User Manual of Global Tender...User Manual of Global Tender (Buyer & Vendor Users) Page 6 of 38...

User Manual of Global Tender (Buyer & Vendor Users)

Version 1.0

Volume III

Release Date: 13-02-2014

AUTHOR/ OWNER REVIEWED BY APPROVED BY

NAME Mr. Sonu Singh Patel Mr. Habib Ahmed Mr. Naresh Kumar

DESIGNATION Sr. Software Engineer Manager/MMIS Chief Manager/EPS

SIGNATURE


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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 Point of Contact ............................................................................................................................... 3

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

3 Global Tender Specific Functions at Buyer’s End ................................................................................ 4

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

3.2 Item Creation .................................................................................................................................... 5

3.3 Vendors and Embassy ..................................................................................................................... 6

3.4 Publish Tender.................................................................................................................................... 7

3.5 Create Corrigendum ....................................................................................................................... 8

4 Tender Box Opening Process .................................................................................................................. 8

4.1 Submit Common/Item Wise Parameters...................................................................................... 9

4.2 Generate Financial Tabulation .................................................................................................... 10

5 Global Tender Specific Functionalities at Vendor’s End .................................................................. 21

5.1 Submit Payment Details ................................................................................................................ 21

5.1.1 Tender Document Cost (TDC) ................................................................................................. 21

5.1.2 Earnest Money Deposit (EMD) ................................................................................................. 25

5.2 Techno Commercial Bidding Process......................................................................................... 26

5.2.1 Eligibility Criteria .......................................................................................................................... 27

5.2.2 Terms & Conditions ..................................................................................................................... 27

5.2.3 Attach Documents: ................................................................................................................... 28

5.2.4 Commercial Deviation .............................................................................................................. 29

5.2.5 Technical Specification ............................................................................................................. 29

5.2.6 Technical Deviation ................................................................................................................... 29

5.2.7 Special Conditions & Checklists .............................................................................................. 29

5.2.8 Performance Statements .......................................................................................................... 30

5.3 Financial Bidding Process .............................................................................................................. 30

5.3.1 Indigenous Offer ......................................................................................................................... 33

5.3.2 Foreign Currency Offer .............................................................................................................. 35

5.3.3 Revise/Alternate Offer ............................................................................................................... 37


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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 material 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 about processes involved in

Global Tendering module i.e. NIT creation, tender box opening, submitting common/ item

wise parameters and tabulation generation. It is also a guide for suppliers/vendors

registered with IREPS website that how to participate and submit bids in global tenders.

1.3 Scope This document provides information and Details of various functionalities available in

Global Tendering Module to be used by Department Administrator and Standard User in

buyer’s organization and vendor users. It is assumed that users are acquainted with

functioning of IREPS as regards to other types of tenders.

1.4 Point of Contact Updated contact information is available under helpdesk link provided on Home page of

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

information.


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2 Getting Started System Settings and Login process for the users have already been described in other user

manuals hence not discussed here. Railway users login as usual and create NIT (tender).

Only functionalities, specific to Global Tender are being detailed below.

3 Global Tender 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

Global Tender 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 default selection of E-tender and Ordinary

Supply radio buttons, to create a global tender check the checkbox ‘whether Global

Tender?’. Global Tender can be created for Ordinary Supply and M&P type tenders.


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Following parameters are different from indigenous tenders:

Tender Type: In case of Global Tender, user can select the tender type as ‘Global

Limited’, ‘Global Open’, ‘Global PAC’, ‘Global Single’ or ‘Global Special Limited’.

Evaluation Criteria: Available evaluation criteria for global tenders are Group Wise,

Item wise and Total Value Wise. User can select any one from these.

Tender Document Cost (USD): User have to give the value of tender document cost

in USD also along with INR.

Earnest Money (USD): User has to give the value of earnest money in USD also

along with INR.

Bidding System: There are two type of bidding system ‘Single Bid System’ and

‘Double Bid System’, user can select any one from these two.

Other parameters are same as in case of indigenous tenders. Fill the all details and click on

the save button to save the tender in draft mode. Once tender saved in draft mode it can

be modified and published latter. For publishing a tender user have to ‘Sign & Submit’ all

the tabs.

