User Manual Vendor User

1.5.1 New Vendor Registration Following form can be accessed by the user from the “New Vendors” link provided in the left navigation. User id for logi...

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User Manual Vendor User

User Manual of EPS-Vendor User e-Procurement Solution Submitted to

ECIL Version: 2.0

Software Development Centre HCL INFOSYSTEMS LIMITED F-23, Sector 11 Noida: 201301

Copyright Notice This data shall not be disclosed and shall not be duplicated, used, or disclosed in whole or in part for any purpose. If a contract is awarded to HCL INFOSYSTEMS as a result of or in connection with the submission of this data, the client or prospective client shall have the right to duplicate, use, or disclose this data to the extent provided in the contract. This restriction does not limit the client’s or prospective client’s right to use the information contained in the data if it is obtained from another source without restriction. The data subject to this restriction is contained in all marked sheets. Document Revision History HCL INFOSYSTEMS

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Version No

Date

Prepared by / Modified by

1.0

Vishal Sharma

2.0

Ranjith kola

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Significant Changes

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Table of Contents 1

General Information.................................................................................................. 5

1.1 Application Overview................................................................................................. 5 1.2 Purpose..................................................................................................................... 5 1.3 Scope........................................................................................................................ 6 1.4 Points of Contact....................................................................................................... 6 1.5 General Functionality................................................................................................ 7 1.5.1 Software & Hardware Requirements.................................................................... 7 1.5.2 Internet Basics...................................................................................................... 7 1.5.3 Download and Install Java................................................................................... 8 1.5.4 Add URL in Exception site List............................................................................. 9 1.5.5 Installation of Digital Certificate from USB Token.............................................. 11 1.6 Anonymous User..................................................................................................... 26 1.6.1 New Vendor Registration.................................................................................... 26 1.7 Login as Vendor User............................................................................................. 30 1.7.1 Advanced Search............................................................................................... 37 1.7.2 Learning Center................................................................................................. 46 1.7.3 Help Desk.......................................................................................................... 47 1.7.4 Deleted Messages.............................................................................................. 48 2.0 User Management Functionality.............................................................................. 49 2.1 View/Edit My Profile............................................................................................... 49 2.2 View My Account Profile........................................................................................ 50 2.3 Change Login Password...................................................................................... 53 2.4 View Bank /Statutory Information...........................................................................54 2.5 Update Bank /Statutory Information....................................................................... 55 2.6 Add New Member.................................................................................................. 56 2.7 Add/Remove Members...........................................................................................57 3.0 Payments (TDC/EMD/SD etc.).................................................................................59 3.1

My Tenders (Not Yet Closed).............................................................................. 61

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3.2 My Bids for Tenders Closed................................................................................... 82 3.3 My Purchase Orders.............................................................................................. 84 3.4 My Message.......................................................................................................... 84 3.5 My Techno Commercial Bids Approved for Reverse Auction.............................. 85 4 Terminologies ............................................................................................................85 5 Glossary.......................................................................................................................87

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1

General Information

1.1 Application Overview On-line electronic tender processing, auction processing application will allow users to capture data at various levels of the procurement process using various security features like digital signature, digital certificate, encryption and decryption of data etc. This application can be accessed with valid user id / password in combination with a digital signature certificate for administrators. This application will be utilized in the following process areas: RFQ (Tendering, Pre-Bid Query etc.): The RFQ (Request for Quotation) module contains the process of NIT (Notice Inviting Tender) and Tender Document Management, Corrigendum, Pre-Bid Query and Responses. BID (Bidding, Evaluation, etc.): The Bid module contains the process of Payments for Tender Document Cost and EMD. Technical Bid, Financial Bid, Tender Box Opening, Tabulation Statement and Bid Evaluation. All authorized vendor can participate in bidding process of ECIL application. ADMIN: ECIL application calls for extensive administration responsibilities to be handled by registered administrators from ECIL. These administrators will have roles divided amongst them based on their location and authority. EPS Administrator and Department Administrators are two types of administrators who will look after all the administrative functions and also maintain the application on an ongoing basis. The sub-sections here will elaborate on the functions and procedures required to build the application. Help Desk: The Help Desk is the module of the EPS application which provides the facility to the users like Vendors, ECIL users and others who can get help easily through this functionality, if they face any problem at the time of using the application or any query they have regarding the application. This module tracks the log of all queries raised by different users and log of replies sent by help desk users to raisers. 1.1 Purpose Purpose of this document is to guide ECIL Users, their Vendors etc. on how to operate the E-Procurement Application, which has been developed for the purpose of eprocurement. This manual will help user to familiarize with various pages provided in the application and generating reports from the application. HCL INFOSYSTEMS

