REFER THE DIFFERENT WEBSITES RELATING TO E-TENDER AND PREPARE REPORT ON IT

 

                                  INTRODUCTION

 

Tender: The tender is defined as an offer in writing for execution of certain specified work or supply of specified material subject to certain term and conditions such as rates ,time limit etc.

 

 

E-Tendering:

An e-Tendering System (or Electronic Tendering System) facilitates the complete tendering process from the advertising of the requirement through to the placing of the contract. This includes the exchange of all relevant documents in electronic format.

            E-tendering is simply where the procurement process is conducted online. So to complete an e-tender you create a user name and password, log on to the relevant portal for your buyer, and from there you can:

• Find tender opportunity
• Submit an expression of interest (EOI)
• Complete and submit a PQQ (pre-qualification questionnaire)
• Complete and submit an e tender
• Download all relevant bid and tender documents
• Ask and receive responses for questions pertaining to your PQQ and Tender
• Track the progress of your PQQ and tender
• Receive notifications of any changes to the specification of the PQQ or tender
• Keep all you PQQ and Tenders in one place (for that buyer)
• Upload any relevant documents.

 

 

 MAIN BODY

 

v Benefits of e-tenders:

Ø  E-tendering is useful because it guides you through a very structured process. Unlike conventional tendering, e-tendering takes you step by step through the tender and sometimes you even have to complete one part before you can progress to the next. Even if that is not the case, the e-tender system will be divided into discrete sections and usually, it will have very prescriptive questions so it will be easier to give the client the response they are looking for.

Ø  With the layout and the questions clearly stated you do not have to worry about format or form and no one can benefit from any design or creative advantages.

Ø  We believe that e-tendering goes some way to levelling the playing field, everyone is answering the same questions and often within a set word limit so it should be much easier for the evaluator to reach an objective decision with an e-tender than a conventional tender.

Ø  An e-tender usually has some fool proofing to it. So you cannot submit an e-tender unless you have completed mandatory sections or at the very least it will warn you that you have not attached the documents. This means it is almost impossible to submit a non-compliant bid.

Ø  Using an e-tendering portal (e-portal) also means that it is much easier to pick up where you left off, some e-tendering portals even have a percentage telling you much you have completed and how much of your bid is outstanding, which is handy for project management and keeping your tender on track.

v Disadvantages of e-tendering

Ø  The downside of this type of tendering is that there can be a lot of questions. It can seem like a marathon and often the questions do not seem to link through to one another.

Ø  This makes e-tendering difficult to do for long spells. The questions can be disjointed and badly worded and it breaks up the flow. Sometimes the e-tenders are very dense and confusing, difficult to navigate and even more difficult to access in the first place – especially the portals used to host the process.

Ø  E-tendering can be quite prescriptive and as such it does not leave as much room for innovation. It can be done but it is much harder as generally you are not allowed design, individuality or many supporting documents.

Ø  Whatever you do when you are completing a tender opportunity via an e-tendering system, save your work regularly and leave yourself plenty of time. The e-portals can become slow and unresponsive when a lot of bidders are accessing the site, typically this happens close to the submission deadline so try to log-on and submit your e-tender much earlier.

 

 

v Tenders documents may include:

·        Notice Inviting Tender (NIT)

·        Form B1.

·        Form B2.

·        Schedule B.

·        General Technical Specifications.

·        Drawings.

·        Bill of Quantities (BoQ)

·        Special Conditions related to the project.

 

Ø  Detailed procedure of filling E- tender:

·       Open Internet Explorer browser on your computer and type the website name http://it. maharashtra.etenders.com

·       Type your User Id in the field in the Login section and click on Go button

·       Below screen will be displayed prompting you to enter the password. Enter the Password and click on Login button

·       Choose the criteria ‘Tender Search’ from the list for searching the tender you want to work on and click on Go button.

·       Below screen will be displayed. Now, click on Search button.