3.2 Item Creation Item creation for global tender is different from indigenous tender. In case of global tender

there are two type of consignee one is ‘Port Consignee’ and other is ‘Ultimate Consignee’

for each and every item. At the time of bidding ‘Port Consignee’ will be used in foreign

currency offer and ‘Ultimate Consignee’ will be used in Indian Currency Offer. To add an

item fill the details and click on save button, after adding all the items click on ‘Sign &

Submit’ button and select the Digital Signature Certificate to sign the item tab.

After adding and item you can do the following by clicking on action icons:


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Edit: click on this icon if you want to edit/modify the item details.

Delete: Click on this icon if you want to delete the item for a particular

consignee.

Add item with similar description: Click on this icon to copy the details of that

particular item, now you can modify the details and save the item as a new item.

3.3 Vendors and Embassy For tender type other than ‘Global Open’ it is mandatory to add at least two vendors. User

can search the vendors by their name and add them as shown in below screen.

It is mandatory to add at least one Embassy in case of global tender. To add an Embassy

click on ‘Add Embassy’ link and select the embassies that you want to add.

https://www.ireps.gov.in/cgi-bin/epsvendor/epsvendor/rfq/nitItemPage.do?basicItem=basicItem&nitId=841865&BV_SessionID=@@@@1374122521.1391664322@@@@&BV_EngineID=ccchadfmdhlfjhfcefecehedffgdfmo.0&timeStamp=1391664996734




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3.4 Publish Tender Before publishing a tender user has to ‘Sign & Submit’ all the tabs i.e. NIT Header, Item

Creation, Vendors Details, Eligibility Criteria, Checklist & Special Conditions, Attach

Documents and Technical Specification (mandatory in case of M&P tenders). Now click

on Publish Tender tab and click on the ‘Attach Public Key of Encryption Certificate’ button

to select the public key of encryption certificate and after that click on ‘Sign & Submit’

button to select the Digital Signature Certificate to sign the tab and publish the tender.


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3.5 Create Corrigendum To create the corrigendum in a tender click on the link ‘Create Corrigendum’ available on

NIT & tender Document page and update which you want. Users can also create

corrigendum by clicking on the link ‘Create Corrigendum’ through Quick/Advance Search

or through Live Tenders folder available on user’s home page.

4 Tender Box Opening Process Starting of tender box opening process for global tender is same as normal tender box

opening process. After clicking on tender box opening icon system prompts for the

passwords of tender box opening officials and after clicking on submit button system first

authenticate the digital signature certificates of tender box opening officials and then

passwords. After successful authentication of digital signature certificate and passwords

system ask to ‘Attach Decryption Certificate and Proceed’ and after clicking on this button

system checks for the correct certificate and if found then it decrypts all the keys and

proceed to next screen where user can see the Summary of Offers, Techno-commercial

Tabulation, Financial Offers and Techno Commercial Offers. Now tender box opened but

financial tabulation pending, to generate the financial tabulation user have to submit the

common and item wise parameters which is discussed in next Para 4.1.


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4.1 Submit Common/Item Wise Parameters After opening the tender box click on the link ‘submit Common/Item Wise Parameters’ to

submit the parameters. After clicking on the link its opens a new page for submitting the

common parameters. Enter the values for ‘Insurance Charges (%) on FOB + Freight’,

‘Landing Charges (%) on CIF’, ‘LC Charges (%)’ and ‘National Inland Freight’. Select the

Date of conversion and enter the values of currency conversion rates for that date.

Foreign currencies shown here are those foreign currencies in which vendors submitted

their financial bid. After entering the values in required fields click on ‘Sign & Submit’

button to submit the common parameters.

On successful submission of common parameters next page loaded for submission of item

wise parameters. If you want to update the common parameters then click on the link

‘Update Common Parameters’ available on below screen. Enter the values for ‘Custom

Duty (%) on Assessable Value’, ‘Calculated Ocean Freight Charges (Percentage of FOB or

Lump Sum/Unit)’, ‘Other Charges Type (If Any)’, ‘Other Charges (%) on FOB’ and click on

the Sign & Submit button to submit the item wise parameters. If item wise parameters are

same for the all the items then user can check the check box available against the label

‘applicable for remaining tender items’ and it will be submitted for all the items in one go

otherwise user need to submit these parameters one by one.


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On successful submission of item wise parameters next page loaded from where user can

update the item wise parameters if required by selecting the item and clicking on ‘Edit’

button.