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The document will be used by end-users to understand the functionality of the application.

1.2 Scope Execution of processes of the application will be described in this document.

1.3 Points of Contact For clarification about any specific process of EPS application the contact point is Help Desk.

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Getting Started 1.4

General Functionality

1.4.1 Software & Hardware Requirements In each client machine to browse the EPS application following configuration is required: Minimum Hardware Resources: Processor – P IV RAM – 512 MB Minimum Software Resources: Windows XP, Windows 7 and above (32bit/64bit) Internet Explorer 6.0 and above Microsoft Edge

Any one of these browsers

Mozilla Firefox Google Chrome Internet Connectivity

1.4.2 Internet Basics The Internet is a worldwide system of computer networks facilitating access to information and people. Using the Internet to access and use EPS Application requires an Internet connection, Web browser. A browser allows access to Web pages on the World Wide Web (www or the Web). The Web is a universally accepted standard for sharing information on the Internet.

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Web Page URL

1.4.3 Download and Install Java 1. Go to the Manual download page-https://java.com/en/download or Click on System Settings under Resources. 2. Click on Download Latest JRE (Internet users) 3. Click on Windows online or Offline. The File Download dialog box appears prompting you to run or save the download file. 3.1 To run the installer, click Run. 3.2To save the file for later installation, click Save. 3.3 Choose the folder location and save the file to your local system. 4. The installation process starts. Click the Install button to accept terms and to continue with the installation. HCL INFOSYSTEMS

the license

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1.4.4 Add URL in Exception site List

After successful installation of java version user needs to add the website in exception site list for above Java 1.7.51(as per oracle rules). Navigate to the Security Tab. If the 'Security Level' is set to 'Very High', reduce it to 'High'. Go to control panel-Select javaSecurityClick on Edit site List To add https://etenders.ecil.co.in

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1.4.5 Installation of Digital Certificate from USB Token After successful installation of the token driver from the CD available with the token (as per procedure prescribed by digital certificate supplier), insert your USB token in the computer. Step I If the token driver is properly installed you can see the private keys of your Digital Signature & Encryption Certificate in personal folder in the Internet Explorer. To go on the Personal Folder, Please Click on Tools->Internet Options->Content>Certificates in the Internet Explorer.

Step II After getting your certificate in the personal folder, now export the public keys of the certificate anywhere in your computer by clicking on the export button given in the window. HCL INFOSYSTEMS

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Step III Clicking on the Export Button will take you to the Certificate Export Wizard. Follow the instructions to complete the export of the public keys to any where in your computer.

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Step IV After clicking on next the following screen will come.

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Step V After clicking the next the following window will open which will allow the user to select location to save the certificate.

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Step VI After saving the certificate in specific location again click on next button.

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Step VII After clicking on finish button the export will be done successfully.

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Process to Import Public Key Step I After successful export of certificate click on the “Other People” tab to import the public key.

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Step II Clicking on the Import Button opens the following certificate import wizard window.

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Step III Now click on the next button and browse the certificate from the location where it was saved or stored earlier.

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Step IV After clicking on the next button the certificate will automatically store in other people folder. HCL INFOSYSTEMS

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Step V After clicking on next button the following window will open where the finish button will be pressed which will successfully import the certificate.

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Step VI After successful import, the certificate of the user will be displayed in the window for e.g.Rohit Kumar soni.