·       Below screen will be displayed. You can see the Tender No., NIT No., Short Description of Work, N.I.T. Date and Tender Status of the various tenders in the list. If your tender is not available in the list of the first page, try other pages at the bottom of the Screen. Click on the Tender No. for which you like to prepare the bid

·       Below screen will be displayed showing the detail tender notice information related to the Respective Tender.(Part A)

·       You can see also see the Name of the Work along with Key Dates of tasks to be Performed by Department Users (i.e. the stages appearing under IT Stage column) as Well as Contractors (i.e. the stages appearing under Contractor Stage column) along With the start date and time and end date and time for each task. (Part – C)

·       Below screen will be displayed.

·       Below screen with the message “Bid Submission Click On Proceed To Continue” Will be displayed. Click on Proceed button.

·       Click on GO Button For EMD Payment

·       Below screen will be displayed.

·       Select EMD Mode in Drop Down List.

·       Click on Make Payment Button

·       Below screen will be displayed.

·       Fill EMD Payment Details and then Click on Save Button.

·       Click on Select Tick Mark for view EMD Payment Details.

·       Below screen will be displayed.

·       Click on Validate Payment Button for Check EMD Payment.

·       Click on Done Button

·       Now, click on ‘Go’ button to continue

·       Now, the current envelope is ‘T1 (Technical Envelope)’ i.e. Envelope T1. You can see the forms to be filled up. Now, select the first form (e.g. ‘Check List for Bidders’) by clicking on Red Check mark under ‘Submit’ column

·       The below screen will be displayed. Press ‘Decrypt’ button to decrypt the details

·       The ‘Certificate Selection’ window will be displayed. Select the proper certificate and Press ‘OK’ button

·       The details will be decrypted. You can verify the decrypted details but cannot change it in anyway.

·       Now, click on ‘Encrypt’ button to encrypt the details of checklist for Bidders. Note: This encryption will be done by the Department User’s Public Key who had Uploaded this tender. The Public Key of the concerned official is attached to this tender While Releasing it.

·       A message will be displayed ‘Submission of Form No.1 Successful.

·       Now, select the third form from the link given (as seen in picture) i. e. Form No. 2 (‘Details for Bidder for Envelope T1’).

·       The below screen will be displayed. Press ‘Decrypt’ button to decrypt the details

·       The ‘Certificate Selection’ window will be displayed. Select the proper certificate and Press ‘OK’ button

·       The details will be decrypted. You can verify the decrypted details but cannot change it in Anyway.

·       Now, click on ‘Encrypt’ button to encrypt the details of checklist for Bidders Note: This encryption will be done by the Department User’s Public Key who had Uploaded this tender. The Public Key of the concerned official is attached to this tender while releasing it.

·       Click on Submit Button

·       A message will be displayed ‘Submission of Form No.2 Successful.

·       Now, select the third form from the link given (as seen in picture) i. e. Form No. 3 (‘Documents Attach for Bidder’s eligibility and Qualification for Envelope T1’).

·       Form no. 3 will be displayed. You have to upload here some documents like Scan copy of EMD, License of products etc Note: The documents should be the same documents for which the hashes were Generated during the bid preparation stage (without any changes or even opening the File)

·       Now, click on ‘Select Doc’ button to add the document.

·       Below screen will be displayed. Now, click on ‘Red’ check mark to select the same document that you had selected during hash generation. The Sent Document Hash is displayed in the ‘Sent Document Hash’ field.

·       Below Screen will be displayed. The hash of the selected document will be generated and will be displayed in the ‘Selected Document Hash’ field

·       You will see a message ‘Selected Document Hash MATCHED with sent document Hash for ………………’. Click on ‘OK’ button. Note: Please upload same document for which you have generated and sent the hash at the time of hash generation and upload only when hash MATCHED. Do not upload any document whose hash does NOT MATCH. Also, do not upload documents for which you have not generated hash

·       Now, click on ‘Save Doc’ button to save the document.

·       A message will be displayed ‘File Uploaded successfull’

·       After uploading all the documents, now, click on ‘Submit’ button to submit the form with all the documents. A message will be displayed ‘Submission Of Form No: 3 Successful’.

·       Now, select the Fourth form from the link given (as seen in picture) i. e. Form No. 4 (‘Turn Over of the Company for Envelope T1’).

·       The below screen will be displayed. Press ‘Decrypt’ button to decrypt the details

·       The ‘Certificate Selection’ window will be displayed. Select the proper certificate and press ‘OK’ button.