4.2 Generate Financial Tabulation To generate the financial tabulation user have to submit the common and item wise

parameters. After successful submission of these parameters ‘Proceed to Generate

Tabulation Statement’ button becomes enable and user can generate the tabulation by

clicking on this button which is shown in above screen. After generating the tabulation

next page loaded from where user can see the Offers, Tabulations, Payment Report and

Summary of Offers by clicking on the appropriate links.


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View Financial Offer: To view the financial offer of a vendor click on link ‘View’ available

against that vendor under financial offer column.

Verify Financial Offer: To verify the financial offer of a vendor click on link ‘Verify’ available

against that vendor under financial offer column.


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View Techno Commercial Offer: To view the techno commercial offer of a vendor click on

link ‘View’ available against that vendor under techno commercial offer column.


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Verify Techno Commercial Offer: To verify the techno commercial offer of a vendor click

on link ‘Verify’ available against that vendor under techno commercial offer column.


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View Financial Tabulation: To view financial tabulation click on the link ‘View Financial

Tabulation’ available on list of suppliers page.


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View Techno Commercial Tabulation: To view techno commercial tabulation click on the

link ‘View Techno Commercial Tabulation’ available on list of suppliers page.


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View Payment Report: To view payment report click on the link ‘Payment Report’ available

on list of suppliers page.

View Summary of Offers: To view summary of offers click on the link ‘Summary of Offers’

available on list of suppliers page.


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5 Global Tender Specific Functionalities at Vendor’s End

5.1 Submit Payment Details Vendor users need to pay the Tender Document Cost (TDC) for open type tenders to view

the tender document and to proceed further for techno commercial and financial

bidding process, in case of tenders other than open type there is no tender Document

Cost.

5.1.1 Tender Document Cost (TDC)

Logged in vendor users can search the tender through Quick Search/Advance Search or

directly from their inbox folder ‘My Tenders (Not Yet Closed)’.


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Click on the ‘Submit Payment Details’ icon to go to payment TDC payment page.

There are three modes of payments available Online, Manual and Exempted; user can

go through with anyone of these.

Online Payment: Vendor user can pay the TDC amount online through State Bank of

India Net Banking only. TDC payment through other online modes will be made available

as soon as possible. Online payment method is not available in foreign currencies. To pay

the TDC amount online follow these steps:

Step I: Select the mode of payment as online and click on the submit button.

Step II: Select the SBI from Net Banking Payment and click on submit, it will be redirected

to SBI website.


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Step III: Enter the login credentials to logon on SBI website and proceed further to

complete the payment process. After making the successful payment user redirect back

to IREPS website and gets the payment receipt.

Manual Payment: Manual payment can be made by vendor for TDC amount through

Banker’s Cheque, Cash Receipt, DD, Pay Order and Others. To submit the payment

details vendor user need to select the instrument type and give the other details like

instrument number, date etc. and click on submit button. Vendor user can pay the TDC

amount either in INR or in USD.


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After successful submission vendor users get the receipt with transaction id and

date/time for their reference.

Exempted: Micro and small Vendors can claim exemption from payment of Tender

Document Cost. It is also required that vendor user upload the scanned copy of the

registration certificate in support of their claim.


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5.1.2 Earnest Money Deposit (EMD)

Earnest Money Deposit (EMD) can be paid through manual payment or exempted.

Vendors can pay the EMD amount through manual payment in INR or USD or in any

other currency by selecting the currency from dropdown. EMD amount can be paid in

parts also.

Manual Payment: Manual payment can be made by vendor for EMD amount through

Banker’s Cheque, Cash Receipt, DD, Pay Order and Others. To submit the payment

details vendor user need to select the instrument type and give the other details like

instrument number, date etc. and click on submit button.

After successful submission vendor users get the receipt with transaction id and

date/time for their reference.


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Exempted: Vendor user select the mode of payment as exempted by giving the reason

for exemption. It is also required that vendor user upload the scanned copy of the

original documents which are required for exemption.

5.2 Techno Commercial Bidding Process Techno commercial bidding process contains Eligibility Criteria, Terms & Conditions, Attach

Documents, Commercial Deviation, Technical Specification, Technical Deviation, Special

Conditions & Checklist, and Performance Statements. To submit the financial bids vendor

user have to submit all the tabs marked with * which are mandatory. All the data of

techno commercial bid becomes encrypt before submission. Techno commercial bids

can be updated any time before closing date/time of tender.