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URL of the Application

The URL to access the home page of ECIL application is:https://etenders.ecil.co.in On opening this URL in Web browser, the home page which is common for all users registered or unregistered is shown, it looks like the one shown below:

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Functionality: 1.5 Anonymous User Anonymous users are categorized as the type of users who cannot access the features provided after login into the application. There is little functionality facilitated to the anonymous users in the home page itself which displays limited information of tender data in search and public documents uploaded by the Division people. There are few resources also available for the anonymous users like System Settings, Acrobat Reader etc. To access the all available functionalities of vendor user is asked to fill the form available with the link New Vendors and registration would be activated once the request is approved by the Concern Division authority person.

1.5.1 New Vendor Registration Following form can be accessed by the user from the “New Vendors” link provided in the left navigation. User id for login would be the valid email provided and once after the approval of request password and other communication would go to the same email address. Once the email is approved for the registration same email cannot be used for the other request. Following interface would be provided to the user after clicking the link from the left navigation.

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Once form filled by the user he/she needs to click on sign & submit button. Once click on the submit button one file (.jnlp) is downloaded into client PC. User must and should click on .jnlp file to further process. After that it’s required to digitally sign the form. System would prompt the certificate store and display all the available certificates of in browser or attached as a token. User is required to select one valid certificate for the successful completion for the registration process.

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After successful submission of form system will provide unique request id to the user for the future reference of registration approval. Here vendor needs to upload company related documents like incorporation document, GST certificate etc.

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1.6 Login as Vendor User Once the registration request is approved by the Concern Division, user would get the password in the email provided at the time of registration. If the user is logging at the first time its compulsory to change the password. User is asked to fill some necessary statutory information (like Bank Name, Acc number, Branch etc.) System would prompt to enter the User Name (email) and the valid password along with verification code.

He or she has to put user id and password in the following fields:  User Name – Enter the User Name(email)  Password - Enter the Password  Verification Code – Enter the Verification Code  Login - Click on Login button.  Register Box 1. Click Here to Register as New Vendor- Vendor Registration for Tendering. 2. Click Here to Register as New Bidder – Bidder Registration for e-Auctioning.  Forgot Password HCL INFOSYSTEMS

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1. Click Here to get Password through E-mail Step: 1 click on the link it will prompt to email confirmation window.

2: Enter Email Id – User Name/Email id is to be entered. After pressing the Submit button application asks for digital authentication of the user who is requesting a password reset. The following screen shows this process screen.

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After Clicking on “Attach Certificate & Reset Password” link one file is download into local system with the name of “certtemp.jnlp”. First select as “Keep” button then click on run button to launch the jnlp file in your system. Now System is asking the valid DSC for authentication.

After successful submission of the DSC, system would generate a random password and that would be sent to the users email id.

2. Click Here to Change Password Using Digital Certificate – This link, which takes the user to the following window where user can reset the desired password at the front end itself.

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 Enter Email Id – User Name/Email id is to be entered.Once click on submit button system validate whether user registered or not.  After Enter User Email Id – Once User name matching with system database, application prompts to attach digital certificate window.

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On Successful authentication of DSC System will prompt to Change Password page like this.

Here two times user must enter the password. First he needs to enter new password and then re enter the New password and press the save button user can reset the password. After changing the password the email goes to your email address, where the “password has been changed” information will be written.

Home page for vendor user is divided into 3 blocks. After successful login of Vendor User following links are provided. Links in Right Navigation Block:  My Profile

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 View/Edit My Profile – Through this functionality the user will be able to view his Profile Details like Email/User-Id, personal details like name, address, etc.  View My Account Profile – Through this functionality the user will be able to view details about his corresponding account.  Change Login Password– This interface provides the facility to reset the current password.  View Bank/ Statutory Information – This interface provides the facility to View Bank Details  Update Bank/ Statutory Information – Statutory information provided at the time of first login can be updated with this interface.  Add new member – Through this user would be able to add secondary vendor(s) in his corresponding account.  Add/Remove Members – With this interface user can add members in corresponding account which can be deleted also if required.  Add GST Details –This interface provides facility to user to add GST details. Links in Middle Body of the Page:  Open Tenders - It will show Open tenders for which user can do the Bid.  Payments(TDC/EMD/SD etc.) – Details of payments made by user (TDC/EMD) , TDC would retain till closing date of tender, and EMD would retain till closing date + 12 months of payment.  My Tenders (Not Yet Closed) – It will show tenders for which tender enquiry is addressed (Limited/Single tender) to the vendor.  My Bids for Tenders Closed – Tenders for which vendor has submitted the Bid (minimum one Bid Id is generated for particular tender) , tenders reports will be available after TBO  My Purchase Orders – It will show PO copies information.  My Messages – It will Show mail communication information. HCL INFOSYSTEMS

