation.

The case is also available in concerned Department Administrator’s inbox also, If assigned

convener is not available to evaluation the case then same case can be re-assigned to

some other officer by department admin.

5.1 Scheduling of RA After evaluation of techno-commercial bids, the assigned officer will be required to enter

suitability of techno-commercial bids. On clicking action icon ‘Finalize techno-commercial

offers’ technical evaluation page will open as below:


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On this page, status of techno-commercial bids will be declared as approved or rejected.

Reasons of rejection will be required to be entered. Following parameters will also be set

on this page:

(a) Auction start date/time – Auction cannot be started on the same date i.e. minimum

one day later from today’s date.

(b) Auction closing date/time - Duration of auction i.e. difference between start and

closing date/time must be minimum 30 minutes.

(c) Maximum Number of auto extensions - If any bid is received in last minute of bidding

then closing time will be extended for next 5 minutes. Maximum 5 such auto

extensions can be fixed.

(d) Minimum decrement - Minimum decrement is fixed in percentage. First bid can be

submitted for any amount. Next bid will have to be less than the existing bid by this

fixed percentage of existing bid amount.

5.2 Closing of RA The assignee officer can view bidding process. After auction closing date and time lapsed

the identity of all participating vendors will be disclosed. Now railway user can close the RA

bidding process by clicking on button ‘Close Bidding Process’. Tabulation can be

generated by clicking on tabulation icon or view offer icon in railway user’s inbox ‘Tenders

Opened’ or from quick or Advance search options.

After closing of auction, based on the last bids of each vendor, financial tabulations and

offers will be generated and made available to all concerned users.


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View offers page

Financial Bid


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Financial Tabulation

Techno-commercial tabulation

5.3 Re-scheduling of Reverse Auction In case no financial bid is received in Reverse Auction, the assignee Officer can re-

schedule the auction for a later date.


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Re-scheduling action icon is available under Tender Opened inbox and action icon name is

Suppliers Techno-Commercial bid status.

After opening techno-commercial bid status page a button named ‘Re-schedule Reverse

Auction’ is available. Using this button RA start date time and close date time can be re-

fixed. Maximum number of auto extension and minimum decrement can also be changed

using this process.


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6 Activities at vendors’ end

6.1 Techno-commercial Bidding process in Reverse Auction Reverse auction tender can be found / searched in the similar fashion as in the case of

normal e-tender. Process for payment of TDC and submission of offer are similar to normal

e-tenders except financial bidding. Process of techno-commercial bidding is described

below:

After TDC payment vendor can submit techno-commercial offer. Vendor have to submit

all mandatory tabs like Eligibility criteria, Terms and condition, Commercial deviation,

Technical deviation and checklist& Special Conditions and then click on ‘Final Submit’. If


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user clicks on ‘Final Submit’ without submitting all mandatory tabs, a message will be

provided. After final submission, a bid ID will be provided as below:

It may be noted that techno-commercial bids will not be considered complete until above

page is appeared. Bidders Are advised to note this Bid ID for future reference, if required.

6.2 Submission of Taxes, duties and levies After technical evaluation of vendors techno-commercial offer only approved vendors

can participate in financial bidding. For approved vendors RA tender will be available in

inbox named ‘My Techno commercial Bids Approved for Reverse Auction’.

Before submitting financial offer vendor have to submit taxes, duties and levies as below:


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After submission of taxes and duties for all items ‘Enter to Bidding Room’ icon will be

enabled. The vendor can revise Taxes duties and levies any time before submission of first

financial bid.

6.3 Financial Bidding After submission of Taxes, duties and levies, click on ‘Enter to bidding room’ icon, bidding

page will appear as below:

After entering basic rate click calculator icon it will calculate total bid values including taxes

and duties. Value should be less than (Last bid total value – minimum decrement in

percent). If any vendor will submit financial offer in last minute of bidding process then

closing time will be extended to next 300 seconds. Such auto extensions are is possible upto

maximum number of auto extensions specified at the of scheduling RA.


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Breakup of total bid value can be seen by clicking on bid value. After closing of RA, identity

of all bidders will be shown to each participating vendors and authorized railway users.

Rest of the processes is similar to normal e-tendering process, hence not discussed in detail.

user manual for ireps reverse auction

Documents

railway users

application of

scheduling of reverse

vendors page

application overview

scheduling of ra

general information

electronic tender p