bid submission for goods user guide

7/28/2019 Bid Submission for Goods User Guide

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Bid Submission forBid Submission forGoods User GuideGoods User Guide

http://eproc.karnataka.gov.in

User Guide Developed by:
http://eproc.karnataka.gov.in/http://eproc.karnataka.gov.in/


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Bid Submission for Goods User Guide

Contents

1. INTRODUCTION.................................................................................................................3

2. PRE-REQUISITES..............................................................................................................4

3. BID SUBMISSION FOR GOODS........................................................................................5

3.1 Logging In................................................................................................................................................... 5

3.2 Inside the e-Procurement Portal................................................................................................................7

3.3 Searching for Tenders................................................................................................................................ 8

3.4 Actions...................................................................................................................................................... 11

3.5 Bid Submission Summary/Overview......................................................................................................12

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1. Introduction

The Government of Karnataka (GoK) has decided to implement a state-wide e-procurementportal. The new e-Proc portal will act as an end-to-end system, wherein governmentagencies can handle their procurement activities entirely online starting from Indent

Generation, Tendering, Contract Management, Catalogue Management and Payments.The end-to-end e-Proc portal has been divided into the following key modules:

1. Supplier registration2. Indent management3. e-Tendering Bid Creation, Evaluation and Submission4. e-Auctions5. Contract management6. Catalogue management

This User Guide focuses on Bid Submission for Goods.

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2. Pre-requisites

You must have the following:

1. A broadband Internet connection. This is important for quicker access, processing and

uploading of files. Some of the common broadband (or high speed Internet) providersare BSNL, AirTel, Sify and Tata IndiCom.

2. A digital certificate on your PC or on a thumb drive. You cannot proceed with yourregistration or edit your profile without a digital certificate. A list of the approved vendorsis available on the e-Proc portal. This is the link to the e-Proc portal:

http://eproc.karnataka.gov.in

A digital certificate helps keep your information and your transactions completely safe.

3. Internet Explorer 6.0 or above. No other browsers are supported at the moment.

4. A valid email account with enough space to receive email. If you are a regular supplierto the government, we recommend a dedicated email account. There are many free mailservices available on the Internet today:

GMail http://www.gmail.comHotmail http://www.hotmail.comSIFY http://www.sify.comRediff http://www.rediffmail.com

Yahoo http://www.yahoo.com or http://www.yahoo.co.in

You can also opt for a paid service with your domain.

5. WinZIP installed on your system to compress large files into smaller sized files. Get thisfrom:

http://www.winzip.com

6. On the e-Proc Portal, all fields marked with a red asterisk indicate that it is compulsoryto enter/provide that information. You cannot proceed with registration without entering

those details.

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http://eproc.karnataka.gov.in/http://www.gmail.com/http://www.hotmail.com/http://www.sify.com/http://www.rediffmail.com/http://www.yahoo.com/http://www.yahoo.co.in/http://www.winzip.com/http://eproc.karnataka.gov.in/http://www.gmail.com/http://www.hotmail.com/http://www.sify.com/http://www.rediffmail.com/http://www.yahoo.com/http://www.yahoo.co.in/http://www.winzip.com/


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3. Bid Submission for Goods

3.1 Logging In

1. In your Internet Explorer address bar, type http://eproc.karnataka.gov.in.

2. The Procurement Portal home page appears. As a registered supplier, you can log into the portal to access your profile, view and bid for tenders for the categories youare registered to receive.

Example: You can view tenders for goods, works, or services, or any combination ofthese categories.

Click Login.

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http://eproc.karnataka.gov.in/http://eproc.karnataka.gov.in/


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3. Your user ID and password were emailed to you when you signed up for this paidservice.

As per process, you would then have changed the mailed password to a new one

that was more convenient and personal to you.

Enter your registered user ID and your password.

Click Login.

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3.2 Inside the e-Procurement Portal

1. You are now logged into the e-Procurement Portal. There are 2 main menu optionsavailable:

I. My Profile: Here you can change details (such as address, phone number, others) toupdate your profile.

II. Tender Management: With the Search Tenders you can search for tenders releasedby the Government of Karnataka through a criteria-based search. My Bids displaysall bids that you have submitted.

Click on Search Tenders to open the Search Notice Inviting Tenders (NIT).

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3.3 Searching for Tenders

1. This is the Search Notice Inviting Tenders screen where you can search for tendersby specifying one or more criteria.

The search criteria can be the tender category, publishing department (Goods),number, tender and/or the invitation strategy.

There are 2 types of tenders:

1. Open Tenders are for all suppliers.

2. Restricted tenders are only for successfully pre-qualified suppliers who will gothrough the qualification process.

2. The Department dropdown list displays a detailed list of all the participatingdepartments of the Government of Karnataka.

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3. Pick the From and To published dates from the calendar icons. When the calendaropens, simply select the year, month and date.

4. There are 3 ways to search for NITs:

I. Simply click on Search without specifying criteria. Not recommended because it willdisplay a long list of all tenders.

II. Specify the Tender Number by copying it from the email notice you received. This

is the quickest way.

III. Specify multiple criteria to narrow down a range of tenders.

Specify your criteria and click on Search.

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5. The Search Notice Inviting Tenders (NIT) screen is the initial point for viewing openor restricted tenders for goods published by the Government of Karnataka.