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 My Techno Commercial Bids Approved for Reverse Auction – It will show reverse auction technical bid status as well as auction date/time. Links in the left Navigation Block:  Quick Links  Advanced Search – This interface also facilitates user to search tender information with multiple parameters.  Learning Center– With this link user can readily access the literary related to the application.  Help Desk – This link gives access to the Help Desk Interface from where user has various options to get in touch with Help Desk.  Deleted Messages – This link allows to seeing the deleted messages list.

 Resources  System Settings – This link will open the System settings like System setup document and download of latest java version.  E-Tender Guidelines – This link opens the PDF document of E- Tender Guidelines.  CCA – this link opens the site of http://cca.gov.in/  Acrobat Reader – It opens the site of http://www.adobe.com/downloads/. From here user can download Acrobat Reader, Which is required to open the tabulations and upload of documents in the ECIL application.

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 Documents  CVC Guidelines– This link opens Central Vigilance Commission guidelines.  PKI Document – This link opens Public Key Infrastructure guidelines.  IT Act 2000– It opens the guidelines about IT Act 2000.  GFR Rules 2005 – It opens the guidelines about General Financial Rule.

1.7.1 Advanced Search

For the Advance Search users can click on the “Advanced Search” link. After clicking the same, a page as below appears.

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In advanced search tender information can be searched through various search criteria. 

Tender Number



Tender Status



Select Date From and To

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Above Screen shows the ECIL Section/Division, Tender No., Description, Status/ Published Date, Uploading Date/Time, Due Date/Time, Due days and Actions. Actions displayed with the result set depend on the current status of the tender and the user is authorized to view the information. Actions displayed to vendor are 

View Financial Bid: - User would be provided with this action to view the financial bid submitted from his corresponding account against every tender.



View Technical Bid – This action would be providing the details of his techno commercial offer against every tender.



View Financial Tabulation: - User would be authorized to see the Financial generated by the application tabulation of tenders which are

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of open type and his firm has submitted the financial offer against that tender. 

View Techno – Commercial tabulation - User would be authorized to see the Techno – Commercial tabulation of tenders which are of open type and his firm has submitted the at least one financial bid offer against that tender.



View Corrigendum – Vendor user can check the corrigendum issued against every tender..



Bid Process – Interface to enter Techno – Commercial details. This interface can directly be accessed only after submitting the valid Tender Document Cost.



Submit Payment Details – With this action to submit the Payment Details (TDC/EMD) can be accessed.

To View My Financial Bid pertaining to a specific Icon identified by its Image. Click on the appropriate icon as shown the screen. The View My Financial Bid screen is the given below.

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Note: This page is in the PDF format. To View My Techno Commercial Bid pertaining to a specific tender identified by its Icon. Click on the appropriate icon as shown on the View My Techno Commercial PDF.

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Note: Above screen is in PDF form.

To View financial tabulation, user can click “View My Financial Tabulation” pertaining to a specific tender. Clicking on the appropriate icon as shown on the View My Financial Tabulation opens the financial tabulation PDF.

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Note: Above screen is in PDF form. To View Techno commercial Tabulation users can click “View Techno commercial Tabulation” pertaining to a specific tender. Clicking on the appropriate icon opens the Techno Commercial Tabulation PDF.

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1.7.2 Learning Center This is the page provided to user with the links where the related to ECIL application is provided to the user. In the form of 

PDF document explaining the various security aspects related to the e – Tokens and the step wise procedure to extract the public key from the token.



