1. Welcome U all for the presentation on “e-bid submission tender system” of Govt of Orissa

2. Orissa Government e-Tendering Information System Livesite www
Orissa Government e-Tendering Information System Livesite & demosite demotenders.ori.nic.in

3. Modules of e-tendering
Registration
Tender Management
Bid Management
Bid Opening
Bid evaluation
Award of contract

4. Procurement Functionalities
Tender Bidding Bid Opening & Evaluation
Tender Creation
Tender Uploading
Tender Publishing
Corrigendum
Tender Search
Bid Opening & Decryption
Technical
Evaluation (Offline)‏
SOR based Financial Evaluation (Works Tender)‏
Communication & Publication of Award Information
Tender Document Download
Payment of
Tender Fee/ EMD
Bid Signing, Encryption & Submission
* Bidder Process
Government e-Procurement (GeP) Solution NIC

5. Registration Departmental user Contractors/bidders
Digital Signature Certificates

6. Dept User Created by the administrator Password sent by mail
Roles are defined as req’d
Tender Creator,Publisher, Bid Opener & Evaluator
DSC is attached by the user later

7. Contractor/bidder Done online by filling up the form
DSC is attached if available/later
Password by mail.

8. Digital Signature Certificate
Issued by any CA under CCA India.
Valid for one or two years
Class II or Class III –allows for encryption & signing
DSC’s can be cancelled/blacklisted
DSC’s from NIC /e-tokens from dealers of SIFY/NCode/TCS

9. Tender Management Tender creation Tender publishing
Provide clarifications
Corrigendum creation & publications

10. Tender Creation Preparation of tender documents Finalization of dates
Formation of committees
General information such as
Tender type-open/limited/EOI
Tender fees,EMD etc.,
Class of contractor:
Validity period
Duration

11. Tender documents Forms Instruction to bidders
Declaration by the bidder
Conditions of the Contract
Technical specs
Drawings in DWF(Design Web Format)
Spl & Addl Terms & Conditions
Spl & addl conditions of the contract
Qualification Criteria
BOQ (item rate % rate tender)
Financial Bid
Proforma for documentary evidence

14. Tender Committees BID opening Technical Evaluation
Financial Evaluation
Tender Committee
All the members involved in publishing/bid opening should have DSC

15. Tender publication Current tenders with documents
Tender fees which is free now
EMD which may be online/offline & exemption with proof

16. Pre bid clarifications
Raise query as defined before the last date of bid submission
Reply given one-one basis.
Pre bid meeting as applicable.
Summary of queries collected & replies are furnished which is also posted in the site for a tender

17. Corrigendum Dates of tender Documents required Instruction to bidders
Conditions of the contract
Technical Specs
BOQ (Bill of Quantity Rates)
Qualification criteria
Issued as necessary before the Bid submission start date.

18. Bid Management for bidders
Tender document downloading
Bid preparation
E-payment
Bid submission

19. Bid Submission Bidder must be registered in the site with DSC
Selects the tender he wants after logging in
Tender gets moved to my tender section
Get clarifications as req’d
Bid submission by paying the fees as online/offline with exemption if possible
Fill up the forms & signs digitally & uploads
The documents are encrypted & stored.
Bidder gets a receipt after submission
Bidder can withdraw online
Bidder can submit manual bids & Regn is mandatory

20. Payment flow thro’ internet

21. Receipt of bids Bid infn remain encrypted till the opening of bids.
Cannot be opened by any means
Once submitted, it can be withdrawn/modified before the due date
After the bid submission date, no one can submit his bid

22. Bid Evaluation Bid Opening Technical bid evaluation
Financial bid evaluation

23. Bid Opening Opened by designated officials Bidders need not be present
Each activity is time stamped with server time
After opening, as per the criteria, bidders are selected for technical evaluation. The summary of proceedings are updated.
Offline/Manual bids can also be updated if received.