·       The details will be decrypted. You can verify the decrypted details but cannot change it in anyway

·       Now, click on ‘Encrypt’ button to encrypt the Turn over the company. Note: This encryption will be done by the Department User’s Public Key who had Uploaded this tender. The Public Key of the concerned official is attached to this tender while releasing it.

·       Click on Submit Button

·       A message will be displayed ‘Submission of Form No.4 Successful.

·       Below screen will be displayed All Forms status change to Submitted

·       Select Next Envelope Commercial Envelope There is no Forms

·       Now, select the next action ‘Submit Work data’ from the ‘Actions’ drop down box. Press ‘Go’ button.

·       The below screen will be displayed. The status message of the material in the column ‘Is Submitted’ is displayed as ‘Not Submitted’. Click the Red check mark under ‘Select’ column.

·       The below screen will be displayed. Press ‘Decrypt’ button to decrypt the details

·       The ‘Certificate Selection’ window will be displayed. Select the proper certificate and press ‘OK’ button.

·       The details will be decrypted and displayed in ‘Base Rate’ field. This is your offer for the tender.

·       Now, press ‘Encrypt’ button. The details will be encrypted. Press ‘Submit’ button to submit the details. 1. A message will be displayed ‘item Details Submitted successfully!’

·       Now, select the next action ‘Submit Item BOQ’ from the ‘Actions’ drop down box. Press ‘Go’ button.

·       There Is Not Applicable BOQ Data For this Tender

·       Now, select the next action ‘Upload Additional Documents’ from the ‘Actions’ drop down box. Press ‘Go’ button.

·       Click on Add Doc Button to Upload Additional Documents

·       Click on Browse button.

·       Select your Document.

·       Click on Upload Button.

·       Message Displayed Document has been Uploaded

·       Now, Select the next action ‘Submit Work Forms’ from the ‘Actions’ drop down box. And Press ‘Go’ button.

·       You will come to the below screen. The current envelope is T1 (Technical Envelope). Click on Red check mark under ‘Select’ column.

·       The below screen will be displayed. The status message of the work in the column ‘Is Submitted’ is displayed as ‘Not Submitted’. Click the Red check mark under ‘Select’ column.

·       The below screen will be displayed. Press ‘Decrypt’ button to decrypt the details

·       The ‘Certificate Selection’ window will be displayed. Select the proper certificate and press ‘OK’ button.

·       The details will be decrypted. You can verify the decrypted details but cannot change it in Anyway.

·       Now, click on ‘Encrypt’ button to encrypt the details of Technical Specification Form. Note: This encryption will be done by the Department User’s Public Key who had uploaded this tender. The Public Key of the concerned official is attached to this tender While releasing it. .

·       Below Screen will be displayed with the message Submission of Form No. 2 Successful

·       Select the next envelope code ‘C1’ i.e. ‘Price Bid Envelope’ or Envelope B details.

·       The below screen will be displayed. The status message of the work in the column ‘Is Submitted’ is displayed as ‘Not Submitted’. Click the Red check mark under ‘Select’ column.

·       The below screen will be displayed. Press ‘Decrypt’ button to decrypt the details

·       The ‘Certificate Selection’ window will be displayed. Select the proper certificate and press ‘OK’ button.

·       The details will be decrypted. You can verify the decrypted details but cannot change it in anyway.

·       Now, click on ‘Encrypt’ button to encrypt the details of Commercial Bid. Note: This encryption will be done by the Department User’s Public Key who had uploaded this tender. The Public Key of the concerned official is attached to this tender while releasing it.

·       Click on submit button

·       Below Screen will be displayed with the message Submission of Form No. 1 Successful

·       Now click on “Done” button to finish the stage. . Below screen will be displayed with the status of the stage “Submit Bids Online” as Completed. Now click on Logout button.

 

 

 CONCLUSION

 

 

E-Tendering system has a better approach compared to the manual process of tender. The document flow speed was increased by 58.5% which suggests a more efficient process.

 

 

   REFERANCES                                                                                                                                       

 

 

·       Tender Document

 

·       Contract and accounts book