Due to some security reasons few special characters are restricted throughout all input forms available in application. PDF document gives the tabular list of characters which are restricted in the application.



Quick Reference document, Vendor user manual documents available for readability.

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1.7.3 Help Desk

This link gives access to the Help Desk Interface from where user has various options to get in touch with Help Desk during performing any process. Help Desk can be contacted by many ways, User can send the queries using “Raise a Query link: with the email address provided on the link or by phone.

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1.7.4 Deleted Messages With this link you can see all the deleted messages.

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2. User Management Functionality 2.1 View/Edit My Profile In the Vendor home page, on the right hand navigation block, the Vendor can view his profile by clicking on the View/Edit My Profile. This is the information entered by the user during the registration activity.

All profile related information can be checked in the tabular form.

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Edit – Clicking on this button it takes user to the vendor information editing page. user will get the page which facilitates to edit the information except Firm Name,Email/User Id, First Name, Middle Name & Last Name.

2.2 View My Account Profile

In the Vendor home page, on the right hand navigation block, Vendor having “View My Account Profile “link to see his account profile information.

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After clicking this it opens the following screen in which detail records of account are displayed.

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 Account Details– Specifies the accont name,division name,acct type and type of business etc.  Primary User Details – Specifies the name of user,email id,city,country,pin code and phone number.  Account Address Details– specifies the account address details like address1,city,state,country etc.  Statutory Details– Specifies the user statutory details like CST,LST,VAT & PAN number. From the lower block if the Home button is pressed it takes the user to home page.

2.3 Change Login Password In the Vendor Administrator home page, on the right navigation block the Vendor has the facility to change the login password. User can change the password by clicking on the Change Login Password link.

This link allows users to make change to their passwords using the following screen

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Clicking on ‘Change Login Password’ ask users for their existing/old password and the new password. If the old/existing password is correct, the new password as desired by user is registered and user is notified of the same on the browser there and then.

 Enter Old Password – Enter the Old password here.  Enter New Password – Enter the New password here.  Re Enter New Password – Re Enter the New password here. After pressing the Save button it will take the user to homage and shows message successfully saved. 2.4 View Bank /Statutory Information This link provides access to a page where vendors can view their statutory information. Click on View Bank /Statutory Information link from My Profile on the user home page.

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2.5 Update Bank /Statutory Information This link provides access to a page where vendors can update their statutory information. Click on Update Bank/ Statutory Information link from My Profile on the user home page.

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2.6 Add New Member This link provides functionality to vendors to add more users in their company profile who all can log into application and perform similar functions as of a standard vendor but under the same account, (e.g.) All registered users under the same company can bid for a tender, but only the last bid will be considered from firm.

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2.7 Add/Remove Members

This link provides functionality to vendors to view and add more users in their company profile who all can log into application and perform similar functions as of a standard vendor but under the same account, (e.g.) All registered users under the same company can bid for a tender, but only the last bid will be considered from firm. Click on Add/ Remove Members link from My Profile section on the user home page. A screen appears that contains information of existing Users registered under the vendor.

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Actions: A).Edit user – This link allow the user to edit profile. B).View user – This link allow the user to view user information.

Clicking on Add New Users to add new members under same firm. Clicking on Home button user back to the vendor user home page. Add new user:

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After filling the form click on Sign & Submit. System validate all the fields and ask for the digital certificate. First select new user certificate then attach registered user certificate (logged person).And it takes the user to home page and shows the message “Vendor successfully created”.

3.0 Payments (TDC/EMD/SD etc.) Details of payments made by user (TDC/EMD) , TDC would retain till closing date of tender, and EMD would retain till closing date + 12 months of payment. Till the tender is not lapsed user would be getting the action to submit the Payment Details, Bid Process & View Corrigendum.

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Payments

Clicking on this link opens the list of tenders against which some payments have been made as shown below.

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3.1 My Tenders (Not Yet Closed) It will show tenders for which tender enquiry is addressed to the vendor or TDC payment is submitted by the vendor and bid is not submitted by the vendor. Click on My Tenders (Not Yet Closed) link from the user home page.