24. Technical BID evaluation
The bids are printed & given for evaluation manually
After evaluation the recommendations are updated for technical bids
The selected bidders are informed of the financial bid opening dates
Financial bid opening

26. Financial bid evaluation
Bids are printed & given for manual evaluation
Recommendations are updated
The bidders are informed of the results

27. Award of contract After financial evaluation, the bidder is selected
The award of the contract is published in the site

28. Resources required A Computer system with PIV processor or equivalent
Printer
DSC/e-token from NIC/SIFY/TCS/nCode
UPS
Broad band Internet connection
Windows OS with web browser, antivirus, & PDF converter

29. Instructions to be followed for bidders
Bidder should do the registration in the tender site using the option available.
Then the Digital Signature registration to be done with the etoken of SIFY/nCode/TCS after logging into the site.
Bidder may go thro’ the tenders published in the site and download the required documents/tender schedules for the tenders he is interested.
Bidder then login to the site thro’ the secured log in by giving the user id/ password chosen during registration & then the password of the etoken.

30. Instructions to be followed
Bidder should go thro’ the tender schedules carefully and submit the documents as asked, otherwise, the bid will be rejected.
If there are any clarifications, this may be obtained thro’ the site, phone, or during the pre-bid meeting if held. Bidder should take into account of the corrigendum's published before submitting the bids online.
Bidder in advance get ready the bid documents to be submitted as indicated in the tender schedule and they should be in PDF format.

31. Instructions to be followed
Bidder selects the tender which he is interested in thro’ search option & then moves it to the my favourites folder.
From the my favourites folder, he selects the tender to view all the details indicated.
The bidder should read the terms & conditions and accepts the same to proceed further to submit the bids.
The bidder has to select the payment option as online/offline to pay the fee & EMD as applicable.
The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the bid submitted will not be acceptable.

32. Instructions to be followed
The bidder has to enter the password of the etoken and the required bid documents have to be uploaded one by one as indicated.
The rates offered details have to be entered separately in a spread sheet file (xls) in the space allotted and should be updated as BOQ.xls file for each tender after the financial bid.
The tendering system will give a successful bid updation message & then a bid summary will be shown with the bid no & the date & time of submission of the bid with all other relevant details.
The bid summary has to be printed and kept as an acknowledgement as a token of the submission of the bid.
The bid summary will act as a proof of bid submission for a tender floated and will also act as an entry point to participate in the bid opening date.

33. Instructions (cont’d)
For any clarifications with the TIA, the bid no can be used as a reference.
Bidder should log into the site well in advance for bid submission so that he submits the bid in time i.e on or before the bid submission time. If there is any delay, due to other issues, bidder only is responsible.
Each document to be uploaded thro’ online for the tenders should be less than 2 MB. If any document is more than 2MB, it can be reduced thro’ zip and the same can be uploaded. However of the file size is less than 1 MB the transaction uploading time will be very fast.

34. Instructions(cont’d)
Only one etoken should be used for a bidder and should not be misused by others
Bidder should get ready the EMD as specified in the tender. The original should be posted/couriered/given in person to the Tender Inviting Authority, within the bid submission date for the tender.
The time settings fixed in the server side & displayed at the top of the tender site, will be valid for all actions of requesting, bid submission, bid opening etc., in the etender system. The bidders should follow this time during bid submission

35. Instructions for online payment
Account with ICICI bank/AXIS/SBI
In case of any problems with online payment, the offline/manual mode can be used.

36. Instructions
All the data being entered by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered will not viewable by unauthorized persons during bid submission & not be viewable by any one until the time of bid opening.
The confidentiality of the bids is maintained since the secured Socket Layer 128 bit encryption technology is used. Data storage encryption of sensitive fields is done.
Any documents that is uploaded to the server is subjected to symmetric encryption using a generated symmetric key. Further this key is subjected to asymmetric encryption using buyers public keys. Overall, the submitted tender documents become readable only after the tender opening by the authorized individual.
For any queries, the bidders are asked to contact thro’ mail or by phone: , (Toll free).

37. Thanks