Note: Historically, suppliers had to pay to view these tenders but not anymore.Viewing tenders is now a standard free feature of this paid service.

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3.4 Actions

1. View Tender Details: Brings up a view-only screen which displays the selectedtender's details.

> Procurement entity details> Tender value, earnest money deposit and documentation fees details> The dates and times of the tender schedule

Remember, you cannot modify any tender details here.

2. Download Tender Documents: Download tender documents for viewing.

3. View Queries for this Tender: Submit and view questions about this tender.

4. Submit the Bid for this Tender: Submit the bid for action processing.

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2. Click EMD.

Earnest Money Deposit (EMD) is required as a security deposit from a supplier.

The tendering authority will set a percentage of the ECV as the Earnest MoneyDeposit. When the percentage is put in, the value is calculated automatically anddisplayed on the screen.

The EMD payment screen comes up. Select the credit card option.

The Earnest Money Deposit (EMD) amount is automatically displayed on the

payment information screen.

Click Pay.

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You cannot modify this amount. The exact amount must be submitted to proceedsuccessfully in this process.

On reviewing the information, click OK. The online payment gateway screenappears.

Click your card brand option, Visa or MasterCard.

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Enter your credit card details.

Click Pay.

Your credit card payment is getting processed.

The screen will change automatically when the process is over.

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The Payment Completed Successfully screen appears.

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3. The green checked status indicates that your EMD was processed successfully.

General Conditions of Eligibility criteria are norms or a level of standard that mustmeet the qualification requirements set by the GoK. Compliance with these

standards is important for you to reach the end of the bidding process.

Non-compliance can lead to disqualification of your bid at the end of the process.

If you select NO in the Compliance dropdown list, then your bid will be disqualified.These compliance criteria must be met for successful bid submission.

Enter a brief description or any additional information about your compliance with theeligibility criteria in the Remarks text boxes. Clicking on SAVE will return you to theBid Summary / Overview screen.

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4. The green checked status indicates that your eligibility criteria were processedsuccessfully. The next action to be executed is Technical Qualification Criteria.

The Technical Qualification Criteria screen displays the required criteria to qualifytechnically to submit a particular bid.

Technical criteria may be specific to the nature and quantity of the goods beingtendered and your capability as a supplier to meet the demands of the tender.

As with Eligibility Criteria, you must meet the Technical Qualification Criteria laiddown for a tender to successfully qualify for bid submission.

Click the Next icon to access the compliance screen for those technical criteria.

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Specify if your compliance to each technical criterion is YES or NO. Enter yourremarks and upload any documents that you have to.

Click on Save and Continue. The green checked status indicates successfulprocessing of your technical qualification criteria.

The next action is Upload Bid Documents.

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5. Upload Bid Documents is the halfway point in this series of actions. Click Upload BidDocuments to upload and submit mandatory certificates and documentation.

Various departments within Government of Karnataka attach different certification

and documentation requirements to their tenders. The set of certifications anddocumentation required for a bid will be listed in the tender itself.

You must attach these documents and certificates during the submission process.Ensure that all required documentation and certification is available in ascanned/electronic format (.JPG, .TIFF, .PDF) on your desktop at the time ofsubmission. Clicking Browse brings up the Choose File window. Select the directoryand file and click Open.

Having added the certificates and general document, click on Continue.

The green checked status indicates successful processing of uploaded biddocuments. The next step is the crucial Item-wise Bid Commercial Offer.

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6. Click Item-wise Bid Commercial Offer.

The next option is Item-wise Bid Commercial Offer. All line items in this option mustbe quoted.

Click on the Show Items action icon at the end of the row.

All the line items for a tender are grouped. These line items are numbered seriallyand require the following actions:

1. Enter the Brand name of the goods2. Enter the Rate for the goods3. Enter the Amount in words

Click on the Edit Statutory Components for this Item at the end of the row.

Note: Great care must be taken to enter the rate correctly.

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The Statutory Components screen for the selected line item appears. Ensure thatthese statutory tax components are appropriately filled in or specified.

The Statutory Components are added and displayed below in rows every time theAdd Component button is clicked.

The added component is displayed. Click Next Item to add statutory components tothe next item.

Click Save & Get Next when done. You are returned to the Item-wise BidCommercial Offer screen.

Click Save & Continue.

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The Item-wise Bid Commercial Offer shows a checked (all line items quoted) status.

Next, click Declaration to complete the bid submission process.

7. Declaration is an online declaration from you or your organisation enclosing thefinancial proposal for selection of your firm to execute that particular tender as perthe stipulations of the contract.

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You must click the "I Agree to the Terms and Conditions" checkbox.

Click the Encrypt with my encryption key checkbox if you want to encrypt your bid.If not, leave it unchecked.

Click Save and Continue.

Click Submit Bid. Once all the requirements and conditions have been submitted andmet, a Bid Reference Number is generated.

The Declaration option shows a checked status in the Summary/Overview screen.

8. This submitted bid will be available to you in the My Bids option under TenderManagement.

9. Click on My Bids and enter the Tender Number or select the Department.

Click Search.

A list of tenders issued by the selected department is displayed.

Click Logout to exit from the e-Procurement Portal.

~ The End ~