Bid process

Submit Payments

The list of tenders which are not closed and the tenders pending for the payment and bidding process will be displayed. The screen that opens describes the tenders for which the vendor is eligible/registered. It consists of following fields

 Section Unit – It will show section name along with division name.  Tender no. – Tender number of the tender.  Description – Tender description.  Closing Date/Time – Tender closing Date and Time.  Bid Status – It will show whether bid submitted or not. 1. No – bid not submitted both technical & financial bids HCL INFOSYSTEMS

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2. Yes (Tech Partial) – Submitted Technical bid partially. 3. Yes (Fin Partial) – Submitted Technical bid, but Financial bid submitted partially. 4. Yes – Submitted Technical bid & financial bid.  Actions – Vendor can perform two actions with each tender 

Bid Process



Submit Payment Details

Submit Payment Details To enter into a Bid Process pertaining to a specific tender identified by its Tender No. click on the bid Process icon as shown on the My Tenders screen. Before a vendor is allowed he has to submit the Tender Document Cost which is compulsory (in case tender having TDC) to be submitted before bidding. At the end of the tender document Lin” Submit Payment Details” link is available which on clicking displays the Payment Submission page as shown below.

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 Mode of Payment - Mode of the payment for TDC/EMD can be – 

Manual - If the selection is Manual Payment, then the Instrument type field will be displayed.



Exempted - If the selection is Exempted, then the “reason for exempted will be display.

 Instrument Type - Provide option to pay using various instrument type 

Bank Cheque



Cash Receipt



DD



Others

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Pay Order

 Instrument Number -Description about the Instrument type i.e.(DD number or whatever is applicable)  Date(DD/MM/YYYY) -Date of Instrument type which is used for payment i.e. (date on which DD or cheque is issued)  Issuer Bank Details (Bank Name & Branch) - Details about the issuer bank  Amount (Rs.) - Amount which is paid for TDC or EMD. In case of exempted this field will be disable with value 0.00.  Remarks - If user wants to put any remarks for his payment he can enter here  Reason for exemption - if vendor choose the Mode of Payment “exempted”. vendor needs be enter reasons for exemption.  Sign and Submit -This button will be used for final submission of payment details of the user after signing the payment details form with his digital certificate.  Cancel -If user wants to cancel his details then he can use cancel button.

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In case Mode of Payment is exempted, the screen appears as above – Select the Reason of Exemption

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Reasons of Exemption: Vendor needs to be mention valid reason for payment exemption.

After Sign & Submit the Unique Transaction Id will be generated.

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In this interface user has following options:

Submit Techno Commercial Offer: - User can redirect to Techno – Commercial bid page on click of this option.



Submit EMD: - With click of this button user would be redirected again to the Submit Payment Details page for the payment of EMD.



View Tender Documents: - After successful payment of TDC user is eligible to download the Tender Documents and the Documents attached with the tender. This link would take user to View NIT page where user would be provided with the link to “Download Tender Document” & “Download attached document”.

Techno – Commercial Bid Details This Page contains the different layers to submit the Techno – Commercial Bid– 

Eligibility criteria



Terms & conditions



Attach Document



Commercial Deviation statement



Technical Specifications



Technical Deviation



Checklist



Financial offer

Out of all layers Submission of Eligibility Criteria, Terms & Conditions & Chick List for Bidders (if any check list is mentioned in the Tender Document) is mandatory, incomplete submission for any of the mandatory layers will not allow to enable the financial offer.

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Eligibility Criteria The eligibility criteria as defined during the NIT Creation process will be displayed, the vendor has to confirm the compliance/non-compliance against every criterion. Submission of this layer is mandatory.  S.NO- Serial number of various eligibility criteria (As per Tender Document).  Description- Description of eligibility criteria (As per Tender Document).  Y/N – Check Box to be checked if user complies for the Eligibility criteria mentioned.  Remarks- Remarks against eligibility criteria if desired.