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5.2.1 Eligibility Criteria

Vendor user need to give compliance against each and every eligibility criteria by

selecting the radio button ‘Yes’ or ‘No’. If user select ‘No’ corresponding to an eligibility

criteria then remarks becomes mandatory against that condition. After selecting Yes/No

for all conditions click on ‘Sign & Submit’ button, to submit the details.

After successful submission if vendor user wants to change/update anything which

he/she submitted then he/she have to click on ‘Decrypt & Edit’ button and after making

the changes click on the ‘Sign & Update’ button to submit the changes.

5.2.2 Terms & Conditions

Terms & Conditions as per tender document shown on left side column. Give the input for

Offer validity from the closing date of tender. If vendor user wants to submit the same

terms & condition then he/she have to click on the ‘Copy Tendered Conditions’ button

and conditions will be copied to right side column, vendor user also can edit it before

submission if required. Click on ‘Sign & Submit’ button to submit the details. These details


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can be updated any time before closing date/time of tender by clicking on ‘Decrypt &

Edit’ button.

5.2.3 Attach Documents:

Vendor users have to attach all required documents for a particular tender from here

only and only PDF format of documents can be uploaded. Click on ‘Browse’ button to

select the document, enter the document description and click on ‘Sign & Upload’

button to upload the document. Vendor users also can attach the document from their

repository by clicking on the link ‘Upload document from your library’.


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5.2.4 Commercial Deviation

Vendor user can submit commercial deviation pertaining any commercial conditions

mentioned in any of the document attached with tender. To submit a deviation vendor

user have to give the Document Name, Clause No., Description as per clause and

Deviation Details. If there is no deviation from any clause then vendor user have to check

the check box provided on top and all the fields will be filled automatically with ‘All’ in

Document Name, Clause No., Description as per clause and ‘No Deviation’ in Deviation

Details fields. If no deviation submitted by vendor user then he/she cannot submit any

other deviation without deleting it and vice-versa. Click on ‘Decrypt & Show’ button to

see the submitted deviation. Click on the appropriate icon under Actions column to

modify or delete a deviation.

5.2.5 Technical Specification

Same as discussed above in Para 5.2.1

5.2.6 Technical Deviation


5.2.7 Special Conditions & Checklists



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5.2.8 Performance Statements

Vendor user can submit the performance statements of the previous orders here if

required.

5.3 Financial Bidding Process After completing the techno commercial bidding part vendor user can proceed for the

financial bidding process. Click on Financial Offer tab to see the details about the items

and evaluation criteria. It is important that vendor users submit their financial bid

according to the evaluation criteria because consideration of the offers depends on the

evaluation criteria. There are three types of evaluation criteria which are discussed below:

Item Wise: The ranking will be based on all the consignees for a particular item. Vendors

have to submit their rates for all the consignees for full quantity of particular item. In case,

the vendor quotes quantity less than the tendered quantity for one or more consignees or

does not quote any quantity for one or more consignees then his offer for that item will not

be considered in ranking but appear in Miscellaneous Bids section of the financial

tabulation.


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Click on the link ‘Indigenous Offer’ to submit the financial offer in INR and click on link

‘Foreign Currency Offer’ to submit the financial bid in other currencies. After successful

submission of financial bid vendor user gets the Bid Id and it is advised that keep this bid id

for future reference.

Submission of Indigenous Offer discussed in Para 5.3.1 and submission of Foreign Currency

Offer discussed in Para 5.3.2. Revision of bids and Alternate Offer discussed in Para 5.3.3.

Group Wise: The ranking will be generated based on the All Inclusive Total Value of all the

items in particular group. Vendors have to submit their rates for all the consignees for full

quantity for all the items in a particular Group. In case, the vendor quotes quantity less

than the tendered quantity for one or more consignees or items or does not quote any

quantity for one or more consignees or items then his offer for that Group will not be

considered in ranking but appear in Miscellaneous Bids section of the financial tabulation.

To submit the financial offer for a group click on the link ‘Submit Offer’ link available against

that group which opens a new page showing all the items of that group.

Click on the link ‘Indigenous Offer’ to submit the financial offer in INR and click on link

‘Foreign Currency Offer’ to submit the financial bid in other currencies. After successful


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submission of financial bids vendor user gets the Bid Id along with Offer Id, Offer ID remains

the same for all the items of that group.