Terms & Conditions The terms & conditions section of the document will capture the details applicable to the entire bid, e.g. Delivery Period, Mode of dispatch, Payment Terms etc. Submission of this layer is mandatory  Offer Validity from Closing Date (Days) - Number of days for which this offer is valid.  Mode of Dispatch- Description of mode i.e. rail, road or railroad. HCL INFOSYSTEMS

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 Delivery Period (as offered) - Delivery period mentioned as offer.  Delivery Schedule (as offered) - Delivery schedule mentioned as offer.  Payment Terms (as offered) - Term of payment is as offered. User can fill these details here.  Sign & Submit- User can submit his details regarding Term & conditions.  Decrypt & Edit – User can decrypt & edit the bid.  Reset- All fields can be reset.

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Attach Documents The attach document section will give an option to attach the documents by vendor.  Description/Subject –User can mention the document description.  Click on Sign& upload button to upload the document.  Now an alert box will come “Please Select the PDF file to upload”  Print Offer –User can take the print. Note 1: Document uploaded once can be deleted if required. Note 2: Upload file size should be less than 5mb.

Commercial Deviation Statements The deviation section will capture the details of the Deviations from the NIT/Tender Document as identified and declared by the Vendor.  Document Name- A user can fill the name of document in support of deviation.  Clause No- User can mention the clause no of his documents if any.

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 Description as per clause- User can mention description of his documents in accordance with clause.  Deviation Details- A user can fill details regarding the deviation if any.  Save & Submit- For save & submission of data for further processing.  Reset- Clicking here resets of all the page data. These details can be Edited and deleted as per requirement.

Technical Specifications:  S.No: Serial number of various Technical Specs (As per Tender Document).  Description: Description of Technical Specification (As per Tender Document).  Y/N: Check Box to be checked if user complies for the Tech Specs mentioned  Remarks: Remarks against Tech specs if desired.

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Technical Deviations The deviation section will capture the details of the Deviations from the NIT/Tender Document as identified and declared by the Vendor.  Document Name- A user can fill the name of document in support of deviation.  Clause No- User can mention the clause no of his documents if any.  Description as per clause- User can mention description of his documents in accordance with clause.  Deviation Details- A user can fill details regarding the deviation if any.  Save & Submit- For save & submission of data for further processing.  Reset- Clicking here resets of all the page data. These details can be Edited and deleted as per requirement.

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Checklist User is required to complied against every checklist, this layer is mandatory if any check list is mentioned in the tender document.  S.NO- Serial number of various check list (As per Tender Document).  Description- Description of check list ( As per Tender Document).  Y/N – Check Box to be checked if user complies for the check list mentioned.  Remarks- Remarks against check list if desired.

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Financial Rate Page After successful submission of all the mandatory layers in Techno – commercial Bid page, Click on Submit Fin.offer to submit the offer. Financial Rate Page interface is mentioned below –

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Once click on Submit offer link Financial Rate Page interface is displayed below –

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In the Financial Rate Page for Supply Screen there is a button Print Offer which facilitates the vendor to take the print out of the offer before encryption. Based on the quantity the amount will be calculated and displayed on clicking submit offer button. Click on Submit Offer to submit offer, by encrypting it with an encryption certificate.

Click Ok to proceed further

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Click Ok to proceed further A successful encryption shows the below message.

Click Ok to proceed further HCL INFOSYSTEMS

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Select a Certificate for signing the offer and click Ok The successful signing of the offer gives the following screen. It shows the encrypted form of offer. After successful submission of the Financial Bid page would be redirected to the confirmation page where user will be provided with the Unique Bid Id with the date and time of submission. In case if the EMD is not submitted ot the In Sufficient amount of EMD is submitted then message would be prompted to the user for the payment.

In the above page user is provided with the 3 links for 

Submit EMD :- User can have the acces to Submit Payment Details page for the payment of EMD



Click Here To continue :- User can proceed to submit the Financial Offer of other item, or can submit the Revise/Alternate Offer.



Exit :- Exit button would redirect user to corresponding home page.

Revise/Alternate Offer Once the Financial rate is submitted against for the particular item, If user wants Revise/Alternate offer, the following Bid Process screen opens, screen shot of the same is given below.

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Click on Revise offer link would redirect to following page.

Click on Revise Offer to submit a revised offer, Once the offer is revised user can not revise the offer for the same bid id, although revised offer for already revise offer is possible. Click on Alternate Offer to submit an alternate offer. Alternate is possible only for the original bid.

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View NIT NIT Tender Document screen contains the following information –

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Details of Tender Inviting Authority The fields captured in the View NIT form the Tender Document are as below;  Evaluation Criteria Item Wise  Total Value Wise  Group Wise  Tender Number  Tender Type – below are the list of tender types 

Limited



Open



Single

 Rate Page Type – The Rate page during bidding has detail fields corresponding to one of the following options, 

Supply

 Tender Document Cost - Mandatory payment to be made by the firms before submitting the offer.  Earnest Money – An amount defined for the EMD to be submitted by the firms during the bidding process.  Bidding System - It has following options available, 

Single part bid system



Two part bid system



Three part bid system

 Payment Terms defined by the tender inviting authorities during the creation of Tender Document. HCL INFOSYSTEMS

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 Tender Description – Brief description of the tender  Delivery Period- The delivery period for completion of work or delivery of the product. It has following options, 

Weeks



Days



Months

 Instructions/Remarks – Remarks information related to tender.

3.2 My Bids for Tenders Closed Tenders for which vendor has submitted the Bid (minimum one Bid Id is generated for particular tender), tenders would be available after TBO.



Section/unit – Division section/unit.

 Tender no. – Tender number of the tender.  Description – Tender description. HCL INFOSYSTEMS

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 Closing Date/Time – Tender closing Date and Time.  Actions – Vendor can perform the following actions with each tender 

View Corrigendum/Other Notices – Tender Corrigendum information.



View My Financial Bid – shows submitted financial data.



View My Technical Bid – shows submitted technical data.



View Financial Tabulation – shows financial tabulation report of tender.



View Techno-Commercial Tabulation – shows technical tabulation report of the tender.



Negotiation Data – Shows tender negotiation data initiated by the purchase officer.

Note: - Details of the above actions can be checked in the Advanced Search and Quick Search. 3.3 My Purchase Orders In this link you can see the purchase order information. 3.4 My Message In this link you can see the all messages.

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Actions – Vendor can perform the following actions with each message. View Message – It indicates to view the message. Delete – It indicates to delete the message.

3.5 My Techno Commercial Bids Approved for Reverse Auction Reverse Auction bid process and tax submission process available under this section.

4 Terminologies : Tender Document Cost – The money deposited by the vendor at the time of bidding (Mandatory). Earnest Money Deposit – An earnest payment is a deposit towards the purchase of publicly tendered government contract made by a firm that he/she is serious (earnest) about wanting to complete the purchase. When a buyer makes an offer to buy the amount varies as per the conditions of Tender. Purchase Order Contract –

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A purchase contract is a binding agreement (between two or more parties with legal capacity) to purchase items. It is based on legal consideration. Bidding system – The Bid process allows the vendor to submit their commercial & technical bid for a particular tender. The bidding process consists of various bidding systems namely:



Single part Bidding System



Two part Bidding System



Three part Bidding System

In the Single Part Bidding System, the technical and commercial bids are opened in one go, where in Double Bidding Systems, The technical bid is opened first. Once the technical bid has been qualified, the commercial bid of the same is opened. In Three part Bid system, the payment reports/prototypes opened first. Once prequalification completed, the technical bid of the same is opened. At last commercial bid is opened. Technical Bid – The part of bid containing performance/eligibility related information. Commercial Bid – The part of bid containing rate/cost related information.

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5 Glossary

Abbreviations

Descriptions

EPS

E-Procurement System

ECIL

Electronics Corporation of India Ltd

NIT

Notice Inviting Tender

BBS

Bulletin Board Service

PO

Purchase Order

CA

Certification Authority

PKI

Public Key Infrastructure

RA

Reverse Auction

DB

Database

Qty

Quantity

EMD

Earnest Money Deposit

BG

Bank Guaranty

COS

Controller of Stores

PCE

Principal Chief Engineer

CAO

Chief Administrative Officer

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