Total Value Wise: The ranking will be generated based on Total All Inclusive Value of rates

submitted by vendors for all the items for all the consignees against the full Tendered

Quantity in that tender. In case, the vendor quotes quantity less than the tendered

quantity for one or more consignees or items or does not quote any quantity for one or

more consignees or items then his entire offer will not be considered in ranking but appear

in Miscellaneous Bids section of the financial tabulation.

To submit the financial offer for a tender having evaluation criteria Total Value Wise click

on the link ‘Submit Offer’ link available on page shown above which opens a new page

showing all the items of the tender. After successful submission of financial bids vendor user

gets the Bid Id along with Offer Id, Offer ID remains the same for all the items of that

tender.


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5.3.1 Indigenous Offer

To submit an Indigenous Offer for an item click on the link ‘Indigenous Offer’ available

against that item, rate page of indigenous offer opens which is shown below. Vendor

user have to give the ‘Vendor File Reference No.’ for his/her reference and it will be

remains same for the all items of the tender. Enter the values for all input fields on this

page and select the appropriate option from dropdown. Select the appropriate option

for Excise Duty Type from the dropdown list which can be ED Inclusive, Maximum

Applicable, NIL, Not Applicable, Specific ED Inclusive or Specific ED Max Applicable.

Mode of Dispatch can be Rail (Parcel), Post Parcel, Courier, Rail (Goods), Road and

Rail/Road; select the appropriate option by default it will be Road. If there is any other

charges then specify the name of the charges in other charges field and enter the value

of that. Select the appropriate option for Sales Tax and enter the value. After filling all the

values click on ‘Submit Offer’ button.


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It will show the total value of the offer for the item in alert pop-up, click on OK to

proceed.

Now bid data have been encrypted successfully, click on OK button to proceed.

Select your Digital Signature Certificate to sign the data and click on OK button.


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After successful submission of bid data vendor gets the Bid ID with details. Vendor user

can print this for future reference. Click on ‘Click Here To Continue’ to submit the bids for

remaining items.

5.3.2 Foreign Currency Offer

To submit a ‘Foreign Currency Offer’ for an item click on the link ‘Foreign Currency Offer’

available against that item, rate page of foreign currency offer opens which is shown

below. Vendor user have to give the ‘Vendor File Reference No.’ for his/her reference

and it will be remains same for the all items of the tender. Enter the values for all input

fields on this page and select the appropriate option from dropdown. Select the

currency from dropdown in which you want to submit the bid also select the country of

origin from the dropdown list. Enter the name for port of shipment. Select ‘Mode of

Shipment’ and ‘Basis of Offer’ from dropdown, in combination of these two ‘Transit


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Freight/Unit’ and ‘Insurance (%)’ may be mandatory or disable, see the table given

below for details:

Mode of Shipment Basis Of Offer Transit Freight/Unit Insurance (%)

Air

FCA Not Allowed Not Allowed

CPT Mandatory Not Allowed

CIP Mandatory Mandatory

Courier

FOB Not Allowed Not Allowed

C&F Mandatory Not Allowed

CIF Mandatory Mandatory




Sea




Others







If vendor user selects the mode of shipment as ‘Others’ then user have to enter it in

remarks field. After filling all the values click on the ‘Submit Offer’ button to submit the

offer. After successful submission of financial offer you will get the Bid ID with details.


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5.3.3 Revise/Alternate Offer

If the user has already submitted the financial bid then on clicking ‘Financial offer’ tab he

will find following page:

If the user chooses to ‘Revise Offer’, he will find following page. Here, the functionality will

remain same as in case of original bid. After revision of the Bid, original offer will be

treated as superseded and appear in ‘Superseded Bids’ section in the financial

tabulation. Revise offer will be submitted in same currency in which original offer was

submitted. Alternate offers also can be revised.

If the user wants to submit alternate offer then he/she can submit the alternate offer in

INR or in any other currency. Click on link ‘Alternate Offer (Indigenous)’ to submit the offer

in INR or click on link ‘Alternate Offer (Foreign Currency)’ to submit the offer in foreign

currency. The process will be the same as in case of original Bids. Alternate bids will be

treated as original bids and considered in ranking. Alternate bid can also be revised.


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In case of Group Wise evaluation criteria tender if vendor users want to submit the

alternate offer for a group then they have to submit the bids for all items of that group

and in case of total value wise evaluation criteria they have to submit the bids for all

items of that tender.

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